Record Overpayments and Recovery (100.6.1)
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Record Overpayments and Recovery (100.6.1)
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Business Process Overview
The "Record Overpayments and Recovery" business process is within the Payroll Adjustments business process grouping. The business process records overpayment discovery and recovery in the system.
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 Approver: Agency role responsible for approving (or denying) transactions.
- Agency Payroll Processor: Agency role responsible for ensuring employee’s pay is accurate with the ability to view, enter, and update transactions.
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 | Discover Overpayment | Agency Payroll Processor will identify overpayments in the source HRIS. An overpayment may be identified to a correction made to data in the source Human Resource Information System (HRIS). |
2 | Calculate Net Overpayment | Agency Payroll Processor will calculate the net overpayment amount owed by the employee. |
3 | Notify Employee of Net Overpayment | Agency Payroll Processor will be responsible for generating letters to notify employees who were overpaid. Agencies will also work with the employee on re-payment options. After working with the employee on re-payment options, the next step is to collect the overpayment. If the employee chooses to repay via payroll deduction, continue to step 4. If the employee chooses to repay via personal check, continue to step 6. |
4 | Inbound Deduction File (PRI006) | The HRIS will send deduction records in the Inbound Deduction File (PRI006) for the overpayment amount to be recovered from the employee. |
5 | Load Overpayment Deduction | The system will load deductions from the Inbound Deduction File to the paysheet, which will be processed in the next available payroll. After payroll has run, follow the process described in 100.7.3 Process Redistributions if accounting redistributions need to be performed for the overpayment recovery (Code 200) deduction. |
6 | Receives Personal Check | Agency Payroll Processor will receive the employee’s personal check and deposit the check following the process referenced in 60.2 Deposit and Apply Receipts. |
7 | Submit Overpayment for Approval | Agency Payroll Processor will submit a request to record the recovered overpayment in Florida PALM. Once approved, this step will create an adjustment to the employee’s earning, deduction, tax, and retirement records. Once payroll is confirmed, the system will update employee balances for end-of-period reporting and will report adjustments to FRS eligible earnings and contributions accordingly. |
8 | Overpayment Notification Sent | The system will send Overpayment Notification to Agency Payroll Approver after Agency Payroll Processor records and submits the Recovered Overpayment for approval. |
9 | Review Overpayment for Approval | The Agency Payroll Approver will review recovered overpayment and verify that the total overpayment has been collected. If the Overpayment Recovery is approved, the adjustment will be processed in 100.4.1 Off-Cycle Payroll. If the Overpayment Recovery is not approved, continue to step 10. In the event the Agency Payroll Approver is unavailable, the processor should contact BOSP to approve on their behalf. |
10 | Overpayment Notification Sent | The system will send Overpayment Denial Notification to Agency Payroll Processor if the Overpayment Recovery Request is denied. |
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 |
|---|---|---|---|---|
PR04 | Code 200 Salary Overpayment Deduction of Net Pay– Agency Fund | Increases Spendable Cash Increases Collected Revenue | Debit: Cash (S) Credit: Revenue (S) | Debit: Cash Credit: Revenue |
PR05 | Salary Overpayment Deposit of Net Pay – Current Fiscal Year – Agency Fund | Increases Spendable Cash Increases Available Appropriation, Allotment, and Release balances | Debit: Cash (S) Credit: Payroll Expense (U) | Debit: Cash Credit: Payroll Expense |
PR06 | Salary Overpayment Deposit of Net Pay – Prior Fiscal Year - Agency Fund | Increases Spendable Cash Increases Collected Revenue | Debit: Cash (S) Credit: Revenue (U) | Debit: Cash Credit: Revenue |
PR07 | Salary Overpayment – Employer Cost - Current Fiscal Year - Agency Fund | Increases Spendable Cash Increases Available | Debit: Cash (S) Credit: Payroll Expense (S) | Debit: Cash Credit: Payroll Expense |
PR08 | Salary Overpayment – Employer Cost - Prior Fiscal Year - Agency Fund | Increases Spendable Cash Increases Collected Revenue | Debit: Cash (S) Credit: Revenue (S) | Debit: Cash Credit: Revenue |
PR09 | Salary Overpayment - Automated Transfer for Payroll Deductions - Receiving Agency Fund | Decreases Collected Revenue Decreases Spendable Cash | Debit: Revenue (S) Credit: Cash (S) | Debit: Revenue 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 |
|---|---|---|---|---|---|
N/A |
Interfaces
The table below provides the Interfaces identified on the Business Process.
Interface Number | Interface Description | Interface Frequency | Source | Target |
|---|---|---|---|---|
PRI006 | Inbound Deductions File – Inbound interface of employee deduction data for each payroll cycle. | Daily | HRIS (People First, Legislature) and Agency Business Systems | 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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