Kansas Department of Administration

FY 2010

10-P-001 Addition of New ING Voluntary Tax Sheltered Annuity Company Plan
DATE: July 29, 2009
SUBJECT: Addition of New ING Voluntary Tax Sheltered Annuity Company Plan
EFFECTIVE DATE: July 26, 2009
CONTACT:

Abby Moore

(785) 296-2133

abby.moore@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

Addition of the ING 09 Voluntary Plan

Payroll Services has been notified that ING is rolling out an enhanced voluntary plan in addition to their current 403b plan (VTSA #024). The new ING 09 Voluntary Plan is available to employees at institutions under the authority of the Kansas State Board of Regents. Each Regents institution should have already received correspondence from ING regarding remittance wire transfers. Non-wire remittances should be mailed to the following address:

ING Life Insurance and Annuity Company
C/O ING Trust
PO Box 31812
Hartford, CT 06150-1812

The current STARS vendor number/suffix of 710294708-01 should be used and VTSA Company number 009 has been assigned in SHARP as the new investment option.

The Division of Accounts and Reports, Payroll Systems Team is responsible for making any necessary updates to the SHARP payroll system. Regents’ institutions are responsible for ensuring these changes are reflected in their individual systems.

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10-P-002 SHARP Bi-Weekly Payroll Schedule for 2010 (Supersedes 09-P-003)
DATE: August 25, 2009
SUBJECT:

SHARP Bi-Weekly Payroll Schedule for 2010

EFFECTIVE DATE: Calendar Year 2010
A & R CONTACT:

Earl Brynds

(785) 296-5376

earl.brynds@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

SHARP On-cycle and Off-cycle Payroll Processing Schedules for 2010

Attached are the SHARP bi-weekly on-cycle and off-cycle schedules for calendar year 2010. The attached schedules provide important information regarding the critical payroll processing deadlines for each bi-weekly payroll period. Agency personnel responsible for payroll processing will need to ensure that all appropriate information is entered or submitted by the cutoff dates indicated on the schedules to ensure timely issuance of pay for their employees.

SHARP off-cycle payrolls will generally be processed each Monday and every other Wednesday night and will include all activity entered into SHARP since the last off-cycle payroll. If a holiday occurs on a Monday or Wednesday, the off-cycle payroll will normally be rescheduled to occur on the following business day. Payroll payments resulting from the first off-cycle for the payroll period (Run ‘A’) will normally be issued with the same paycheck/direct deposit date as the on-cycle pay date for the payroll period. Payroll payments resulting from the remaining off-cycles (Runs ‘B’ and ‘C’) will normally be dated three working days from the date the off-cycle is processed. SHARP agencies generally have until 6:00 p.m. on Mondays and every other Wednesday to enter adjustments and/or supplemental data into SHARP for processing in that night’s off-cycle payroll.

Off-cycle payrolls for Regents’ institutions are also normally scheduled for each Monday and every other Wednesday night. Regents’ institutions generally have until 5:00 p.m. on Fridays and every other Tuesday to submit off-cycle payroll interface files. The Division of Accounts and Reports must approve all interface files for processing by 5:00 p.m. on the following Monday or every other Wednesday for the files to be processed in that night’s off-cycle payroll. Regents’ off-cycle payrolls will be issued with the same check/advice date as the SHARP off-cycle processed the same night.

The new Statewide Management, Accounting and Reporting Tool (SMART) financial system will be implemented July 1, 2010 as a replacement to the current STARS system. As a result of this implementation, changes to the attached schedules may be required. In that event, another informational circular will be issued in 2010 to identify any necessary changes to these SHARP bi-weekly on-cycle and off-cycle schedules once they have been finalized.

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Attachment: Bi-Weekly Payroll Schedule for ON-cycle Calendar Year 2010 (pdf)

                    Bi-Weekly Payroll Schedule for OFF-cycle Calendar Year 2010 (pdf)

10-P-003 Change in Organization Dues Deduction for Pittsburg State University - Kansas National Education Association #30 (Supersedes 09-P-001)
DATE: September 8, 2009
SUBJECT:

Change in Organization Dues Deduction for Pittsburg State
University – Kansas National Education Association #30

EFFECTIVE DATE: Payroll Period Ending September 5, 2009
CONTACT:

Janice Wolfley

(785) 296-3699

janice.wolfley@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

Organization Dues Changes for ORG030

The organization dues for members of the Pittsburg State University, Kansas National Education Association, deduction code ‘ORG030’, will change from $27.45 to $28.35 per biweekly payroll period. The new rate will become effective with the payroll period beginning August 23, 2009 and ending September 5, 2009, paid September 18, 2009.

The Division of Accounts and Reports, Payroll Systems Team is responsible for making this change in the SHARP system. Regent’s institutions are responsible for ensuring this change is reflected in their individual systems and is effective for paychecks issued on or after September 18, 2009.

 

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10-P-004 Key Payroll Processing Dates in November 2009 (Supersedes 09-P-007)
DATE: October 8, 2009
SUBJECT:

Key Payroll Processing Dates in November 2009

EFFECTIVE DATE: November 2009
CONTACT:

Joyce Dickerson

(785) 296-3979

Joyce.Dickerson@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

Payroll processing schedule changes due to the November 2009 holidays.

Wednesday, November 11, 2009 (Veterans' Day), Thursday, November 26, 2009 and Friday, November 27, 2009 (Thanksgiving Holiday) are designated holidays for state service in 2009.

Due to the holidays in November, variations have been made to the ‘normal’ payroll processing schedule. Agencies are asked to note the payroll processing schedule due dates, some of which are occurring on a different day of the week than normally scheduled.

Monday, November 2, 2009

The Run C off-cycle for the period ending October 17, 2009 will be processed November 2, 2009. SHARP agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run C off-cycle. Paychecks for the Run C off-cycle will be
dated November 5, 2009.

Time and leave interface agencies must have time and leave files for the period ending October 31, 2009 submitted to the Department of Administration for processing by 5:00 PM on November 2, 2009.

Tuesday, November 3, 2009

Paysheets for the on-cycle payroll for the period ending October 31, 2009 will be created on Tuesday, November 3, 2009. All job actions (i.e., promotions, terminations, new hires, leave of absences, step increases, etc.) must be entered by 6:00 PM on November 3, 2009 in order to be reflected on the paysheets for this period.

The first on-cycle preliminary pay calculation for the period ending October 31, 2009 will also occur November 3, 2009; therefore, all time and leave data should be entered into SHARP and designated ‘OK to process’ by 6:00 PM.

Wednesday, November 4, 2009

The second on-cycle preliminary pay calculation for the period ending October 31, 2009 will occur November 4, 2009.

Thursday, November 5, 2009

The third on-cycle preliminary pay calculation for the period ending October 31, 2009 will occur November 5, 2009.
Regents’ on-cycle payroll files for the period ending October 31, 2009 are due to the Department of Administration by 6:00 AM on November 5, 2009.

Friday, November 6, 2009

Final pay confirmation for the on-cycle payroll for the period ending October 31, 2009 will occur November 6, 2009. All employees’ time and leave records must be ‘OK to Process’ by 6:00 PM on November 6, 2009 in order for a paycheck record to be created. All deduction and tax data changes must be entered by 6:00 PM on November 6, 2009 in order to be reflected in the final paycheck created for the employee.

Regents’ Run A off-cycle payroll files for the period ending October 31, 2009 must be received by the Department of Administration by 5:00 PM on November 6, 2009.

Sunday, November 8, 2009

The Regents’ on-cycle files for the period ending October 31, 2009 will be processed.

Monday, November 9, 2009

The Run A off-cycle for the period ending October 31, 2009 will be processed November 9, 2009. Paychecks for the Run A off-cycle will be dated November 13, 2009.

Tuesday, November 10, 2009

Regents’ Run B off-cycle payroll files for the period ending October 31, 2009 must be received by the Department of Administration by 5:00 PM on November 10, 2009 in order to be processed on Thursday, November 12, 2009.

Wednesday, November 11, 2009
Veterans' Day Holiday

Thursday, November 12, 2009

The Run B off-cycle for the period ending October 31, 2009 will be processed November 12, 2009. SHARP agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run B off-cycle. Paychecks for the Run B off-cycle will be dated November 16, 2009.

Friday, November 13, 2009

Payday for the payroll period ending October 31, 2009.

Time and leave interface agencies must have time and leave files for the period ending November 14, 2009 submitted to the Department of Administration for processing by 5:00 PM on November 13, 2009. (These files would normally be due Monday, November 16, 2009.)

Regents’ Run C off-cycle payroll files for the period ending October 31, 2009 must be received by the Department of Administration by 5:00 PM on November 13, 2009.

Monday, November 16, 2009

Paysheets for the on-cycle payroll for the period ending November 14, 2009 will be created on Monday, November 16, 2009. All job actions (i.e., promotions, terminations, new hires, leave of absences, step increases, etc.) must be entered by 6:00 PM on November 16, 2009 in order to be reflected on the paysheets for this period. (Paysheets would normally be created on Tuesday, November 17, 2009.)

The first on-cycle preliminary pay calculation for the period ending November 14, 2009 will also occur November 16, 2009, rather than Tuesday, November 17, 2009; therefore, all time and leave data should be entered into SHARP and designated ‘OK to process’ by 6:00 PM November 16, 2009. Please note that there will be only two SHARP on-cycle preliminary payroll calculations for the pay period ending November 14, 2009.

The Run C off-cycle for the period ending October 31, 2009 will be processed November 16, 2009. SHARP agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run C off-cycle. Paychecks for the Run C off-cycle will be dated November 19, 2009.

Tuesday, November 17, 2009

The second on-cycle preliminary pay calculation for the period ending November 14, 2009 will occur November 17, 2009.

Wednesday, November 18, 2009

Final pay confirmation for the on-cycle payroll for the period ending November 14, 2009 will occur November 18, 2009. (Final pay confirmation would normally occur Friday, November 20, 2009). All employees’ time and leave records must be ‘OK to Process’ by 6:00 PM on November 18, 2009 in order for a paycheck record to be created. All deduction and tax data changes must be entered by 6:00 PM on November 18, 2009 in order to be reflected in the final paycheck created for the employee.

Regents’ on-cycle payroll files for the period ending November 14, 2009 are due to the Department of Administration by 6:00 AM on November 18, 2009. (These files would normally be due Friday, November 20, 2009.)

Thursday, November 19, 2009

The Regents’ on-cycle files for the period ending November 14, 2009 will be processed.

Regents’ Run A off-cycle payroll files for the period ending November 14, 2009 must be received by the Department of Administration by 5:00 PM on November 19, 2009. (These files would normally be due Friday, November 20, 2009.)

Friday, November 20, 2009

The Run A off-cycle for the period ending November 14, 2009 will be processed November 20, 2009. (This off-cycle would normally be scheduled for Monday, November 23, 2009.) Paychecks for the Run A off-cycle will be dated November 25, 2009.

Monday, November 23, 2009

Encumbrance transactions for the SHARP on-cycle payroll for the period ending November 14, 2009 will be posted to STARS during Monday night's STARS batch processing cycle. (This process would normally occur Tuesday, November 24, 2009.)

Tuesday, November 24, 2009

Regents’ Run B off-cycle payroll files for the period ending November 14, 2009 must be received by the Department of Administration by 5:00 PM on November 24, 2009.

Wednesday, November 25, 2009

Payday for the payroll period ending November 14, 2009. (It would normally be Friday, November 27, 2009)

The Run B off-cycle for the period ending November 14, 2009 will be processed November 25, 2009. SHARP agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run B off-cycle. Paychecks for the Run B off-cycle will be dated December 2, 2009. (Paychecks would normally be dated Monday, November 30, 2009.)

Regents’ Run C off-cycle payroll files for the period ending November 14, 2009 must be received by the Department of Administration by 5:00 PM on November 25, 2009. (These files would normally be due Friday, November 27, 2009.)

Thursday, November 26, 2009
Thanksgiving Holiday

Friday, November 27, 2009
Thanksgiving Holiday

Monday, November 30, 2009

The Run C off-cycle for the period ending November 14, 2009 will be processed November 30, 2009. Paychecks for the Run C off-cycle will be dated December 3, 2009.

Attached is a calendar for the month of November 2009, which highlights key payroll processing activity for the month. The attached calendar is intended for use as a supplementary reference tool only; it does not contain the level of detail that is included in the narrative portion of this circular.

Please note the changes to the payroll processing schedule and adjust your schedules accordingly. If it becomes necessary to change any of the payroll processing dates identified above, notification of the change will be provided to all subscribers of the SHARP Infolist. SHARP users interested in subscribing to the Infolist, but who have not yet done so, can subscribe at http://da.state.ks.us/sharp/infolist.htm .

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Attachment pdf

10-P-005 Addition of Earnings Codes for Leave Advancement
DATE: October 12, 2009
SUBJECT:

Addition of Earnings Codes for Leave Advancement

EFFECTIVE DATE: October 18, 2009
CONTACT:

Earl Brynds

(785) 296-5376

Earl.Brynds@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

Addition of Earnings Codes ‘AVD’ and ‘AVE’

Executive Order 09-08 establishes a leave advancement policy whereby agency appointing authorities may provide paid leave to employees who have exhausted their own accrued leave not to exceed the amount of hours the employee is regularly scheduled to work in a bi-weekly pay period in order to remain in pay status while staying away from the workplace due to possible infection with the H1N1 flu virus, or for other circumstances where the appointing authority believes the granting of such leave would be in the best interests of the State of Kansas.

To administer the Leave Advancement policy, two new earnings codes will be established in the SHARP system effective October 18, 2009. The following earnings codes are eligible to be used starting with the pay period beginning October 18, 2009 through October 31, 2009 paid November 13, 2009.

 

Earnings Code Description Short Description Effective Date

AVD

Leave-Advancement

LveAdvnce

10/18/2009

AVE

Leave-Advancement Exempt

LveAdvnce

10/18/2009

 

AVD should be used for Hourly employees and AVE for Salaried employees. For information on the specific procedures of using these new earnings codes, agencies should refer to the Division of Personnel Bulletin 09-05 found at the following link: http://da.ks.gov/ps/documents/bulletins/default.htm

The Division of Accounts and Reports, Payroll Systems Team, is responsible for adding these new earnings codes in the SHARP system. Regents’ institutions are responsible for implementing the new earnings codes in their payroll systems.

