Reverse Unreconciled Warrants (100.6.3)

1

Enter Reversal

Agency Payroll Processor can reverse (cancel) a warrant that has not cleared the bank.

• A paycheck that has been direct deposited into a bank account cannot be reversed by agencies.
• To reverse a paycheck, Agency Payroll Processor must provide a valid: Paycheck Number
• The Processor must also certify if they have the warrant they are requesting to cancel in hand. If the warrant is not in hand, the certification must be left unchecked.
• If the warrant has not been reconciled in Florida PALM, the process continues to Step 2. If the warrant has been reconciled, the warrant cannot be reversed, and the reversal process ends.

2

Reversal Notification Sent

Agency Payroll Approver will receive a notification that a reversal was requested and proceed to Step 3.

3

Review Reversal Request

Agency Payroll Approver will review the request and either approve or deny.

If the request is approved proceed to step 5. If the request is not approved, continue to step 4.

4

Reversal Deletion Notification Sent

Agency Payroll Processor will be notified if the request for reversal has been denied and must address the reason for denial and re-submit the request.

5

Send Stop Pay to Bank

The system sends stop pay to the bank if the reversal request is approved.

• The stop pay will be included in the Outbound Payroll Positive Pay File (step 6).
• If the Agency Payroll Processor certified that the warrant they are requesting to be reversed is in hand, continue to step 9. If the warrant is not in hand, continue to step 7.

6

Outbound Payroll Positive Pay File (PRI045)

Outbound interface containing detailed warrant information to the bank to facilitate warrant clearance.

7

Update Stop Pay Status to “In Progress”

For warrants that are requesting to be reversed are not certified to be in hand of the requester, then the payment, upon approval, will systematically be in Stop Pay status. This gives the system 4 business days to verify that the original warrant is not reconciled before the warrant is officially reversed.

8

Update Stop Pay Status to “Complete” After 4 Business Days

After 4 business the system will update the payment’s Stop Pay status to “Complete.” Once the payment is no longer in Stop Pay status, it is ready to be reversed. Proceed to step 9.

9

Reversal Notification Sent

BOSP Payroll Maintainer receives notification when an agency initiates a reversal of a paycheck that has been approved by Agency Payroll Approver and is ready to be reversed. The process continues to step 10.

10

Run Paycheck Reversal Process

BOSP Payroll Maintainer will run the paycheck reversal process. This process will create all the negative offset rows for the paycheck and update the paycheck status to “Reversing.” The paycheck is not reversed until confirmed.

The reversal process will verify the reconciliation status of the original payment before successfully reversing. The reversal will not be successful if the payment is reconciled in Florida PALM.

If the original warrant is reconciled, proceed to step 13. If the original warrant is not reconciled, proceed to step 11.

11

Run Pay Confirmation

BOSP Payroll Maintainer will run Payroll Confirmation process to finalize the reversal and update Paycheck status from “Reversing” to “Reversed.” The process continues to step 12.

12

Post-Confirmation Batch Processes

After the reversal is confirmed, Post-Confirm processes will trigger various processes such as 100.3.6 Distribute Payroll Warrants and 100.7.2 Generate Payroll Accounting Distributions to send information to General Ledger.

See Key Reports section for the list of reports produced by this step.

13

Reversal Deletion Notification Sent

BOSP Payroll Maintainer will deny the reversal request if the original warrant requesting to be reversed gets reconciled in Florida PALM. A reversal deletion notification will be sent to the Agency Payroll Processor and Agency Payroll Approver.

PR10

Payroll Reversal - Current Fiscal Year - Agency Fund

Increases Spendable Cash Increases Available Appropriation, Allotment, and Release balances

Debit: Cash (S)

Credit: Payroll Expense (S)

Debit: Cash

Credit: Payroll Expense

PR11

Payroll Reversal - Prior Fiscal Year - Agency Fund

Increases Spendable Cash 

Increases Collected Revenue

Debit: Cash (S)

Credit: Revenue (S)

Debit: Cash

Credit: Revenue

PR12

Payroll Reversal - Automated Transfer for Payroll Deductions - Receiving Agency Fund

Decreases Collected Revenue

Decreases Spendable Cash

Debit: Revenue (S)

Credit: Cash (S)

Debit: Revenue

Credit: Cash

R2

PRR016

Payroll Deduction Register - lists amount of money deducted from each employee paycheck for general deductions, garnishments, and benefits.

PeopleSoft

Biweekly, Monthly, and Supplemental On-Cycles

Agency, BOSP

R3

PRR018

Payroll Register - lists paycheck data by name, emp ID, and department ID for both BOSP and individual agencies.

PeopleSoft

Biweekly, Monthly, and Supplemental On-Cycles

Agency, BOSP

R4

PRR002

Payroll Check Register - lists checks in check number order for the pay period for both BOSP and individual agencies.

PeopleSoft

Biweekly, Monthly, and Supplemental On-Cycles

Agency, BOSP

R5

PRR007

Payroll Other Earnings Register - lists detailed wages outside regular/overtime earnings for both BOSP and individual agencies.

PeopleSoft

Biweekly, Monthly, and Supplemental On-Cycles

Agency, BOSP

R6

PRR029

Payroll Error Messages - lists system errors messages during the payroll processes Pre-Calculation, Final Calculation, or Pre-Confirm for both BOSP and individual agencies.

PeopleSoft

Biweekly, Monthly, and Supplemental On-Cycles

Agency, BOSP

R7

PRR012

Payroll Summary - lists summary of U.S. Paychecks detail by Run ID. Includes amounts, earnings, employee deductions, employer contributions, and employee/employer tax for both BOSP and individual agencies.

PeopleSoft

Biweekly, Monthly, and Supplemental On-Cycles

Agency

PRI045

Outbound Payroll Positive Pay File - Outbound interface containing detailed warrant information to the bank to facilitate warrant clearance.

Daily

Florida PALM

Bank

N/A

N/A

07/30/2024

Original Version