16-P-023 Fiscal Year End Payroll Processing for FY 2016 (May 11, 2016)
Informational Circular No.: 16-P-023
Supersedes Informational Circular No: 15-P-032
Effective Date: Immediately
Contact Name: Joyce Dickerson
Ph: (785) 296-3979
Approval: Nancy Ruoff (Original Signature on File)
Summary: Summary of Fiscal Year End Payroll Processing
This informational circular will discuss key payroll processing concepts to aid in fiscal year end closing.
Note: Another informational circular regarding the fiscal year 2017 payroll contribution rates will be issued as soon as the information becomes available.
Benefits Contribution Rates
Supplementals and adjustments use the benefit contribution rates effective for the pay period being adjusted. Supplementals and adjustments that are processed for pay periods ending on or before June 4, 2016 will use fiscal year 2016 benefits contribution rates (or prior fiscal years benefits contribution rates depending on the fiscal year of the payroll period being adjusted). Supplementals and adjustments for pay period ending dates greater than June 4, 2016 will use fiscal year 2017 rates. Benefit contributions include: KPERS, TIAA-CREF, KPEDCP, workers compensation insurance, state leave reserve assessment, group health insurance (GHI), and parking administrative fee.
Taxes for supplementals and adjustments will be calculated using the tax rates effective for the paycheck issue date for the off-cycle payroll being processed. Taxes include: OASDI (Social Security), Medicare, federal withholding tax, state withholding tax, local withholding tax, and unemployment compensation insurance. Note for Regents: the use of the ‘current’ UCI rate for calculation purposes does not replace the reporting requirements for prior period adjustments necessary for quarterly UCI reporting.
Fiscal Year Expenditure Impact
Supplementals, adjustments and reversals will be charged to expenditures in the fiscal year the off-cycle paycheck is issued regardless of the pay period being adjusted. Please note, the Run C off-cycle (scheduled for June 20, 2016, paid June 23, 2016) for the pay period ending June 4, 2016 will be the last opportunity to have a paycheck adjustment charged to fiscal year 2016 expenditures.
The fiscal year expenditure impact applies to both SHARP agencies and Regents institutions.
Budget End Date and Fiscal Year Changes
The Budget End Date and Fiscal Year on the Department Budget tables will be updated centrally at the beginning of the fiscal year. This process is scheduled to run during the batch cycle the night of June 12, 2016 and should be completed by Monday morning, June 13, 2016. In that process, a new row will be added to the Department Budget tables with an effective date of June 5, 2016 (beginning date of the first on-cycle payroll charged to FY2017). The Budget End Date will be June 4, 2017.
Agencies should send Combination Code files or any Department Budget Table files for FY17 changes into Payroll Services by Friday, June 10, 2016. These files will be loaded into SHARP beginning Monday, June 13, 2016. Agencies should not enter any rows with an effective date greater than or equal to June 5, 2016 until after the FY2017 insert has been completed. When adding new rows for FY2017, agencies should verify that June 4, 2017 was used as the Budget End Date for FY2017.
A special run of the KPAYGL5C (paycheck accounting transactions file) will be processed on Friday, June 17, 2016 after the ‘B’ off-cycle process has been completed for the June 4, 2016 pay period end date. A SHARP Infolist message will be sent out to agencies after the KPAYGL5C has finished processing on June 17. Agencies are encouraged to complete all FY16 payroll adjustments on or before the ‘B’ off-cycle which processes on Wednesday night, June 15, 2016, to take advantage of this early run of the KPAYGL5C. Otherwise, any adjustments processed in the ‘C’ off-cycle on Monday, June 20, 2016 will not be included on the KPAYGL5C file until it is run again on Wednesday night, June 22, 2016.
As a reminder, GHI adjustments can only be processed for terminated employees. Contact SEHP Membership Services by Email: SEHPMembership@kdheks.gov or Phone: 785-296-3226 at Kansas Department of Health & Environment, Division of Health Care Finance, State Employee Health Plan about event maintenance that may affect claims processing for any active employees.
Regents’ Institutions Responsibilities
Regents’ institutions are responsible for ensuring that the correct benefit and tax contribution rates are used when calculating payroll for employees of their agencies and for ensuring that the SMART INF06 interface files affect the correct fiscal year expenditures.
To help reduce the number of adjustments to process, SHARP agencies are reminded of the following:
- Enter job data changes prior to the creation of paysheets. Paysheets for on-cycle payrolls are generally created on the Tuesday night following the end of the payroll period. Agencies should not change the FLSA status after Tuesday night as this will cause issues with the paysheets and will require special handling. Agencies should also not change the Assign Work Schedule after Tuesday night if the change affects the Paygroup.
- Agencies should review the accuracy of the gross-to-net payroll information and employer contributions after each preliminary pay calculation. The PAY002 report can be used to review the gross-to-net data. Agencies can review employer contributions by accessing the employee’s paycheck deduction information for the period. Employer contributions have a deduction class of ‘Nontaxable’.
Printable version of 16-P-023