Payroll Data (100.2.2)
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Payroll Data (100.2.2)
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Business Process Overview
This subprocess outlines creating the employment instance (hire) for the employee by using job and payroll data to assign a position, salary details, report to information, and an employee Pay Group, etc. to the employee.
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.
- Florida PALM: Florida PALM system role that runs various automated processes, reports, and interfaces in a pre-determined schedule.
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 | Inbound Job and Payroll Data (PRI001) | Inbound interface imports job and payroll data into Florida PALM from Human Resource Information Systems. |
2 | Inbound Non-ePay W-4 (PRI002) | Inbound interface imports new Legislature employee’s W-4 withholding elections to establish their W-4 record in Florida PALM. |
3 | Perform Interface Error Checking | If the file is rejected, all transactions in the file are rejected and the file must be resubmitted once the issue is resolved. If the file is not rejected, edit validations are performed on each transaction before the data is allowed to load for processing in the module. Additional edits will be performed during the transaction life cycle. Rejected transactions are managed through the 120.1 Interface Error Handling Process. |
4 | Connect Personal Data to Job Data | When an agency hires a new employee in the source Human Resource Information System, the Florida PALM system connects job data to personal data to establish their employment record. |
5 | Job Data Established /Updated | The system will create the appropriate employment instance when a new or previously employed State of Florida employee is hired into the associated Position, Organization, and Agency. If the employee is already active in Florida PALM, the system will update the associated employees’ employment instance to reflect Appointments, Employee Actions, and Separation Personnel Action Requests. If the employee is already active in Florida PALM and is hired into an additional position, the system will create a new employment instance for the employee to reflect the associated position, organization, and agency. Once an employment instance is created and security is granted to the employee, the employee can access/modify their direct deposit information, W-4 Tax Form, W-2 Electronic Consent Status, and email address. Employees can also view their paychecks, W-2/W-2C forms, and Annual Earnings Statement. |
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 (I) of the primary line (i.e., expenditure, revenues) with an automated (A) system 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 |
|---|---|---|---|---|
N/A |
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 |
|---|---|---|---|---|---|
N/A |
Interfaces
The table below provides the Interfaces identified on the Business Process.
Interface Number | Interface Description | Interface Frequency | Source | Target |
|---|---|---|---|---|
PRI001 | Inbound Job and Payroll Data – Inbound interface to import Job and Payroll data. | Daily | Third Party HRIS Systems (People First, Legislature’s HRIS, and Dept. of Military Affairs) | Florida PALM |
PRI002 | Inbound Non-ePay W-4 - Inbound interface for employee W-4 withholding elections to automatically update the employee W-4 record when the employee has no access to ePay. | Periodic | Legislature’s Human Resource Information System | Florida PALM |
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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