Manage Stale Payroll Warrants (100.5.2)
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Manage Stale Payroll Warrants (100.5.2)
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Business Process Overview
The Manage Stale Payroll Warrants process describes the steps to manage stale payments and transfer monies to Unclaimed Property, or as applicable, the originating fund.
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 Reporter: Agency role responsible for reviewing and/or distributing payroll 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 | Review Outstanding Payroll Warrants | The Agency Payroll Reporter reviews payroll warrant status report (PRR035), which lists the warrant status to identify outstanding payments. |
2 | Contact Employee | The Agency Payroll Reporter contacts the employees whose payments are outstanding, to encourage them to present the warrant to the bank. |
3 | Process Stale Payroll Payments | Florida PALM transfers applicable payments to the Unclaimed Property Trust Fund for administration by the Unclaimed Property Processor on a scheduled basis. Any warrants containing federal dollars or other funds exempt from transfer to Unclaimed Property are redistributed and the exempt funds revert to the originating fund. The agency accounts for the federal funds or other funds which cannot be transferred. Warrants not containing federal dollars or funds exempt from transfer to Unclaimed Property are included in the Outbound Stale Payments File to Unclaimed Property. |
4 | Outbound Stale Payments File to Unclaimed Property (PRI004) | Outbound interface containing stale dated payments and employee payment information for use by Unclaimed Property. |
5 | Review Funds Transferred to Unclaimed Property | The Payroll Funds Transferred to Unclaimed Property and Funds Exempt from Transfer to Unclaimed Property report is available for agencies in the Data Warehouse to monitor and review to ensure the appropriate transactions were exempt from transfer to Unclaimed Property. If transfer errors were made, the agency will determine appropriate action and either transfer to Unclaimed Property or request Unclaimed Property to transfer to the appropriate fund. Please refer to 110.3.1 Agency Record Inter/IntraUnit Transactions. |
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 |
|---|---|---|---|---|
PR14 | Stale Payments to Unclaimed Property – Non-Federal - Unclaimed Property Fund | Increases Spendable Cash | Debit: Cash (S) Credit: Revenue (S) | Debit: Cash Credit: Revenue (S) |
PR15 | Stale Payment Cash Reversal - Federal - Agency Fund | Increases Spendable Cash Increases Collected Revenue | Debit: Cash (S) Credit: Revenue (S) | Debit: Cash Credit: Revenue |
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 |
|---|---|---|---|---|---|
R1 | PRR035 | Payroll Warrant Status Report – A report that lists payroll warrant details and status (i.e., cleared, outstanding, or cancelled). | PeopleSoft | Periodic | DFS |
R2 | PRR046 | Payroll Funds Transferred to Unclaimed Property and Funds Exempt from Transfer to Unclaimed Property Report – A report that lists payroll payment information for funds transferred to the Unclaimed Property Trust Fund or those that are exempt from Transfer to Unclaimed Property, pursuant to Sections 17.26 and 717.117, Florida Statutes, and payment information for funds returned to the original source. | DW | Periodic | DFS |
Interfaces
The table below provides the Interfaces identified on the Business Process.
Interface Number | Interface Description | Interface Frequency | Source | Target |
|---|---|---|---|---|
PRI004 | Outbound Stale Payroll Payments File to Unclaimed Property - Outbound interface for stale dated payroll payments to be sent to DFS, Division of Unclaimed Property. | Periodic | Florida PALM | UPMIS |
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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