Kansas Department of Administration

FY 2019

19-P-001 Change in Organization Dues Deduction for Pittsburg State University - Kansas National Education Association #30 (August 17, 2018)

Informational Circular No.: 19-P-001

Supersedes Informational Circular No: 18-P-002

Effective Date: Payroll Period Ending August 25, 2018

Contact Name: Amanda Entress

Ph: (785) 296-3887

Email: amanda.entress@ks.gov

Approval:    Nancy Ruoff (Original Signature on File)

Summary: Organization Dues Changes for ORG030

 

The organization dues for members of the Pittsburg State University, Kansas National Education Association will change from $31.21 to $31.61 per biweekly payroll period.  The new rate will become effective with the payroll period beginning August 12, 2018 and ending August 25, 2018, paid September 7, 2018.

The amounts listed above include the deduction amount (ORG030 deduction code) and the $0.06 service fee (ORF030 deduction code) added together. The new rate for deduction code ORG030 will increase from $31.15 to $31.55 and the fee (ORF030) will remain at $.06 (for a total deduction of $31.61 per biweekly payroll period).

The Office of the Chief Financial Officer, Payroll Systems Team will make the necessary updates to the SHARP system.  Regent’s institutions are responsible for ensuring that these changes are made in their respective systems effective with the payroll period noted above.

DH:NTR:ckw

Printable Version of 19-P-001

19-P-002 Modification of Earnings Code S16 due to FOP Agreement (August 22, 2018)

Informational Circular No.: 19-P-002

Supersedes Informational Circular No: 15-P-027

Effective Date: August 26, 2018

Contact Name: Earl Brynds

Ph: (785) 296-5376

Email: earl.brynds@ks.gov

Approval: Nancy Ruoff (Original Signature on File)

Summary: Modification of Earnings Code S16 due to Memorandum of Agreement between the State of Kansas and the Fraternal Order of Police Lodge No. 64 signed August 16, 2018

 

The Memorandum of Agreement, Article 25, between the State of Kansas Department of Corrections (KDOC) and the Fraternal Order of Police Lodge No. 64 signed August 16, 2018 now stipulates that if Parole Duty Officers respond to calls after regularly scheduled work hours, weekends and holidays in accordance to departmental policy IMPP 14-147 – Parole Duty Officer, duty officer hours shall be compensated at a rate of $30.00 per day (previously $28.00 per day) for hours beyond regularly scheduled work as designated duty officer.  Duty Officers shall be compensated at a partial day rate of $15.00 for days that they serve less than a full day in that role. The partial day rate is applicable for any day that a Duty Officer transitions into or out of the Duty Officer role.  It shall also be used if an officer does not serve more than 12 hours as Duty Officer due to the use of leave or other valid reason.  As a result of the agreement, the description for earnings code S16 has been modified in SHARP effective August 26, 2018 as follows:

Earnings Code    Description                             Short Description     Effective Date 
S16                       Duty Officer Pay-FOP-$30       Shft FOP                    8/26/2018


The Office of Personnel Services has also updated the S16 Time Reporting Code (TRC) to reflect the S16 Earnings Code changes. In addition, timesheet entry will now allow only a value between .50 and 1.0 one (1) to be entered per day. If a value outside of the .50-1.0 range is entered on the timesheet, the following message will display upon Saving and validating time worked or Submitting: “Daily quantity for TRC S16 must be between 0.5 and 1. Current total for 2018-08-13 is X.YZ. (13504,234) Review all your entries for the TRC and adjust as necessary.”

KDOC employees will enter either .50 (for $15) or 1.0 (for $30) on their timesheet for each day they need to be paid Duty Officer Pay. The system configuration will automatically calculate the total amount to be paid over the bi-weekly pay period for the S16 earnings.

The S16 earnings code is only available for use by Department of Corrections.  The details of the agreement can be found at https://admin.ks.gov./offices/office-of-personnel-services/services/human-resources/agency-information/labor-relations.

The Office of the Chief Financial Officer, Payroll Systems Team, is responsible for updating this earnings code in the SHARP system.

 

DH:NTR:ckw
Printable Version of 19-P-002

19-P-003 SHARP Bi-Weekly Payroll Schedule for 2019 (September 20, 2018) Updated

Informational Circular No.: 19-P-003

Supersedes Informational Circular No: 18-P-005

Effective Date: Calendar Year 2019

Contact Name: Earl Brynds

Ph: (785) 296-5376

Email: earl.brynds@ks.gov

Approval:    Nancy Ruoff (Original Signature on File)
Summary: SHARP On-cycle and Off-cycle Payroll Processing Schedules for 2019

 

Attached are the SHARP bi-weekly on-cycle and off-cycle schedules for calendar year 2019.  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. 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.   Agencies have until 5:30 p.m. to submit/approve reported time so it is picked up by the Time Administration process. After Time Administration runs, the payable time must be approved by 6:00 p.m. so that the status is ready for payroll processing.  Agencies are reminded that they must approve the timesheet (reported time) and payable time (after time administration runs) before requesting a paycheck adjustment in SHARP.

