Post on 28-Jul-2020
DRAFT
Level 2 Business Process Workflow: PAY – PayrollEn
terp
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DFS
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PA
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Page 1 of 5
Version: Draft_4.0 6.1 PAY: Employee RecordsDate: 05/16/2016
Process Start/End
Process Activity
Decision or Process Branch
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Steps Shaded Gray Indicate Activities Outside Florida PALM
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Does Agency usePeople First?
PAY 1.2Personnel Record
Established/UpdatedIn Agency sHR System
No
PAY 1.1Employee Hired
or Update Initiatedto Employee
Personnel Record
Start 1
PAY 1.3Personnel Record
Established/UpdatedIn People First
FRS provides Retirement Codes
DSGI provides benefits codes
PAY 1.4Employee
RecordEstablished/Updated
PAY IP 4Payroll
Requisitions
P2P AE 3.9Issue Payment
PAY 2.16Final Payroll
Register
PAY IP 3Agency
Business &ExternalSystems
ARB 3.1; ARB 2.7Receive
Cash;UpdateCustomer
Record
PAY 1.5Orders for Collections
And Other InputsCaptured
PAY 1.6Updated Employee
Record
PAY IP 2EmployeeDeferred
CompensationRecords
PAY IP 3Agency
Business &ExternalSystems
PAY R2Load
Exception
PAY R3Load
Exception
PAY IP 1People First
PAY 1.7Self-Service Portal;
EFT andW-4 Elections
PAY 3.1; PAY 3.2Cancellations and
Adjustments
PAY IP 1People First
HR, FRS,DSGI
PAY 4.3; PAY 4.7Prepare W-2c;Prepare W-2
PAY 4.10Forms W-2 Notification
Yes
PAY R1Load
Exception
Do ChangesAffect W-4 IRS
Mandate?
PAY 1.8Revoke W-4
Changes and Notify Employee
Yes NoPAY 4.9Prepare Forms
W-2 and Distribute
P2P AE 3.9Issue Payment
DRAFT
Level 2 Business Process Workflow: PAY – PayrollE
nte
rpri
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OSP
Age
ncy
Pay
roll
Ente
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MS
– Pe
opl
e Fi
rst,
FRS
and
DSG
IPage 2 of 5
Version: Draft_4.0 6.2 PAY: Payroll Processing & ProductionDate: 05/16/2016
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PAY 1.6Updated
Employee Record
PAY 2.1Run Pre-Production
Payroll(Simulated Payroll)
StatePayroll
PAY IP 4Payroll
Requisitions
BUD CP 2.9Transaction
Budget Checking
PAY 2.6Run Production
Payroll to ComputeGross
BUD AE 2.19Post
Budget
PAY R4Load
Exception
PAY 2.8
LegislativePayroll
State Active Duty Payroll
PAY R5Error
Report
Settlements; Beneficiary Pymts
PAY CP 2.2Verification
of CalculatedPay to
Requisitions
PAY 2.3Agency Notified ofSimulated Run &
Warning Messages
PAY R6Prelim PaySummary
Report
PAY R7Prelim W-4
WHReport
PAY R8Prelim Ded
RegisterReport
PAY R9Prelim Pre-
Tax BenReport
PAY 2.4Authorized Agency
User Validates Payroll, Correct Errors,
Updates Budget
PAY CP 2.5DFS
Override of Negative Budget
PAY10Prelim
Cash ReqReport
PAY R11Error
Report
PAY 2.5;PAY 2.6
Enterprise DFS Checks Budget;
Run Production Payroll
PAY 2.4ValidatePayrollCorrectErrors
BUD AE 2.8Post toBudgetLedger
BUD CP 2.9Transaction
Budget Checking
PAY 2.4ValidatePayrollCorrectErrors
PAY 3.1; PAY 3.2Underpayment
P2P 3.1Run Payments
PAY 2.7Agency Corrects
Dropped Payments and Adds to Next Payroll
Requisition
PAY R12Dropped
PmtReport
DRAFT
Level 2 Business Process Workflow: PAY – PayrollE
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Age
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Pay
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Page 3 of 5
Version: Draft_4.0 6.2 PAY: Payroll Processing & Production (continued)Date: 05/16/2016
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PAY 2.8Apply Tax Exempt
Deductions
PAY 2.9Calculate
Adjusted TaxableGross Pay
PAY 2.10Calculate and
Apply W-4 & FICA TaxWithholdings
PAY 2.11Apply
Garnishments
PAY 2.6
PAY 2.12Apply
Post-Tax Deductions (parking, credit union,
optional life ins)
PAY 2.13Calculate Net
Payroll
Is Net BelowZero?