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10-P-006 Establish Organization Dues Deduction for Kansas State Parole Officers FOP Lodge #64
DATE: October 26, 2009
SUBJECT:

Establish Organization Dues Deduction for Kansas State Parole Officers FOP Lodge #64

EFFECTIVE DATE: Payroll Period Ending October 31, 2009
CONTACT:

Janice Wolfley

(785) 296-3699

Janice.Wolfley@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

Establish Organization Dues for ORG164

The Kansas State Parole Officers Fraternal Order of Police Lodge #64 has met the requirements of K.S.A. 75-5501(3)(a) and (b) for employee membership dues deductions. Therefore, a new deduction code, ORG164, is being added in SHARP to accommodate payroll deduction of membership dues to this organization. The deduction for member dues will be $12.50 per bi-weekly payroll period effective with the payroll period beginning October 18, 2009 and ending October 31, 2009, paid November 13, 2009.

The Division of Accounts and Reports, Payroll Systems Team is responsible for making this update in the SHARP system. Regent’s institutions are responsible for ensuring this update is reflected in their individual systems and is effective for paychecks issued on or after November 13, 2009. The Division of Accounts and Reports, Reconciliation and Remittance team will be responsible for the remittance of the deductions to FOP Lodge #64.

 

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10-P-007 Changes to the Payroll Processing Schedule for the Payroll Periods Ending December 12, 2009 and December 26, 2009
DATE: November 10 , 2009
SUBJECT:

Changes to the Payroll Processing Schedule for the Payroll Periods Ending December 12, 2009 and December 26, 2009

EFFECTIVE DATE: Immediately
CONTACT:

Joyce Dickerson

(785) 296-3979

Joyce.Dickerson@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

Changes to the payroll processing schedule for the payroll periods ending December 12, 2009 and December 26, 2009 due to December 25, 2009 being designated a state holiday

As a result of Governor Parkinson declaring Friday, December 25, 2009 as a state holiday for 2009, the following changes have been made to the December payroll processing schedule for the payroll periods ending December 12, 2009 and December 26, 2009:

Friday, December 11, 2009

Payday for the payroll period ending November 28, 2009.

Monday, December 14, 2009

The Run 'C' off-cycle for the payroll period ending November 28, 2009 continues to be scheduled for December 14, 2009. The check issue date for the Run 'C' off-cycle will remain Thursday, December 17, 2009.

Tuesday, December 15, 2009

Paysheets for the on-cycle payroll for the period ending December 12, 2009 will be created as usual on Tuesday, December 15, 2009. All job actions (i.e. promotions, terminations, new hires, leave of absences, step increases, etc.) must be entered by 6:00 p.m. on December 15, 2009 in order to be reflected on the paysheets for this period.

The first on-cycle preliminary pay calculation for the period ending December 12, 2009 will also occur December 15, 2009; therefore, all time and leave data should be entered into SHARP and designated ‘OK to Process’ by 6:00 p.m. December 15, 2009.

Wednesday, December 16, 2009

The second on-cycle preliminary pay calculation for the period ending December 12, 2009 will occur December 16, 2009.

Thursday, December 17, 2009

Regents’ on-cycle payroll files for the period ending December 12, 2009 are due to the Department of Administration by 6:00 AM on December 17, 2009. (These files would normally be due Friday, December 18, 2009.)

The third on-cycle preliminary pay calculation for the period ending December 12, 2009 will occur December 17, 2009.

Friday, December 18, 2009

Final pay confirmation for the on-cycle payroll for the period ending December 12, 2009 will occur December 18, 2009. All employees’ time and leave records must be ‘OK to Process’ by 6:00 PM on December 18, 2009 in order for a paycheck record to be created. All deduction and tax data changes must be entered by 6:00 PM on December 18, 2009 in order to be reflected in the final paycheck created for the employee. The check issue date for the on-cycle will be Thursday, December 24, 2009. (It would normally be Friday, December 25, 2009.)

Regents’ Run ‘A’ off-cycle payroll files for the period ending December 12, 2009 are due to the Department of Administration by 5:00 p.m. on December 18, 2009.

Sunday, December 20, 2009

The Regents’ on-cycle files for the period ending December 12, 2009 will be processed.

Monday, December 21, 2009

The Run ‘A’ off-cycle for the period ending December 12, 2009 will be processed December 21, 2009. SHARP agencies have until 6:00 p.m. on this date to enter supplemental and/or adjustment run controls for the Run ‘A’ off-cycle. Paychecks for the Run ‘A’ off-cycle will be dated Thursday, December 24, 2009.

Tuesday, December 22, 2009

Regents’ Run ‘B’ off-cycle payroll files for the period ending December 12, 2009 must be received by the Department of Administration by 5:00 pm. on December 22, 2009 in order to be processed on Wednesday, December 23, 2009.

Wednesday, December 23, 2009

The Run 'B' off-cycle for the payroll period ending December 12, 2009 continues to be scheduled for December 23, 2009. The check issue date for the Run 'B' off-cycle will remain Monday, December 28, 2009.

Thursday, December 24, 2009
Payday for the payroll period ending December 12, 2009. (It would normally be Friday, December 25, 2009)

Friday, December 25, 2009
Christmas Holiday

Monday, December 28, 2009

The Run 'C' off-cycle for the payroll period ending December 12, 2009 continues to be scheduled for December 28, 2009. The check issue date for the Run 'C' off-cycle will remain Thursday, December 31, 2009.

Time and leave interface agencies must have time and leave files for the period ending December 26, 2009 submitted to the Department of Administration for processing by 5:00 p.m. on December 28, 2009.

Paysheets for the on-cycle payroll for the period ending December 26, 2009 will be created on Monday, December 28, 2009. All job actions (i.e. promotions, terminations, new hires, leave of absences, step increases, etc.) must be entered by 6:00 p.m. on December 28, 2009 in order to be reflected on the paysheets for this period. (Paysheets would normally be created on Tuesday, December 29, 2009.)

The first on-cycle preliminary pay calculation for the period ending December 26, 2009 will also occur December 28, 2009, rather than Tuesday, December 29, 2009; therefore, all time and leave data should be entered into SHARP and designated ‘OK to Process’ by 6:00 p.m. December 28, 2009.

Tuesday, December 29, 2009

The 2nd on-cycle preliminary pay calculation for the period ending December 26, 2009 will occur December 29, 2009.

Wednesday, December 30, 2009

The 3rd on-cycle preliminary pay calculation for the period ending December 26, 2009 will occur December 30, 2009.

Thursday, December 31, 2009

Regents’ on-cycle payroll files for the period ending December 26, 2009 are due to the Department of Administration by 6:00 AM on December 31, 2009. (These files would normally be due Friday, January 1, 2010.)

Final pay confirmation for the on-cycle payroll for the period ending December 26, 2009 will occur December 31, 2009. All employees’ time and leave records must be ‘OK to Process’ by 6:00 PM on December 31, 2009 in order for a paycheck record to be created. All deduction and tax data changes must be entered by 6:00 PM on December 31, 2009 in order to be reflected in the final paycheck created for the employee. The check issue date for the on-cycle will be Friday, January 8, 2010.

Attached is a revised calendar for the month of December 2009 that highlights these payroll processing schedule changes due to the December 25th Christmas holiday. The informational circular for key payroll processing dates in December for calendar year end activities will be released at a later date. The attached calendar is intended for use as a supplementary reference tool only; it does not contain the level of detail that is included in the narrative portion of this informational circular.

Please note the changes to the payroll processing schedule and adjust your schedules accordingly. If it becomes necessary to change any of the processing dates identified above, notification of the change will be provided to all subscribers of the SHARP Infolist. SHARP users who are interested in subscribing to the Infolist, but have not yet done so, can subscribe at http://da.ks.gov/sharp/infolist.htm .

Attachment: December 2009 calendar pdf

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10-P-008 Ending the Employer KPERS Death and Disability Insurance Contributions Moratorium (Supersedes 09-P-038)
DATE: November 13 , 2009
SUBJECT:

Ending the Employer KPERS Death and Disability Insurance Contributions Moratorium

EFFECTIVE DATE: November 30 , 2009
CONTACT:

Cindy Lo

(785) 296-2259

Cindy.Lo@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

Employer KPERS Death and Disability Insurance Contributions to Resume Starting the Pay Period Beginning November 15, 2009 and ending November 28, 2009, paid December 11, 2009

SB219, Section (4)(A), passed in the 2009 legislative session, that extended the suspension of employer contributions for KPERS Death and Disability Insurance will expire on November 30, 2009. As a result, the Division of Accounts and Reports will resume collecting and remitting the employer portion of KPERS Death and Disability insurance contributions starting with the pay period beginning November 15, 2009 and ending November 28, 2009, paid December 11, 2009.

The KPERS Death and Disability contributions for off-cycle payrolls are calculated based on pay period end dates, so paycheck adjustments processed on or after November 30, 2009 for pay periods ending on and between February 21, 2009 and November 14, 2009 will continue to NOT have the contributions collected and remitted.

The Division of Accounts and Reports, Payroll Systems Team, will make the necessary updates to the SHARP payroll system to effect this change for all employees for whom SHARP calculates pay. Regent’s institutions are responsible for ensuring that this change is made in their respective systems effective with the payroll periods noted above.

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10-P-009 December 2009 Payroll Processing
DATE: November 20 , 2009
SUBJECT:

December 2009 Payroll Processing

EFFECTIVE DATE: Immediately
CONTACT:

Joyce Dickerson

(785) 296-3979

Joyce.Dickerson@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

December 2009 Payroll Processing

As 2009 calendar year-end approaches, the Division of Accounts and Reports is making preparations for the issuance of calendar year 2009 Wage and Tax Statements (Forms W-2) and Non-Resident Alien Compensation Statements (1042-S). Any 2009 paycheck adjustments processed after the established cut-off dates will update the employee’s calendar year 2010 balances; a corrected W-2 (Form W-2C) for 2009 will not be issued for the employee involved.

FINAL 2009 PAYCHECK

The final on-cycle paychecks for calendar year 2009 will be issued December 24, 2009. Paychecks will be mailed on December 23, 2009. Encumbrances for the December 24, 2009 on-cycle paychecks will process in STARS on Monday night, December 21, 2009. The final off-cycle paychecks for calendar year 2009 will be issued on December 31, 2009 (generated from the off-cycle processed on December 28, 2009).

PAYCHECK REVERSALS

Any 2009 paychecks that are undeliverable should be reversed as soon as possible. SHARP agencies have until 6:00 p.m. on December 28, 2009 to enter paycheck reversals. Any reversals entered after the 6:00 p.m. deadline on December 28, 2009 will update calendar year 2010 balances and will not be reflected in the employee’s 2009 W-2.

PAYCHECK ADJUSTMENTS AND SUPPLEMENTALS

SHARP agencies have until 6:00 p.m. on December 28, 2009 to enter paycheck adjustment requests for any 2009 paychecks. Adjustments processed in the December 28, 2009 off-cycle payroll will be reflected on the employee’s 2009 Form W-2. Please remember that only one adjustment can be processed per employee per off-cycle; this applies to agency entered adjustments, supplementals and centrally entered adjustments. If a 2009 paycheck has been previously adjusted and requires additional adjustment, form DA-180, ‘SHARP Paycheck Reversal/Adjustment/Supplemental’, should be submitted to the Division of Accounts and Reports, Payroll Section by 5:00 p.m. on Wednesday, December 16, 2009.

Payroll Services staff will make every effort to process all DA-180 forms submitted by 5:00 p.m. on December 16, 2009 for inclusion in the December 28, 2009 off-cycle. However, if a large volume of DA-180 forms is received on the December 16, 2009 cut-off date, Payroll Services cannot guarantee that all forms will be processed as calendar year 2009 business. Agencies can assist in the processing effort by submitting any DA-180 forms and the completed attachment as soon as you become aware a centrally entered adjustment is needed.

Adjustment requests entered after December 28, 2009 which are adjusting paychecks issued prior to January 1, 2010 will not result in a W-2C; the adjustment will update the employee’s 2010 payroll balances regardless of the reason the paycheck is being adjusted. Likewise, any supplemental requests that are entered either by agencies or centrally by Payroll Services after December 28, 2009 will update the employee’s 2010 payroll balances.

REGENTS’ INSTITUTIONS: ON-CYCLE FILES

Regent on-cycle files for the pay period ending December 12, 2009, paid December 24, 2009 are due to the Department of Administration by 6:00 a.m. on December 17, 2009.

REGENTS’ INSTITUTIONS: OFF-CYCLE FILES

2009 Paycheck Reversals

Regent Institutions must submit all transmittals for 2009 paycheck reversals by 5:00 p.m. on Thursday, December 24, 2009 in order to update the employee’s 2009 W-2. These files should contain a ‘C’ indicating current year business and the pay adjust check date field should contain the original check issue date for the paycheck being reversed. Any paycheck reversals submitted after this date will update the employee’s calendar year 2010 payroll balances regardless of the paycheck issue date of the paycheck being reversed. Reversals for paychecks issued prior to January 1, 2010 submitted after 5:00 p.m. on December 24, 2009 should default the pay adjust check date to January 1, 2010.

2009 Adjustments and Supplementals

In order to update employee balances for 2009, any paycheck adjustments and supplementals must be submitted no later than 5:00 p.m. on Thursday, December 24, 2009. The Run C off-cycle for the pay period ending December 12, 2009 generated on the night of Monday, December 28, 2009 will have a check issue date of December 31, 2009; all activity for this off-cycle will be reflected in the employees’ 2009 W-2. These files should contain a ‘C’ indicating current year business. For supplementals and salary underpayments, the pay adjust check date should be blank; for all other adjustment types, the pay adjust check date field should contain the original paycheck issue date of the paycheck being adjusted and the date must be a 2009 date.

2010 Adjustments and Supplementals

With the exception of arrearages or refunds for OASDI and/or Medicare for tax years prior to 2010, any adjustments or supplementals submitted after 5:00 p.m. on Thursday, December 24, 2009, will be considered to be 2010 business regardless of the pay period end date to which the pay is related. Since this activity will be considered calendar year 2010 business, the employee’s 2010 balances will be updated. These files should contain a ‘C’ indicating current year business and the pay adjust check date should be a 2010 date (regardless of the original paycheck issue date of the paycheck being adjusted -- if the original check date was prior to January 1, 2010, agencies should default the pay adjust check date to January 1, 2010).

With the exception of OASDI and/or Medicare tax refunds or arrearages for tax years prior to 2010, Regents institutions may continue to submit adjustments and supplementals throughout the month of January 2010 regardless of the original pay period ending date of the paycheck being adjusted. The activity will be processed on the regular Monday and every other Wednesday off-cycle schedule and will update 2010 payroll balances.

Arrearages or refunds for OASDI and/or Medicare taxes for prior calendar years and limited to those adjustments resulting from a change in Social Security status must be submitted on separate payroll interface files. These files should contain a ‘P’ indicating prior year business and the pay adjust check date field should contain the original check issue date of the paycheck being adjusted. Prior year OASDI and/or Medicare arrearages/refunds are the only situations in which a prior year indicator of ‘P’ should be used; payroll interface files for any other type of adjustments, which contain a prior year indicator of ‘P’, will be rejected and will not be processed.

