Set Up and Maintain Employees (100.2)

Business Process Overview

The Set Up and Maintain Employees business process describes how employees are set up and managed within Florida PALM to facilitate the payroll processing. 

The business subprocesses included are:

• 100.2.1 – Personal Data
• 100.2.2 – Payroll Data
• 100.2.3 – Retirement Data
• 100.2.4 – Deferred Compensation
• 100.2.5 – Garnishments

Florida PALM imports data from several systems at a defined frequency to establish the employee data needed to process payroll. Personal Data, Payroll Data, and Retirement Data are imported from the Human Resource Information System (People First, Legislature, or the Department of Military Affairs). Deferred Compensation is imported from the Fidelity Information Services (FIS) system from the Bureau of Deferred Compensation. Garnishments will be converted from FLAIR PYRL and then maintained by the Bureau of State Payrolls (BOSP) directly in Florida PALM.

Partnering systems and Florida PALM must remain in-sync to ensure correct payroll processing. If the systems fall out-of-sync, data integrity and payroll processing issues may occur.

Dependencies and Constraints

Dependencies and Constraints describe any conditions or criteria that impact how or when the business process should be executed. These could be set within Florida PALM or from external sources (i.e., Law or Rule).

• The Employee must exist in the source HRIS.
• External inputs must be in sync with Florida PALM required field values.
• Source system data that has been deleted from the source system after being loaded into Florida PALM must be communicated to Florida PALM for remediation. Failure to communicate these deletions may result in incorrect net pay for employees and cause the systems to become out of sync.
• File errors generated by the interface validation process that cause the file to be rejected will be corrected within the source system and resubmitted through the interface.
• BOSP will have data entry access in Florida PALM for emergency exception processing or to approve agency employee update requests. All BOSP and Agency entries must be evaluated to determine if the entry must be duplicated in a source system.
• New employees will require all data elements for a new employment instance with applicable effective dates. Update records for existing employees will only contain the updated field values with the applicable effective date.

Agency Configurations

The table below identifies the Agency Configurations related to this Business Process. These items are not included within the Business Flow Diagrams; however, these items are important elements of each Business Process.

Conversions

The table below identifies the Conversions related to this Business Process. These items are not included within the Business Flow Diagrams; however, these items are important elements of each Business Process.

Version History