Off-Cycle Payroll (100.4)

Business Process Overview

In Florida PALM, off-cycle payroll is defined as payroll processing that occurs outside of the regularly scheduled major payrolls designated by the state of Florida (Monthly, Biweekly, State Active Duty/Florida State Guard, and Supplemental). These main payrolls are considered on-cycle. Florida PALM is interfacing with Human Resource Information System (HRIS) to get the necessary data to process payroll timely and accurately. Off-cycle transactions can be processed to accommodate for payments, adjustments, and/or reversals that are not able to be processed during an on-cycle payroll run.

The business subprocesses included are:

• 100.4.1 – Off-Cycle Processing
• 100.4.2 – Beneficiary Payments
• 100.4.3 – Online Check

Dependencies and Constraints

Dependencies and Constraints describe any conditions or criteria that impact how or when the business process should be executed. These could be set within Florida PALM or from external sources (i.e., Law or Rule).

• External inputs must be in sync with Florida PALM required field values.
• Source system data that has been deleted from the source system after being loaded into Florida PALM must be communicated to Florida PALM for remediation. Failure to communicate these deletions may result in incorrect net pay for employees. 
• File errors generated by the interface validation process that cause the file to be rejected will be corrected within the source system and resubmitted through the interface.
• BOSP will have data entry access in Florida PALM for emergency exception processing or to approve agency employee update requests. BOSP entry in Florida PALM will be evaluated by the agency to determine if the entry needs to be recorded in the source system. 
• The HRIS will be responsible for providing the correct employee gross salary and general deductions.  Florida PALM will be responsible for calculating the applicable employer costs (e.g., FICA, retirement, etc.) and employee deductions (FICA, withholding taxes, deferred compensation deductions, etc.), gross to gross salary charge (gross plus employer cost), gross to net (gross minus employee deductions) and all post payroll processing.
• If spreadsheet upload functionality is being used, the agency is responsible for validating that the transactions included on that spreadsheet have passed all agency-level approvals deemed necessary. 
• Agencies must notify BOSP as soon as they are informed of the employee’s death, via email and process separation action in Human Resource Information system as soon as possible.
• Agencies have one year from the date the deceased state employee’s wages became payable to obtain information and submit to BOSP for processing. After a year has passed and BOSP has not received the required beneficiary information since no payment has been to the beneficiary, agencies will need to transfer wages to Unclaimed Property 
• BOSP will determine what tax method to apply to beneficiary payments.

Agency Configurations

The table below identifies the Agency Configurations related to this Business Process. These items are not included within the Business Flow Diagrams; however, these items are important elements of each Business Process.

Conversions

The table below identifies the Conversions related to this Business Process. These items are not included within the Business Flow Diagrams; however, these items are important elements of each Business Process.

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