Off-cycle payrolls for Regents’ institutions are also normally scheduled for each Monday and every other Wednesday night.  Regents’ institutions generally have until 4:00 p.m. on Fridays and every other Tuesday to submit off-cycle payroll interface files.  The Office of the Chief Financial Officer 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.

DH:NTR:abe

On-Cycle Calendar
Off-Cycle Calendar
Printable Version of 19-P-003

19-P-004 Dissolution of SEAK Organization (September 27, 2018)

Informational Circular No.: 19-P-004

Supersedes Informational Circular No: 17-P-012

Effective Date: Payroll Period Ending October 6, 2018

Contact Name: Amanda Entress

Ph: (785) 296-3887

Email: amanda.entress@ks.gov

Approval:    Nancy Ruoff (Original Signature on File)
Summary: Dissolution of SEAK Organization 

 

The organization for the State Employees Association of Kansas (SEAK) has completed the process of dissolution with the Kansas Secretary of State’s Office. SEAK recently sent letters notifying state employees active in SEAK of the dissolution and giving employees the option to end their payroll deductions of membership dues on their own.

All active SEAK deductions must be terminated with the payroll period beginning September 23, 2018 and ending October 6, 2018, paid October 19, 2018. This will end the payroll deductions for both the organizational dues deduction codes ORG050 and ORG051, as well as the corresponding fee codes ORF050 and ORF051.

The Office of the Chief Financial Officer, 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 effective with the payroll period noted above.

Printable Version of 19-P-004

DH:NTR:abe

19-P-005 Revised FY 2019 KPERS Employer Contribution Rate for Judges (October 9, 2018)

Informational Circular No.: 19-P-005

Effective Date: Pay Period Beginning June 17, 2018; Ending June 30, 2018; Paid July 13, 2018

Contact Name: Amanda Entress

Ph: (785) 296-3887

Email: amanda.entress@ks.gov

Approval:    Nancy Ruoff (Original Signature on File)
Summary: Revised FY 2019 KPERS Employer Contribution Rate for Judges

 

The fiscal year 2019 KPERS employer contribution rate for Judges (retirement codes J1, J2, and J3) was incorrectly certified by KPERS at 15.89%. The correct employer contribution rate for fiscal year 2019 is 14.68%. The rate will be corrected for paychecks dated October 19, 2018. Statewide Payroll will be working with KPERS to enter a general journal in SMART to refund all state agencies affected by the incorrect rate.

The attachment to this informational circular is the amended Attachment A to Informational Circular 18-P-023 previously issued on June 26, 2018. This amendment updates the employer contribution rate for judges retirement codes J1, J2, and J3.

The Office of the Chief Financial Officer, 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. 

 

DH:NTR:abe
Amended Attachment A
Printable Version of 19-P-005

19-P-006 Change in Social Security Base Rate (October 17, 2018)

Informational Circular No.: 19-P-006

Supersedes Informational Circular No: 18-P-012

Effective Date: January 1, 2019

Contact Name: Carmen Waters

Ph: (785) 296-7059

Email: carmen.waters@ks.gov

Approval:    Nancy Ruoff (Original Signature on File)
Summary: Social Security Wage Base Increase to $132,900 effective January 1, 2019

 

The Social Security wage base for OASDI will be $132,900 for calendar year 2019.  This is a $4,500 increase from the wage base of calendar year 2018 of $128,400.  The OASDI tax rate for 2019 will be 6.2% for both employees and employers.  The maximum OASDI employee contribution for 2019 will be $8,239.80.   There continues to be no limit on wages subject to the Medicare tax in 2019.  Medicare tax rates for employers and employees remain at 1.45%.  However, wages paid in excess of $200,000 will be subject to an additional 0.9% Medicare tax that will only be withheld from employees’ wages.  Employers will not pay the extra tax.

For Federal employees at Kansas State University who were hired prior to January 1, 1984, the employee contribution rate for reduced FICA remains at 1.45 % on all wages subject to the tax (there has been no maximum contribution since January 1, 1994).  Federal employees hired after January 1, 1984 will have a maximum contribution of $8,239.80 for OASDI and no maximum for Medicare.  The employer and employee rates continue to be the same, with wages paid in excess of $200,000 subject to the additional 0.9% Medicare tax that will only be withheld from employees’ wages.

For Kansas Police and Fireman’s program participants who are subject to the mandated Medicare coverage, the contribution rate remains at 1.45% on all wages subject to the tax (there has been no maximum contribution since January 1, 1994) with the additional 0.9% tax that will only be withheld from employees’ wages in excess of $200,000.

The Office of the Chief Financial Officer, Payroll Systems Team is responsible for making the necessary updates to the SHARP payroll system.  Regents’ institutions are responsible for ensuring these changes are reflected in their individual systems.

DH:NTR:ckw

Printable Version of 19-P-006

19-P-007 Key Payroll Processing Dates in November 2018 (October 29, 2018)

Informational Circular No.: 19-P-007

Supersedes Informational Circular No: 18-P-009

Effective Date: November 2018

Contact Name: Joyce Dickerson

Ph: (785) 296-3979

Email: joyce.dickerson@ks.gov

Approval:    Nancy Ruoff (Original Signature on File)
Summary: Payroll processing schedule changes due to the November 2018 holidays 

 

Monday, November 12, 2018 (Veterans' Day), Thursday, November 22, 2018 and Friday, November 23, 2018 (Thanksgiving Holiday) are designated as officially observed holidays and therefore no batch jobs are scheduled for those nights. 