Any prior year OASDI and/or Medicare refunds/arrearages identified after the December 24, 2009 deadline for the December 28, 2009 Run C’s off-cycle payroll will not be processed until the January 19, 2010 off-cycle payroll. Since the files will be held, please do not begin submitting those files for processing until the week of January 11, 2010. The deadline for submitting payroll interface files for the January 19, 2010 off-cycle is 5:00 p.m. on Friday, January 15, 2010.

GENERAL REMINDERS

United Way and Community Health Charities

The deduction END date on the general deduction page for 2009 United Way or Community Health Charities contributions should be dated between December 13, 2009 and December 25, 2009 in order for the last 2009 deduction to be taken on the paycheck issued December 24, 2009. Agencies should verify the deduction end date for all employees enrolled in United Way and/or Community Health Charities to ensure deductions are taken correctly. For calendar year 2010, agencies can enter a new row effective-dated between December 13, 2009 and December 26, 2009 in order for the first deduction for United Way or Community Health Charities for 2010 to be taken on the January 8, 2010 paycheck. If the deduction is to be taken over 26 pay periods, a deduction end date of December 12, 2010 should be entered.

Tax Information

Pursuant to IRS regulations, all employees claiming an exemption from federal withholding
and/or the advanced Earned Income Credit (EIC) must file a new W-4 and/or W-5 each calendar
year. To facilitate this requirement, an email notification will be sent on December 2, 2009 to all SHARP employees who are exempt from federal withholding and/or who are receiving advanced
EIC payments. Notifications will be sent to the employee’s email address listed under ‘Update
My Profile’ in the Employee Self Service Center at: https://sharp.ks.gov/psp/ESS/?cmd=login. Notifications will be sent to the agency payroll supervisor email address for those employees who lack an individual email address, and agencies will need to distribute the notifications to their employees. For agency payroll/human resource staff, a worklist will be created that will identify these employees. The worklist will be sent on December 2, 2009 to the agency staff that has been designated as the “agency payroll workflow administrator” through the SHARP security roles. The worklist can be accessed two ways in SHARP: from the Home page, click on Worklist under the Menu on the left side of the screen, or click on Worklist on the top right side of the screen next to Home. For each employee on the worklist, your agency should contact the person to ensure the appropriate action is taken so that the desired tax status is in effect for 2010. If your agency has no employees claiming an exemption from federal withholding and/or advanced EIC, the worklist will be empty.

SHARP employees are encouraged to use the Employee Self Service functionality to file their 2010 W-4s. Employees should continue to submit Form W-5 for the Earned Income Credit to their agency Payroll/Personnel Office. Employees should submit the new W-4s and W-5s by December 16, 2009 to allow adequate time for processing.

Agency personnel have until 6:00 p.m. on December 21, 2009 to enter all paper W-4s and W-5s into the system. Agency personnel are reminded that they also need to check the radio buttons ‘New W-4 Received’ and/or ‘New W-5 Received’ on the employee’s ‘Federal Tax Data’ panel in SHARP for the effective-dated row they enter. Agency Workflow Administrators also need to check the radio button ‘New W-4 Received’ on the electronic W-4s submitted by the employee for calendar year 2010.

The KPAY320 will be processed the evening of December 21, 2009. This process searches for all employees for whom a W-4/W-5 email notification has been sent. If a new W-4 and/or W-5 has not been received, a January 1, 2010 effective-dated row will be placed in the Employee Tax Data record. The January 1, 2010 effective-dated row will update the employee’s marital status to ‘single’ with zero exemptions and/or stop any advance EIC payments for paychecks with a 2010 pay date.

For any 2010 W-4s (for employees claiming exemption from withholding) and/or W-5s received between December 21, 2009 and January 1, 2010, agency personnel will need to enter the data with a January 2, 2010 effective date. Agency Workflow Administrators will also need to change the effective date to January 2, 2010 for any electronic W-4s received in this time period.

The KPAY320 will only insert new effective-dated rows for federal withholding tax. Employees should be advised to also review their state tax withholding to determine if changes are needed. Employees working in Kansas will need to complete a new form K-4 to make any needed state tax withholding change. See A&R Informational Circular 08-P-011 issued October 25, 2007 for information pertaining to the use of Form K-4.

The 2010 Forms W-4 and W-5 will be posted to the Accounts and Reports website as soon as they are available from the IRS.

The KPAY320 will also enter a new-effective dated row in the SHARP federal tax data records on December 21, 2009 for employees with a special tax withholding status of ‘Non-Resident Alien’ to reflect that no 8233 form has yet been submitted for calendar year 2010. The new tax data row will be dated January 1, 2010. The 8233 indicator on the tax data records should be updated once a form 8233 for calendar year 2010 has been submitted. A listing will not be provided for the 'Non-Resident Alien' updates, since reports are generated periodically throughout the calendar year to identify employees who have had non-resident alien earnings reported but who do not have a current 8233 form on file in Payroll Services.

Deduction Information

All deductions for calendar year 2010 are biweekly except:
-Group Health Insurance: semi-monthly, deducted on the first and second pay dates of the month.

-Health Care Flexible Spending Accounts: semi-monthly, deducted on the first and second pay dates of the month.

-Dependent Care Flexible Spending Accounts: semi-monthly, deducted on the first and second pay dates of the month.

-Optional Group Life Insurance: monthly, deducted on the second pay date of the month.

-Health Savings Accounts: semi-monthly, deducted on the first and second pay dates of the month.

Arrearages/Advances

Every effort should be made to collect all arrearage balances either by personal reimbursement or paycheck deduction prior to the cut-off date of December 28, 2009. Please refer to the most recent PAY007, ‘Deductions in Arrears Report’ and evaluate all existing arrearages for your agency and verify that collection will be made; agencies should continue monitoring the PAY007 reports to determine collections will be made by calendar year-end. For sufficiently large balances that cannot be collected in one sum, agencies should establish a deduction override as soon as possible so paycheck deductions can be made and the balance collected by the cut-off date for year-end processing. Also, as adjustments are processed from now until the end of the year, please monitor any new arrearage balances and collect in an expedient manner.

Any arrearage collections made by personal reimbursement that are collected after December 16, 2009, and prior to December 28, 2009, must be sent to the Division of Accounts and Reports, Payroll Section for processing in order to impact the 2009 W-2.

Agencies are reminded that advance (‘ADV’) earnings are being paid to employees in situations where the employee’s earnings are not sufficient to cover certain deductions. ‘ADV’ earnings are taxable wages at the time the earnings are paid; taxable wages are then reduced when the advance is collected (‘ADVNCE’ deduction). Any ‘ADV’ earnings paid to an employee in calendar year 2009 will increase the employees’ W-2 taxable wages if the earnings are not collected by the end of the calendar year. Agencies should collect any outstanding advances for payroll periods ending before December 12, 2009 by personal reimbursement as soon as possible.


W-2s

Please note that if an employee has an active mailing address on the SHARP Personal Information/ Modify a Person/ Contact Information page, the mailing address will be used for mailing the W-2. If the employee has no active mailing address, then the home address will be used for mailing the W-2. Since the majority of employees do not have a mailing address, most W-2's will continue to be mailed to the employee's home. Please make any name, address, or social security number changes to the employee’s Contact Information page by 6:00 p.m. on December 29, 2009 to guarantee the updated information is included in the W-2 data. Although SHARP agencies have until December 29, 2009 to update the Contact Information page, it is strongly recommended that these changes be made as soon as they are known. Regent's Institutions should make their name, address, and social security number changes by submitting them through the management reporting interface by 5:00 p.m. on December 24, 2009. Since the W-2 form can only accommodate 30 characters in Address 1 and Address 2, please limit your employees’ address lengths. Abbreviations should be used as needed to stay within the limit.

The W-2 programs will be executed anytime between December 29, 2009 and January 4, 2010. W-2 forms will be mailed on or before January 31, 2010. Notification of the W-2 mailings will be provided to all subscribers of the SHARP Infolist.

December Calendar

Attached is a revised calendar for the month of December 2009 that highlights the key payroll processing activity. This calendar does not provide the same level of detail as that provided in this informational circular. The attached calendar is intended for use as a supplementary reference tool to this informational circular.

If, in order to ensure the timely issuance of payroll, it becomes necessary to change any of the processing dates identified above, notification of the change will be provided to all subscribers of the SHARP Infolist. SHARP users interested in subscribing to the Infolist, but who have not yet done so, can subscribe at http://da.state.ks.us/sharp/infolist.htm .

Attachment December 2009 Calendar pdf
KEO:NTR:kao

10-P-010 Establishing New Organization Dues Deduction Codes for KOSE (Supersedes 08-P-036)
DATE: December 1, 2009
SUBJECT:

Establishing New Organization Dues Deduction Codes for KOSE

EFFECTIVE DATE: Payroll Period Ending January 23, 2010
CONTACT:

Janice Wolfley

(785) 296-3669

Janice.Wolfley@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

Organization Dues Changes for KOSE

The Kansas Organization of State Employees (KOSE) is implementing a new bi-weekly membership dues structure based on salary tiers. As a result of this change, six new deduction codes are being added in SHARP to replace the current deduction code (ORG500) for KOSE members. The new deduction codes will be effective with the payroll period beginning January 10, 2010 and ending January 23, 2010, paid February 5, 2010 and are listed below:

Deduction Code Hourly Rate of Pay Bi-weekly Dues Deduction
ORG502 $ 13.99 or Less $13.96
ORG503 $ 14.00 - $ 14.99 $14.50
ORG504 $ 15.00 - $ 15.99 $15.50
ORG505 $ 16.00 - $ 16.99 $16.50
ORG506 $ 17.00 - $ 17.99 $17.50
ORG507 $ 18.00 or Greater $18.46

 

The Department of Administration, Division of Personnel Services, will be responsible for making updates to the General Deduction records in SHARP for employees affected by this change. The updates include ending the current ORG500 deduction effective January 10, 2010 and setting up the appropriate new deduction effective January 10, 2010 based on the member’s hourly rate of pay.

The Division of Accounts and Reports, Payroll Systems Team will make the necessary updates to the payroll system to add the new KOSE deduction codes. Regent’s institutions are responsible for ensuring that these changes are reflected on all paychecks issued on or after February 5, 2010

KEO:NTR:ewb

10-P-011 Change in the Setup and Usage of Current Percentage Differential Earnings Codes (Supersedes 08-P-048 & 03-P-048)
DATE: December 4, 2009
SUBJECT:

Change in the Setup and Usage of Current Percentage Differential Earnings Codes

EFFECTIVE DATE: Payroll Period Ending December 26, 2009
CONTACT:

Earl Brynds

(785) 296-5376

Earl.Brynds@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

Changes to Current Percentage Differential Earnings Codes in Preparation for the Implementation of Time and Labor

Currently, percentage differential earnings codes in SHARP are paid using both an “Hours” earnings code and a “Pay” earnings code.  The differential hours are entered with one code on the Timesheet and the pay code is entered on the employee’s Additional Pay page.  This method of paying the differential earnings codes will not work correctly with the implementation of Time and Labor on July 1, 2010 due to the way the system calculates the Labor Cost allocation.  Therefore, changes to the setup and usage of the percentage differential earnings codes have been identified and will be implemented effective with the payroll period beginning December 13, 2009 and ending December 26, 2009 paid January 8, 2010 so that the new usage of the earnings codes will be consistent throughout calendar year 2010.

The changes being implemented result in the ‘Pay’ earnings codes no longer being necessary.  As a result, on December 22, 2009 the following ‘Pay’ codes will be automatically ended on each employee’s current Additional Pay page with an End Date of December 13, 2009.  These ‘pay’ codes should no longer be used effective with payroll periods beginning on or after December 13, 2009.  No action is required on the part of SHARP agency personnel to end the following pay codes on the employees’ Additional Pay record:

Earnings Code Description
P1P Pay Diff Pay-Corrections-10%
P2P Pay Diff Pay-JJA-Lead Wrkr-5%
P3P Pay Diff Pay-JJA-Spec Unit-5%
P4P Pay Differential Pay-2%
S3P Shift 3 Pay-10%

 

Effective with the payroll period beginning December 13, 2009, only hours for percentage differential earnings will need to be entered on the employee’s timesheet at the time of other time and leave entry.    The following ‘Hours’ differential earnings codes will continue to be used:

Earnings Code     Description
P1H Pay Diff Hours-Corrections-10%
P2H Pay Diff Hours-JJA-Lead Wrkr-5%
P3H Pay Diff Hours-JJA-Spec Unit-5%
P4H Pay Differential Hours-2%
S3H Shift 3 Hours-10%

 

The ‘Hours’ earnings will continue to default on the employee’s time sheet as long as the employee continues to be attached to a work schedule which includes the differential earnings code.  Agencies will continue to be unable to process a paycheck adjustment for any paychecks that contain one of the ‘old’ ‘Pay’ earnings codes.  In these situations, the agency should continue to submit a paycheck adjustment request to Accounts & Reports, Payroll Services on a Form DA-180, Paycheck Reversal/Supplemental/Adjustment. However, effective with the elimination of the use of the ‘Pay’ earnings codes (payroll period beginning December 13, 2009 and ending December 26, 2009) agencies will be able to process a paycheck reversal/adjustment directly in SHARP for paychecks which contain only the ‘Hours’ differential earnings codes. 

The Division of Accounts and Reports, Payroll Systems Team is responsible for updating these earnings codes in the SHARP system.  Regent’s institutions are responsible for ensuring these code changes are updated in their individual systems.

 

KEO:NTR:ewb

10-P-012 Change in the SHaRP Direct Deposit Page
DATE: December 7, 2009
SUBJECT:

Change in the SHaRP Direct Deposit Page

EFFECTIVE DATE: December 8, 2009
CONTACT:

Earl Brynds

(785) 296-5376

Earl.Brynds@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

Changes to the SHaRP Direct Deposit Page for New International ACH Standards

New National Automated Clearing House Association (NACHA) rules require the identification of any ACH payment that may result in the transfer of those funds to a financial agency outside the U.S. as an International ACH transaction (IAT).  Transactions identified as IAT require additional information to be provided for the transaction to flow through the banking process.

As an interim step to prepare for the new requirements, changes to the Direct Deposit setup page will be effective in SHaRP on Tuesday, December 8, 2009.  Existing direct deposit records will automatically be stored and viewed in the new page format.  When entering new data into the updated Direct Deposit page, please note that the order of the fields has changed and two new additional fields have been added as follows:

Country Code:  Value is ‘USA’

International ACH Bank Checkbox: Agencies should NOT check this box for any direct deposit account during this transition period. 

