Payroll Management Overview

What is Payroll Management? 

Payroll Management includes functions that support the management of payroll lifecycle activities. This includes maintaining employee records, processing payroll, payroll deductions and remittances, payroll garnishments, tax reporting, and other related activities. View more about associated business processes, reports, interfaces, and conversions on the Payroll Management Lifecycle Page! 

How will payroll management be handled in Florida PALM?

Florida PALM is an integrated system that is replacing FLAIR PYRL and the Employees' Information Center (EIC). The Florida PALM payroll module will interface with the Human Resource Information Systems (HRIS) (i.e., People First or Highline), agencies, and third-party entities to calculate gross to net pay, withhold taxes, pay employees, and maintain payroll records.

Payroll Management Lifecycle

Set Up and Maintain Position and Employee Data

What is different or changing?

• Position data will be available in Florida PALM
• Florida PALM will replace the Employees' Information Center (EIC)
  • Earnings statements will be available in Florida PALM
  • W-2 Tax Forms will be available in Florida PALM
  • W-4 updates will be completed by employees and maintained in Florida PALM
  • Direct Deposit information will be completed by employees and maintained in Florida PALM

What is the same?

• Agency’s positions continue to be managed in the agency’s HRIS
• No change to employees’ pay schedule
• Time and attendance remains in the agency’s HRIS
• Insurance benefits continue to be maintained in People First

Set Up and Maintain Position Funding

What is different or changing?

• Position funding will be maintained in Florida PALM
• Position funding provides Agencies the ability to split funding to more than one funding source
• Position funding can only be assigned with payroll SpeedKeys and not individual ChartFields

What is the same?

• Agency’s positions managed in the agency’s HRIS and includes primary funding source

Payroll Processing

What is different or changing?

• Preliminary payroll process will occur in Florida PALM allowing corrections to be made prior to issuing payments
• Daily On-Demand payroll is going away
• BOSP will pick up payroll deduction warrants and distribute to vendors

What is the same?

• People First and Highline are not going away
• PARs will continue to be processed in the HRIS (i.e., People First or Highline)
• BOSP will pick up garnishment warrants and distribute to garnishment recipients

Issue Employee Payments

What is different or changing?

• Paper warrants will be released during the afternoon, two days before payday
• DFS will manage payroll ACH returns and reissued payroll warrants in HCM

What is the same?

• Agencies will continue to pick up and distribute employee’s payroll warrants

Payroll Accounting

What is different or changing?

• No more FLAIR Departmental posting of payroll
• Reduced redistributions (i.e., position percentage splits, position multi-funding)
• Preliminary cash and budget reporting will be available prior to final payroll calculation
• Negative balances will be known two days before payday
• Payroll redistributions will be performed in the Inter/Intra Unit Module
• SpeedKeys are required for posting payroll

What is the same?

• Agencies will continue to redistribute for time-based position allocation
• Agencies will continue to clear negative balances
• BOSP will continue to clear negative balances

Payroll Adjustments

What is different or changing?

• The overpayment process (salary refunds) will be significantly different
• The retirement adjustment process will be significantly different
• Retroactive changes to retirement codes in the HRIS will generate a retroactive change to employees’ retirement plans in Florida PALM

What is the same?

• Agencies will continue to enter and approve employees' paper warrant cancellations
• Agencies will continue to enter and approve worker's compensation retirement adjustments
• Agencies will continue to enter and approve non-cash adjustments

Calendar Year-End Processing

What is different or changing?

• Employees will consent to receive their W-2 form electronically in Florida PALM
• W-2 Tax forms will be available to employees in Florida PALM
• Employees will update their W-4 exempt status in Florida PALM

What is the same?

• Agencies will continue to pick up and distribute W-2s

Payroll Resources

• Business Process Models (BPMs)
  • How to Read a Business Process Model
  • Payroll Management Process Models (BPMs)
    • 100.1 Set Up and Maintain Positions 
    • 100.2 Set Up and Maintain Employees 
    • 100.3 On-Cycle Payroll Run 
    • 100.4 Off-Cycle Payroll Run
    • 100.5 Miscellaneous Processing 
    • 100.6 Payroll Adjustments 
    • 100.7 Payroll Accounting Distributions 
    • 100.8 End of Period Processing
• Payroll BPM Relationships – Matrix showing correlation of current to future business processes
• Payroll Processing Timeline Example – Biweekly and Monthly comparison of scheduled payroll activities – as of 4/24/24
• Payroll Funding Guideline
• Biweekly Payroll Calendar Example
• Monthly Payroll Calendar Example