Due to the holidays in November, changes are required 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.  Please review carefully the information contained in this circular and in the attached partial calendar.

Wednesday, November 7, 2018

The second on-cycle preliminary pay calculation for the period ending November 3, 2018 will occur November 7, 2018.

Regents’ on-cycle payroll files for the period ending November 3, 2018 must be received by the Department of Administration by 4:00 PM on November 7, 2018.

Thursday, November 8, 2018

The third on-cycle preliminary pay calculation for the period ending November 3, 2018 will occur November 8, 2018.

Regents’ Run A off-cycle payroll files for the period ending November 3, 2018 must be received by the Department of Administration by 4:00 PM on November 8, 2018.

Friday, November 9, 2018
Final pay confirmation for the on-cycle payroll for the period ending November 3, 2018 will occur November 9, 2018.  All employees’ payable time must be approved, by 6:00 PM on November 9, 2018 in order for a paycheck record to be created.  All deduction and tax data changes must be entered by 6:00 PM on November 9, 2018 in order to be reflected in the final paycheck created for the employee.

Sunday, November 11, 2018
Regents’ on-cycle payroll files for the period ending November 3, 2018 will be processed on this date.

Monday, November 12, 2018
Veterans Day Holiday
Time Administration run hourly from 7:30 AM – 5:30 PM

Tuesday, November 13, 2018
The Run A off-cycle for the period ending November 3, 2018 will be processed November 13, 2018. SHARP agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run A off-cycle. All employees’ reported time must be entered (and approved if applicable) by 5:30 PM. Payable time must be approved by 6:00 PM. Paychecks for the Run A off-cycle will be dated November 16, 2018.

The Regents’ Run A off-cycle payroll files for the period ending November 3, 2018 will also be processed on this date.

Regents’ Run B off-cycle payroll files for the period ending November 3, 2018 must be received by the Department of Administration by 4:00 PM on November 13, 2018.

Wednesday, November 14, 2018
The Run B off-cycle for the period ending November 3, 2018 will be processed November 14, 2018.  SHARP agencies have until 6:00 PM on this date to enter supplementals and/or adjustment run controls for the Run B off-cycle.  All employees’ reported time must be entered (and approved if applicable) by 5:30 PM. Payable time must be approved by 6:00 PM.  Paychecks for the Run B off-cycle will be dated November 19, 2018.

Friday, November 16, 2018
Payday for the payroll period ending November 3, 2018.

First opportunity for Time and Labor interface agencies to have time and labor (INF42/KAGYTL42) files for the period ending November 17, 2018 submitted to the Department of Administration for processing by 5:00 PM on November 16, 2018.  (These files would normally be due Monday, November 19, 2018.)  Last opportunity to submit files will be noon on Monday, November 19, 2018.

Regents’ Run C off-cycle payroll files for the period ending November 3, 2018 must be received by the Department of Administration by 4:00 PM on November 16, 2018.

Monday, November 19, 2018
Time and Labor interface agencies can submit time and labor (INF42/KAGYTL42) files for the period ending November 17, 2018 to the Department of Administration for processing by noon to be processed at 12:30 p.m. on November 19, 2018.

NOTE: Terminations and Retirements must be entered by 6:00 PM on November 19, 2018 and reported time must be submitted (and approved if applicable) by 5:30 PM in order for leave payouts to be calculated correctly.

Paysheets for the on-cycle payroll for the period ending November 17, 2018 will be created on Monday, November 19, 2018. (Paysheets would normally be created on Tuesday, November 20, 2018.)  For SHARP agencies, all job actions (i.e., FLSA Status change) must be entered by 6:00 PM on November 19, 2018 in order to be reflected on the paysheets for this period.

The first on-cycle preliminary pay calculation for the period ending November 17, 2018 will also occur November 19, 2018.  For SHARP agencies, all employees’ reported time must be entered (and approved if applicable) into SHARP by 5:30 PM.  After Time Administration runs at 5:30 PM, payable time must be approved by 6:00 PM, in order for a paycheck record to be created. Please note that there will be only two SHARP on-cycle preliminary payroll calculations for the pay period ending November 17, 2018.

The Run C off-cycle for the period ending November 3, 2018 will be processed November 19, 2018.  SHARP agencies have until 6:00 PM on this date to enter supplementals and/or adjustment run controls for the Run C off-cycle.  All employees’ reported time must be entered (and approved if applicable) by 5:30 PM. Payable time must be approved by 6:00 PM.  Paychecks for the Run C off-cycle will be dated November 26, 2018. (These checks would normally be dated Thursday, November 22, 2018)

Tuesday, November 20, 2018
The second on-cycle preliminary pay calculation for the period ending November 17, 2018 will occur November 20, 2018.

Regents’ on-cycle files for the period ending November 17, 2018 must be received by the Department of Administration by 4:00 PM on November 20, 2018.

