Create, Load, and Manage Paysheets (100.3.1)

Updated on 19 Sep 2024
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Business Process Overview

The Create, Load, and Manage Paysheets subprocess outlines the steps taken for Florida PALM to load the Human Resource Information System (HRIS) payment and deduction data and for the Bureau of State Payroll (BOSP) and agencies to edit their employee pay-related data.

Business Process Diagram

Business Roles

The Business Process Flow Diagrams use horizontal swim lanes to depict where activities are performed by different parties or systems. Each swim lane is titled with a role, either agency-based or within DFS, and in some cases, is representative of an external entity or system. The swim lanes may change from page to page within a single business subprocess as more or fewer roles are required to execute sections of the business subprocess.

Agency Payroll Processor: Agency role responsible for ensuring employee's pay is accurate with the ability to view, enter, and update transactions.
BOSP Payroll Maintainer: BOSP role with the ability to run and monitor payroll cycle processes and update configuration.
BOSP Payroll Processor: BOSP role responsible for auditing an employee's pay in the system with the ability to view, enter, and update transactions.

Business Process Flows Details

The tables below describe steps in each business subprocess as reflected on the Business Process Flow Diagrams. The tables also reflect information associated with each step describing the intent of the specific process. Florida PALM screenshots are included within the sections to allow connections to be made from specific business subprocess steps to screens within Florida PALM. This information should be read in conjunction with the Business Process Flow Diagrams.

Process Step ID	Process Step Title	Description of Process
1	Inbound Earnings File (PRI005) & Inbound Deductions File (PRI006)	The Inbound Earnings File is the inbound interface for employee earnings data for each payroll cycle. The Inbound Deductions File is the inbound interface for Deduction data for each payroll cycle. Florida PALM will perform interface validation by checking for file-level errors.
2	Inbound DMA Earnings and Taxes File (PRI053)	The Inbound DMA Earnings and Taxes File is the State Active Duty and Florida State Guard earnings and tax override amounts for the DMA payroll cycle.
3	Prepare Earnings Spreadsheet Upload	Agency Payroll Processor will prepare the spreadsheet with payroll earnings transactions and submit it to BOSP.
4	Review Earnings Spreadsheet Upload	BOSP Payroll Processor will review the spreadsheet submitted by agencies.
5	Inbound Earnings Spreadsheet Upload (PRI046)	BOSP Payroll Processor will upload spreadsheets submitted by agencies to Florida PALM for on and off-cycle transactions. The spreadsheet will go through standard Florida PALM interface validation.
6	Perform Interface Error Checking	If the file is rejected, all transactions in the file are rejected and the file must be resubmitted once the issue is resolved. If the file is not rejected, edit validations are performed on each transaction before the data is allowed to load for processing. Additional edits will be performed during the transaction life cycle. Rejected transactions are managed through the Interface Error Handling Process (120.1).
7	Earning and Deductions Load Process	All successfully loaded records have passed interface validations and edit checking. These earning and deduction records for the payroll cycle are loaded into the Paysheet Transaction Table.
8	Audit Loaded Transactions	BOSP Payroll Processor reviews the Paysheet Transaction Table to verify that the loaded transactions follow BOSP auditing criteria.
9	Notify Agency of Pay Transaction Updates	BOSP Payroll Processor will notify Agency Payroll Processors of updates or changes to the pay transactions loaded to the paysheet upload transaction table from inbound files 1, 2 & 5.
10	View Loaded Transactions	Agency Payroll Processor can view the agency transactions loaded into the Paysheet Transaction table.
11	Run Pre-Sheet Audit	BOSP Payroll Maintainer runs a pre-sheet audit process to validate system configurations for the creation of paysheets. If configuration errors are found, continue to step 12. If configuration errors are not found, continue to step 13.
12	Update Configurations	Any configuration errors will be resolved by the BOSP Payroll Maintainer to minimize paysheet load errors. Go back to step 11 to validate that configuration errors have been resolved.
13	Execute Load Paysheets	BOSP Payroll Maintainer executes the process to load the transactions from the Paysheet Transaction Table to the paysheets. This process creates employee paysheets. 100.4.1 Off-Cycle Processing can also load transactions into on-cycle paysheets for processing when needed.

Accounting Events

Accounting events originate during transaction processing in the applicable source module. The accounting events impact the source module, Commitment Control ledgers, and the General ledger (Actuals).

Source Module accounting entries require user input (I) of the primary line (i.e., expenditure, revenues) with an automated (A) system offsetting line (i.e., payable, receivable) during transaction entry. The source model transaction must pass Edit Check, Budget Check, and Cash Check (on applicable entries) prior to posting the transaction.
The Run Budget Check (Commitment Control) process automatically affects balances in the appropriate budget ledger (i.e., appropriation, spendable cash) if the transaction passes the budget check process.
After the transaction is posted in the source module, an automated system process summarizes and posts the entries in the General Ledger module to the Actuals Ledger.

The table below provides the most common accounting events applicable to this business process.

Acct Event ID	Accounting Event	Commitment Control Ledger(s) Impact	Source Module Accounting Entry	General Ledger (Actuals) Entry
N/A

Reports

Key Reports are displayed as icons with the Report Number on this Business Process. The table below provides the reports identified to be produced at a particular process step or is used to support the completion of a process step.

Report Number	Report RICEFW ID	Report Description	Report Source	Report Frequency	Audience
R1	PRR028	Payroll Paysheet Transaction Changes Report – A report that lists any changes to the paysheet transaction data loaded into PALM, prior to paysheet create	PeopleSoft	Biweekly, Monthly, and Supplemental On-Cycles	BOSP
R2	PRR052	Pre-Paysheet Creation Audit Messages – A report from the Pre-Sheet Audit process for BOSP to remediate.	PeopleSoft	Biweekly, Monthly, and Supplemental On-Cycles	BOSP

Interfaces

The table below provides the Interfaces identified on the Business Process.

Interface Number	Interface Description	Interface Frequency	Source	Target
PRI005	Inbound Earnings File - Inbound interface for employee earnings data for each payroll cycle.	Biweekly, Monthly, and Supplemental On-Cycles	Agency HRIS	Florida PALM
PRI006	Inbound Deductions File - Inbound interface for deduction data for each payroll cycle.	Biweekly, Monthly, and Supplemental On-Cycles	Agency HRIS	Florida PALM
PRI053	Inbound DMA Earnings and Taxes File - Inbound interface containing the earnings and taxes for State Active Duty and Florida State Guard.	Biweekly, and Supplemental On-Cycles	Department of Military Affairs	Florida PALM

Forms

The table below provides the forms identified on this Business Process.

Form Number	Form Description	Audience
N/A

Workflows

The table below provides the workflows identified on this Business Process.

Workflow Number	Workflow Description	Audience
N/A

Version History

Date	Revision Description
07/30/2024	Original Version
09/19/2024	Administrative Update – removed Agencies as report audience from PRR052 (R2).

Attachments

PW. 100.3 On-Cycle Payroll - Narrative.pdf

425.89 KB

PW. 100.3 On-Cycle Payroll - Flows.pdf

791.96 KB

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What's Next

Calculate Payroll (100.3.2)

Table of contents

Business Process Overview
Business Process Diagram
Business Roles
Business Process Flows Details
Accounting Events
Reports
Interfaces
Forms
Workflows
Version History