Additional instructions and information, including an updated version of the DA-184 Authorization for Direct Deposit for Employee Pay Form, will be provided when all of the necessary changes are in place.  It is anticipated that very few, if any, State of Kansas payroll transactions will be required to be identified as an International ACH transaction.   An example of the page before and after the changes is provided below.    

Direct Deposit page BEFORE changes:

Direct Deposit page BEFORE changes

Direct Deposit page AFTER changes:  
Direct Deposit page AFTER changes

Printable Version: IC 10-P-012 pdf

 

KEO:NTR

10-P-013 Employee Taxability of State-Owned or Leased Vehicles (Supersedes 09-P-014)
DATE: December 8, 2009
SUBJECT:

Employee Taxability of State-Owned or Leased Vehicles

EFFECTIVE DATE: January 1, 2010
CONTACT:

Cindy Lo

(785) 296-2259

Cindy.Lo@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

IRS Changes Cents-Per-Mile Valuation Rule for Calendar Year 2010

The Internal Revenue Service (IRS) has decreased the standard mileage rate from 55 cents to 50 cents beginning January 1, 2010 under the Cents-Per-Mile method of valuing an employee’s personal (commuting) use of a state-owned or leased vehicle.  The standard mileage rate for business is based on an annual study of the fixed and variable costs of operating an automobile.  The Cents-Per-Mile valuation is one of several methodologies that can be used to calculate fringe benefit income.  See Informational Circular No. 05-P-023*.  Using this methodology, fringe benefit income is calculated by multiplying the 50 cents rate by the number of personal (commuting) miles driven by the employee in the state-owned or leased vehicle.  To be eligible to use the Cents-Per-Mile method, at least 50% of the vehicle’s total mileage is used for the employer’s trade or business, or the vehicle is primarily used by employees and the total mileage for the vehicle exceeds 10,000 miles per year.  The Cents-Per-Mile method may not be used for ‘luxury’ vehicles.  If a vehicle is first made available to an employee for personal (commuting) use in calendar year 2010 and the agency wishes to use the Cents-Per-Mile method, the fair market value of the vehicle cannot exceed $15,300 for a car (up from $15,000 in 2009), and $16,000 for a passenger truck or van (up from $15,200 in 2009).  Agencies and employees are also reminded that the only personal use of a state-owned or leased vehicle allowed under state law is to commute between the employee’s work station and home, and then in only limited situations.

Please note that this Informational Circular does not impact the State’s privately owned vehicle mileage reimbursement rate. 

*Informational Circular No. 05-P-023 contains an incorrect K.A.R. reference number in the next to the last paragraph of the POLICY section.  The reference should be:  Kansas Administrative Regulation 1-17-2a(b)(1).

 

KEO:NTR:ccl

10-P-014 Addition of New Voluntary Tax Sheltered Annuity Company Benefit Plan Codes to Accommodate Vendor Setup in SHARP
DATE: December 11, 2009
SUBJECT:

Addition of New Voluntary Tax Sheltered Annuity Company Benefit Plan Codes to Accommodate Vendor Setup in SHARP

EFFECTIVE DATE: December 13, 2009
CONTACT:

Roger Heckerson

(785) 296-2737

Roger.Heckerson @da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

Change to the Setup of Voluntary Tax Sheltered Annuity Company Benefit Plans in SHARP

Currently, only one Voluntary Tax Sheltered Annuity Benefit Plan (Plan Type-4Z, Benefit Plan- VTSA) is established in SHARP. Because of the implementation of the new Statewide Management, Accounting and Reporting Tool (SMART) system on July 1, 2010 new Voluntary Tax Sheltered Annuity Benefit Plans are being added in SHARP in order to accommodate required vendor configuration for each current VTSA investment option. All the new VTSA benefit plans will continue to use the same ‘VTSA’ deduction code and ‘4Z’ Plan Type. The following new VTSA benefit plans will be added in SHARP effective December 13, 2009.

Benefit Plan - Current Investment Option Description

VTS009 - ING Voluntary

VTS024 - ING

VTS025 - AIM Investment Services, Inc.

VTS057 - American United Life Ins Co

VTS059  - AIG SunAmerica Life Assurance

VTS064 - Thrivent Financial for Luthera

VTS186 - AXA Equitable Life Insurance

VTS272 - Guardian Life Ins Co of Americ

VTS321 - Ameriprise Financial Services

VTS337 - ICAP

VTS357 - John Hancock Funds, Inc.

VTS378 - Farm Bureau Life Insurance Co

VTS412 - Lincoln Benefit Life Company

VTS413 - Lincoln Investment Planning

VTS416 - Lincoln National Life Ins Co

VTS422 - Thrivent Financial for Luthera

VTS444 - Mass Mutual Life Ins Co V A

VTS446 - Metropolitan Life Insurance Co

VTS468 - Modern Woodmen of America

VTS470 - Conseco Life Insurance Company

VTS474 - Nationwide Life Insurance Co

VTS501 - New York Life Insurance Co

VTS506 - ReliaStar Life Insurance Co

VTS507 - Northwestern Mutual Life Ins C

VTS569 - Phoenix Mutual Life Ins Co

VTS584 - Prudential Ins Co of America

VTS595 - Putnam Financial Services Inc

VTS655 - Security Benefit Life Ins Co

VTS687 - MFS/Sun Life Assur of Can(USA)

VTS695 - Teachers Ins Annuity Assoc

VTS696 - Teachers Ins Annuity Assoc

VTS702  - Travelers Insurance Company

VTS710 - American Century Investments

VTS724 - The Union Central Life Ins Co

VTS728 - Variable Annuity Dept – UNUM

VTS743  - USAA Life Insurance Company

VTS769 - AIG Variable Annuity Life Ins

VTS775 - Fidelity Investments Inst Serv

VTS785 - Waddell & Reed Financial Serv

VTS792 - American General Annuity Ins

VTS821 - Pioneer Investment Mgmt Serv

VTS823 - The Vanguard Group of Inv Cos

VTS828 - PFS Investments Inc.

VTS829 - Mackay-Shields Tax Shltd An Pr

VTS830  - John Hancock Life Ins Co (USA)

VTS831 - Janus Capital Corporation

VTS834 - National Western Life Ins Co

VTS835 - Invesco Funds Group Inc

VTS838 - LIFEUSA

VTS839 - American Funds Investors

VTS842 - New England Financial

VTS843 - MetLife Investors USA Ins Co

VTS844 - First Investors Corp

For consistency of use throughout 2010, these new Benefit Plans will be effective in SHARP starting with the payroll period beginning December 13, 2009 and ending December 26, 2009, paid January 8, 2010. In order to transition the employee set up from the current Benefit Plan (VTSA) to the appropriate new Benefit Plan listed above, the Department of Administration, Division of Personnel Services (DPS) will be responsible for changing the current enrollment for affected employees on the Savings Plans table in SHARP effective December 13, 2009. DPS will establish a new row on the Savings Plans table effective December 13, 2009 using the new Benefit Plan appropriate for the Investment Option in which the employee is currently enrolled. Agencies should note that the Investment Options listed above already currently exist in SHARP under the one Benefit Plan (VTSA). Only the VTSXXX Benefit Plan codes listed above will be added new to the system.

The Division of Accounts and Reports, Payroll Systems Team is responsible for adding these new Benefit Plan codes to the SHARP payroll system. Regent’s institutions are responsible for ensuring that all these changes are made in their respective systems effective with the payroll period noted above. Regent’s institutions should also ensure that these changes are included on the Benefits Interface file that is submitted to SHARP.

KEO:NTR:ewb

10-P-015 Increase in Parking Fees for City of Topeka Parking Garages (Supersedes 09-P-017)
DATE: December 11, 2009
SUBJECT: Increase in Parking Fees for City of Topeka Parking Garages
EFFECTIVE DATE: Payroll Period Beginning December 27, 2009 and Ending January 9, 2010, Paid January 22, 2010
CONTACT: Cindy Lo (785) 296-2259 cindy.lo@da.ks.gov
APPROVAL: Image of approval signature.
SUMMARY:

Increase in Parking Fees for City of Topeka Parking Garages

 

Effective January 1, 2010, the City of Topeka is increasing its monthly parking rates, including reserved stalls, for all City parking garages. This rate increase impacts State of Kansas agencies with contracts for parking in the Centre City Garage (9th and Kansas) and the 512 Jackson garage. The monthly parking rates will increase to $67.75 a month for non-reserved spaces and $75.50 a month for reserved spaces. Employees who park in these garages will see their parking deduction increase as follows starting with the payroll period beginning December 27, 2009 and ending January 9, 2010, paid January 22, 2010:

 

Garage Address Dept/Agy Rate Parking Deduction Code New bi-weekly deduction effective after pped 1/09/20 Admin Fee Deduction Code New Admin Fee effective for pped 1/09/2010

512 Jackson

Dept. on Aging

Standard

PPKA02

$19.73

PKAD04

$1.51

     

APKA02

$19.73

PKAD04

$1.51

             

Centre City Garage

Dept. of Agriculture

Standard

PPKA07

$31.27

PKAD11

$2.39

     

APKA07

$31.27

PKAD11

$2.39

   

Reserved

PPKA57

$34.85

PKAD50

$2.67

     

APKA57

$34.85

PKAD50

$2.67

             

Centre City Garage

Ethics Commission

Standard

PPKA08

$31.27

PKAD11

$2.39

     

APKA08

$31.27

PKAD11

$2.39

   

Reserved

PPKA58

$34.85

PKAD50

$2.67

     

APKA58

$34.85

PKAD50

$2.67

             

Centre City Garage

Conservation Commission

Standard

PPKA09

$31.27

PKAD11

$2.39

     

APKA09

$31.27

PKAD11

$2.39

   

Reserved

PPKA59

$34.85

PKAD50

$2.67

     

APKA59

$34.85

PKAD50

$2.67

 

 

 

 

 

 

 

Centre City Garage

Kansas Water Office

Standard

PPKA10

$31.27

PKAD11

$2.39

     

APKA10

$31.27

PKAD11

$2.39

   

Reserved

PPKA60

$34.85

PKAD50

$2.67

     

APKA60

$34.85

PKAD50

$2.67

 

The Division of Accounts and Reports, Payroll Systems Team will make the necessary updates to the SHARP payroll system to effect this change for all employees for whom SHARP calculates pay. Regents’ institutions are responsible for ensuring that this change is made in their individual systems.

 

KEO:NTR:ccl

10-P-016 2010 Percentage Method Tables for Federal Tax Withholding (Supersedes 09-P-015)
DATE: December 14, 2009
SUBJECT:

2010 Percentage Method Tables for Federal Tax Withholding

EFFECTIVE DATE: January 1, 2010
CONTACT:

Jennifer Holthaus

(785) 368-6313

Jennifer.Holthaus@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

New Federal Withholding Tax Tables Effective for Paychecks Issued On or After January 1, 2010.

The Internal Revenue Service (IRS) has issued new tables for the percentage method of withholding for 2010. The attached tables are to be used in computing federal tax withholding for wages paid on or after January 1, 2010. In order to use the attached tables, income must be annualized. To annualize income, multiply federal taxable income for the current bi-weekly pay period by the twenty-six pay periods in the year. In addition, the value of one withholding allowance remains at $3,650 for 2010.

IRS regulations continue to require employees claiming exempt status from federal tax withholding (for income earned in the United States) to file a new W-4 form annually. Employees are eligible for the exempt status if the following criteria are met: 1) the employee had no income tax liability in the previous years, and 2) the employee anticipates no income tax liability in the upcoming year.

An e-mail notification was sent on December 2, 2009 to all SHARP employees who were exempt from federal withholding in 2009. The notification reminded employees that a new W-4 must be submitted to continue the federal tax withholding exempt status for 2010. The notification was sent to the employee’s e-mail address listed under ‘Update My Profile’ in the Employee Self Service Center at https://sharp.ks.gov/psp/ESS/?cmd=login. Agencies will need to distribute notifications to their employees who lack an individual e-mail address.

SHARP employees are encouraged to use the Employee Self Service functionality to file their 2010 W-4s. The 2010 Form W-4 is immediately available at the IRS website at http://www.irs.gov/pub/irs-pdf/fw4.pdf and at the Accounts and Reports website at http://www.da.ks.gov/ar/payroll/default.htm. Employees should submit their new W-4s by December 16, 2009 to allow adequate time for processing. Agency personnel have until 6:00 p.m. on December 21, 2009 to enter all paper W-4s into the system. It is important that agency personnel check the ‘New W-4 Received’ radio button on the employee’s ‘Federal Tax Data 1’ page in SHARP for the effective-dated row that is entered. Agency Workflow Administrators also need to check the ‘New W-4 Received’ radio button on electronic W-4s submitted by the employee for calendar year 2010.

The KPAY320 will process during the batch cycle generated on the evening of December 21, 2009. This process will search for employees for whom a W-4 notification was sent. If a new W-4 has not been received, a January 1, 2010 effective-dated row will be placed in the employee’s Tax Data record, and will update the employee’s marital status to ‘single’ and exemptions to ‘zero’. (Please note the KPAY320 process will also update the existing SHARP federal tax data records for all employees claiming the advance Earned Income Credit in 2009 in which the ‘New W-5 Received’ radio button is not checked. The update will insert a January 1, 2010 effective dated row with an EIC Status of ‘Not Applicable’.)

For any Forms W-4s for 2010 (or Forms W-5s for 2010 for employees claiming the advance EIC) received between December 21, 2009 and January 1, 2010, agency personnel will need to enter the data with a January 2, 2010 effective date. The data will need to be entered into SHARP by 6:00 p.m. on Thursday, December 31, 2009 in order to be reflected in the on-cycle paycheck dated January 8, 2010. Agency Workflow Administrators will also need to change the effective date to January 2, 2010 for any electronic FormsW-4s for 2010 received in this time period. Please refer to the Employee Payroll Tax Data section of the Payroll module in the on-line CBT (Computer Based Training) for specific instructions on entering employee tax data information and worklist maintenance.

IRS regulations require non-resident alien employees who claim an exempt status from federal withholding tax up to their treaty limit (for income earned in the United States) to file a new 8233 annually. Employees who claimed a non-resident alien exempt status in calendar year
2009 must file a new 8233 form for calendar year 2010 if they wish to continue their non-resident alien status. As a reminder, Regents Institutions are responsible for the accuracy of the eligibility of their non-resident alien employees and for monitoring maximum presence.