Wednesday, November 21, 2018

Final pay confirmation for the on-cycle payroll for the period ending November 17, 2018 will occur November 21, 2018.  For SHARP agencies, all employees’ payable time must be approved, by 6:00 PM on November 21, 2018 in order for a paycheck record to be created.  All deduction and tax data changes must be entered by 6:00 PM on November 21, 2018 in order to be reflected in the final paycheck created for the employee.

Regents’ Run A off-cycle payroll files for the period ending November 17, 2018 must be received by the Department of Administration by 4:00 PM on November 21, 2018.

Thursday, November 22, 2018

Thanksgiving Holiday
Time Administration run hourly from 7:30 AM – 5:30 PM

Friday, November 23, 2018

Thanksgiving Holiday
Time Administration run hourly from 7:30 AM – 5:30 PM

Beginning Monday, November 26, 2018 batch jobs will return to the normal payroll processing schedule. Attached is a partial calendar for the month of November 2018, which highlights key payroll processing activity for the month.  The attached partial 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 https://www.admin.ks.gov/resources/informational-circulars.    

 

DH:NTR:abe

Attachment
Printable Version of 19-P-007

19-P-008 New Benefit Plan Type/Benefit Plans/Deduction Codes for Long Term Care Insurance (October 30, 2018)

Informational Circular No.: 19-P-008

Effective Date: February 1, 2019

Contact Name: Jude Overton

Ph: (785) 296-2290

Email: jude.overton@ks.gov

Approval:    Nancy Ruoff (Original Signature on File)
Summary: New Benefit Plan Type/Benefit Plans/Deduction Codes for Long Term Care Insurance

 

The Health Care Commission has approved Long Term Care insurance coverage via payroll deduction for State of Kansas employees.  The insurance products will be offered by ACSIA Partners during a special open enrollment in November 2018 for coverage beginning February 1, 2019.  Additional information regarding these products and enrollment details will be forthcoming from the Kansas Department of Health and Environment.

To implement this Long Term Care Insurance payroll deduction, a new benefit plan type, benefit plans and deduction codes will be added to SHaRP.   The Long Term Care Insurance payroll deductions will be processed in SHaRP effective for the payroll period beginning January 13, 2019, ending January 26, 2019, paid February 8, 2019.

The Long Term Care Insurance benefit plan type, benefit plans and deduction codes are: 

PLAN
TYPE

DEDUCTION CODE

DESCRIPTION

SHORT DESCRIPTION

BENEFIT PLAN

BENEFIT PLAN DESCRIPTION

A0

ACLBP

Lifetime Benefit Term Plan AT

LT Care

ACLBP

Lifetime Benefit Term Plan AT

A0

ACLTC

Long Term Care Plan AT

LT Care

ACLTC

Long Term Care Plan AT

 

As previously communicated to Regent institutions, the Long Term Care Insurance payroll deduction will be included on the State Employee Health Plan BERF file provided to SHaRP and to each Regent payroll system to implement the new deduction via the existing payroll process.  The first BERF file of the month will include the regular monthly Long Term Care premium and the second BERF file of the month will include any adjustments/refunds if necessary.  Please note that Long Term Care payroll deductions will only be offered on an after-tax basis.

The Office of the Chief Financial Officer, Payroll Systems Team is responsible for making the necessary updates to the SHaRP payroll system.  Regents’ institutions are responsible for ensuring that these changes are reflected in their individual systems.  In addition, Regent’s institutions should be prepared to test their payroll files for the new deduction/benefit plans by December 15, 2018.

 

DH:NTR:jko
Printable Version of 19-P-008

19-P-009 Change in Organization Dues Deduction for Public Service Employees Local Union 1290 P.E. (November 8, 2018)

Informational Circular No.: 19-P-009

Supersedes Informational Circular No: 18-P-011

Effective Date: Payroll Period Ending December 29, 2018

Contact Name: Amanda Entress

Ph: (785) 296-3887

Email: amanda.entress@ks.gov

Approval:    Nancy Ruoff (Original Signature on File)
Summary: Organization Dues Change for ORG133

 

The organization dues for members of the Public Service Employees Local Union 1290 P.E. (represents employees at the University of Kansas and the University of Kansas Medical Center) will increase from $17.60 to $18.06 per biweekly payroll period.  The new rate will become effective with the payroll period beginning December 16, 2018 and ending December 29, 2018, paid January 11, 2019.

The amounts listed above include the deduction amount (ORG133 deduction code) and the $0.06 service fee (ORF133 deduction code) added together. The new rate for deduction code ORG133 will increase from $17.54 to $18.00 and the fee (ORF133) will remain at $0.06 (for a total deduction of $18.06 per biweekly payroll period).

The Office of the Chief Financial Officer, Payroll Systems Team will make the necessary updates to the SHARP system.  Regent’s institutions are responsible for ensuring that this change is made in their respective systems effective with the payroll period noted above.

