Distribute Payroll Warrants (100.3.6)
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Distribute Payroll Warrants (100.3.6)
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Business Process Overview
The Distribute Payroll Warrants subprocess covers the creation and distribution of warrants and positive pay files, as well as the payroll warrant reconciliation process.
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.
- Bank: State of Florida's banking services provider.
- BOSP Payroll Maintainer: BOSP role with the ability to run and monitor payroll cycle processes and update configuration.
- DFS Print Room Operations: DFS role responsible for printing and distribution of warrants, W-2 and W-2c.
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 | Create Outbound Payroll Payments for Cash Management | Florida PALM creates and sends the cash accounting transactions to Cash Management for processing for all payroll warrant-related payments. |
2 | Outbound Payroll Payments File (PRI042) | Outbound interface to send warrants to Cash Management to enable recording of warrant payment accounting entries and processing of bank reconciliation. The recording of the accounting entries is detailed in 70.4 Process Bank Cash Transfers. The reconciliation process is detailed in 70.2 Manage and Reconcile Bank Statements. |
3 | Create Outbound Positive Pay for the Bank | Create Positive Pay File to notify the Bank of warrant issue and stop payments. |
4 | Outbound Payroll Positive Pay File (PRI045) | Outbound interface containing detailed warrant information to the bank to facilitate warrant clearance. |
5 | Bank Processing | The bank will process the Outbound Payroll Positive Pay File against cashed warrants. |
6 | Inbound Reconciled Payroll Warrants, Prenotes, and ACH NOC (PRI044) | Inbound interface that marks payroll payments as reconciled to identify payroll warrants that have cleared the bank. |
7 | Payroll Reconciliation Process | The Inbound Payroll reconciliation process performs three functions:
|
8 | Create Outbound Warrant Print File | This process creates the outbound interfaces to print warrants for the DFS Print Room Operations. |
9 | Outbound Payroll Warrant Print Extract (PRI043) | Outbound interface containing payroll warrant data for printing warrants via the external printer application system. |
10 | Print and Distribute Warrants | The DFS Print Room Operations receives the Outbound Payroll Warrant Print Extract, prints the physical warrants, and delivers them to the DFS Transmittal Office for distribution to agencies. |
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 |
|---|---|---|---|---|---|
PRR035 | Payroll Warrant Status Report – A report that lists payroll warrant details and status (i.e., cleared, outstanding, or canceled). | 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 |
|---|---|---|---|---|
PRI044 | Inbound Reconciled Payroll Warrants, Prenotes, and ACH NOCs - Inbound interface that marks payroll warrants as reconciled (i.e., paid/cleared) once reconciled in Financials, updates the status for rejected prenotes, as well as ACH Notice of Change (NOC) information received from the bank to correct employee bank account information. | Biweekly, Monthly, and Supplemental On-Cycles | Florida PALM | |
PRI042 | Outbound Payroll Payments File - Outbound interface to send warrants and ACH information to Financials Cash Management to enable recording of warrant and ACH payment accounting entries and processing of bank reconciliation. | Biweekly, Monthly, and Supplemental On-Cycles | Florida PALM | Florida PALM |
PRI045 | Outbound Payroll Positive Pay File - Outbound interface containing detailed warrant information to the bank to facilitate warrant clearance. | Biweekly, Monthly, and Supplemental On-Cycles | Florida PALM | Bank |
PRI043 | Outbound Payroll Warrant Print Extract - Outbound interface containing warrant data for printing warrants via the external printer application system. | Biweekly, Monthly, and Supplemental On-Cycles | Florida PALM | External Printer Application 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 |
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