Generate Payroll Accounting Distributions (100.7.2)
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Generate Payroll Accounting Distributions (100.7.2)
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Business Process Overview
The Generate Payroll Accounting Distributions process is the methodology used to iteratively validate and check the payroll accounting distribution before allocation and distribution. The timing is dependent on payroll calculation and payroll confirmation, which are outlined in business processes 100.3.2 Calculate Payroll and 100.3.4 Confirm Payroll, respectively. Once a payroll cycle has been calculated, the Bureau of State Payroll (BOSP) will run Actuals Distribution in preliminary mode, which gives agencies the opportunity to see reports of the distribution of their payroll prior to confirmation. Funding and budget adjustments can be made by the agency if needed. Once payroll is successfully confirmed, Actuals Distribution will be run in final mode and the accounting entries are sent to the general ledger.
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 Accounting Reporter: Agency role responsible for reviewing and/or distributing payroll accounting reports.
- BOSP Payroll Maintainer: BOSP role with the ability to run and monitor payroll cycle processes and update configuration.
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 | Calculate Payroll Successful | BOSP Payroll Maintainer confirms completion of 100.3.2 Calculate Payroll before beginning the payroll distribution process. |
2 | Process Preliminary Actuals Distribution | BOSP Payroll Maintainer runs the Actuals Distribution process in Preliminary Mode, which provides account distribution reporting of the payroll before confirmation. |
3 | Review Actuals Distribution Reports | BOSP Payroll Maintainer reviews the Pre-Distribution Audit Report, Preliminary Payroll Cash and Budget Balance Report, and Actuals Funding Report and may contact the agency for any needed adjustments. |
4 | Review Agency Actuals Distribution Reports | Agency Payroll Accounting Reporter reviews the Preliminary Payroll Cash and Budget Balance Report and Actuals Funding Report to determine if adjustments need to be made against the position funding and/or budgeting. If funding corrections need to be made, follow the 100.7.1 Set Up Position Distributions process and then return to step 2. If corrections do not need to be made, continue to step 5. |
5 | Confirm Payroll Successful | BOSP Payroll Maintainer confirms completion of 100.3.4 Confirm Payroll before continuing the payroll distribution process. |
6 | Process Actuals Distribution | BOSP Payroll Maintainer runs the Actuals Distribution process to generate the final payroll accounting distribution and load it to the Payroll HR Accounting Line table in Florida PALM. |
7 | Transfer Payroll HR Accounting Line Transactions to General Ledger | The Payroll HR Accounting Line information created from the Actuals Distribution process is systematically transferred to General Ledger HR Accounting Line. |
8 | Run Budget and Cash Check | The budget check process will run at the designated interval in the financial system. Budget check will confirm sufficient budget balances exist in the budget ledgers and confirms use of valid Chart Field strings. The cash check process will run at the designated interval. Cash check validates transactions to spendable cash and confirms use of valid Chart Field strings. Spendable cash represents the remaining available fund cash balance reflected in the Cash Ledger. |
9 | Generate GL Journals | Journal Generator (JGEN) processes posted accounting entry data from the Florida PALM source modules, summarizes the data, and creates journals in the General Ledger. The Journal Generator process will edit, budget check, and post the journal entries created during the process. Please see 10.2 Enter and Process Journals for more information on source module journal entries. Once journals have been created, the agency will follow the 20.2 Budget Execution and Management process to review any negative balances and determine the action needed. To redistribute a prior payroll, the agency will follow 100.7.3 Process Redistributions. If moving expenditures other than payroll, the agency will follow 110.3.1 Agency Record Inter/IntraUnit Transactions. If there are no negative balances, the process to generate payroll accounting distributions comes to an end. In the event the agency does not correct the negative balance before the warrant date, BOSP will resolve the negative balance following 10.2.4 Enterprise Create and Approve Journals. |
10 | Outbound Payroll with Accounting Detail File (PRI058) | An outbound interface is generated to send payroll related data to agency business systems. |
11 | Outbound Salary Detail File (PRI007) | Outbound interface is generated to send payroll related data to HRIS (Human Resource Information Systems) or select agency business systems. |
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 (U) of the primary line (i.e., expenditure, revenues) with an automated system (S) 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 |
|---|---|---|---|---|
Regular Payroll - Gross Salary Charge - Agency Fund | Decreases Available Appropriation, Allotment, and Release balances Decreases Spendable Cash | Debit: Payroll Expense (S) Credit: Cash (S) | Debit: Payroll Expense Credit: Cash |
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 |
|---|---|---|---|---|---|
R3 | PRR033 | Pre-Distribution Audit Report – Audits payroll and configuration data to identify possible actual distribution errors. | PeopleSoft | Payroll Cycle | BOSP, Agency |
R4 | PRR030 | Actuals Funding Report – A report of the payroll actuals funding prior to and after running the actual distribution process. | PeopleSoft | Payroll Cycle | BOSP, Agency |
R5 | PRR023 | Preliminary Cash and Budget Balance Report – A report that provides a preliminary cash and budget balance comparison during the payroll run. | Peoplesoft | Payroll Cycle | BOSP, Agency |
Interfaces
The table below provides the Interfaces identified on the Business Process.
Interface Number | Interface Description | Interface Frequency | Source | Target |
|---|---|---|---|---|
| PRI007 | Outbound Salary Detail File – Outbound interface to send payroll related data to agency business systems. | Periodic | Florida PALM | HRIS |
PRI058 | Outbound Payroll with Accounting Detail File – Outbound interface to send HR accounting line detail with associated limited payroll details (earnings, deductions, taxes). | After confirmed payroll | Florida PALM | Agencies |
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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