DH:NTR:abe
Printable Version of 19-P-009

19-P-010 Deferred Compensation and Tax Sheltered Annuity Limits for Calendar Year 2019 (November 8, 2018)

Informational Circular No.: 19-P-010

Supersedes Informational Circular No: 18-P-008

Effective Date: January 1, 2019

Contact Name: Joyce Dickerson

Ph: (785) 296-3979

Email: joyce.dickerson@ks.gov

Approval:    Nancy Ruoff (Original Signature on File)
Summary: 2019 Deferred Compensation and Tax Sheltered Annuity Limits     

 

Pursuant to the Economic Growth and Tax Relief Reconciliation Act of 2001 (EGTRRA), the annual Deferred Compensation and Tax Sheltered Annuity (TSA) limits will change effective January 1, 2019 as follows:

457(b) Deferred Compensation:

The Deferred Compensation (Benefit Plan 457DEF) annual contribution limit increases to $19,000 (up from $18,500 in 2018) or 100% of includible compensation.

The Deferred Compensation special catch-up (Benefit Plan 457DER) limit increases to $38,000 (up from $37,000 in 2018). The special catch-up limit is twice the general deferral limit, and is only available to employees who are within three years of normal retirement age.

The Deferred Compensation catch-up provision for participants who are 50 years of age or older (Benefit Plan 457DEC) annual contribution limit remains unchanged at $6,000 for 2019 making the total $25,000. The provision for 2018 was $6,000 making the total for 2018 $24,500.

Please note that the two different catch-up provisions cannot be used concurrently.           

Tax Sheltered Annuities (TSA):

The limit on annual contributions to a TSA for 2019 is the lesser of $56,000 or 100% of compensation, increased from $55,000 for 2018.

The annual compensation limit used for calculating mandatory employee and employer contributions is increased from $275,000 (for 2018) to $280,000 (for 2019).  The $280,000 applies to the mandatory retirement plans for the School for the Blind, School for the Deaf, and Kansas Board of Regents (for employees whose participation began after 1995).  For School for the Blind and School for the Deaf employees, the maximum contribution that can be made to the plan is $28,000 ($280,000 maximum annual compensation multiplied by 10%, 5% employer contribution and 5% employee contribution).  For Board of Regents employees (participants after 1995), the maximum contribution that can be made to the plan is $39,200 ($280,000 maximum annual compensation multiplied by 14%, 8.5% employer contribution and 5.5% employee contribution).

For employees participating in the Kansas Board of Regents’ mandatory plan prior to 1996, participants are ‘grandfathered’ and use the annual compensation limit under Internal Revenue Code Section 401(a) (17).  The 401(a) (17) limit is increased from $405,000 (for 2018) to $415,000 (for 2019).  However, participants should note their maximum annual compensation limit will be $400,000, since the $400,000 annual compensation multiplied by the 14% contribution rate (8.5% for the employer and 5.5% for the employee), results in $56,000, which is the limit on annual contributions.

The limit on elective deferrals (Voluntary Tax Sheltered Annuities) increases to $19,000 for 2019 (up from $18,500 in 2018).  The age 50 or older catch-up provision remains unchanged at $6,000 for 2019.  Therefore, an employee age 50 or over is eligible to increase his/her elective deferral and limit on an annual contribution by $6,000.   Additionally, there is a 15-year rule which may allow employees with 15 or more years of service to increase the elective deferral limit by an additional $3,000.  Employees may use both the age 50 catch-up provision and 15-year rule concurrently.  IRS regulations issued in 2003 state that when employees are eligible for both the 15-year rule and the age 50 catch-up provision, the limit on elective deferrals ($19,000 for 2019) is applied first, then the 15-year rule, and finally the age 50 catch-up provision.

Please note that the total of nonelective deferrals (the mandatory retirement plans) and elective deferral (VTSA) cannot exceed the limit on annual contributions plus the age 50 or older catch-up provision amount (if applicable).

Regents’ institutions are reminded that they are responsible for applying the maximum VTSA formulas for their employees.  Please note that this circular only provides a summary of the law in this area.  Due to the complexity of the legislation and the unique circumstances of each employee, Regents’ institutions are strongly encouraged to contact the 403(b) carriers to aid in determining limits in those cases which are outside the norm (the employee is near the limit on annual contributions, the employee is near the elective deferral limit, the employee wants to use the age 50 catch-up provision, or the employee wants to use the 15-year rule).

Finally, the EGTRRA Act of 2001 repealed the coordination requirements for employees who participate in both a 457(b) Deferred Compensation Plans and 403(b) Tax Sheltered Annuity plans.  Employees eligible for both plans continue to be able to defer the full amount to both plans.

DH:NTR:ckw
Printable Version of 19-P-010

19-P-011 Addition of Earnings Code for Paid Parental Leave (November 27, 2018)

Informational Circular No.: 19-P-011

Effective Date: November 21, 2018

Contact Name: Earl Brynds

Ph: (785) 296-5376

Email: earl.brynds@ks.gov

Approval:    Nancy Ruoff (Original Signature on File)
Summary: Addition of Earnings Code ‘PLV’ for Paid Parental Leave

 

Executive Order 18-19, issued by Governor Colyer on November 21, 2018, establishes a policy that allows Executive Branch State employees under the Governor’s jurisdiction the authority to receive paid parental leave following the birth or adoption of a child. Therefore, all benefits-eligible State of Kansas employees in agencies, departments or other entities under the Governor’s jurisdiction, whether employed in a classified or unclassified position on a full or part-time basis, shall be eligible to receive paid parental leave following the birth or adoption of a child that occurs on or after November 21, 2018. Births or adoptions that occurred prior to November 21, 2018 are not eligible for paid parental leave.

