Reset Employee W-4 Exempt Status (100.8.8)
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Reset Employee W-4 Exempt Status (100.8.8)
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Business Process Overview
Reset Employee W-4 Exempt status outlines the processing steps to notify and reset employees W-4 exempt status on a yearly basis during January and February of each calendar year.
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 Processor: Agency user who enters transactions in Florida PALM with update/display access.
- BOSP Year End Processor: BOSP role responsible for managing year end processes with the ability to run Year End processes, generate reports, and forms.
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 | W-4 Exempt Reset Employee Email Notification | BOSP Year End Processor will run the process to notify employees via email who are setup as exempt on their W-4 that their W-4 will reset to single/zero if they do not add a new W-4 entry prior to February 15th. If the email is returned due to an invalid email address, continue to step 2. If not returned, continue to step 3. |
2 | Mail Employee Notification | BOSP Year End Processor will mail a letter to the employee notifying them when their W-4 will be reset and what to do to avoid a reset. |
3 | Run W-4 Exempt Employee Listing | Agency Payroll Processor will run a query to identify all employees whose W-4’s are set to exempt. |
4 | Notify Employees of Feb 15th Reset | Agency Payroll Processor will notify their employees of the W-4 exempt reset as an additional courtesy. |
5 | Run W-4 Exempt Renewal Process | BOSP Year End Processor will run the employee W-4 exempt renewal process. |
6 | Run Report of Employees Who Were Reset | Agency Payroll Processor will run a report of all employees whose W-4 was reset from exempt to single/zero. |
7 | Notify Employees of W4 Reset | Agency Payroll Processor will notify all employees whose W-4 was reset from exempt to single/zero. |
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 |
|---|---|---|---|---|---|
R11 | Employee W-4 Exempt Status Report – A report of all agency employees with a W-4 exempt status. | PeopleSoft | Yearly | BOSP, Agency | |
R12 | Expired W-4 Exemption - A report that shows expired W-4 exemption information for employees that have been reset. | Yearly | BOSP, Agency | ||
R14 | PRR063 | Reset W-4 Exempt List - Produces a listing of employees who have not yet filed a new Form W-4 by the due date to continue their tax exemption status. If the report is run in update mode, it will insert a new tax record to reset the special withholding tax status and tax status. | PeopleSoft | Yearly | BOSP |
R15 | PRR066 | Determine W-4 Exempt Renewal Report - Produces a list of employees who must resubmit the Form W-4. | PeopleSoft | Yearly | BOSP |
Interfaces
The table below provides the Interfaces identified on the Business Process.
Interface Number | Interface Description | Interface Frequency | Source | Target |
|---|---|---|---|---|
N/A |
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 100.8.8:
|
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