Confirm Payroll (100.3.4)
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Confirm Payroll (100.3.4)
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Business Process Overview
The Confirm Payroll subprocess finalizes the payroll by updating employee earning, deduction, and tax periodic balances and assigning advice and warrant numbers. The start of post-confirmation processing is also shown.
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.
- BOSP Payroll Maintainer: BOSP role with the ability to run and monitor payroll cycle processes and update configuration.
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-Confirm Audit | BOSP Payroll Maintainer runs the pre-confirm process to validate that all other pay cycles are completed and identifies any issue that would prevent the confirm process from completing successfully. |
2 | Remediate System Errors | BOSP Payroll Maintainer updates any outstanding issues that would prevent the confirmation process from completing successfully. |
3 | Run Confirm Payroll | BOSP Payroll Maintainer runs the Pay Confirm process to finalize all the pay calculations, update employee balances, assign all warrants and advice numbers, and create payroll reports. The system will automatically lock out users when the confirm process begins and releases the lock when the confirm process completes. |
4 | Start Post-Confirm Batch Process | After review of the successful pay confirm process, the BOSP Payroll Maintainer will execute batch jobs to run a stream of post-confirm processes noted in the sub-processes 100.3.5 Manage ACH Feeds, 100.3.6 Distribute Payroll Warrants, and 100.7.2 Generate Payroll Accounting Distributions. |
5 | Consolidated Deduction Transfers | Florida PALM creates accounting entries that record deductions withheld to be consolidated for future payments through 100.7.2 Generate Payroll Accounting Distributions. |
6 | Deduction Payments to Accounts Payable | Florida PALM sends voucher-related information to Accounts Payable for deduction supplier payments. Payments are processed via 30.3.1 Process Vouchers. |
7 | Process Deduction Payments/Transfers | BOSP creates manual vouchers for AP payments through 30.3.1 Process Vouchers and manual accounting entries for Inter/Intra Unit activity through 110.3.2 Enterprise Record Inter/Intra Unit Transactions. |
8 | Create Outbound Interface Files | Florida PALM will generate various outbound interface files to send to agencies and third parties. |
9 | Outbound Interface Files | Outbound Interface Files include Outbound COM Re-employment Assistance Wage Data (PRI008), Outbound CMDV Website Data File (PRI010), Outbound People First Flexible Spending Account File (PRI025), Outbound People First Health, Life and Supplemental Insurance File (PRI026) and Outbound Collections Website Garnishment Remit File (PRI037). |
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 | |
|---|---|---|---|---|---|
PR02 | Automated Transfer for Payroll Deductions - Receiving Agency Fund | Debit: Cash (S) Credit: Revenue (S) | Increases Spendable Cash Increases Collected Revenue | Debit: Cash Credit: Revenue | |
PR03 | IU Transfer for Payroll Deductions – 43900 Enterprise Fund | Debit: Deduction Liability (U) Credit: Cash (S) | Decreases Available Non-Operating Appropriation Decreases Spendable Cash | Debit: Deduction Liability Credit: Cash | |
PR03 | IU Transfer for Payroll Deductions – Receiving Agency Fund | Debit: Cash (S) Credit: Revenue (U) | Increases Spendable Cash Increases Collected Revenue | Debit: Cash Credit: Revenue | |
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 |
|---|---|---|---|---|---|
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 |
R16 | PRR056 | Pre-Confirm Payroll Audit Messages – A report from the Pre-Confirm 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 |
|---|---|---|---|---|
PRI010 | Outbound CMDV Website Data File - Outbound interface to send deduction remittance data to the Consolidated Vendor Website. | Biweekly, Monthly, and Supplemental On-Cycles | Florida PALM | Consolidated Vendor Website |
PRI025 | Outbound People First Flexible Spending Account File – Outbound interface containing employee flexible spending account deductions to People First. | Biweekly, Monthly, and Supplemental On-Cycles | Florida PALM | People First |
PRI026 | Outbound People First Health and Life Insurance File – outbound interface containing employee health and life insurance data and deductions to People First. | Biweekly, Monthly, and Supplemental On-Cycles | Florida PALM | People First |
PRI008 | Outbound Reemployment Assistance Wage Data – Outbound interface to send reemployment assistance wage data to the Department of Revenue. | Biweekly, Monthly, and Supplemental On-Cycles | Florida PALM | Department of Revenue |
PRI037 | Outbound Collections Website Garnishment Remit File - Outbound interface to send garnishment deduction remittance data to the Collections Web Portal. | Biweekly, Monthly, and Supplemental On-Cycles | Florida PALM | Collections Website |
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). |
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