Yes
PAY 2.14Recalculate Net
Using PrioritizationFor Deductions
P2P CP 3.2
Run Cash Check
P2P CP 3.2VerifyCash
PAY CP 2.18
Enterprise DFS Makes
Coding Update
PAY CP 2.15Preliminary
PayrollRegister
Generated & Reviewed
PAY 2.16Agency Cancellations/
Adjustments Completed
(if applicable)
No
P2P 3.1Run Payments
WarrantsAvailable
Prior to Payroll Date
PAY 1.6Updated
EmployeeRecord
Pay 4.1Monitor &CalculateTax Liab
PAY 2.17Final Payroll Register
Generated
PAY R15Recon
Reports
PAY R13Error
Report
R2R AE 2.1Sub Ledger Financial
Transactions
PAY R16Recon
Reports
PAY IP 5Vendor Data to
websites for pick-up
PAY R14Error
Report
PAY R17Drop DedReports
DRAFT
Level 2 Business Process Workflow: PAY – PayrollEn
terp
rise
DFS
- B
OS
PA
gen
cy P
ayro
llEn
terp
rise
DM
S –
Peo
ple
Firs
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SGI
Page 4 of 5
Version: Draft_4.0 6.3 PAY: Post-Production Payroll AdjustmentsDate: 05/16/2016
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Agencies Payroll Post-Production Adjustments
and Cancellations
DSGI Provides Updatedor Adjusted Benefit
Codes
Overpayment to Employee?
R2R AE 2.3AdjustingJournalEntries
PAY 3.5Correct Original Payroll
for Cancellation or Adjustment
Yes
ARB 1.2Capture/Record Customer Billing
Information
PAY 4.9Generate
Form W-2c
PAY 4.6Generate
Form 941X
PAY 4.1Monitor tax
PAY IP 4Payroll
RequisitionNo
Was cancellation or adjustment for a prior
year or the current year
PAY 1.6Update Employee
Record
PAY 4.6Generate Forms 941/941X and
Schedule BCurrent
Prior
P2P 8.1Inter-agency Due
To/From
Results inEmployee
Overpayment or Underpayment
Yes
PAY 3.4Process Data for
Adjustments to CodingNo
PAY 1.6Updated
EmployeeRecord
P2P 8.1Inter-agency
DueTo/From
R2R AE 2.1Sub Ledger Financial
Transactions
PAY 3.2Cancellations, Adjustments,
and Updates Processed Through People First
PAY 3.1Cancellations and Adjustments Calculated and Batch Uploaded or Entered Into PALM Payroll or
People First
R2R AE 2.1Sub LedgerFinancial
Transactions
Legislative Payroll Post-Production Adjustments
and Cancellations
FRS Provides Updatedor Adjusted Retirement
Codes
PAY 3.3Batch ProcessingCancellations and
Adjustments
DRAFT
Level 2 Business Process Workflow: PAY – PayrollE
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Page 5 of 5
Version: Draft_4.0 6.4 PAY: Tax ReportingDate: 05/16/2016
Process Start/End
Process Activity
Decision or Process Branch
Report
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Steps Shaded Gray Indicate Activities Outside Florida PALM
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PAY 3.3; PAY 3.4Adjustments and
Cancellations
End of Period
Period Activity,Quarter orCalendarYear End
PAY 4.1Monitor and CalculateTax Liability; Monitor
Adjustments and Cancellations for W-2c
Reporting
PAY 4.2Generate Tax Deposit
Report
PAY IP 6Authorize IRS to
Receive Tax Remittance(Fed WH, SS &
Med Taxes)
P2P AE 3.9Issue Payment
PAY CP 4.3Transfer of Funds
to WH, SS & Medicare
Trust Funds; Transfer to
Clearing Account
PAY R18Recon
Reports
PAY CP 4.4PerformAccount
Reconciliations
PAY 4.5Generate
Quarterly Wage Date
PAY IP 7File Forms941/941X
and Schedule Bwith IRS
PAY R21Recon
Reports
PAY 2.16Final Payroll
Register
R2R AE 2.1Sub Ledger Financial
Transactions
PAY R20Recon
Reports
PAY 4.7Offset Tax Liability by
Overpayment by Agency to Form 941 after IRS Posting of
Forms 941X
TRM IP 1.10A&A Bank(s)
Data
TRM IP 5.1Various Enterprise
Bank s Data
PAY R19Tax Deposit
ReportR2R AE 2.1
Subsidiary Ledger Financial Transactions
Period
Calendar Year End
PAY 1.6Updated
Employee Record
Quarter
PAY 4.6Generate
Quarterly Form 941and
Schedule B
PAY 3.3; PAY 3.4Payroll
Adjustments and Cancellations
PAY 4.1Monitor and Calculate Tax
Liability
PAY 4.7Offset Tax Liability by
Overpayments
PAY R22Recon W-2c
to 941X
PAY R23Recon 941,
Wages, TaxesDeposits
PAY 4.8Update Form W-2 Tax
Reporting Configuration
PAY 4.9Prepare Forms
W-2 and Distribute to Employees
(Mail Paper W-2)
PAY IP 8Transmit
W-2 File withSocial SecurityAdministration
PAY R24Recon
Reports941 toW-2
PAY 1.7Self-Service
Portal
PAY 4.10Forms W-2 Email
Notification
PAY 4.11Invalid Email Notification
PAY R25Recon ofDelivered
W-2s
PAY 1.6Updated Employee
Records
PAY 1.7Self-Service
Portal
P2P 8.1Inter-agency
DueTo/From