Agency Payroll Processor

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Role Description and Responsibilities

The Agency Payroll Processor is the agency role responsible for ensuring employee's pay is accurate with the ability to view, enter, and update transactions. Role responsibilities include:

Reviews and audits payroll transactions using payroll reports and online screens.
Enters the following requests:
- Paysheet changes
- One-time payments
- Paper warrant reversals
- Workers Compensation retirement adjustments
- Non-cash adjustments
- Salary refund adjustment
Calculates overpayments due from employees.
Processes Payroll Corrections.
Identifies and notifies W-4 exempt employees whose W-4 “Exempt” status will expire.
Identifies and notifies W-4 exempt employees whose W-4 has been reset to remove the “Exempt” status.

Role Functions

The following table describes what the Agency Payroll Processor does in each related Business Process and related workflows, if any. The table also describes the related Topic and Activity found on the Florida PALM Topics and Activities list.

Topic	Activity	Business Process	Related Workflow
Creating, Loading, and Managing Paysheets	Viewing Loaded Transactions	100.3.1 – Create, Load, and Manage Paysheets	N/A
Creating, Loading, and Managing Paysheets	Creating Earnings Spreadsheet Upload	100.3.1 – Create, Load, and Manage Paysheets	N/A
Calculating Payroll	Reviewing Payroll Reports for Payroll Updates	100.3.2 - Calculate Payroll	N/A
Updating Paysheets	Entering Paysheet Change Request	100.3.3 – Update Paysheets	N/A
Processing Off-Cycle Payroll	Entering One-Time Payment Request	100.4.1 – Off-Cycle Processing	N/A
Processing Overpayments	Calculating Overpayments	100.6.1 – Record Overpayments and Recovery	N/A
Processing Overpayments	Submitting Overpayment Request	100.6.1 – Record Overpayments and Recovery	N/A
Managing Payroll Reversals	Entering a Paper Warrant Reversal Request	100.6.3 – Reverse Unreconciled Warrants	N/A
Adjusting Retirement Earnings	Submitting Workers Comp Retirement Adjustments	100.6.4 – Adjust Retirement Earnings and Contributions	N/A
Recording Non-Cash, Fringe, and Other Adjustments	Creating Non-Cash Adjustment Request	100.6.5 – Record Non-Cash, Fringe, and Other Adjustments	N/A
Producing Employee W-2c Forms	Processing Payroll Corrections	100.8.5 – Produce Employee W-2c Forms	N/A
Managing Employee W-4 Exemption	Identifying W-4 Exempt Employees	100.8.8 – Reset Employee W-4 Exempt Status	N/A
Managing Employee W-4 Exemption	Identifying Exempt Employees Who Have Been Reset	100.8.8 – Reset Employee W-4 Exempt Status	N/A

Conflicts with Other Roles

The table below includes the roles that conflict with the Agency Payroll Processor, including separation of duty (SOD) conflicts and system enforced restrictions. If an agency identifies a SOD conflict that cannot be resolved, the agency must submit justification and compensating controls to Division of Accounting and Auditing (A&A) to request an exception. A&A will review the agency’s submitted request to determine if an exception will be granted.

End User Role	Type of Conflict	Reasoning
Agency Payroll Approver	System Enforced Restriction	It is a standard practice for a processor not to approve their own transactions, thus the system enforces this restriction. A user assigned both the Agency Payroll Processor and Agency Payroll Approver roles will not be able to approve a transaction they entered.

Learning Path

This table shows the available learning materials for each of the Topics and Activities this End User Role will be assigned.

Topic	Activity	Learning Material
		Coming Soon

Other Information

This section includes additional information about this role’s relationships to other roles.

The Agency Payroll Reporter and Payroll Viewer roles are automatically assigned to the Agency Payroll Processor role and do not require separate assignment.
The Agency Payroll Processor also submits overpayment changes and reissue of paper warrant for approval by an Agency Payroll Approver.

Version History

Date	Revision Description
05/19/2025	Original Version

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What's Next

Agency Payroll Reporter

Table of contents

Role Description and Responsibilities
Role Functions
Conflicts with Other Roles
Learning Path
Other Information
Version History