The KPAY320 processed on December 21, 2009 will enter a new effective dated row in the SHARP federal tax data records for employees with a special tax withholding status of ‘Non-Resident Alien’ to reflect that no 8233 form has been submitted for calendar year 2010. The new tax data row will be dated January 1, 2010. Regents Institutions are responsible for updating the 8233 indicator on the tax data records once a form 8233 for calendar year 2010 has been submitted.

The KPAY320 creates a report (by SHARP agency) that identifies all agency employees whose exempt withholding status and/or EIC was updated in SHARP on the night of December 21, 2009. The report will be available in the agency directory on the MVS on Tuesday, December 22. A report will not be provided for the ‘Non-Resident Alien’ updates since reports are generated periodically throughout the calendar year to identify employees who have had non-resident alien earnings reported but whose tax data records indicate a current 8233 form has not been received.

The Department of Administration will make all of the necessary changes in the computation of withholding taxes for SHARP agencies. Regents’ institutions are responsible for implementing the new withholding tax rates in their respective payroll systems.

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Attachment: Tables for Percentage Method of Withholding pdf

10-P-017 New Advance Earned Income Credit Tables for 2010 (Supersedes 09-P-016)
DATE: December 14, 2009
SUBJECT:

New Advance Earned Income Credit Tables for 2010

EFFECTIVE DATE: January 1, 2010
CONTACT:

Jennifer Holthaus

(785) 368-6313

Jennifer.Holthaus@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

New Advance Earned Income Credit Tables Effective for Paychecks Issued on or After January 1, 2010

The Internal Revenue Service (IRS) has issued the new percentage tables for computing the advance earned income credit (EIC) payments effective for 2010. The attached tables are to be used in computing all advance EIC payments for wages paid on or after January 1, 2010. In order to use the attached tables, income must be annualized. When annualizing income to calculate the advance EIC, multiply federal taxable income for the current bi-weekly pay period by the twenty-six pay periods in the year.

As of this date, the IRS has not issued the 2010 Form W-5 - Earned Income Credit Advance Payment Certificate. Once the W-5 becomes available, notification will be sent to subscribers of the SHARP Infolist. SHARP users interested in subscribing to the Infolist, but who have not yet done so, can subscribe at http://da.ks.gov/SHARP/infolist.htm. The 2009 Form W-5 expires on December 31, 2009. The 2010 Form W-5 must be filed with the employer before advance 2010 payments can begin. Generally, employees have to successfully answer questions listed on page 2 of Form W-5 in order to be eligible for advance payments. In addition to meeting other criteria, advance EIC qualifiers must have at least one qualifying child and expect that 2010 earned and adjusted gross income will each be less than $35,535.00 for single employees or $40,545.00 if filing jointly (include spouse’s income if filing jointly). Employees cannot claim the EIC if planning to file either Form 2555 or Form 2555-EZ (relating to foreign earned income). Finally, a nonresident alien may not claim the advance EIC for 2010 unless married to a U.S. citizen or resident and elects to be taxed as a resident alien for all of 2010.

The IRS has established the following three employee status categories: (a) Single or Head of Household, (b) Married Without Spouse Filing Certificate, and (c) Married With Both Spouses Filing Certificate. Married employees must indicate on Form W-5 if their spouse receives advance EIC payments.

An e-mail notification was sent on December 2, 2009 to all SHARP employees receiving advance EIC payments in 2009. The notification reminded employees that a new Form W-5 must be submitted to continue the advance EIC payments in 2010. The notification was sent to the employee’s email address listed under ‘Update My Profile’ in the Employee Self Service Center at https://sharp.ks.gov/psp/ESS/?cmd=login. Agencies will need to distribute notifications to their employees who lack an individual e-mail address.

Agency personnel have until 6:00 p.m. on December 21, 2009 to update SHARP with the new EIC information for all employees who submit a new paper Form W-5 for 2010. It is important that agency personnel check the ‘New W-5 Received’ radio button on the employee’s ‘Federal Tax Data’ page for the new effective-dated row that is entered.

The KPAY320 will process in the batch cycle generated the evening of December 21, 2009. This process will search for employees who were sent a W-5 notification. If a new W-5 has not been received, a January 1, 2010 effective-dated row will be inserted in the employee’s Tax Data record with an EIC status of ‘Not Applicable’. (Please note the KPAY320 process will also update all employees claiming exemption from federal withholding tax in 2009, if a new W-4 has not been received. The update will place a January 1, 2010 effective-dated row in the employee’s tax record with a marital status of ‘single’ and zero exemptions.)

For any Forms W-5 for 2010 (or Forms W-4 for 2010 for employees claiming exemption from withholding) received between December 21, 2009 and January 1, 2010, agency personnel will need to enter the data with a January 2, 2010 effective date. The data will need to be entered into SHARP by 6:00 p.m. on Thursday, December 31, 2009 in order to be reflected in the on-cycle paycheck dated January 8, 2010. Please refer to the Employee Payroll Tax Data section of the Payroll module in the on-line CBT (Computer Based Training) for specific instructions on entering employee tax data information and worklist maintenance.

The KPAY320 creates a report (by SHARP agency) that identifies all agency employees whose exempt withholding and/or EIC status was updated in SHARP on the night of December 21, 2009. The report will be available in the agency directory on the MVS on Tuesday, December 22.

The Department of Administration will make all of the necessary changes in the computation of the advance EIC for SHARP agencies. Regent’s institutions are responsible for implementing the new advance EIC rates in their respective payroll systems.

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Attachment: Advance Earned Income Credit Formulas pdf

10-P-018 Change in Organization Dues Deduction for the Kansas State Troopers Association (Supersedes 02-P-039)
DATE: December 15, 2009
SUBJECT:

Change in Organization Dues Deduction for the Kansas State Troopers Association

EFFECTIVE DATE: Payroll Period Beginning January 10, 2010 and Ending January 23, 2010, Paid February 5, 2010
CONTACT:

Janice Wolfley

(785) 296-3699

Janice.Wolfley@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

Organization Dues Changes for ORG281, ORG282 and ORG283

The bi-weekly organization dues for members of the Kansas State Troopers Association will increase for all three levels as follows:

DEDUCTION CODE NEW RATE

ORG281

$16.85

ORG282

$ 23.52

ORG283

$ 27.67

The new rates will become effective with the payroll period beginning January 10, 2010 and ending January 23, 2010, paid February 5, 2010.

The Division of Accounts and Reports, Payroll Systems Team is responsible for making this rate change in the SHARP system. Agencies are responsible for ensuring that employees are enrolled in the correct dues organization. Regent’s institutions are responsible for ensuring this change is reflected in their individual systems and is effective for paychecks issued on or after February 5, 2010.

 

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10-P-019 W-2 Wage and Tax Statements for Calendar Year 2009 (Supersedes 09-P-018)
DATE: January 6, 2010
SUBJECT:

W-2 Wage and Tax Statements for Calendar Year 2009

EFFECTIVE DATE: Immediately
CONTACT:

Jennifer Holthaus

(785) 368-6313

Jennifer.Holthaus@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

Information Pertaining to Employee 2009 W-2 Statements

The final version of the KTXPR55 W-2 listing has been generated.  The KTXPR55 report contains all information printed on the 2009 W-2 Wage and Tax Statement for each employee of your agency.  Agencies will find the report in their agency mailbox on the MVS with a date of December 31, 2009.  This report should be downloaded and retained by your agency to meet your historical record needs.  This report will be removed from your MVS mailbox and will be no longer available for downloading after January 29, 2010.

The KTXPR55 W-2 listing is sorted as follows: 1) by department number, 2) alphabetically by last name, and 3) by social security number (SSN).  Totals are included for each 10-digit department number as well as a grand total summary for the entire agency.  The 'DIST. TOTAL' represents the total number of 2009 W-2's that were printed for your agency.  The Department of Administration will be preparing a STARS voucher to bill each agency for the applicable costs associated with mailing the 2009 W-2's.

In those instances where an employee has worked for more than one department, one W-2 form has been prepared which includes earnings and deductions for all departments.  The W-2 information for these employees will be included on the KTXPR55 W-2 listing for the department number appearing on the employee's most current job record.

The standard W-2 will be used again for 2009.  The standard W-2 is one page, contains four copies (a copy to be used with the employees federal return, two copies that can be used for the employees state and local returns, and a copy for the employee records), and is pressure-sealed.

Agencies are reminded that the mailing address on the Contact Information page will be the primary address used for mailing the W-2.  If the employee has no mailing address, then the employee's home address will be used for mailing the W-2.  Most employees should continue to receive their W-2’s at home, since the majority of employees do not have a mailing address.  In situations where the address information is not correct or is not sufficient for postal delivery, the W-2 form will be mailed to the agency for distribution to the employee.  The return address for all W-2 forms mailed this year will again be the agency address. 

All 2009 W-2’s, which are considered undeliverable to the employees and are returned to the agency by the U.S. Postal Service, should be retained by the agency until April 16, 2010.  At that time, they should be sorted in alphabetical order by last name, first name, and middle initial

within department number and returned to the Division of Accounts and Reports, Payroll Services. 

In cases where the 2009 W-2 Wage and Tax Statement form does not agree with your records, please send a copy of the form to this office with an explanation.  For all cases where the social security number is incorrect, please include a copy of the employee's social security card with the explanation.  State agencies are not authorized to make changes on the W-2 forms.  The Social Security Administration and the Kansas Department of Revenue must be notified of corrections made by the Department of Administration.

For employees needing duplicate W-2’s for years 2004 through 2009, agencies are strongly encouraged to recommend that employees use the ‘W-2 Reissue Request’ functionality found in Employee Self Service at https://sharp.ks.gov/psp/ESS/. After logging into the system and selecting ‘W-2 Reissue Request’, the employee will be asked to review the Tax Address and make any needed corrections.  Please note that the Tax Address is where the reissued W-2 will be mailed, so it is imperative that the address is correct.  The employee will also need to specify for which tax year (2009, 2008, 2007, 2006, 2005, or 2004) the reissued W-2 is needed.  Duplicate W-2’s for 2004 - 2008 are currently available, and duplicate W-2’s for 2009 will be available starting on Wednesday, January 20, 2010.  Please note that duplicate W-2’s for the year 2004 will no longer be available after mid-April 2010.

The Division of Accounts and Reports, Payroll Services will continue to provide duplicate W-2’s for those employees who cannot access Employee Self Service.  Requests for duplicate W-2’s received by Payroll Services by noon of each Thursday will be processed Thursday evening and mailed the next day.  Agencies need to verify the mailing addresses for the W-2’s and submit the correct addresses to Payroll Services.  Agencies are requested to submit one blanket request for duplicate 2009 W-2's for each printing.  The requests should be in employee ID order and should include each employee's name and correct mailing address in addition to the employee ID.  Requests for duplicate W-2's for years prior to 2009 should be submitted separately.  Duplicate 1042S form requests should also be submitted separately.  Requests for either duplicate W-2 or 1042S forms should be directed to Payroll Services at telephone number 785-296-2311.

Attachment A has been included with this circular to assist agencies in answering questions regarding the W-2 forms.  The attachment defines what items must be added (+) or subtracted (-) to arrive at the amounts shown on the W-2 form.  In addition, agencies may also consider utilizing the SHARP KPAY318, “Year to Date Balances” report to assist in answering W-2 related questions.  The report is available through SHARP using the path: Home / Payroll for North America / Periodic Payroll Events USA / Balance Reviews / Year to Date Balances.  Employee ID and year are required to run this report.  See Accounts and Reports Informational Circular No. 97-P-005 dated October 31, 1996 for additional information regarding the KPAY318. 

Please note that on-cycle and off-cycle paychecks dated December 24, 2009 and off-cycle checks dated December 28, 2009 and December 31, 2009 are included in the 2009 W-2 amounts.

   

Attachments:

2009 W-2 Wage and Tax Statement Calculations xls

Sample KPAY318.SQR xls

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10-P-020 2010 W-2 Production Report Schedule (Supersedes 09-P-019)
DATE: January 6, 2010
SUBJECT:

2010 W-2 Production Report Schedule

EFFECTIVE DATE: Immediately
CONTACT:

Jennifer Holthaus

(785) 368-6313

Jennifer.Holthaus@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

2010 W-2 Production Report Schedule

In an effort to reduce the time and effort required of Regents and SHARP agency personnel as well as Payroll Services staff at the end of the calendar year, the 2010 W-2 production reports will be produced throughout the calendar year. By producing the reports on a scheduled basis during the year, the work associated with identifying and correcting errors/address problems can be more evenly distributed. The following is a list of the dates the 2010 W-2 production reports are scheduled to be generated:

  • Friday, February 19, 2010
  • Friday, March 19, 2010
  • Friday, April 30, 2010
  • Friday, May 14, 2010
  • Friday, June 11, 2010
  • Friday, July 9, 2010
  • Friday, August 6, 2010
  • Friday, September 3, 2010
  • Friday, October 1, 2010
  • Friday, October 29, 2010
  • Friday, November 12, 2010
  • Wednesday, November 24, 2010
  • Wednesday, December 8, 2010
  • Monday, December 13, 2010
  • Monday, December 20, 2010
  • Monday, December 27, 2010
  • Wednesday, December 29, 2010 - Tentative Final Load

Agencies should anticipate finding copies of the KTXPR55 and TAX910ER reports in their agency mailbox on the MVS on the first working day following the above listed scheduled dates. Errors appearing on TAX910ER for SHARP agencies will be monitored and corrected by Accounts and Reports. Regent’s institutions are responsible for monitoring and correcting their own errors in a timely manner. No action is required by the agency on the KTXPR55. Once the W-2’s for 2010 are complete, a final KTXPR55 report will be generated for each agency’s information and review.
In addition, the Regent’s institutions will receive the report TAX900 in their agency mailbox on the MVS. The TAX900 report should be thoroughly reviewed and any correcting transactions processed timely. It will continue to be the Regent’s responsibility to use the Management Reporting Interface file (MRI) to reconcile the year-to-date amounts in SHARP to the year-to-date amounts in their individual payroll systems.

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10-P-021 Organization Dues Change for ORG050 and ORG051 (Supersedes 99-P-025)
DATE: January 14, 2010
SUBJECT:

Organization Dues Change for ORG050 and ORG051

EFFECTIVE DATE: Payroll Period Ending January 23, 2010
CONTACT:

Janice Wolfley

(785) 296-3699

Janice.Wolfley@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

Change in Organization Dues Deduction for SEAK Members

The organization dues for the State Employees Association of Kansas (SEAK) will be increased from $4.50 to $5.50 for regular members (ORG050) and from $1.50 to $2.50 for single, head of household members (ORG051) per biweekly payroll period. The new rates will become effective with the payroll period beginning January 10, 2010 and ending January 23, 2010, paid February 5, 2010.

