Validate SSA Information (100.5.1)
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Validate SSA Information (100.5.1)
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Business Process Overview
The Validate Social Security Administration (SSA) Information process allows enterprise users to create an electronic file that can be submitted to the Social Security Administration for verification of employee information.
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: Agency role responsible for updating data outside of Florida PALM.
- BOSP Tax Maintainer: BOSP role responsible for managing tax payment processes with the ability to update tax configuration.
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 | Create SSN Verification File | The BOSP Tax Maintainer can create the electronic file for submission to the Social Security Administration (SSA). This file can be submitted periodically through the year to identify and correct SSN errors before beginning year-end processing. |
2 | Employee SSN Verification File (PRI061) | Outbound interface for sending Employee SSN information for verification with Social Security Administration. |
3 | Send File to SSA for Processing | The BOSP Tax Maintainer will submit and upload the file to the SSA. |
4 | Review Report Received from SSA | BOSP Tax Maintainer receives and reviews an error report from the SSA. Some examples may include:
|
5 | Notify Agencies of Errors | BOSP Tax Maintainer will notify the agencies of failed verifications for active employees. |
6 | Update Employee Record | The Agency will resolve any outstanding errors received by BOSP from the SSA return file in the source Human Resource Information System (HRIS). Once the processor makes the necessary updates to the employee’s record, the changes will be fed into and reflected in Florida PALM via interface as shown in 100.2.1 Personal Data. |
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 |
|---|---|---|---|---|
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 |
|---|---|---|---|---|
PRI061 | Employee SSN Verification – Outbound interface for sending Employee SSN information for verification with Social Security Administration. | On Demand | Florida PALM | Social Security Administration |
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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