Calculate Payroll (100.3.2)

Updated on 14 Oct 2024
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Business Process Overview

The Calculate Payroll subprocess is the methodology used to iteratively remediate paycheck errors the system encounters when calculating the gross to net payroll.

Business Process Diagram

Business Process Flow for 100.3.2 Calculate Payroll

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	Run Pre-Calculation Audit	BOSP Payroll Maintainer runs a pre-calculation audit process to validate system configuration and employee setups for a successful gross to net calculation for each employee.
2	Review Pre-Calculation Audit	BOSP Payroll Maintainer reviews the pre-calculation audit report. If any error messages need to be resolved, continue to process step 3. If there are no error messages that need to be resolved, continue to process step 4.
3	Update Configuration and Employee Setup	BOSP Payroll Maintainer updates any configuration issues from the pre-calculation audit report. They may also collaborate with the agencies with any employee setup errors.
4	Pre-Calculation Paysheet Editing	BOSP Payroll Maintainer runs the pre-calculation paysheet editing process to perform specific edits.
5	Preliminary Pay Calculation Batch	BOSP Payroll Maintainer runs the preliminary calculation batch. This includes the following steps: Gross to net paycheck calculation, including employer costs. Pre-Tax Savings calculation Garnishment Interest calculation Creation of payroll reports. The system will automatically lock out users when the calculation process begins and releases the lock when the calculation process completes.
6	Review Reports/Update Config Errors	BOSP Payroll Maintainer updates configurations based on the information received in the calculation batch reports. If the payroll window for updates is closed, the process will move to step 9 or else it will loop back to step 4.
7	Reviews Reports & Resolve Employee Calculation Errors	BOSP Payroll Processor collaborates with the agencies where needed to resolve employee calculation errors and updates.
8	Review Reports	Agency Payroll Processor will review payroll reports to determine any employee payroll updates needed. If paysheet updates are needed, go to 100.3.3 Update Paysheets. Then return to step 4. If the payroll window for updates is closed, the process will move to step 9 or else it will loop back to step 4.
9	Final Pay Calculation Batch	BOSP Payroll Maintainer runs the final pay calculation batch. This includes the following steps: Gross to net paycheck calculation, including employer costs. Pre-Tax Savings calculation Garnishment Interest calculation Creation of payroll reports. The system will automatically lock out users when the calculation process begins and releases the lock when the calculation process completes. The final pay calculation also locks out any future changes to that payroll cycle. After the final calculation of paysheets, process 100.3.4 Confirm Payroll begins. Agencies will also be able to review the preliminary payroll accounting distributions as described in 100.7.2 Generate Payroll Accounting Distributions.

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 used to support the completion of a process step.

Report Number	Report RICEFW ID	Report Description	Report Source	Report Frequency	Audience
R3	PRR053	Pre-Calculation Audit Messages – A report from the Pre-Calc Audit process for BOSP and Agencies to remediate	PeopleSoft	Biweekly, Monthly, and Supplemental On-Cycles	Agency, BOSP
R4	PRR036	Editing Paysheet Changes Report - A report that lists any changes made to paysheets as a result of the Editing Paysheets process.	PeopleSoft	Biweekly, Monthly, and Supplemental On-Cycles	Agency, BOSP
R5	PRR016	Payroll Deduction Report – A report that provides deduction payment amounts for pre-production payroll runs and production payroll runs by employee, agency, vendor, or other available fields.	PeopleSoft	Biweekly, Monthly, and Supplemental On-Cycles	Agency, BOSP
R6	PRR007	Earnings Register – A report that provides earnings codes used, including associated amounts that can be run during payroll calculation or post confirm.	PeopleSoft	Biweekly, Monthly, and Supplemental On-Cycles	Agency, BOSP
R7	PRR055	Payroll Deductions not Taken – A report that lists deductions that weren’t taken in the current pay period and which ones went into arrears for both BOSP and individual agencies.	PeopleSoft	Biweekly, Monthly, and Supplemental On-Cycles	Agency, BOSP
R8	PRR029	Payroll Error Messages – A report that lists system errors messages during the payroll Pre-Calculation, Final Calculation, or Pre-Confirm processes for BOSP.	PeopleSoft	Biweekly, Monthly, and Supplemental On-Cycles	BOSP
R9	PRR012	Payroll Summary Report – A report that provides summary and detailed payroll data (payroll register) for pre-production payroll runs and production payroll runs by employee, agency, or other available fields.	PeopleSoft	Biweekly, Monthly, and Supplemental On-Cycles	Agency, BOSP, BOSP
R11	PRR010	Payroll Register - A report that provides employee master record data that reflects defined elements of the Final Payroll Register for employee's pay history by payroll run, including but not limited to, gross wages, net pay, benefits, taxes, other deductions, garnishments, employer contributions and payment data.	PeopleSoft	Biweekly, Monthly, and Supplemental On-Cycles	Agency, BOSP
R12	PRR011	Payroll Tax Report - A report that provides tax amounts withheld for pre-production payroll runs and production payroll runs by employee, agency, or other available fields.	PeopleSoft	Biweekly, Monthly, and Supplemental On-Cycles	Agency, BOSP
R13	PRR057	Ok To Pay Turned Off (Work Center) - A delivered report in the Payroll Work Center used to display a list of paylines where Ok to Pay has been turned off.	PeopleSoft	Biweekly, Monthly, and Supplemental On-Cycles	Agency, BOSP
R14	PRR061	Payroll Error Messages – Query - A query that lists system error messages during the payroll Pre-Calculation, Final Calculation, or Pre-Confirm processes for both BOSP and individual agencies.	PeopleSoft	Biweekly, Monthly, and Supplemental On-Cycles	Agency, BOSP
R15	PRR021	Payroll Period Compare Report - A report that provides information generated during the pre-production payroll run that compares the current payroll to the prior payroll period and identifies variances based on defined criteria (e.g., total gross pay, number of employees, deduction amounts).	PeopleSoft	Biweekly, Monthly, and Supplemental On-Cycles	Agency, BOSP

Interfaces

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

Interface Number	Interface Description	Interface Frequency	Source	Target
N/A

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
09/24/2024	Administrative Update - removed cancelled DW report PRR008 (R10).
10/14/2024	Administrative Update – listed Agency access to PRR021 (R15).

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

Update Paysheets (100.3.3)

Table of contents

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