Every parent who is designated as the primary caregiver shall receive six weeks of paid parental leave and every parent who is designated as the secondary caregiver shall receive three weeks of paid parental leave.   In addition, paid parental leave authorized under Executive Order 18-19 covers 100% of an eligible employee’s regular rate of pay and while using such leave, employees continue to accrue vacation and sick leave in accordance with applicable rules, regulations and statutes.  Please refer to the Office of Personnel Services Bulletin 18-01 for additional information.

A new earnings code has been added to SHARP effective November 21, 2018 to administer the new paid parental leave.  The following earnings code is eligible to be used beginning November 21, 2018 for the pay period beginning November 18, 2018 through December 1, 2018 paid December 14, 2018.

Earnings Code    Description                     Short Description       Effective Date
PLV                      Leave-Paid Parental      Parental                    11/21/2018 


SHARP agencies: The Office of Personnel Services has created the PLV (Leave-Paid Parental) Time Reporting Code (TRC) and FMPLV (Lve-FMLA Paid Parental) TRC and has mapped them to the PLV earnings code effective November 21, 2018. The PLV and FMPLV TRC’s are now visible in Time and Labor drop down lists.

The Office of the Chief Financial Officer, Payroll Systems Team, is responsible for adding the new earnings code in the SHARP system.  Regents’ institutions are responsible for identifying and completing any necessary changes in their payroll systems if they implement this program.

DH:NTR:ewb
Printable Version of 19-P-011

19-P-012 December 2018 Payroll Processing (November 28, 2018)

Informational Circular No.: 19-P-012

Effective Date: 

Contact Name: Joyce Dickerson

Ph: (785) 296-3979

Email: joyce.dickerson@ks.gov

Approval:    Nancy Ruoff (Original Signature on File)
Summary: December 2018 Payroll Processing and Updated December Processing Calendar

 

As 2018 calendar year-end approaches, the Office of the Chief Financial Officer is making preparations for the issuance of calendar year 2018 Wage and Tax Statements (Forms W-2) and Non-Resident Alien Compensation Statements (1042-S).  Any 2018 paycheck adjustments processed after the established cut-off dates will update the employee’s calendar year 2019 balances; a corrected W-2 (Form W-2C) for 2018 will not be issued for the employee involved.

FINAL 2018 PAYCHECK
The final on-cycle paychecks for calendar year 2018 will be issued December 28, 2018. Please note that due to the Christmas Holiday, processing of paychecks for pay period ending December 15, 2018 will begin on Monday, December 17, 2018 (normally on Tuesday, December 18, 2018) and will confirm on Wednesday, December 19, 2018 (normally on Friday, December 21, 2018).   Payroll transactions for the December 28, 2018 on-cycle paychecks will be posted to SMART on Wednesday night, December 26, 2018.  The ‘A’ off-cycle for pay period December 15, 2018 will be processed on Friday, December 21, 2018 (normally on Monday, December 24, 2018). SHARP agencies have until 6:00pm on December 21, 2018 to enter paycheck adjustment requests.

The final off-cycle, which is the ‘B’ cycle for pay period ending December 15, 2018, paychecks for calendar year 2018 will be issued on December 31, 2018 (generated from the off-cycle processed on December 26, 2018).

PAYCHECK ADJUSTMENTS AND SUPPLEMENTALS
SHARP agencies have until 6:00 p.m. on December 26, 2018 to enter paycheck adjustment requests for any 2018 paychecks.  Adjustments processed in the December 26, 2018 off-cycle payroll will be reflected on the employee’s 2018 Form W-2.  Please remember for SHARP employees only 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 2018 paycheck has been previously adjusted and requires additional adjustment, form DA-180, SHARP Paycheck Reversal/Adjustment/Supplemental, should be submitted to the Office of the Chief Financial Officer, Payroll Section by 5:00 p.m. on Wednesday, December 12, 2018. Please note that agencies can send DA-180 forms after December 12, 2018 for adjustments that are determined to be needed.

Payroll Services staff will make every effort to process all DA-180 forms submitted by 5:00 p.m. on December 12, 2018 on or before the December 26, 2018 off-cycle.  However, if a large volume of DA-180 forms is received on or after December 12, 2018 cut-off date, Payroll Services cannot guarantee that all forms will be processed as calendar year 2018 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.

With the exception of arrearages and refunds for OASDI and/or Medicare for tax years prior to 2019, adjustment requests entered after December 26, 2018 which are adjusting paychecks issued prior to January 1, 2019 will not result in a W-2C; the adjustment will update the employee’s 2019 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 26, 2018 will update the employee’s 2019 payroll balances.

