Beneficiary Payments (100.4.2)

1

Agency Notified of Employee Death

The Agency receives notification of employee death. If an employee’s Personnel Action Request (PAR) is not processed before payroll cutoff and a payment has been issued via warrant, then the agency will reverse the payment, as described in 100.6.3 Reverse Unreconciled Warrants, and reissue to the beneficiary.

2

Update Employee Record

The Agency will update employee record in the HRIS to reflect date of death.

3

Inbound Job and Payroll Data (PRI001)

Inbound interface to import job and payroll data. This interface contains employee date of death.

4

Update Employee Record

Employee record in Florida PALM will be updated via Inbound Job and Payroll Data to reflect Action/Action Reason of Death which will deactivate their payroll status. Deactivation of payroll status will ensure that paysheets for the deceased employee are not automatically created during payroll processing.

5

Notify BOSP of Employee Death

The Agency will notify the BOSP of employee death.

6

Manage Deceased Employee’s Information

BOSP Payroll Processor will manage the deceased employee’s payroll information received by the agency. The Processor will work with the BOSP Employee Record Maintainer to ensure the employee’s record has been updated.

7

Update/Validate Employee Record

BOSP Employee Record Maintainer will verify if the employee’s death has been recorded in Florida PALM. If not, they will update the employee’s record. The Maintainer will collaborate with the BOSP Payroll Processor to ensure the appropriate actions have been taken to maintain accurate employee records and stop any potential payments from being made to the deceased.

8

Gather Beneficiary Information

The Agency will be required to submit a legible copy of the deceased employee’s Certificate of Death to BOSP and will gather beneficiary affidavit, beneficiary’s birth certificate, and W-9 Form for 1099-MISC processing. The deceased employee may have multiple beneficiaries.

9

Audit Deceased Employee Documentation

BOSP Payroll Processor will audit the information received by the Agency and determine what update to job and personal data the BOSP Employee Record Maintainer will need to make prior to making the beneficiary payment.

10

Update Deceased Employee Information

BOSP Employee Record Maintainer will verify Job Data Action/Action Reason is correctly reflected as Termination/Deceased, verify/update the date of death on the employee’s record per the Certificate of Death, and remove direct deposit.

11

Update Employee Tax Override as Needed

BOSP Employee Record Maintainer will modify one-time tax overrides to add/remove FICA, and federal withholdings as needed.

12

Update Paycheck Name

BOSP Payroll Processor will update the employee’s paycheck name to the employee’s beneficiary/beneficiaries to cut a warrant in the beneficiary’s name or to the estate of.

The payment(s) to the beneficiary/beneficiaries will be made following the process described in 100.4.1 Off-Cycle Processing.

13

Create Beneficiary Supplier

BOSP Payroll Processor will create the beneficiary supplier record following the 30.1.1 Add and Update Suppliers Online business process using either manual input or spreadsheet upload.

14

Create Beneficiary 1099 Balance

BOSP Tax Maintainer will create the beneficiary 1099 balance as detailed in 30.6 Manage Tax Reporting.

15

Notify Agency of Unpaid Wage Payments

Agencies have 1 year from the date the deceased state employee's wages became payable to obtain information and submit to BOSP. After a year has passed and BOSP has not received all the required beneficiary information to process a beneficiary payment, BOSP will notify the Agency requesting the unpaid wages to be sent to Division of Unclaimed Property in that name of the deceased state employee.

16

Submit Unpaid Compensation to Unclaimed Property

The Agency will report through the Unclaimed Property website and process interunit transfer to Unclaimed Property as described in 110.3.1 Agency Record Inter/IntraUnit Transactions.

N/A

R1

PRR037

Beneficiary Payment Report – a report that identifies payments to beneficiaries with updated personnel records.

Data Warehouse

Periodic

BOSP

PRI001

Inbound Job and Payroll Data - Inbound interface to import Job and Payroll data.

Daily

Third Party HRIS Systems (People First, Legislature’s HRIS)

Florida PALM

N/A

N/A

07/30/2024

Original Version