Pay Period Reporting. Frequently Asked Questions. How to Avoid the 3 Most Common Errors. From Employer Webinar - May/June 2015

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1 End Dates What end date should I use for a teacher who is retiring June 1? What end date should I use when I have an employee retiring on June 1, but the contract ends August 31? If an employee dies and had leave time to be paid out, do we use the employee s last day at work or when the leave is paid out? Shoud I use the Termination reason code for a retirement end date? Should I enter an end date if an employee s military leave is more than 10 days? If I enter an end date on the employee s record, will it automatically show up on the PPR? An employee has an end date in the middle of a pay period, but unexpectedly did not work in that pay period. Do we change the end date to the last day of the previous pay period? What end date do I use for a non-retiring teacher who will not return the next school year but is being paid throughout the summer? What end date do I use for retiring teachers? Why doesn t an end date entered on the employee record feed into the PPR site? Processing How do I handle employees who do not work during the summer but come back in the fall? Can I pay for both KPERS and KP&F on the same remittance at the same time? How long does it take until the next pay period report is ready to remit? How much in advance can I submit a report and make a remittance? School Employers: Do I use the Ignore All 0 for each pay period employees don t earn wages during the summer? Will begin dates and end dates entered on the EWP show up in the.csv upload file?

2 How much advance notice does KPERS require if I need an extra payroll date added? A school employee is terminated at the end of the school year and receives a lump-sum payout for unused leave. Do I withhold KPERS contributions from the lump sum, and what end date do I use? Corrections Can I make corrections from earlier pay periods, or do we contact someone from KPERS to do it? If there was a contribution mistake two months ago, do I make an adjustment on the next pay period? If I have an employee who earned overtime in a prior pay period, should I do a PPR adjustment? How do I report wages/contributions for an employee who ended employment but wages were not included in his last pay period? How do I adjust one day of overpayment due to an employee s date of death? Is there any way for me to remove a leave-of-absence (LOA) end date without KPERS doing it? Information Will the webinar slides for this webinar be available for print out? Where can I find a listing of our payroll dates? Where can I find the How-To page? How long after an end date is entered does a former employee have to withdraw money from KPERS?

3 End Dates What end date should I use for a teacher who is retiring June 1? The end date in this example would be May 31, and you would not withhold KPERS contributions after that. What end date should I use when I have an employee retiring on June 1, but the contract ends August 31? If it s a teacher or licensed position, the end date would be May 31. For any other employee, the end date would be the last day receiving compensation. If an employee dies and had leave time to be paid out, do we use the employee s last day at work as the end date or when the leave is paid out? The employee s last day at work is the end date. In addition, there are restrictions to paying out leave time. Call KPERS if you need guidance. Should I use the Termination reason code for a retirement end date? Yes. Retirement, disability, withdrawl, and death reason codes are for KPERS use. Should I enter an end date if an employee s military leave is more than 10 days? Yes. Enter an end date (military leave) any time an employee is off for more than 10 days without pay. When he returns, enter an end date for that leave and return him to payroll.

4 An employee has an end date in the middle of a pay period, but unexpectedly did not work in that pay period. Do we change the end date to the last day of the previous pay period? The end date should be the last day the employee earned compensation. Contact KPERS to remove him from this pay period report. What end date do I use for a non-retiring teacher who will not return the next school year but is being paid throughout the summer? These teachers will have an end date of August 31. What end date do I use for retiring teachers? The end date is the last day of the month before the retirement date (e.g. if the teacher s retirement date is June 1, the end date would be May 31). Why doesn t an end date entered on the employee record feed into the PPR site? If the end date is older than either the prior or current report, we have to ignore that record. The end date does not feed in. If the end date is within the current report or the one prior, the report will go valid and will post in the member s record. The best way to avoid this problem is to enter the end date in the EWP as soon as you know it.