REGENTS’ INSTITUTIONS: ON-CYCLE FILES
Regent on-cycle files for the pay period ending December 15, 2018, paid December 28, 2018 are due to the Department of Administration by 4:00 p.m. on December 19, 2018.

Regent on-cycle for the pay period ending December 15, 2018, paid December 28, 2018 will be run on the night of December 20, 2018 (normally run on Monday, December 24, 2018).

REGENTS’ INSTITUTIONS: OFF-CYCLE FILES
2018 Paycheck Reversals
Regent Institutions must submit all transmittals for 2018 paycheck reversals by 4:00 p.m. on Friday, December 21, 2018 in order to update the employee’s 2018 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 2019 payroll balances regardless of the paycheck issue date of the paycheck being reversed.  

2018 Adjustments and Supplementals
In order to update employee balances for 2018, any paycheck adjustments and supplementals must be submitted no later than 4:00 p.m. on Friday, December 21, 2018.  The Run B off-cycle for the pay period ending December 15, 2018 generated on the night of Wednesday, December 26, 2018 will have a check issue date of December 31, 2018; all activity for this off-cycle will be reflected in the employees’ 2018 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 2018 date.

2019 Adjustments and Supplementals
With the exception of arrearages or refunds for OASDI and/or Medicare for tax years prior to 2019, any adjustments or supplementals submitted after 4:00 p.m. on Friday, December 21, 2018, will be considered to be 2019 business regardless of the pay period end date to which the pay is related.  Since this activity will be considered calendar year 2019 business, the employee’s 2019 balances will be updated.  These files should contain a ‘C’ indicating current year business.

With the exception of OASDI and/or Medicare tax refunds or arrearages for tax years prior to 2019, Regents institutions may continue to submit adjustments and supplementals throughout the month of January 2019 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 2019 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 21, 2018 deadline for the December 26, 2018 Run B’s off-cycle payroll will not be processed until the April 15, 2019 off-cycle payroll.  The deadline for submitting payroll interface files for the April 15, 2019 off-cycle is 4:00 p.m. on Friday, April 12, 2019.

GENERAL REMINDERS
United Way and Community Health Charities
The deduction END date on the general deduction page for 2018 United Way or Community Health Charities contributions for both the UTDXXX and UTFXXX deduction codes should be dated between December 16, 2018 and December 29, 2018 in order for the last 2018 deduction to be taken on the paycheck issued December 28, 2018 if the deduction was taken over 26 pay periods. 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 2019, agencies can enter a new row effective-dated between December 16, 2018 and December 29, 2018 in order for the first deduction for United Way or Community Health Charities for 2019 to be taken on the January 11, 2019 paycheck.  If the deduction is to be taken over 26 pay periods, a deduction end date of December 15, 2019 should be entered.  Agencies should enter the total pay period amount authorized by the employee when establishing the UTDXXX deduction code for 2019.

A batch process will run the night of December 28, 2018 to establish the fee portion (deduction code UTFXXX) of the 2019 United Way/Community Health Charities deduction.  The batch process will establish the UTFXXX deduction code with the same effective date and deduction end date as the UTDXXX deduction code for 2019.  This process will reduce the 2019 deduction amount (UTDXXX deduction code) by $.06 and create a UTFXXX deduction code which defaults to the Deduction Code table for a deduction of $.06; the sum of the UTDXXX and UTFXXX deduction codes for 2019 will match the employee’s authorized deduction amount.  Agencies should verify the deduction/fees set up for all employees enrolled in United Way and/or Community Health Charities beginning Monday, December 31, 2018 to ensure both the UTDXXX and UTFXXX deductions are taken correctly.  Please note that if agencies need to enter any 2019 United Way/Community Health Charities deductions after December 28, 2018, then both the UTDXXX and UTFXXX deduction codes for the employee will need to be entered by the agency.

Tax Information
Pursuant to IRS regulations, all employees claiming an exemption from federal withholding must file a new W-4 each calendar year. To facilitate this requirement, an email notification will be sent on November 30, 2018 to all SHARP employees who are exempt from federal withholding.  Notifications will be sent to the employee’s email address listed under ‘Update My Profile’ in the Employee Self Service Center.  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 to identify these employees. The worklist will be sent on November 30, 2018 to the agency staff that has been designated as the Agency Payroll Administrator through the SHARP security roles.  The worklist can be accessed two ways in SHARP:  from the Home page, click on Worklist under Main 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 2019.  If your agency has no employees claiming an exemption from federal withholding the worklist will be empty.

SHARP employees are encouraged to use the Employee Self Service functionality to file their 2019 W-4s.  Employees should submit new paper W-4s by December 21, 2018 to allow adequate time for processing.

Agency personnel have until 6:00 p.m. on December 28, 2018 to enter all paper W-4s into the system.  Agency personnel are reminded that they also need to check the radio buttons ‘New W-4 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 2019.

The KPAY320 will be processed the evening of December 30, 2018.  This process searches for all employees for whom a W-4 email notification has been sent.  If a new W-4 has not been received, a January 1, 2019 effective-dated row will be placed in the Employee Tax Data record.  The January 1, 2019 effective-dated row will update the employee’s marital status to ‘single’ with zero exemptions.