The Division of Accounts and Reports, Payroll Systems Team is responsible for making this change in the SHARP system. Regent’s institutions are responsible for ensuring this change is reflected in their individual systems and is effective for paychecks issued on or after February 5, 2010.

 

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10-P-022 KPAYGL5C Updated File Layout
DATE: February 9, 2010
SUBJECT:

KPAYGL5C Updated File Layout

EFFECTIVE DATE: June 30, 2010
CONTACT:

Earl Brynds

(785) 296-5376

Earl.Brynds@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

KPAYGL5C, General Ledger Extract, Updated File Layout for Conversion to SMART

KPAYGL5C, the General Ledger Extract Outbound Interface File, is a flat file of general ledger data provided to select agencies to assist with reporting needs.  The KPAYGL5C is generated as part of the Day 4 and Day 6 payroll processing schedules.  The KPAYGL5C generated on DAY 6 contains information for only the on-cycle payroll for the period; the file generated on DAY 4 contains information for the on-cycle payroll as well as all off-cycle activity for the period.

The implementation of the new Statewide Management and Reporting Tool (SMART) System requires significant changes to the layout of the KPAYGL5C file to account for the changes in chartfield values and source tables that will occur.  Attached is the updated KPAYGL5C file layout which will be effective with all KPAYGL5C files generated on or after June 30, 2010.

As part of the on-going effort to protect and secure the personally identifiable information of employees of the State of Kansas, Social Security Number has been removed from the updated file layout.  Employee ID as well as Position Number continue to be included. 

Please note, the KPAYGL5C file is only created for those agencies who have requested that it be generated for their agency.  If your agency is not currently receiving the KPAYGL5C and would like to have it generated for your agency beginning June 30, 2010, please contact Earl Brynds, Payroll Systems Team Lead, at Earl.Brynds@da.ks.gov or via phone at (785) 296-5376 to submit your request.

Attachment:

KPAYGL5C Updated File Layout xls

 

10-P-023 Employer KPERS Death and Disability Insurance Contributions Moratorium
DATE: April 1, 2010
SUBJECT:

Employer KPERS Death and Disability Insurance Contributions Moratorium

EFFECTIVE DATE: April 1, 2010
CONTACT:

Cindy Lo

(785) 296-2259

Cindy.Lo@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

Suspension of Employer Contributions for KPERS Death and Disability Insurance for the period of April 1, 2010 to June 30, 2010

A moratorium that suspends employer contributions for KPERS Death and Disability Insurance is being implemented from April 1, 2010 to June 30, 2010. The Division of Accounts and Reports will not collect or remit the employer portion of KPERS Death and Disability insurance contributions for pay periods that have an original check issue date on and after April 16, 2010. The KPERS Death and Disability Insurance moratorium will start effective with the pay period beginning March 21, 2010 and ending April 3, 2010, paid April 16, 2010. Please note that the KPERS Death and Disability contributions for off-cycle payrolls are calculated based on pay period end dates, so paycheck adjustments processed after April 1, 2010 for pay period end dates prior to April 3, 2010 will continue to have the contributions collected and remitted. Refer to Informational Circular 10-P-008 to review the dates the previous moratorium was in effect for 2009. Remittances will continue to be made according to the normal schedule for the prior period adjustments.

Agencies are reminded that it is extremely important that the appropriate ‘GTL’ code be established in SHARP’s Retirement Plans page ( Plan Type 7U) under Benefits, or for Legislators the Life and AD/D Benefits page ( Plan Type 22) for new employees hired after March 21, 2010, even though the agency will not be charged for KPERS Death and Disability contributions. If the appropriate ‘GTL’ code is not established, the imputed income, if applicable, will not be properly calculated for the new employee.

Regent institutions are reminded that the Death and Disability Insurance moratorium is for the employer paid contributions only. The moratorium does not extend to members of Board of Regents retirement plans who elect to continue the Death and Disability Insurance coverage while on leave without pay under the provisions of K.S.A. 74-4927a(8), which specifically requires the "employee" to remit the required contribution while on leave without pay.

The Division of Accounts and Reports, Payroll Systems Team, will make the necessary updates to the SHARP payroll system to effect this change for all employees for whom SHARP calculates pay. Regent’s institutions are responsible for ensuring that this change is made in their respective systems effective with the payroll periods noted above.

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10-P-024 Fiscal Year End Payroll Processing for FY 2010 and Transition to SMART for FY2011 (Supersedes 09-P-031)
DATE: May 5 , 2010
SUBJECT:

Fiscal Year End Payroll Processing for FY 2010 and Transition to SMART for FY2011

EFFECTIVE DATE: Immediately
CONTACTS:

Joyce Dickerson

Earl Brynds

(785) 296-3979

(785) 296-5376

Joyce.Dickerson@da.ks.gov

Earl.Brynds@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

Summary of Fiscal Year End Payroll Processing and SHARP Impacts for SMART Transition

This informational circular will discuss key payroll processing concepts to aid in fiscal year end closing as well as discuss key dates and payroll changes in SHARP as a result of the transition to the Statewide Management, Accounting and Reporting Tool (SMART) for Fiscal Year 2011. On-cycle and off-cycle dates have been changed in June in order to accommodate the transition to SMART. Please review carefully the information contained in this circular and in the calendars attached.

Note: Another informational circular regarding the fiscal year 2011 payroll contribution rates will be issued as soon as the information becomes available.

Prior Period Paycheck Reversals/Adjustments/Supplementals

Beginning with the implementation to SMART, the custom general ledger process currently used in SHARP is being replaced with the delivered PeopleSoft general ledger process. As a result, the Run A off-cycle processed in SHARP on Friday, June 18, 2010 will be the Final Payroll run for Fiscal Year 2010 and the last opportunity for agencies to enter any prior period adjustments on-line for pay periods prior to June 12, 2010. Please note that the previously scheduled Run B off-cycle for June 23, 2010 is cancelled due to conversion processes for SMART.

Starting with the first payroll run for Fiscal Year 2011 on June 28, 2010, all paycheck reversals/adjustments/supplementals for pay periods on or before June 12, 2010 must be submitted by completing form DA-180, Paycheck Reversal/Adjustment/Supplemental, for central processing by the Division of Accounts and Reports Payroll Services Team. Instructions for requesting a centrally entered adjustment can be found at http://www.da.ks.gov/ar/payroll/adjustment.htm .

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 12, 2010 will use fiscal year 2010 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 12, 2010 will use fiscal year 2011 rates. Benefit contributions include: KPERS, TIAA-CREF, KPEDCP, workers compensation insurance, state leave reserve assessment, flexible spending accounts administrative fee, 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. 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 A off-cycle (scheduled for June 18, paid June 25) for the pay period ending June 12, 2010 will be the last opportunity to have a paycheck adjustment charged to fiscal year 2010 expenditures. The Run C off-cycle (processed June 28, paid July 1) for the pay period ending June 12, 2010 will be charged to fiscal year 2011 expenditures.

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

Department Budget Tables and Fiscal Year Changes

For SMART conversion, all current FY2010 and prior rows in the Department Budget/Combination Code tables will be archived and deleted from the tables. New Fiscal Year 2011 agency funding will be uploaded to the Department Budget/Combination Code/Task Profile (Time & Labor) tables via agency spreadsheets provided for SMART conversion. This process is scheduled to run during the day of June 21, 2010. Agencies will have access in SHARP beginning Wednesday, June 23 to validate combination codes and Department Budget funding was loaded correctly. In that process, a new row will be added to the Department Budget tables with an effective date of June 13, 2010 (beginning date of the first on-cycle payroll charged to FY2011). The Budget End Date will be June 12, 2011. When adding new rows for FY2011, agencies should verify that June 12, 2011 was used as the Budget End Date for FY2011.

GHI Adjustments

As of July 1, 2010, NO payroll processing for GHI adjustments should be made for contract year 2008. Contact Brenda Vaughn (785) 296-3226 Brenda.Vaughn@khpa.ks.gov at Kansas Health Policy Authority about any event maintenance changes that may affect claims processing for contract year 2008.

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 STARS funding file and DA175/176 effect the correct fiscal year expenditures. Beginning with the first payroll run for Fiscal year 2011 on June 28, 2010, Regents will be replacing the STARS funding file and DA175/176 with an INF06 interface file processed in SMART.

Currently, local employer taxes are submitted in SHARP using employer general deduction codes LCO001, LCO002, LOR001, and LOR002 for locals in Colorado and Oregon. Effective July 1, 2010 local employer taxes must be submitted as taxes on the pay detail file using tax class ‘R’ for these and any future employer local taxes established. Balances for employees with 2010 year-to-date deductions will be moved to employer taxes by Accounts & Reports, Payroll at the time of the conversion to SMART.

Reminders

To help reduce the number of adjustments to process, SHARP agencies are reminded of the following:

  1. 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. Any changes to the employee’s job data information (i.e., pay grade, rate of pay, FLSA status, etc.) that are entered after the creation of the paysheets will not be reflected in the employee’s on-cycle paycheck for the period and will require special handling.
  2. 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’.

Additional Key Payroll Changes for Transition to SMART

As a result of the SMART implementation on July 1, 2010, the following is a summary of additional key payroll changes that are being implemented in SHARP effective beginning June 23, 2010.

Time and Labor

Twelve agencies will implement the PeopleSoft Time and Labor module. Agencies 039, 122, 143 and 710 will utilize an interface to enter employee’s time into Time and Labor. Agencies 046, 083, 171, 264, 296 and 300 will use self-service. Agencies 034 and 280 will use time keepers.

Payable time from Time and Labor will load into payroll. Regular pay will be captured in the ‘Other Earnings’ section of the employee paycheck view and the PAY002 report instead of the ‘Earnings’ section as from before with Time and Leave. Also, new earnings code ‘RE1’ will be used for regular pay for both exempt and non-exempt employees. Time and Labor uses Time Reporting Codes (TRC) to report time that map to Earnings Codes for use in Payroll. A complete listing of the TRC to Earnings code mapping can be found at “Time and Labor Time Reporting Codes” on the Department of Administration SHARP website at www.da.ks.gov/sharp/documents under the “Time and Labor Documents” section.

Exempt employees in Time and Labor will report leave time using different codes than from before in Time and Leave. A complete listing of the crosswalk for the new leave codes that exempts should use can be found at “Time and Labor Salaried Leave TRC Crosswalk” on the SHARP website referenced above under the “Time and Labor Documents” section.

Some Time and Labor agencies will be utilizing the Labor Distribution functionality of Time and Labor. Payable time is sent to payroll and then when the labor distribution process runs, payable and non-payable time (if applicable) are allocated based on percentages that are entered for agency project task profiles in Time and Labor. Please note that it is very important for agencies to NOT update any of their task profile information after pay calculation has begun for a pay period as it could result in pay errors. These allocations can be viewed in the ‘Other Earnings’ section of the employee paycheck view and on the PAY002 report.

Taxable Group Life

As a result of the implementation to SMART, the processing of the current employee taxable group life deduction (GTL%%% deduction code, deduction class ‘T’) in SHARP is changing effective with all checks paid on or after July 1, 2010. This amount of taxable group life will now be processed using an earnings code rather than a deduction. New earnings code ‘TGL’ will be used to record the taxable group life amount. However, the calculation of this amount will not change. The new earnings code does not add to Gross Pay but will be reported on the employee’s W-2. The TGL amount can be viewed in the ‘Other Earnings’ section of the employee paycheck view and on the PAY002 report. Please note that the non-taxable portion of group term life (GTL%%% deduction code, deduction class ‘N’) will continue to be processed as an employer deduction.

Organization Dues/United Way Fees

As a result of the implementation to SMART, the statutorily authorized fees currently deducted from the monthly remittance for organization dues and united way must be established as separate deduction codes effective with all checks paid on or after July 1, 2010. The fee for both organization dues and united way/health charities will be standardized at $ .06 per bi-weekly payroll period per deduction. The full amount of the employee contribution for united way/health charity deductions will continue to be included on the employee W-2 form.

For existing deductions:
  • During the SHARP conversion, each existing ORG%%% and UTD%%% deduction code will have a corresponding ORF%%% and UTF%%% deduction code established in SHARP with a flat rate of $ .06. Conversion programs will automatically end the current general deduction row effective 6/13/10 and set up the new employee general deductions, including the fee rows, effective 6/13/10 with the appropriate deduction amounts.
  • The Division of Accounts and Reports will make the necessary table updates required to modify the org dues flat rate deduction amounts.
Agencies are strongly encouraged to verify the new ORG/ORF and UTD/UTF setup for your employees in the general deduction table after SHARP is available on June 23, 2010 and report any issues to Payroll Services as soon as possible.

For future deductions:
  • United Way/Health Charities: Agency personnel will continue to enter united way/health charity general deductions during the enrollment period as they have in the past. Following the closing date each year for united way general deduction enrollment, a batch program will be run to update the deduction amount to account for the fee and insert the corresponding UTF%%% row.
  • Organization Dues: Effective 6/13/10, agency personnel will continue to establish the appropriate ORG%%% row upon employee enrollment. Agency personnel must also establish a corresponding ORF%%% (i.e. ORG001 and ORF001) row in order for the fee to be properly deducted.
  • Ending United Way/Org Dues Deductions: When ending an employee deduction, agency personnel must be sure to insert the correct deduction end date on both the UTD%%%/ORG%%% and the corresponding UTF%%%/ORF%%% row in employee general deduction.
  • KOSE/KAPE/PAC: The Division of Personnel Services will continue to process all KOSE/KAPE/PAC deductions and insert the appropriate general deduction rows upon employee enrollment.

The new ORF%%% and UTF%%% deduction codes can be viewed on the paycheck deductions page of the employee paycheck view and on the PAY002 report.

Paycheck Numbers on Printed Paychecks

Paycheck numbers on printed paychecks in SHARP will use 10 digits instead of the current 7 digits effective with all paychecks printed on or after July 1, 2010. Please note that the paycheck number on the employee paycheck view and on the PAY002 report will still use the current 7 digit number. However, when the paycheck is printed a prefix of ‘100’ is added to the 7 digit number. Also, this 10 digit number is sent to SMART via an INF48 interface file. For all paychecks issued on or after July 1, 2010, agencies should include the entire 10 digit paycheck number when completing form DA-6P (Paycheck Stop Payment Request).

Employer Expenditure Reporting Changes

Expenditure Sub-Object codes in STARS are being replaced with expenditure accounts in SMART. Expenditure accounts will consist of 6 digit account numbers that begin with ‘5’. Currently in SHARP, expenditure sub-object codes 1750 and 1950 are used to split out the State Employer Contribution for Dependent Health Insurance Contributions and Group Health and Hospitalization Insurance (employee). Effective with all paychecks paid on or after July 1, 2010, all employer contributions for Group Health Hospitalization will be charged to account 519500 only instead of charging two expenditure accounts.