5 Processing How do you handle employees who do not work during the summer but come back in the fall? During summer pay periods, select the Ignore All 0 button on the report. Do this each pay period. When these employees come back in the fall, report wages and contributions like you normally would. Can I pay for both KPERS and KP&F on the same remittance at the same time? No. KPERS (plan ID 1) and KP&F (plan ID 3) reports and payments must be done separately under each plan. However the reports can be uploaded at the same time. How long does it take until the next pay period report is ready to remit? To move on to the next report, you have to submit the current report and submit its remittance. The system will process the report overnight and your next report will be available the following day. How much in advance can I submit a report and make a remittance? You can generate the next report and submit its remittance anytime, but only after the remittance for the one before has been processed. Reports must be done in chronological order.

6 School Employers: Do I use the Ignore All 0 for each pay period employees don t earn wages during the summer? Yes. To avoid receiving an error message, school employers use the Ignore All 0 button each time your report includes employees not earning wages. If all employees on the report are receiving wages, there is no need to click Ignore All 0. Will begin dates and end dates entered on the EWP show up in the.csv upload file? Yes. When you download a KPERS stub file to edit, it will include begin dates and end dates that were keyed in on the EWP. If end dates were not done on the EWP, you can add them to the.csv file. This will add them to the report after you upload it and save. How much advance notice does KPERS require if I need an extra payroll date added? If you have an extra payroll date, create an off-cycle pay date in the EWP. It will be ready to use as soon as you create and save it. If you need help, see the Report Off-Cycle Pay How-To instructions. Call KPERS for help if needed. A school employee is terminated at the end of the school year and receives a lump-sum payout for unused leave. Do I withhold KPERS contributions from the lump sum, and what end date do I use? For non-school and school employees, if the employee s hire date is after July 1, 1993, do not withhold KPERS contributions from lump sum payouts. The end date for a certified school employee would be August 31. The end date for a classified employee would be the last date the employee received compensation.

7 Corrections Can I make corrections from earlier pay periods, or do we contact someone from KPERS to do it? This would normally require a PPR adjustment, because the correction could affect your employee s service credit. If there was a contribution mistake two months ago, do I make an adjustment on the next pay period? This requires a PPR adjustment. See the Full, Lite or Video how-to make adjustment help. If I have an employee who earned overtime in a prior pay period, should I do a PPR adjustment? Either report the overtime amount with the next pay period or do a PPR adjustment. How do I report wages/contributions for an employee who ended employment but wages were not included in their last pay period? Do a PPR adjustment. Find instructions on the employer How-To page. How do I adjust one day of overpayment due to an employee s date of death? Do an adjustment through the EWP. If you need more help, call or us.

8 Is there any way for me to remove a leave-of-absence (LOA) end date without KPERS doing it? You can enter an end date for the LOA and complete an enrollment request to return them to payroll. To remove the end date, you ll need to call KPERS for help. Information Will the webinar slides for this webinar be available for print out? Yes. A copy of the slides and a video recording are available on the employer home page. What if we have an unscheduled special bonus payroll, like at the end of the year? Enter an off-cycle pay. Find it on the EWP, under Profile and Verify POS tab. See the Report Off-Cycle Pay instructions on the employer How-To page. Where can I find a listing of our payroll dates? On the EWP, under Organization click on Profile. Then click the Verify POS tab to open the period of service details. It will show all the payroll dates you submitted last fall. Where can I find the How-To page? Two places: (1) and click on the Employers tab (upper-right). Then click on the How-To tab (upper/right). (2) EWP at the bottom of the left-side menu.

9 If I enter an end date on the employee s record, will it automatically show up on the PPR? If the end date is entered and saved before the next report is generated, it will show up on the PPR. How long after an end date is entered does a former employee have to withdraw money from KPERS? Terminated employees have a 30-day waiting period before they can withdraw their KPERS contributions and interest. Non-vested members who leave employment must withdraw within five years. Vested members who leave employment can withdraw or keep their contributions and interest with KPERS until they are eligible to collect benefit payments.