enterprise dfs - bosp draft€¦ · draft level 2 business process workflow: pay – payroll...

DRAFT

Level 2 Business Process Workflow: PAY – PayrollEn

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Version: Draft_4.0 6.1 PAY: Employee RecordsDate: 05/16/2016

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Decision or Process Branch

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Steps Shaded Gray Indicate Activities Outside Florida PALM

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Does Agency usePeople First?

PAY 1.2Personnel Record

Established/UpdatedIn Agency sHR System

No

PAY 1.1Employee Hired

or Update Initiatedto Employee

Personnel Record

Start 1

PAY 1.3Personnel Record

Established/UpdatedIn People First

FRS provides Retirement Codes

DSGI provides benefits codes

PAY 1.4Employee

RecordEstablished/Updated

PAY IP 4Payroll

Requisitions

P2P AE 3.9Issue Payment

PAY 2.16Final Payroll

Register

PAY IP 3Agency

Business &ExternalSystems

ARB 3.1; ARB 2.7Receive

Cash;UpdateCustomer

Record

PAY 1.5Orders for Collections

And Other InputsCaptured

PAY 1.6Updated Employee

Record

PAY IP 2EmployeeDeferred

CompensationRecords

PAY IP 3Agency

Business &ExternalSystems

PAY R2Load

Exception

PAY R3Load

Exception

PAY IP 1People First

PAY 1.7Self-Service Portal;

EFT andW-4 Elections

PAY 3.1; PAY 3.2Cancellations and

Adjustments

PAY IP 1People First

HR, FRS,DSGI

PAY 4.3; PAY 4.7Prepare W-2c;Prepare W-2

PAY 4.10Forms W-2 Notification

Yes

PAY R1Load

Exception

Do ChangesAffect W-4 IRS

Mandate?

PAY 1.8Revoke W-4

Changes and Notify Employee

Yes NoPAY 4.9Prepare Forms

W-2 and Distribute


DRAFT

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Version: Draft_4.0 6.2 PAY: Payroll Processing & ProductionDate: 05/16/2016

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PAY 1.6Updated

Employee Record

PAY 2.1Run Pre-Production

Payroll(Simulated Payroll)

StatePayroll

PAY IP 4Payroll

Requisitions

BUD CP 2.9Transaction

Budget Checking

PAY 2.6Run Production

Payroll to ComputeGross

BUD AE 2.19Post

Budget

PAY R4Load

Exception

PAY 2.8

LegislativePayroll

State Active Duty Payroll

PAY R5Error

Report

Settlements; Beneficiary Pymts

PAY CP 2.2Verification

of CalculatedPay to

Requisitions

PAY 2.3Agency Notified ofSimulated Run &

Warning Messages

PAY R6Prelim PaySummary

Report

PAY R7Prelim W-4

WHReport

PAY R8Prelim Ded

RegisterReport

PAY R9Prelim Pre-

Tax BenReport

PAY 2.4Authorized Agency

User Validates Payroll, Correct Errors,

Updates Budget

PAY CP 2.5DFS

Override of Negative Budget

PAY10Prelim

Cash ReqReport

PAY R11Error

Report

PAY 2.5;PAY 2.6

Enterprise DFS Checks Budget;

Run Production Payroll

PAY 2.4ValidatePayrollCorrectErrors

BUD AE 2.8Post toBudgetLedger

BUD CP 2.9Transaction

Budget Checking

PAY 2.4ValidatePayrollCorrectErrors

PAY 3.1; PAY 3.2Underpayment

P2P 3.1Run Payments

PAY 2.7Agency Corrects

Dropped Payments and Adds to Next Payroll

Requisition

PAY R12Dropped

PmtReport

DRAFT


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Version: Draft_4.0 6.2 PAY: Payroll Processing & Production (continued)Date: 05/16/2016

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PAY 2.8Apply Tax Exempt

Deductions

PAY 2.9Calculate

Adjusted TaxableGross Pay

PAY 2.10Calculate and

Apply W-4 & FICA TaxWithholdings

PAY 2.11Apply

Garnishments

PAY 2.6

PAY 2.12Apply

Post-Tax Deductions (parking, credit union,

optional life ins)

PAY 2.13Calculate Net

Payroll

Is Net BelowZero?