Currently in SHARP, employer OASDI and Medicare are combined under expenditure sub-object code 1910. Effective with all paychecks paid on or after July 1, 2010, employer OASDI will be charged to account 519102 and employer Medicare will be charged to account 519101.

Payroll Journal Posting Schedule in SMART

Currently, payroll encumbrance transactions are posted to STARS during Tuesday evening of pay week in SHARP. There will not be any firm encumbrance processing in SMART. Posting Payroll Journals in SMART will be a 3 step process: edit, budget check, and post. Payroll journals will be sent to SMART three days prior to the paycheck issue date for editing. They will budget check and post in SMART two days before the paycheck issue date. For example, the on-cycle June 26, 2010 pay end date has a paycheck issue date of July 9, 2010. Payroll Journals will be sent to SMART on Tuesday, July 6, 2010 for editing. The payroll journals from this cycle will budget check and post in SMART the night of Wednesday, July 7, 2010. Delays in budget checking and posting could occur if there are errors on the journals.

Changes to the Payroll Processing Schedule

As a result of the implementation to SMART, the following changes have been made to the regular June/July payroll processing schedules for the payroll periods ending June 12, 2010 and June 26, 2010:

Friday, June 11, 2010

Payday for the payroll period ending May 29, 2010.

Time and leave interface agencies must have time and leave files for the period ending June 12, 2010 submitted to the Department of Administration for processing by 5:00 p.m.

Regents’ Run ‘C’ off-cycle payroll files for the period ending May 29, 2010 are due to the Department of Administration by 5:00 p.m.

Monday, June 14, 2010

The Run 'C' off-cycle for the payroll period ending May 29, 2010 continues to be scheduled for June 14, 2010. The check issue date for the Run 'C' off-cycle will remain Thursday, June 17, 2010.

Paysheets for the on-cycle payroll for the period ending June 12, 2010 will be created on Monday, June 14, 2010. All job actions (i.e. promotions, terminations, new hires, leave of absences, step increases, etc.) must be entered by 6:00 p.m. on June 14, 2010 in order to be reflected on the paysheets for this period. (Paysheets would normally be created on Tuesday, June 15, 2010.)

The first on-cycle preliminary pay calculation for the period ending June 12, 2010 will also occur June 14, 2010, rather than Tuesday, June 15, 2010; therefore, all time and leave data should be entered into SHARP and designated ‘OK to Process’ by 6:00 p.m. June 14, 2010.

Tuesday, June 15, 2010

The second on-cycle preliminary pay calculation for the period ending June 12, 2010 will occur June 15, 2010.

Wednesday, June 16, 2010

Final pay confirmation for the on-cycle payroll for the period ending June 12, 2010 will occur June 16, 2010. All employees’ time and leave records must be ‘OK to Process’ by 6:00 PM on June 16, 2010 in order for a paycheck record to be created. All deduction and tax data changes must be entered by 6:00 PM on June 16, 2010 in order to be reflected in the final paycheck created for the employee. The check issue date for the on-cycle will be Friday, June 25, 2010.

Regents’ on-cycle payroll files for the period ending June 12, 2010 are due to the Department of Administration by 6:00 AM on June 16, 2010. (These files would normally be due Friday, June 18, 2010.)

Thursday, June 17, 2010

The Regents’ on-cycle files for the period ending June 12, 2010 will be processed.

Regents’ Run ‘A’ off-cycle payroll files for the period ending June 12, 2010 are due to the Department of Administration by 5:00 p.m. on June 17, 2010.

Friday, June 18, 2010

The Run ‘A’ off-cycle for the period ending June 12, 2010 will be processed June 18, 2010. SHARP agencies have until 6:00 p.m. on this date to enter supplemental and/or adjustment run controls for the Run ‘A’ off-cycle. Paychecks for the Run ‘A’ off-cycle will be dated Friday, June 25, 2010. Please note that this is the final payroll run for Fiscal Year 2010 and the final opportunity for agencies to enter any prior period adjustments on-line for pay periods prior to June 12, 2010.

Saturday, June 19, 2010
SHARP is shut down and unavailable to agencies so that data conversion for SMART can begin.
Wednesday, June 23, 2010

SHARP is available to all agencies. Time and Labor agencies are go-live. Agencies should make it a priority to verify Combination Codes, Department Budget tables and Task Profiles if applicable.

Regularly scheduled Run ‘B’ off-cycle for the payroll period ending June 12, 2010 is cancelled.

Friday, June 25, 2010

Payday for the payroll period ending June 12, 2010.

Regents’ Run ‘C’ off-cycle payroll files for the period ending June 12, 2010 are due to the Department of Administration by 4:00 p.m. on June 25, 2010.

Monday, June 28, 2010

The Run 'C' off-cycle for the payroll period ending June 12, 2010 continues to be scheduled for June 28, 2010. The check issue date for the Run 'C' off-cycle will remain Thursday, July 1, 2010. Please note that this is the first payroll run for Fiscal Year 2011. As a reminder, all paycheck reversals/adjustments/supplementals for pay periods on or before June 12, 2010 must be submitted by completing form DA-180, Paycheck Reversal/Adjustment/Supplemental, for central processing by the Division of Accounts and Reports Payroll Services Team. However, please note that for this off-cycle, Time and Leave agencies will be able to enter supplementals only. Any reversals/adjustments will need to be processed by completing form DA-180.

Time and Leave/Time and Labor interface agencies must have time and leave/Time and Labor Interface (INF42) files for the period ending June 26, 2010 submitted to the Department of Administration for processing by 5:00 p.m. on June 28, 2010.

Agencies should have completed the verification of Combination Codes, Department Budget tables and Task Profiles if applicable.

Tuesday, June 29, 2010

Paysheets for the on-cycle payroll for the period ending June 26, 2010 will be created as usual on Tuesday, June 29, 2010. All job actions (i.e. promotions, terminations, new hires, leave of absences, step increases, etc.) must be entered by 6:00 p.m. on June 29, 2010 in order to be reflected on the paysheets for this period.
The first on-cycle preliminary pay calculation for the period ending June 26, 2010 will also occur June 29, 2010; therefore, all time and leave data should be entered into SHARP and designated ‘OK to Process’ by 6:00 p.m. June 29, 2010. Time and Labor employee timesheets should have been entered and Reported Time submitted and approved prior to June 29, 2010. All Payable Time should be approved by 6:00 PM on June 29, 2010.

Wednesday, June 30, 2010

The 2nd on-cycle preliminary pay calculation for the period ending June 26, 2010 will occur June 30, 2010.

Regents’ on-cycle payroll files for the period ending June 26, 2010 are due to the Department of Administration by 4:00 PM on June 30, 2010.

Thursday, July 1, 2010

The 3rd on-cycle preliminary pay calculation for the period ending June 26, 2010 will occur July 1, 2010.

Friday, July 2, 2010

Final pay confirmation for the on-cycle payroll for the period ending June 26, 2010 will occur July 2, 2010. All employees’ time and leave records must be ‘OK to Process’ by 6:00 PM on July 2, 2010 in order for a paycheck record to be created. Time and Labor employee timesheets must be entered and Reported Time submitted and approved by 11:00 AM on July 2, 2010. After Time Administration runs at 11:00 AM, all Payable Time must be approved by 6:00 PM on July 2, 2010. All deduction and tax data changes must be entered by 6:00 PM on July 2, 2010 in order to be reflected in the final paycheck created for the employee. The check issue date for the on-cycle will be Friday, July 9, 2010.

Regents’ Run ‘A’ off-cycle payroll files for the period ending June 26, 2010 are due to the Department of Administration by 4:00 p.m. on July 2, 2010.

Sunday, July 4, 2010

The Regents’ on-cycle files for the period ending June 26, 2010 will be processed.

Monday, July 5, 2010

Fourth of July Holiday Observed

Tuesday, July 6, 2010

The Run ‘A’ off-cycle for the period ending June 26, 2010 will be processed July 6, 2010. SHARP agencies have until 6:00 p.m. on this date to enter supplemental and/or adjustment run controls for the Run ‘A’ off-cycle. Paychecks for the Run ‘A’ off-cycle will be dated Friday, July 9, 2010.

Regents’ Run ‘B’ off-cycle payroll files for the period ending June 26, 2010 are due to the Department of Administration by 4:00 p.m.

Wednesday, July 7, 2010

The Run ‘B’ off-cycle for the period ending June 26, 2010 will be processed July 7, 2010. SHARP agencies have until 6:00 p.m. on this date to enter supplemental and/or adjustment run controls for the Run ‘B’ off-cycle. Paychecks for the Run ‘B’ off-cycle will be dated Monday, July 12, 2010.

Friday, July 9, 2010

Payday for the payroll period ending June 26, 2010.

Regents’ Run ‘C’ off-cycle payroll files for the period ending June 26, 2010 are due to the Department of Administration by 4:00 p.m. on July 9, 2010.

Monday, July 12, 2010

The Run 'C' off-cycle for the payroll period ending June 26, 2010 will be processed on July 12, 2010. The check issue date for the Run 'C' off-cycle will be Thursday, July 15, 2010.

Time and Leave/Time and Labor interface agencies must have time and leave/Time and Labor Interface (INF42) files for the period ending July 10, 2010 submitted to the Department of Administration for processing by 5:00 p.m. on July 12, 2010.

Attached are revised calendars for the month of June and July 2010 that highlight these payroll processing schedule changes due to the implementation of SMART. The attached calendars are intended for use as supplementary reference tools only; they do not contain the level of detail that is included in the narrative portion of this informational circular.

Please note the changes to the payroll processing schedule and adjust your schedules accordingly. If it becomes necessary to change any of the processing dates identified above, notification of the change will be provided to all subscribers of the SHARP Infolist. SHARP users who are interested in subscribing to the Infolist, but have not yet done so, can subscribe at http://www.da.ks.gov/sharp/infolist.htm

Attachments

June Calendar pdf

July Calendar pdf

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10-P-025 Housing, Food Service and Other Employee Maintenance (Supersedes 09-P-032)
DATE: May 10, 2010
SUBJECT:

Housing, Food Service and Other Employee Maintenance

EFFECTIVE DATE: July 1, 2010
CONTACT:

Jennifer Holthaus

(785) 368-6313

Jennifer.Holthaus@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

Annual review of housing, food service and other employee
maintenance rates required under K.S.A. 75-2961A and K.A.R.
1-19-9

Attached is form DA-171, Housing, Food Service and Other Maintenance Policy for your agency to complete. It is not necessary to return this form to the Division of Accounts and Reports. The completed form should be maintained at your agency. If the items that you provide have been determined to be taxable to the employee, any changes in rates for fiscal year 2011 will require entry into the SHARP v8.9 system at Payroll for North America>Employee Pay Data USA> Create Additional Pay for fringe benefit income. FY2011 rate changes for maintenance should be entered into SHARP by 6:00 pm on Monday, June 28, 2010 in order to be reflected in the paychecks produced in the first preliminary on-cycle pay calculation for the payroll period ending June 26, 2010 (paychecks dated July 9, 2010).

Regent institutions should also complete the Form DA-171 and maintain the completed form at their agency. Regents’ are responsible for updating any rate changes into their payroll system.

Attachment  DA-171 pdf

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10-P-026 Implementation of 100% Direct Deposit for State of Kansas Payroll
DATE: May 21, 2010
SUBJECT:

Implementation of 100% Direct Deposit for State of Kansas Payroll

EFFECTIVE DATE: October 1, 2010; Transition period May 28, 2010 – Sept. 24, 2010
CONTACT:

Jennifer Holthaus

(785) 368-6313

Jennifer.Holthaus@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

Transition Timeline for Implementation of 100% Direct Deposit of Payroll for State of Kansas Employees

On May 21, 2010, the Department of Administration announced the implementation of a policy of 100% direct deposit for employee payroll and travel and expense reimbursements effective with all payments made on or after October 1, 2010. For payroll purposes, employees who currently receive a paper paycheck will be transitioned to either traditional direct deposit or a Skylight paycard during the period of May 28, 2010 – Sept. 24, 2010.

Employees who have an existing checking or savings account are encouraged to sign up for direct deposit at their earliest convenience by completing a form DA-184, “Authorization For Direct Deposit of Employee Pay,” and submitting it to their agency Human Resource/Payroll office. The form is available on the Accounts and Reports website under Payroll Forms. The form provides employees with the ability to distribute payroll net pay to a maximum of nine different bank accounts.

The Department of Administration has renewed its partnership with Skylight Financial, Inc. (associated with U.S. Bank) to provide a Skylight paycard to employees who do not elect to have their payroll directly deposited to a checking or savings account. The Skylight paycard is an FDIC insured ATM/debit-based bank account where pay and other deposits, such as travel and expense reimbursements, can be made. Agency Human Resource/Payroll offices that currently have Skylight Instant Issue Packs that were provided under the previous Skylight contract should destroy the existing packets immediately, as updated inventory will reflect terms of the new contract. The new paycard contract provides increased benefits, convenience, and flexibility to employees.

Detailed information regarding the new paycard contract and the transition to 100% direct deposit will be issued over the next several weeks. The high-level transition plan detailed below will allow your agency and employees to begin preparations for this transition.

June, 2010

  • Additional informational circulars will be issued detailing the new paycard contract, training dates, and details for implementation of 100% direct deposit for payroll and travel and expense reimbursement.
  • Presentation of the paycard program, its benefits, and the schedule for implementation will be provided at the Human Resource Conference on Tuesday, June 8th.
  • Skylight Marketing Materials will be released and Paycard registration packets will be shipped to agency Human Resource/Payroll offices.
  • Accounts and Reports Payroll Services will work in conjunction with agency Human Resource/Payroll staff to provide notification of new policy and transition timeframe to employees currently receiving paper paychecks.
  • Employees with existing checking/savings accounts will need to request Direct Deposit via completion of the DA-184 form.
  • SHaRP Direct Deposit data will be converted to SMART for Travel and Expense Reimbursements on June 18, 2010.
  • Paycard enrollment training for agency Human Resource/Payroll personnel will be provided.

Late June – Sept. 24, 2010

  • Agency Human Resource/Payroll staff will work with employees to establish Direct Deposit of net pay either via DA-184 authorization form or enrollment in the payroll paycard.
  • Accounts and Reports, Payroll Services will continue working in conjunction with agency Human Resource/Payroll staff to provide employee education and assistance to complete successful transition to 100% direct deposit on Sept. 24, 2010.

