2018 EMPLOYER WORKSHOP. school #2 webinar. welcome Employer Workshop 2 School #2

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1 2018 EMPLOYER WORKSHOP school #2 webinar welcome 2018 Employer Workshop 2 School #2

2 welcome Topics Welcome Useful Tools Pay Reporting Enrollment Service Purchase 2018 Employer Workshop 3 School #2 welcome Designated Agent Role Liaison between the Retirement System and the employer Relay Retirement System information to members in a timely manner Perform transactions using the Employer Web Portal KPERS Designated Agent Members 2018 Employer Workshop 4 School #2

3 welcome Little Things That Help Send documents with Social Security numbers through Secure Upload on the Employer Web Portal. Include your agency ID number when contacting KPERS. Contact Fiscal Services for all pay reporting and option life questions. For everything else, contact Member Services. Refer to the Employer Manual. Include member s name and last 4 of SSN 2018 Employer Workshop 5 School #2 welcome Employer Web Portal (EWP) User Roles Designated agents need to assign and closely maintain user roles for the EWP. Designated Agent Message Admin Bank OGLI (Optional Life Insurance) Death & Disability Pay Reports Enrollment Read Only Invoice 2018 Employer Workshop 6 School #2

4 useful tools 2018 Employer Workshop 7 School #2 useful tools Website (kpers.org) 2018 Employer Workshop 8 School #2

5 useful tools KPERS Website (active member section) 2018 Employer Workshop 9 School #2 useful tools Forms and Publications Click Forms and Publications to print needed member forms and publications. On Publications page, click Request a Paper Copy to order multiple forms Employer Workshop 10 School #2

6 useful tools Member Web Portal Click here Member Login 2018 Employer Workshop 11 School #2 useful tools kpers.org (employer section) 2018 Employer Workshop 12 School #2

7 useful tools Employer Manual 2018 Employer Workshop 13 School #2 useful tools Training and Webinars Register for webinars, watch recordings, get handouts & schedules 2018 Employer Workshop 14 School #2

8 useful tools Resource Page for New EWP Quick Vid help videos, webinar recordings, archive, fliers, etc Employer Workshop 15 School #2 useful tools Employer Web Portal 2018 Employer Workshop 16 School #2

9 useful tools 2018 Employer Workshop 17 School #2 useful tools Orientation Help From KPERS 3 Mobile App Specifically for new KPERS 3 employees Integrated with online KPERS account KPERS benefits intro Designate a beneficiary Sign up for optional life insurance Highlight budgeting & saving on their own 2018 Employer Workshop 18 School #2

10 useful tools Screen Samples KPERS 3 Mobile App 2018 Employer Workshop 19 School #2 useful tools Screen Samples 2018 Employer Workshop 20 School #2

11 useful tools Contact KPERS 2018 Employer Workshop 21 School #2 pay reporting 2018 Employer Workshop 22 School #2

12 pay reporting 2018 Employer Workshop 23 School #2 pay reporting 2018 Employer Workshop 24 School #2

13 pay reporting 2018 Employer Workshop 25 School #2 pay reporting Choosing Pay Dates Can report for multiple pay cycles at same time, if same pay dates When starting reports together, you must complete together Click start over to go back and separate reports 2018 Employer Workshop 26 School #2

14 pay reporting Make sure you enter dollar amount of contributions from your records. If you upload a file, click No here. Make selection on each one before clicking Next button 2018 Employer Workshop 27 School #2 pay reporting Enter wages & contributions (if uploading, skip Step 1) End dates entered here and anywhere on the EWP populate entire system 2018 Employer Workshop 28 School #2

15 pay reporting Total contributions includes all contribution types If no errors in Step 1, you will skip Step Employer Workshop 29 School #2 pay reporting After you submit, system takes you to invoice for you to pay 2018 Employer Workshop 30 School #2

16 pay reporting 2018 Employer Workshop 31 School #2 pay reporting Select invoice to pay - click Skip for next one When invoice is selected, the system will populate amount in Total Payment field Employer can override by ± $1.00 (one dollar) to override, enter corrected amount AFTER invoice amount is auto-populated Choose what bank account to use (most have just one) Select Payment Date (defaults to next available date) When paying 2+ invoices, system adds total payments together 2018 Employer Workshop 32 School #2

17 pay reporting Confirmation page Print/Download PDF 2018 Employer Workshop 33 School #2 pay reporting Adjustments 2018 Employer Workshop 34 School #2

18 pay reporting 2018 Employer Workshop 35 Non-School pay reporting Adjustments 2018 Employer Workshop 36 School #2

19 pay reporting Adjustments For adjustments 2014 & before, call KPERS Employer Workshop 37 School #2 pay reporting Adjustments 2018 Employer Workshop 38 School #2

20 pay reporting Adjustments 2018 Employer Workshop 39 School #2 pay reporting Adjustments 2018 Employer Workshop 40 School #2

21 pay reporting Adjustments This invoice is not autogenerated, like other functions. KPERS staff reviews and then the system generates the invoice. It will show on To-Do when it s ready Employer Workshop 41 School #2 pay reporting History 2018 Employer Workshop 42 School #2

22 pay reporting 2018 Employer Workshop 43 School #2 pay reporting Questions? We re all ears Toll-free, In Topeka, Employer Workshop 44 School #2

23 enrollments 2018 Employer Workshop 45 School #2 enrollments Covered Position Based on the Job Description Requirements 630 or more hours per year Covered by Social Security Continuously & consistently employed Not temporary Not seasonal Part-time position covered if meets requirements 2018 Employer Workshop 46 School #2

