Record Overpayments and Recovery (100.6.1)
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Record Overpayments and Recovery (100.6.1)
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Business Process Overview
The "Record Overpayments and Recovery" business process is within the Payroll Adjustments business process grouping. The business process records overpayment discovery and recovery in the system.
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, are 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.
- Agency Payroll Approver: Agency role responsible for approving (or denying) transactions.
- Agency Payroll Processor: Agency role responsible for ensuring employee’s pay is accurate with the ability to view, enter, and update transactions.
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 | Discover Overpayment | Agency Payroll Processor will identify overpayments in the source HRIS. An overpayment may be identified to a correction made to data in the source Human Resource Information System (HRIS). |
2 | Calculate Net Overpayment | Agency Payroll Processor will calculate the net overpayment amount owed by the employee. |
3 | Notify Employee of Net Overpayment | Agency Payroll Processor will be responsible for generating letters to notify employees who were overpaid. Agencies will also work with the employee on re-payment options. After working with the employee on re-payment options, the next step is to collect the overpayment. If the employee chooses to repay via payroll deduction, continue to step 4. If the employee chooses to repay via personal check, continue to step 6. |
4 | Inbound Deduction File (PRI006) | The HRIS will send deduction records in the Inbound Deduction File (PRI006) for the overpayment amount to be recovered from the employee. |
5 | Load Overpayment Deduction | The system will load deductions from the Inbound Deduction File to the paysheet, which will be processed in the next available payroll. After payroll has run, follow the process described in 100.7.3 Process Redistributions if accounting redistributions need to be performed for the overpayment recovery (Code 200) deduction. |
6 | Receives Personal Check | Agency Payroll Processor will receive the employee’s personal check and deposit the check following the process referenced in 60.2 Deposit and Apply Receipts. |
7 | Submit Overpayment for Approval | Agency Payroll Processor will submit a request to record the recovered overpayment in Florida PALM. Once approved, this step will create an adjustment to the employee’s earning, deduction, tax, and retirement records. Once payroll is confirmed, the system will update employee balances for end-of-period reporting and will report adjustments to FRS eligible earnings and contributions accordingly. |
8 | Overpayment Notification Sent | The system will send Overpayment Notification to Agency Payroll Approver after Agency Payroll Processor records and submits the Recovered Overpayment for approval. |
9 | Review Overpayment for Approval | The Agency Payroll Approver will review recovered overpayment and verify that the total overpayment has been collected. If the Overpayment Recovery is approved, the adjustment will be processed in 100.4.1 Off-Cycle Payroll. If the Overpayment Recovery is not approved, continue to step 10. In the event the Agency Payroll Approver is unavailable, the processor should contact BOSP to approve on their behalf. |
10 | Overpayment Notification Sent | The system will send Overpayment Denial Notification to Agency Payroll Processor if the Overpayment Recovery Request is denied. |
Accounting Events
The accounting and budget events associated with this Business Process are cataloged in the Accounting and Budget Events Inventory. Each event in the BPM flow includes a unique Accounting Event ID, which links directly to a corresponding entry in the Accounting and Budget Events Inventory. This inventory provides detailed information on the accounting treatment and budget impacts of each event, including associated journal entries, ChartFields, and relevant modules. Agencies should reference the Accounting and Budget Events Inventory for a comprehensive view of how each accounting event is handled in Florida PALM.
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 is used to support the completion of a process step.
Report Number | Report RICEFW ID | Report Description | Report Source | Report Frequency | Audience |
|---|---|---|---|---|---|
N/A |
Interfaces
The table below provides the Interfaces identified on the Business Process.
Interface Number | Interface Description | Interface Frequency | Source | Target |
|---|---|---|---|---|
PRI006 | Inbound Deductions File – Inbound interface of employee deduction data for each payroll cycle. | Daily | HRIS (People First, Legislature) and Agency Business Systems | Florida PALM |
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 |
| 05/07/2025 | Administrative updates to apply the following changes based on Narrative update dated 04/24/2025: Updates to 100.6.1:
|
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