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10-P-027 Discontinuation of Employer-Sponsored Payroll Savings Bond Programs by U.S. Department of Treasury
DATE: May 26, 2010
SUBJECT:

Discontinuation of Employer-Sponsored Payroll Savings Bond Programs by U.S. Department of Treasury

EFFECTIVE DATE: June 11, 2010
CONTACT:

Janice Wolfley

Vicky Swaim

(785) 296-3699

(785) 296-5384

Janice.Wolfley@da.ks.gov

Vicky.Swaim@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

Employee Payroll Savings Bond Program and Deductions Ending Effective June 11, 2010

The Division of Accounts and Reports was recently notified that the U.S. Department of Treasury has announced that it will stop issuing paper savings bonds through employer-sponsored payroll savings plans. The paper savings bonds that have been issued through the payroll savings bond program will continue to be valid issues of the U.S. Treasury and will remain available for purchase at financial institutions.

The notice indicated this change is being made to reduce the costs associated with the U.S. Savings Bond Program and to support the Treasury’s long-term plan to issue all securities electronically. Employers are required to discontinue existing employer-sponsored payroll savings bond programs to coincide with this change.

In accordance with this directive, the final payroll deduction for any employee currently enrolled in the payroll savings bonds program will occur on the paycheck dated June 11, 2010. The Division of Accounts and Reports will make the necessary updates to end all employee payroll savings bond deductions in SHARP effective with the June 25, 2010 paycheck. Regent institutions are responsible for making the necessary changes to end savings bond deductions in their individual payroll systems.

Following the processing of the final savings bond purchase for the deductions withheld through June 11, 2010, Payroll Services will identify balances that remain in the Savings Bond Log for employees who have accumulated deductions that were not sufficient to purchase the selected bond denomination. Agencies will be notified of their employees with an outstanding savings bond balance, including the balance amount. This notification is planned for distribution to the agencies via email on Tuesday, June 8, 2010. On Monday, June 14, 2010, Payroll Services will be ending all savings bond deductions in General Deduction Data in SHARP for all employees using a deduction end date of May 30, 2010.

Agencies will also have a new report available in their MVS mailbox on Tuesday, June 15, 2010 that will identify which active employees had their bond deduction ended by Payroll. This report should be used as a tool by the agencies to notify the appropriate employees. A SHARP infolist message will be distributed before June 15, 2010 that will include the name of the new report.

SHARP agencies will need to submit form DA-180 to Payroll Services to initiate the appropriate savings bond balance refund for their employees. Regents’ institutions will need to include the appropriate refund transactions on an off-cycle adjustment file to initiate the refunds for their employees. The savings bonds refunds will need to be completed by the final off-cycle payroll for fiscal year 2010 processing (ie., ‘A’ off-cycle scheduled for Friday, June 18, 2010).

Employees are strongly encouraged to continue to invest in savings bonds and other Treasury securities through TreasuryDirect, a secure web-based system that allows investors to establish accounts to electronically purchase, hold and conduct transactions online for savings bonds and other Treasury securities. To obtain more information or establish a TreasuryDirect account, employees can visit www.treasurydirect.gov.

Once a TreasuryDirect account is established, an employee can continue to experience the convenience of automatic savings by requesting that a portion of their bi-weekly net pay be directed to their TreasuryDirect account by completing a form DA-184, “Authorization For Direct Deposit of Employee Pay,” and submitting it to their agency HR/Payroll office. The form is available on the Accounts and Reports website under Payroll Forms.

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10-P-028 Parking Fee Increase - Curtis Building Garage - FY2011 (Supersedes 09-P-039)
DATE: June 7, 2010
SUBJECT:

Parking Fee Increase - Curtis Building Garage – FY2011

EFFECTIVE DATE: Payroll Period Beginning June 13, 2010 and Ending June 26, 2010, Paid July 9, 2010
CONTACT:

Cindy Lo

(785) 296-2259

Cindy.Lo@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

Parking Fee Increase - Curtis Building Garage – FY2011

Pursuant to Kansas Administrative Regulation 1-45-22(b)(2), parking fees for the Curtis Building Garage will increase by 2% effective with the start of fiscal year 2011. To facilitate this change, the following payroll deduction codes and associated administrative fee code will increase effective with the payroll period beginning June 13, 2010 and ending June 26, 2010, paid July 9, 2010:

Deduction Code (Group 1) New bi-weekly rate for pped 6/26/10
PKT08B 24.82
PPKT08 24.82
PKAD05 (admin fee) 1.90 ($24.82 * .0765)

The Kansas Department of Commerce (Commerce) will no longer subsidize the rate increases for their employee’s parking in the Curtis Building Garage. As a result of this decision, Commerce employees who originally were assigned to Group 2 parking deduction codes below will be switched to the standard rates listed in Group 1 above. The Division of Facilities Management will make the employee deduction code changes in SHARP and Commerce will notify their employees individually of the changes.

Employees with Attorney General and Board of Pharmacy who park in the Curtis Building Garage under parking deduction codes PKT10B and PPKT10 will see their bi-weekly deduction and associated administrative fee increase as follows:

Deduction Code(Group 2)  New bi-weekly rate for pped 6/26/10
PKT10B 12.41
PPKT10 12.41
PKAD07 (admin fee) 0.95 ($12.41 * .0765)

The parking rates for Secretary of State employees are listed in Group 3 below and do not change:

Deduction Code (Group 3) Bi-weekly rate for pped 6/26/10

PKT09B

9.23

PPKT09

9.23

PKAD06 (admin fee)

0.71 ($9.23 * .0765)

The Division of Accounts and Reports, Payroll Systems Team will make the necessary updates to the SHARP payroll system to effect this change for all employees for whom SHARP calculates pay. Regents’ institutions are responsible for ensuring that this change is made in their individual systems.

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10-P-029 KPAYGL5C and KPAY286A Updated Layouts for SMART
DATE: June 10, 2010
SUBJECT:

KPAYGL5C and KPAY286A Updated Layouts for SMART

EFFECTIVE DATE: June 23, 2010
CONTACT:

Earl Brynds

(785) 296-5376

Earl.Brynds@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

REMINDER: KPAYGL5C (General Ledger Extract) and KPAY286A (Outbound Management Reporting File – HR) Updated Layouts for Conversion to SMART

As previously communicated, due to the new Statewide Management and Reporting Tool (SMART) System, agencies are reminded that the following Interface File Layouts have been updated:

• KPAYGL5C - General Ledger Extract
• KPAY286A - Outbound Management Reporting File – HR

These changes are effective with all interface files generated on or after June 23, 2010. Agency reports and processes that utilize these interface files as the data source must be reviewed and updated as necessary to account for the interface file layout changes. The updated file layouts are attached.

The KPAYGL5C is a flat file of general ledger data provided to select agencies to assist with reporting needs and is currently generated as part of the Day 4 and Day 6 payroll processing schedules.

The KPAY286A is a flat file of Human Resources related information including Funding, Position, and Balance information and is currently generated as part of the payroll processing schedule on all days except Day 7 and Day14.

Agencies should also note that there are no changes to the interface file layout for the KPAY286B-Outbound Agency Payroll Extract.

Please note, the KPAYGL5C file is only created for those agencies who have requested that it be generated for their agency. If your agency is not currently receiving the KPAYGL5C and would like to have it generated for your agency beginning June 30, 2010, please contact Earl Brynds, Payroll Systems Team Lead, at Earl.Brynds@da.ks.gov or via phone at (785) 296-5376 to submit your request.

Attachments

KPAYGL5C file layout  xls

KPAY286A file layout xls

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10-P-030 Ending the Employer KPERS Death and Disability Insurance Contributions Moratorium (Supersedes 10-P-023)
DATE: June 22, 2010
SUBJECT:

Ending the Employer KPERS Death and Disability Insurance Contributions Moratorium

EFFECTIVE DATE: July1, 2010
CONTACT:

Cindy Lo

(785) 296-2259

Cindy.Lo@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

Employer KPERS Death and Disability Insurance Contributions to Resume Starting the Pay Period Beginning June 13, 2010 and ending June 26, 2010, paid July 9, 2010

S Sub for HB 2219, passed in the 2010 legislative session, suspended employer contributions for KPERS Death and Disability Insurance beginning April 1, 2010 until June 30, 2010, and then again from April 1, 2011 to June 30, 2011. The 2010 moratorium will expire on July 1, 2010. As a result, the Division of Accounts and Reports will resume collecting and remitting the employer portion of KPERS Death and Disability insurance contributions starting with the pay period beginning June 13, 2010 and ending June 26, 2010, paid July 9, 2010.

Another informational circular will be issued closer to the implementation date of the 2011 moratorium on April 1, 2011 to remind agencies to suspend employer KPERS Death and Disability Insurance contributions.

The KPERS Death and Disability contributions for off-cycle payrolls are calculated based on pay period end dates, so paycheck adjustments processed after July 1, 2010 for pay periods ending on and between April 3, 2010 and June 12, 2010 will continue to NOT have the contributions collected and remitted.

The Division of Accounts and Reports, Payroll Systems Team, will make the necessary updates to the SHARP payroll system to effect this change for all employees for whom SHARP calculates pay. Regent’s institutions are responsible for ensuring that this change is made in their respective systems effective with the payroll periods noted above.

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10-P-031 Fiscal Year 2011 Payroll Contribution Rates (Supersedes 09-P-041)
DATE: June 23, 2010
SUBJECT:

Fiscal Year 2011 Payroll Contribution Rates

EFFECTIVE DATE: Pay Period Beginning June 13, 2010; Ending June 26, 2010;
Paid July 9, 2010
CONTACT:

Kathy Ogle

(785) 296-2290

Kathy.Ogle@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

Fiscal Year 2011-Employee/Employer Matching Share of Payroll Contributions and Retirement Plans

The attached schedules contain employer’s contribution rates for KPERS, unemployment insurance, state leave assessment, group health insurance, and worker’s compensation insurance for fiscal year 2011. The fiscal year 2011 rates will become effective with the on-cycle payroll period beginning June 13, 2010, ending June 26, 2010 and paid July 9, 2010. The withholding rates for OASDI, Medicare, federal income taxes, and Kansas income taxes remain unchanged for the remainder of calendar year 2010.

For the first nine months of FY2011, the employer’s contribution to KPERS Death and Disability Insurance remains at 1.00% (except for retirement codes J1, J2, J3 which are .4%). Due to the end of the moratorium implemented from April 1, 2010 to June 30, 2010, the Division of Accounts and Reports will resume collecting and remitting the employer portion of KPERS Death and Disability insurance contributions effective with the pay period beginning June 13, 2010 and ending June 26, 2010, paid July 9, 2010. However, Senate Sub for HB 2219 calls for an additional moratorium between April 1, 2011 and June 30, 2011. Collection of the employer’s contribution to KPERS Death and Disability Insurance will again be suspended at that time.

Since SHARP uses pay period end dates to determine if the KPERS Death and Disability Insurance contribution is taken, no contribution will be taken for paycheck adjustments with payroll period end dates that contain an original check date within a moratorium period. Previous moratoriums for KPERS Death and Disability Insurance contributions were in place for payroll periods with an original check date between April 1, 2000 and December 31, 2001; between July 1, 2002 and December 31, 2002; between April 1, 2003 and June 30, 2004; and between March 1, 2009 and November 30, 2009.

For Regent institutions, moratoriums do not extend to members of Board of Regents retirement plans who elect to continue the Death and Disability Insurance coverage while on leave without pay under the provisions of K.S.A. 74-4927a(8), which specifically requires the “employee” to remit the required contribution while on leave without pay.

Legislation passed in 2006 changed rules about KPERS retirees who work after retirement for the same or a different KPERS employer. More detailed information on these changes can be found in the KPERS DA Memo – April 21, 2006, located at http://www.kpers.org/damemos042106.htm. These changes do not affect KP&F or the Retirement System for Judges. For retirees who begin work for a different KPERS employer, the employer must make contributions based on retiree compensation. This includes all retirees who first begin actively working in KPERS-covered positions on or after July 1, 2006. Employees who meet these criteria should be enrolled in Benefit Plan ‘PR’ and Deduction Code ‘RETRET’. For fiscal year 2011, employer rates are 7.39% Actuarial Employer Rate, 4.00% Statutory Employer Rate, for a Total Combined Rate of 11.39%. Retirees enrolled in the ‘PR’ benefit plan are not subject to KPERS death and disability insurance.

The Division of Accounts and Reports, Payroll Systems Team will update the SHARP system to reflect the changes in employer’s contribution rates. Regents’ institutions are responsible for ensuring the changes in rates are made in their individual systems. Regents’ institutions are also responsible for ensuring that the SMART INF06 impacts the correct fiscal year and account codes.

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10-P-032 Organization Dues and United Way Fees in Employee General Deduction
DATE: June 25, 2010
SUBJECT:

Organization Dues and United Way Fees in Employee General Deduction

EFFECTIVE DATE: July 1, 2010
CONTACT:

Janice Wolfley

(785) 296-3699

Janice.Wolfley@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY:

Organization Dues and United Way Fees in Employee General Deduction

Agencies are reminded that the integration of SHaRP and SMART now requires that the processing fee for United Way and Organizational Dues deductions be maintained in SHaRP as a separate general deduction code. The SHaRP conversion that occurred June 20-21 updated all existing employee general deduction rows for this change.

Going forward, agency personnel who enter organizational dues enrollments for their agency must now remember to enter a corresponding effective dated ORFXXX general deduction row when enrolling an employee in an organizational dues deduction (XXX represents the specific organizational dues number). For example, if an employee is being enrolled in ORG001, a corresponding effective dated general deduction row of ORF001 must also be entered with the Deduction Calculation Routine set to “Default to Deduction Table”.

In addition, agency personnel must now remember to enter a corresponding deduction end date on both the ORGXXX and ORFXXX general deduction row to stop an organizational dues deduction and fee.

The United Way fee rows will be established by a centrally run batch process following the completion of the annual United Way enrollment process. Agency personnel will continue to enter the United Way transactions, as they have in the past, by entering the total authorized deduction amount during the United Way enrollment period. Once the United Way agency entry period is completed, a centrally run batch process will establish the UTFXXX general deduction row and reduce the UTDXXX general deduction amount by $.06. The total donation amount authorized for deduction by the employee will continue to be reported on the employee’s W-2 form for tax purposes.

If an employee enrolls in United Way at any other time during the year, the agency will need to enter the authorized deduction amount less the $.06 fee for the UTDXXX code on the general deduction data, and establish a corresponding effective dated UTFXXX row with the Deduction Calculation Routine Set to “Default to Deduction Table”. If an employee requests during the year that their United Way deduction be ended early, agency personnel must remember to insert a deduction end date on both the UTDXXX and UTFXXX general deduction row.

Please note, if an employee participates in more than one Organization Dues or United Way deduction, a corresponding ORF/UTF general deduction row is required for each.

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