Payroll Adjustments (100.6)

Business Process Overview

Payroll adjustments occur when additional information or corrections are identified by agency payroll administrators after the On Cycle Payroll cutoff. 

When a salary overpayment occurs for employees who have transferred to a new agency, the agency who requests the salary refund may need to notify the other agency and coordinate any InterUnit entries. The original agency that issued the overpayment will still be able to create an overpayment for a terminated employee that is active in a different agency.

 Payroll adjustments processed via On-Cycle or Off-Cycle payroll will interface to the General Ledger.

 The business subprocesses included are:   

• 100.6.1 – Record Overpayments and Recovery
• 100.6.2 – Manage ACH Returns and Reissued Warrants
• 100.6.3 – Reverse Unreconciled Warrants
• 100.6.4 – Adjust Retirement Earnings and Contributions
• 100.6.5 – Record Non-Cash, Fringe, and Other Adjustments

Dependencies and Constraints

Dependencies and Constraints describe any conditions or criteria that impact how or when the business process should be executed. These could be set within Florida PALM or from external sources (i.e., Law or Rule).

 When a paycheck needs to be adjusted due to an over/underpayment, the hours/amount that is overpaid/underpaid should be entered using the correct earning code to allow the system to:

1. Recalculate impact to taxes.
2. Recalculate impact to Florida Retirement System (FRS).
3. Adjust year-to-date (YTD) balances. 

The adjusting entry must also be recorded with the correct earnings begin and end dates, so the adjustments are reported to FRS in the correct month and year. The system automatically calculates adjusting entries for taxes and FRS.                                                           

Payroll adjustments can be processed during On-Cycle payroll if adjustments are approved and loaded into the Paysheet Transaction table or included in input files from the Human Recourse Information Systems (HRIS) before the payroll cut-off.

Payroll adjustments are expected to come through various avenues:

1. Earnings and Deductions files from HRIS.
2. Spreadsheet Upload into Paysheet Transaction Table.
3. Paycheck Reversal page.
4. Record Recovered Overpayment.
5. Workers Compensation Adjustment.

Gross salary over/underpayment amounts should be calculated in the HRIS. Florida PALM will calculate gross to net impact of such adjustments. Considerations for adjustments include:

• Only confirmed paychecks can be adjusted or reversed.
• Checks that have cleared the bank and are reconciled cannot be reversed.
• Gross amount of the salary overpayments should be calculated in HRIS. The amount to be recovered may be sent via the Deduction file and uploaded into the Florida PALM Payroll Transaction Table.

Agency Configurations

The table below identifies the Agency Configurations related to this Business Process. These items are not included within the Business Flow Diagrams; however, these items are important elements of each Business Process.

Conversions

The table below identifies the Conversions related to this Business Process. These items are not included within the Business Flow Diagrams; however, these items are important elements of each Business Process.

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