24 enrollments Who? All covered employees Those moving from covered position to non-covered, if staying with same employer Those moving from covered position to KBOR position, if staying with same employer Working-after-retirement employees (exceptions may apply) 2018 Employer Workshop 47 School #2 enrollments Daily Call Substitute Paid on daily basis Can decide yes or no May work 630 hours or more per year but not required May be asked to substitute teach at different schools Does not meet requirements for KPERS membership 2018 Employer Workshop 48 School #2

25 enrollments Long-Term Substitute Teacher Hired to sub every day in same school district Will meet 630 hour requirement for membership Exception If hiring a KPERS retiree, working-after-retirement rules apply Employer Workshop 49 School #2 enrollments Temporary Substitute Teacher Hired for a period of time until regular teacher returns Does not meet membership requirements If regular teacher does not return, temporary sub teacher may be assigned as replacement teacher If assigned as replacement, temp becomes member when school is informed regular teacher won t be returning Exception If hiring a KPERS retiree, working-after-retirement rules apply Employer Workshop 50 School #2

26 enrollments Replacement Substitute Teacher Can be hired and assigned to position if regular teacher cannot complete school year Replacement teacher becomes member when permanently assigned to position Exception If hiring a KPERS retiree, working-after-retirement rules apply Employer Workshop 51 School #2 enrollments Dual Employment Two or More Employers All positions must be KPERS-covered All employers withhold both employee and employer contributions All employers withhold any service purchase contributions Dual employment does not give extra years of service but does increase member s salary 2018 Employer Workshop 52 School #2

27 enrollments Totality of Employment Works one covered position and other jobs with same employer Deduct KPERS contributions from all compensation Totality of employment does not add years to service credit but does increase member s salary 2018 Employer Workshop 53 School #2 enrollments Concurrent Employment Two or more school employers Positions don t stand alone as KPERS-covered positions Positions are not seasonal Positions are not temporary Combined 630 hrs/school yr or 3.5 hrs/day for at least 180 days Concurrent employment does not add years to service credit but does increase member s salary 2018 Employer Workshop 54 School #2

28 enrollments Enrollments on the new EWP 2018 Employer Workshop 55 School #2 enrollments 2018 Employer Workshop 56 School #2

29 enrollments Return Employee to Payroll in One Step 1. Submit an end date for leave. The system automatically returns the employee. No need to enroll To return to payroll 2018 Employer Workshop 57 School #2 enrollments 2018 Employer Workshop 58 School #2

30 enrollments 2018 Employer Workshop 59 School #2 enrollments 2018 Employer Workshop 60 School #2

31 enrollments 2018 Employer Workshop 61 School #2 enrollments 2018 Employer Workshop 62 School #2

32 service purchases 2018 Employer Workshop 63 School #2 service purchases Types Year of Service Forfeited KPERS Military Elected Official Service In-State or Out-of-State Non-Federal Public Service Vista Service Peace Corp Submit separate application for each type of service 2018 Employer Workshop 64 School #2

33 service purchases Cost Costs based on employee s age & salary at time of application Previous 12 months salary Current annual rate of pay Final average salary (determined by KPERS) A number of assumptions are needed to perform these calculations. Cost will only be determined after an application is received. An application is not a commitment to purchase Employer Workshop 65 School #2 service purchases KPERS 3 Special Notes Purchasing service credit increases years of service and retirement credit rate only Service purchase contributions kept separate from account balance but do earn interest Service purchase contributions not deposited into contribution account or included in balance for retirement benefit Amount in service purchase account will be payable in event of withdrawal or death 2018 Employer Workshop 66 School #2

34 service purchases KPERS 3 Special Notes Types of Service Years of Service Rate (see table) Purchase Cost Monthly Benefit KPERS (have) 3% - $486 Forfeited (buying) - $22,880 Total % $22,880 $541 (+$55) Years Worked Annual Rate Less than 5 3% % % 24 or more 6% Would take 34 years in retirement to break even Service purchase usually not beneficial to KPERS Employer Workshop 67 School #2 service purchases Payment Methods Lump Sum Personal check Rollover or trustee-to-trustee transfer Discover card Payroll Deduction Can t be undone Percentage is in addition to normal deduction May only apply for one payroll deduction at a time 2018 Employer Workshop 68 School #2

35 service purchases Leaving Employment With payroll deduction, member only receives credit for completed quarters purchased Can complete payroll deduction with lump-sum as long as employee applies for AND pays for service by last day on payroll If more than 3-day break in service, employee needs to re-apply to continue purchase calculated at current age and salary with new application Military deployment counts as 3-day break 2018 Employer Workshop 69 School #2 education & training 2018 Employer Workshop 70 School #2

36 Educational Opportunities Presentations Presentations and Webinars Basic KPERS 1,2, & 3 New Employees KPERS 3 Pre-Retirement Benefit Fairs One-on-One Counseling Employees New Designated Agent 2018 Employer Workshop 71 School #2 Educational Opportunities Educational and Training Staff Dianna Berry Topeka Office Manager of Training/Education Justin Quick Topeka Office Cathy Rafferty Topeka Office Paige Ashley Topeka Office Alan Schuler Eastern Kansas Mel Abbott Central Kansas Ardith Dunn Western Kansas 2018 Employer Workshop 72 School #2

37 Educational Opportunities Contact us To arrange educational opportunities, us 2018 Employer Workshop 73 School #2 Thank you!