Level 2 Business Process Workflow: PAY – Payroll
advertisement
Level 2 Business Process Workflow: PAY – Payroll Process Start/End Page 1 of 5 Process Activity 6.1 PAY: Employee Records Version: Draft_4.0 Date: 05/16/2016 Decision or Process Branch Document Acct g Event Report Cntrl Pt Int Pt On Page Off Page Steps Shaded Gray Indicate Activities Outside Florida PALM PAY R1 Load Exception PAY IP 2 Employee Deferred Compensation Records PAY R2 Load Exception PAY IP 3 Agency Business & External Systems PAY 4.3; PAY 4.7 Prepare W-2c; Prepare W-2 PAY IP 4 Payroll Requisitions PAY 3.1; PAY 3.2 Cancellations and Adjustments P2P AE 3.9 Issue Payment PAY 1.4 Employee Record Established/Updated PAY 1.5 Orders for Collections And Other Inputs Captured Enterprise DFS - BOSP DRAFT PAY 4.10 Forms W-2 Notification Enterprise DMS – People First, FRS and DSGI FRS provides Retirement Codes PAY 4.9 Prepare Forms W-2 and Distribute PAY 1.3 Personnel Record Established/Updated In People First DSGI provides benefits codes Agency Payroll Yes Start 1 PAY 1.1 Employee Hired or Update Initiated to Employee Personnel Record Does Agency use People First? No PAY 1.2 Personnel Record Established/Updated In Agency s HR System ARB 3.1; ARB 2.7 Receive Cash;Update Customer Record P2P AE 3.9 Issue Payment PAY 1.7 Self-Service Portal; EFT and W-4 Elections PAY IP 1 People First HR, FRS, DSGI PAY 1.6 Updated Employee Record PAY 2.16 Final Payroll Register Do Changes Affect W-4 IRS Mandate? Yes PAY 1.8 Revoke W-4 Changes and Notify Employee No PAY IP 3 Agency Business & External Systems PAY IP 1 People First PAY R3 Load Exception Level 2 Business Process Workflow: PAY – Payroll Process Start/End Page 2 of 5 Process Activity 6.2 PAY: Payroll Processing & Production Version: Draft_4.0 Date: 05/16/2016 PAY 3.1; PAY 3.2 Underpayment BUD CP 2.9 Transaction Budget Checking PAY 1.6 Updated Employee Record BUD CP 2.9 Transaction Budget Checking PAY 2.4 Validate Payroll Correct Errors Enterprise DFS - BOSP PAY R4 Load Exception Enterprise DMS – People First, FRS and DSGI Document Report Cntrl Pt Int Pt Steps Shaded Gray Indicate Activities Outside Florida PALM P2P 3.1 Run Payments PAY IP 4 Payroll Requisitions State Payroll State Active Duty Payroll PAY 2.1 Run Pre-Production Payroll (Simulated Payroll) PAY CP 2.2 Verification of Calculated Pay to Requisitions PAY 2.3 Agency Notified of Simulated Run & Warning Messages PAY CP 2.5 DFS Override of Negative Budget DRAFT PAY R6 Prelim Pay Summary Report PAY R7 Prelim W-4 WH Report PAY R8 Prelim Ded Register Report Settlements; Beneficiary Pymts PAY 2.4 Validate Payroll Correct Errors BUD AE 2.19 Post Budget PAY R5 Error Report Legislative Payroll Agency Payroll Decision or Process Branch Acct g Event PAY R11 Error Report PAY 2.6 Run Production Payroll to Compute Gross PAY 2.8 BUD AE 2.8 Post to Budget Ledger PAY 2.4 Authorized Agency User Validates Payroll, Correct Errors, Updates Budget PAY R9 Prelim PreTax Ben Report PAY10 Prelim Cash Req Report PAY 2.5; PAY 2.6 Enterprise DFS Checks Budget; Run Production Payroll PAY R12 Dropped Pmt Report PAY 2.7 Agency Corrects Dropped Payments and Adds to Next Payroll Requisition On Page Off Page Level 2 Business Process Workflow: PAY – Payroll Process Start/End Page 3 of 5 Version: Draft_4.0 Date: 05/16/2016 PAY 2.6 Process Activity 6.2 PAY: Payroll Processing & Production (continued) Decision or Process Branch Document Acct g Event Report Cntrl Pt Int Pt On Page Off Page Steps Shaded Gray Indicate Activities Outside Florida PALM PAY 2.8 Apply Tax Exempt Deductions PAY 2.9 Calculate Adjusted Taxable Gross Pay PAY 2.10 Calculate and Apply W-4 & FICA Tax Withholdings PAY 2.11 Apply Garnishments PAY 2.12 Apply Post-Tax Deductions (parking, credit union, optional life ins) R2R AE 2.1 Sub Ledger Financial Transactions PAY 2.13 Calculate Net Payroll Is Net Below Zero? PAY R14 Error Report Yes PAY 1.6 Updated Employee Record PAY 2.14 Recalculate Net Using Prioritization For Deductions DRAFT Enterprise DFS - BOSP No PAY R13 Error Report PAY CP 2.15 Preliminary Payroll Register Generated & Reviewed PAY 2.17 