Off-Cycle Processing (100.4.1)
- 30 Jul 2024
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Off-Cycle Processing (100.4.1)
- Updated on 30 Jul 2024
- 5 Minutes to read
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Business Process Overview
In Florida PALM, off-cycle payroll is defined as payroll processing that occurs outside of the regularly scheduled major payrolls designated by the State of Florida. Most payments are entered in the source HRIS and captured on an on-cycle payroll to ensure the two systems (HRIS and Florida PALM) are staying in sync. These transactions, once entered in the source HRIS, are interfaced to Florida PALM with a set frequency.
To accommodate for unexpected circumstances and exception handling, agencies will have the option to enter transactions directly in Florida PALM. Agencies can enter off-cycle transactions using Spreadsheet Upload functionality or using a one-time payment request page. Only upon approval, will these off-cycle payrolls be calculated and confirmed.
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 reviewing and 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.
- BOSP Payroll Approver: BOSP role responsible for reviewing and approving (or denying) payroll transactions.
- BOSP Payroll Processor: BOSP role responsible for auditing an employee's pay in the system 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 | Prepare Earnings Spreadsheet Upload | Agency Payroll Processor will prepare the spreadsheet with payroll earnings transactions and submit to BOSP. |
2 | Review Earnings Spreadsheet Upload | BOSP Payroll Processor will review the spreadsheet submitted by agencies. |
3 | Inbound Earnings Spreadsheet Upload (PRI046) | BOSP Payroll Processor will upload spreadsheets submitted by agencies to Florida PALM for off-cycle transactions. The spreadsheet will go through standard Florida PALM interface validation. |
4 | Perform Interface Error Checking | If spreadsheet is rejected, all transactions in the spreadsheet are rejected and the spreadsheet must be resubmitted once issue is resolved. If spreadsheet 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 Interface 120.1 Interface Error Handling Process. |
5 | Load Off-Cycle Transactions | The off-cycle payroll transactions are systematically loaded into the Florida PALM Paysheet Transaction Table with an “Active” transaction status. Active transactions on this table will be loaded to the paysheets. |
6 | Review Off-Cycle Payroll(s) | BOSP Payroll Processor will review off-cycle payroll transactions on the Paysheet Transaction Table. BOSP will have auditing criteria designated for off-cycle transactions. These transactions can be reviewed at this point. BOSP will have the ability to exclude transactions to prevent them from loading to paysheets. If transactions should be excluded, continue to step 13. If transactions should remain active, they will be picked up with the next scheduled payroll following the process described in 100.3 On-Cycle Payroll. Off-cycle transactions follow the same paysheet load process as shown on 100.3.1 Create, Load, and Manage Paysheets and the rest of the applicable on-cycle subprocesses, but they are not considered a part of on-cycle payroll. Off-cycle transactions are considered:
|
7 | Enter One-Time Payment Request | Along with using spreadsheet upload functionality, agencies can request off-cycle transactions directly in Florida PALM. There will be a one-time payment request page in which the Agency Payroll Processor can enter transactions along with the reason for the transaction. |
8 | Payment Request Notification Sent | Upon submitting the one-time payment request, a notification will be sent to the Agency Payroll Approver to review. |
9 | Review Payment Request on Approval Page | Agency Payroll Approver will review the request on an approvals page and can approve or deny the transaction. If approved, continue to step 11. If denied, the Agency Payroll Processor will be notified as described in step 10. |
10 | Request Denial Notification Sent | If a payment request is denied, the system will send a message notifying the Agency Payroll Processor and, when applicable, the Agency Payroll Approver. |
11 | Payment Request Notification Sent | Upon the Agency Payroll Approver approving the payment request, a notification will be sent to the BOSP Payroll Approver to review. |
12 | Review Payment Request on Approval Page | BOSP Payroll Approver will review the request on an approvals page and can approve or deny the transaction. If approved, the process will load off-cycle transactions as described in step 5. If denied, the Agency Payroll Processor and Agency Payroll Approver will be notified as described in step 10. |
13 | Update Transaction Status to Exclude | To exclude a transaction, the BOSP Payroll Processor will update the transaction status on the Paysheet Transaction Table to “Exclude.” Transactions with an exclude status will not load to paysheets and subsequently, will not be paid. |
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 (S) 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.
Accounting Event | Source Module Accounting Entry | Commitment Control Ledger(s) Impact | 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 |
|---|---|---|---|---|
PRI046 | Inbound Earnings Spreadsheet Upload - Inbound spreadsheet for loading pay transactions into the PSHUP transaction table. | Periodic | Agency | BOSP |
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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