Yes

PAY 2.14Recalculate Net

Using PrioritizationFor Deductions

P2P CP 3.2

Run Cash Check

P2P CP 3.2VerifyCash

PAY CP 2.18

Enterprise DFS Makes

Coding Update

PAY CP 2.15Preliminary

PayrollRegister

Generated & Reviewed

PAY 2.16Agency Cancellations/

Adjustments Completed

(if applicable)

No

P2P 3.1Run Payments

WarrantsAvailable

Prior to Payroll Date

PAY 1.6Updated

EmployeeRecord

Pay 4.1Monitor &CalculateTax Liab

PAY 2.17Final Payroll Register

Generated

PAY R15Recon

Reports

PAY R13Error

Report

R2R AE 2.1Sub Ledger Financial

Transactions

PAY R16Recon

Reports

PAY IP 5Vendor Data to

websites for pick-up

PAY R14Error

Report

PAY R17Drop DedReports

DRAFT

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Version: Draft_4.0 6.3 PAY: Post-Production Payroll AdjustmentsDate: 05/16/2016

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Agencies Payroll Post-Production Adjustments

and Cancellations

DSGI Provides Updatedor Adjusted Benefit

Codes

Overpayment to Employee?

R2R AE 2.3AdjustingJournalEntries

PAY 3.5Correct Original Payroll

for Cancellation or Adjustment

Yes

ARB 1.2Capture/Record Customer Billing

Information

PAY 4.9Generate

Form W-2c

PAY 4.6Generate

Form 941X

PAY 4.1Monitor tax

PAY IP 4Payroll

RequisitionNo

Was cancellation or adjustment for a prior

year or the current year

PAY 1.6Update Employee

Record

PAY 4.6Generate Forms 941/941X and

Schedule BCurrent

Prior

P2P 8.1Inter-agency Due

To/From

Results inEmployee

Overpayment or Underpayment

Yes

PAY 3.4Process Data for

Adjustments to CodingNo

PAY 1.6Updated

EmployeeRecord

P2P 8.1Inter-agency

DueTo/From


Transactions

PAY 3.2Cancellations, Adjustments,

and Updates Processed Through People First

PAY 3.1Cancellations and Adjustments Calculated and Batch Uploaded or Entered Into PALM Payroll or

People First

R2R AE 2.1Sub LedgerFinancial

Transactions

Legislative Payroll Post-Production Adjustments

and Cancellations

FRS Provides Updatedor Adjusted Retirement

Codes

PAY 3.3Batch ProcessingCancellations and

Adjustments

DRAFT


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Version: Draft_4.0 6.4 PAY: Tax ReportingDate: 05/16/2016

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PAY 3.3; PAY 3.4Adjustments and

Cancellations

End of Period

Period Activity,Quarter orCalendarYear End

PAY 4.1Monitor and CalculateTax Liability; Monitor

Adjustments and Cancellations for W-2c

Reporting

PAY 4.2Generate Tax Deposit

Report

PAY IP 6Authorize IRS to

Receive Tax Remittance(Fed WH, SS &

Med Taxes)


PAY CP 4.3Transfer of Funds

to WH, SS & Medicare

Trust Funds; Transfer to

Clearing Account

PAY R18Recon

Reports

PAY CP 4.4PerformAccount

Reconciliations

PAY 4.5Generate

Quarterly Wage Date

PAY IP 7File Forms941/941X

and Schedule Bwith IRS

PAY R21Recon

Reports

PAY 2.16Final Payroll

Register


Transactions

PAY R20Recon

Reports

PAY 4.7Offset Tax Liability by

Overpayment by Agency to Form 941 after IRS Posting of

Forms 941X

TRM IP 1.10A&A Bank(s)

Data

TRM IP 5.1Various Enterprise

Bank s Data

PAY R19Tax Deposit

ReportR2R AE 2.1

Subsidiary Ledger Financial Transactions

Period

Calendar Year End

PAY 1.6Updated

Employee Record

Quarter

PAY 4.6Generate

Quarterly Form 941and

Schedule B

PAY 3.3; PAY 3.4Payroll

Adjustments and Cancellations

PAY 4.1Monitor and Calculate Tax

Liability

PAY 4.7Offset Tax Liability by

Overpayments

PAY R22Recon W-2c

to 941X

PAY R23Recon 941,

Wages, TaxesDeposits

PAY 4.8Update Form W-2 Tax

Reporting Configuration

PAY 4.9Prepare Forms

W-2 and Distribute to Employees

(Mail Paper W-2)

PAY IP 8Transmit

W-2 File withSocial SecurityAdministration

PAY R24Recon

Reports941 toW-2

PAY 1.7Self-Service

Portal

PAY 4.10Forms W-2 Email

Notification

PAY 4.11Invalid Email Notification

PAY R25Recon ofDelivered

W-2s

PAY 1.6Updated Employee

Records

PAY 1.7Self-Service

Portal

P2P 8.1Inter-agency

DueTo/From

enterprise dfs - bosp draft€¦ · draft level 2 business process workflow: pay – payroll...

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