Final Payroll Register Generated Pay 4.1 Monitor & Calculate Tax Liab P2P CP 3.2 Verify Cash PAY CP 2.18 Enterprise DFS Makes Coding Update P2P CP 3.2 Run Cash Check P2P 3.1 Run Payments PAY R15 Recon Reports PAY IP 5 Vendor Data to websites for pick-up Agency Payroll PAY R16 Recon Reports PAY 2.16 Agency Cancellations/ Adjustments Completed (if applicable) Warrants Available Prior to Payroll Date PAY R17 Drop Ded Reports Level 2 Business Process Workflow: PAY – Payroll Process Start/End Page 4 of 5 Version: Draft_4.0 Date: 05/16/2016 Process Activity 6.3 PAY: Post-Production Payroll Adjustments Decision or Process Branch Document Acct g Event Report Cntrl Pt Int Pt Steps Shaded Gray Indicate Activities Outside Florida PALM R2R AE 2.3 Adjusting Journal Entries ARB 1.2 Capture/Record Customer Billing Information P2P 8.1 Inter-agency Due To/From PAY 1.6 Update Employee Record PAY 4.1 Monitor tax PAY 4.9 Generate Form W-2c PAY 4.6 Generate Form 941X Prior PAY 3.5 Correct Original Payroll for Cancellation or Adjustment Current Enterprise DFS - BOSP DRAFT Overpayment to Employee? No PAY IP 4 Payroll Requisition R2R AE 2.1 Sub Ledger Financial Transactions Yes PAY 3.3 Batch Processing Cancellations and Adjustments Enterprise DMS – People First, FRS and DSGI PAY 4.6 Generate Forms 941/941X and Schedule B Yes Results in Employee Overpayment or Underpayment Agency Payroll Was cancellation or adjustment for a prior year or the current year FRS Provides Updated or Adjusted Retirement Codes DSGI Provides Updated or Adjusted Benefit Codes Agencies Payroll PostProduction Adjustments and Cancellations Legislative Payroll PostProduction Adjustments and Cancellations PAY 3.2 Cancellations, Adjustments, and Updates Processed Through People First PAY 3.1 Cancellations and Adjustments Calculated and Batch Uploaded or Entered Into PALM Payroll or People First No PAY 3.4 Process Data for Adjustments to Coding PAY 1.6 Updated Employee Record P2P 8.1 Inter-agency Due To/From R2R AE 2.1 Sub Ledger Financial Transactions On Page Off Page Level 2 Business Process Workflow: PAY – Payroll Process Start/End Page 5 of 5 Report Cntrl Pt Int Pt On Page Off Page Steps Shaded Gray Indicate Activities Outside Florida PALM PAY 1.6 Updated Employee Record PAY 2.16 Final Payroll Register PAY 3.3; PAY 3.4 Adjustments and Cancellations PAY 4.1 Monitor and Calculate Tax Liability; Monitor Adjustments and Cancellations for W-2c Reporting Period Enterprise DFS - BOSP Process Activity 6.4 PAY: Tax Reporting Version: Draft_4.0 Date: 05/16/2016 Document Decision or Process Branch Acct g Event PAY 4.7 Offset Tax Liability by Overpayments P2P AE 3.9 Issue Payment PAY R18 Recon Reports PAY R19 Tax Deposit Report PAY 4.2 Generate Tax Deposit Report PAY R20 Recon Reports PAY IP 6 Authorize IRS to Receive Tax Remittance (Fed WH, SS & Med Taxes) TRM IP 1.10 A&A Bank(s) Data PAY CP 4.3 Transfer of Funds to WH, SS & Medicare Trust Funds; Transfer to Clearing Account R2R AE 2.1 Subsidiary Ledger Financial Transactions End of Period DRAFT Quarter PAY 4.6 Generate Quarterly Form 941 and Schedule B PAY 4.5 Generate Quarterly Wage Date PAY 1.6 Updated Employee Records PAY IP 7 File Forms 941/941X and Schedule B with IRS PAY 1.7 Self-Service Portal Calendar Year End PAY R25 Recon of Delivered W-2s PAY 4.9 Prepare Forms W-2 and Distribute to Employees (Mail Paper W-2) PAY 4.8 Update Form W-2 Tax Reporting Configuration PAY R24 Recon Reports 941 to W-2 PAY 1.7 Self-Service Portal TRM IP 5.1 Various Enterprise Bank s Data PAY R21 Recon Reports PAY 3.3; PAY 3.4 Payroll Adjustments and Cancellations R2R AE 2.1 Sub Ledger Financial Transactions PAY R22 Recon W-2c to 941X Period Activity, Quarter or Calendar Year End PAY CP 4.4 Perform Account Reconciliations PAY 4.10 Forms W-2 Email Notification PAY IP 8 Transmit W-2 File with Social Security Administration PAY 4.11 Invalid Email Notification PAY R23 Recon 941, Wages, Taxes Deposits PAY 4.7 Offset Tax Liability by Overpayment by Agency to Form 941 after IRS Posting of Forms 941X P2P 8.1 Inter-agency Due To/From PAY 4.1 Monitor and Calculate Tax Liability
