Reset Employee W-4 Exempt Status (100.8.8)
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Reset Employee W-4 Exempt Status (100.8.8)
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Business Process Overview
Reset Employee W-4 Exempt status outlines the processing steps to notify and reset employees W-4 exempt status on a yearly basis during January and February of each calendar year.
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 Processor: Agency user who enters transactions in Florida PALM with update/display access.
- BOSP Year End Processor: BOSP role responsible for managing year end processes with the ability to run Year End processes, generate reports, and forms.
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 | W-4 Exempt Reset Employee Email Notification | BOSP Year End Processor will run the process to notify employees via email who are setup as exempt on their W-4 that their W-4 will reset to single/zero if they do not add a new W-4 entry prior to February 15th. If the email is returned due to an invalid email address, continue to step 2. If not returned, continue to step 3. |
2 | Mail Employee Notification | BOSP Year End Processor will mail a letter to the employee notifying them when their W-4 will be reset and what to do to avoid a reset. |
3 | Run W-4 Exempt Employee Listing | Agency Payroll Processor will run a query to identify all employees whose W-4’s are set to exempt. |
4 | Notify Employees of Feb 15th Reset | Agency Payroll Processor will notify their employees of the W-4 exempt reset as an additional courtesy. |
5 | Run W-4 Exempt Renewal Process | BOSP Year End Processor will run the employee W-4 exempt renewal process. |
6 | Run Report of Employees Who Were Reset | Agency Payroll Processor will run a report of all employees whose W-4 was reset from exempt to single/zero. |
7 | Notify Employees of W4 Reset | Agency Payroll Processor will notify all employees whose W-4 was reset from exempt to single/zero. |
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 |
|---|---|---|---|---|---|
R11 | Employee W-4 Exempt Status Report – A report of all agency employees with a W-4 exempt status. | PeopleSoft | Yearly | BOSP, Agency | |
R12 | Expired W-4 Exemption - A report that shows expired W-4 exemption information for employees that have been reset. | Yearly | BOSP, Agency | ||
R14 | PRR063 | Reset W-4 Exempt List - Produces a listing of employees who have not yet filed a new Form W-4 by the due date to continue their tax exemption status. If the report is run in update mode, it will insert a new tax record to reset the special withholding tax status and tax status. | PeopleSoft | Yearly | BOSP |
R15 | PRR066 | Determine W-4 Exempt Renewal Report - Produces a list of employees who must resubmit the Form W-4. | PeopleSoft | Yearly | BOSP |
Interfaces
The table below provides the Interfaces identified on the Business Process.
Interface Number | Interface Description | Interface Frequency | Source | Target |
|---|---|---|---|---|
N/A |
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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