Kansas Department of Administration

22-P-008 Fiscal Year End Payroll Processing for FY 2022

Informational Circular No.

22-P-008

Supersedes Informational Circular No:

21-P-018

Effective Date:

May 11, 2022

Contact Name: Heather DeBusk

 

Email: heather.debusk@ks.gov

Approval: Sunni Zentner

(Original Signature on File)

Summary: Summary of Fiscal Year End Payroll Processing  

 

This informational circular discusses key payroll processing concepts to aid in fiscal year end

closing.

Note: A separate informational circular regarding the fiscal year 2023 payroll contribution rates will

be issued as soon as the information becomes available.

Off-Cycle C Payroll for Pay Period End 6/11/2022 has been cancelled.  The final opportunity to run payroll adjustments for fiscal year 2022 will be Off-Cycle B, which will run on 6/22/2022, with a paycheck date of 6/27/2022.

Regent Off-Cycle B Cutoff

Cutoff for Off-Cycle B for pay period end 6/11/2022 will be 9:00 A.M., 6/22/2022.  We will be unable to accept any files received after this date and time, for Off-Cycle B processing for pay period end 6/11/2022.

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 (BUD006) is scheduled to run during the nightly batch cycle on June 19, 2022. In that process, a new row will be added to the Department Budget tables with an effective date of June 12, 2022 (beginning date of the first on-cycle payroll charged to FY2023). The Budget End Date will be June 10, 2023.

Agencies should not enter any rows in the Department Budget table with an effective date

greater than or equal to June 12, 2022, until agency notification has been received that the

BUD006 process ran successfully.

A special run of the KPAYGL5C (paycheck accounting transactions file) will be processed on Thursday June 23, 2022, after the ‘B’ off-cycle process has been completed for the June 11, 2022 pay period end date. A SHARP Infolist message will be sent out to agencies after the KPAYGL5C has finished processing on June 23.

Payroll Adjustments

Agencies need to complete all FY2022 payroll adjustments on or before the ‘B’ off-cycle which processes on Wednesday night, June 22, 2022.  The ‘B’ off-cycle is the last payroll cycle for FY2022.  This includes clean-up of all Rejected by Payroll (RP) rows listed on the Reject by Payroll (Payable Time) Time and Labor Workcenter Query.  Any adjustments processed after Wednesday June 22, 2022 will be included with FY2023 transactions and processed with the ‘A’ off-cycle on Tuesday July 5, 2022 for the June 25, 2022 pay period end date.

Benefits Contribution Rates

Supplementals and adjustments use the benefit contribution rates effective for the pay period

being adjusted. Supplementals and adjustments for pay period ending dates greater than June 11, 2022, will use fiscal year 2023 rates. These benefit contributions include: KPERS, TIAA-CREF, KPEDCP, workers

compensation insurance, state leave reserve assessment, group health insurance (GHI), and parking

administrative fee.

Tax Rates

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. This includes OASDI

(Social Security), Medicare, federal withholding tax, state withholding tax, local withholding tax,

and unemployment compensation insurance.

Fiscal Year Expenditure Impact

Supplementals, adjustments and reversals will be charged to expenditures in the fiscal year

of the off-cycle paycheck date regardless of the pay period being adjusted.  The ‘B’ off-cycle  (scheduled for June 22, 2022, paycheck date June 27, 2022) for the pay period ending June 11, 2022, will be the last opportunity to have a paycheck adjustment charged to FY2022 .

The fiscal year expenditure impact applies to both SHARP agencies and Regents institutions.

Regents Institutions Responsibilities

Regents institutions are responsible for ensuring the correct benefit and tax contribution rates

are used when calculating payroll for employees of their agencies and for ensuring the SMART

INF06 interface files impact the correct fiscal year.

 

NR:SGZ:had

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