Adjust Retirement Earnings and Contributions (100.6.4)
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Adjust Retirement Earnings and Contributions (100.6.4)
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Business Process Overview
The “Adjust Retirement Earnings and Contributions – Adjusting Florida Retirement System (FRS)” business process is within the Payroll Adjustments business process grouping. The business process adjusts eligible earning and contributions and sends the information to FRS.
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 Department of Financial Services (DFS), and in some cases, are 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 Approver: Agency role responsible for reviewing and approving (or denying) transactions.
- Agency Payroll Processor: Agency role responsible for ensuring employee's pay is accurate with the ability to view, enter, and update transactions.
- Bureau of State Payrolls (BOSP) Employee Record Maintainer: BOSP role responsible for ensuring accuracy of personal data, job data, and retirement code.
- BOSP Payroll Reporter: BOSP role responsible for reviewing and/or distributing payroll reports.
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 | Retroactive Change to Retirement Code in HRIS | There are several ways a Retirement Adjustment is initiated. First scenario is when the agency makes a retroactive change to the retirement code in the Human Resource Information System (HRIS). |
2 | Inbound Retirement Data File (PRI015) | Inbound interface to receive retirement benefits data. |
3 | Update Retirement Enrollment | The retirement enrollment in Florida PALM will be updated via the information received in the Inbound Retirement Data File. |
4 | Retroactive Change in FRS Eligible Earnings in HRIS | Another way a retirement adjustment is initiated is when agencies identify retroactive changes in FRS eligible earnings in the HRIS that require updates in the system. Retroactive adjustments to earnings made in the HRIS will be picked up on the paysheet to be processed via: Continue to Step 12. |
5 | Retroactive Change in FRS Eligible Earnings | Retroactive adjustments to FRS eligible earnings may also be made directly in Florida PALM. Approved overpayment requests, one-time payment requests, and reversal requests will be picked up on the paysheet to be processed via: Continue to Step 12. |
6 | Submit Workers Compensation Adjustments | Agency Payroll processor submits workers compensation adjustments to update FRS Eligible Earnings and Contributions. |
7 | Workers Compensation Notification Sent | Once the Agency Payroll Processor successfully submits a workers compensation adjustment, a notification is sent to the Agency Payroll Approver to review the request. |
8 | Review Workers Compensation Request | Agency Payroll Approver will review the workers compensation request and can approve or deny. If the request is approved, adjustments will be processed by the FRS Retro Calculation Program as described in Step 12. If the request is denied, continue to Step 9. |
9 | Workers Compensation Denial Notification Sent | If the Agency Payroll Approver denies the workers compensation adjustment request, a notification will be sent to the Agency Payroll Processor that the request was denied. |
10 | Enter Memo Adjustments to FRS Records | The process can also start when BOSP Employee Record Maintainer enters memo adjustments (per Agency request) to FRS Records. These memo adjustments are picked up in Step 13 by the FRS Retroactive Adjustments Program to correct information before sending to FRS via Outbound Monthly Retirement Plan File (PRI030). |
11 | Update FRS Rates | The process can also start when BOSP Employee Record Maintainer retro-actively updates FRS Rate configuration in the system. The process continues to Step 12 where the FRS Retro Calculation Program determines employees impacted by the retro-active change and the impact to contribution amounts. |
12 | FRS Retro Calculation Program | Change in retirement code, FRS eligible earnings in the HRIS and/or Florida PALM, and workers compensation adjustments will trigger the system to re-calculate FRS eligible earnings and contributions for the period(s) impacted. The program will insert deduction override rows to the Paysheet to adjust FRS contribution amounts. These adjustments will be processed in 100.3 On-Cycle Payroll. |
13 | FRS Retroactive Adjustments Program | This program will identify all retroactive adjustments and update the FRS table with the amounts and month and year they should be reported to FRS. Agencies can use records stored in this table for reconciliation. If needed, agencies can request records be updated in this table before they are sent to FRS as mentioned in Step 10. |
14 | Outbound Retirement Plan File (PRI030) | Outbound interface sends retirement reporting data to Department of Management Services, Division of Retirement. |
15 | Reconcile FRS Funds | BOSP Payroll Reporter will reconcile retirement contributions collected during each payroll and then remit funds to the Division of Retirement using 110.3.2 Enterprise Record Inter/IntraUnit Transactions. |
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 |
|---|---|---|---|---|---|
N/A |
Interfaces
The table below provides the Interfaces identified on the Business Process.
Interface Number | Interface Description | Interface Frequency | Source | Target |
|---|---|---|---|---|
PRI015 | Inbound Earnings File – Inbound interface of employee earnings data for each payroll cycle. | Daily | HRIS (People First, Legislature) and Agency Business Systems | Florida PALM |
PRI030 | Outbound Retirement Plan File – Outbound interface to send retirement reporting data to the Department of Management Services, Division of Retirement. | Monthly and Biweekly | Florida PALM | Florida Retirement System |
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 to remove canceled DW report PRR050 (R8). |
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