For any 2019 paper W-4s (for employees claiming exemption from withholding) received between December 30, 2018 and January 2, 2019, agency personnel will need to enter the data with a January 2, 2019 effective date.  Agency Workflow Administrators will also need to change the effective date to January 2, 2019 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, either paper or on-line, to make any needed state tax withholding change.  SHaRP employees are encouraged to use the Employee Self Service functionality to file their 2019 K-4’s.

The 2019 Form W-4 will be posted to the Office of the Chief Financial Officer’s website as soon as it is available from the IRS.

The KPAY320 will also enter a new effective-dated row in the SHARP federal tax data records on December 30, 2018 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 2019.  The new tax data row will be dated January 1, 2019.  The 8233 indicator on the tax data records should be updated once a form 8233 for calendar year 2019 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 whose current Federal Tax Data record in SHARP indicates the ‘Form 8233 Received’ checkbox does not contain a value of ‘Y’.

Deduction Information
All deductions for calendar year 2019 are biweekly except:

-Group Health Insurance (Medical and Dental): semi-monthly, deducted on the first and second pay dates of the month.

-Group Health Insurance (Vision): monthly, deducted on the first pay date of the month. Some deduction balancing adjustments can be processed by the State Employee Health Plan (SEHP) on the second pay date of the month when applicable.

-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.   Some deduction balancing adjustments can be processed by the State Employee Health Plan (SEHP) on the third pay date of the month when applicable.

-Supplemental Voluntary Health Insurance: monthly, deducted on the first pay date of the month. Some deduction balancing adjustments can be processed by the State Employee Health Plan (SEHP) on the second pay date of the month when applicable.

-Long Term Care Insurance (new deduction beginning in Feb, 2019): monthly, deducted on the first pay date of the month. Some deduction balancing adjustments can be processed by the State Employee Health Plan (SEHP) on the second pay date of the month when applicable.

Arrearages/Advances
The collection of all outstanding payroll debts (arrearages or advances) must be completed either by personal reimbursement or paycheck deduction prior to the off-cycle B cut-off date of December 26, 2018.  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.

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 2018 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 15, 2018 by personal reimbursement as soon as possible.

Payroll arrearages and advances, not including advances for Group Health Insurance for active employees and specific arrearages requested for exclusion, outstanding as of December 31, 2018 will be sent to the State of Kansas Set-Off Program for collection.  Agencies are allowed to request certain debts not be submitted to the Set-Off Program for the period of one calendar year by submitting a DA-181, SHARP Exclusion Request Form to Payroll Services. All DA-181 forms are due to Payroll Services no later than 4:00 p.m. on December 28, 2018.  Please remember that these forms are only for those arrearages that are actively being collected.

On December 30, 2018, Payroll Services will generate a file of those identified outstanding payroll arrearages which will be sent to the Set-Off Program for collection.  KPAY229 will be run to remove those identified outstanding payroll arrearages from SHARP.  Please be aware that any employee inquiries for specific information regarding the debts submitted by Payroll Services to Setoff will be directed to the individual employee’s agency.

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 January 3, 2019 to guarantee the updated information is included in the W-2 data. Although SHARP agencies have until January 3, 2019 to update the Contact Information page, it is strongly recommended that these changes be made as soon as they are known.  Regent 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 21, 2018.  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 January 3, 2019 and January 7, 2019.  Electronic W-2 forms through Employee Self Service will be available on or before January 7, 2019.  For those employees not consenting to receive their W-2 forms electronically, W-2 forms will be printed and mailed on or before January 31, 2019.  Email notification of electronic W-2 availability will be provided for employees who have consented.  Notification of the W-2 mailings will be provided to all subscribers of the SHARP Infolist.

November/December Calendar
Attached is a revised calendar for the end of November and the month of December 2018 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.

Attachment
Printable Version of 19-P-012
DH:NTR:abe

19-P-013 2019 Percentage Method Tables for Federal Tax Withholding (December 18, 2018)

Informational Circular No.: 19-P-013

Supersedes Informational Circular No: 18-P-018

Effective Date: January 1, 2019

Contact Name: Nancy Ruoff

Ph: (785) 296-2853

Email: nancy.ruoff@ks.gov

Approval:    Nancy Ruoff (Original Signature on File)
Summary: New Federal Withholding Tax Tables Effective for Paychecks Issued On or After January 1, 2019

 

The Internal Revenue Service (IRS) has issued new tables for the percentage method of withholding for 2019 per IRS Notice 1036.  Therefore, the attached tables will be used in SHARP for computing federal tax withholding for wages paid on or after January 1, 2019.  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 twenty-six pay periods.  In addition, the value of one withholding allowance has increased to $4,200 for 2019.

Regents should also note that the annual amount to add to Nonresident Alien employee’s wages for calculating income tax withholding for 2019 has increased to $8,000.  In addition, Regents should check IRS Publication 1494 for any changed amounts when computing tax levies for garnishments.  Publication 1494 for 2018 is currently available on the IRS website at https://www.irs.gov/pub/irs-pdf/p1494.pdf.  Regents should be aware that the withholding on supplemental wages rate remained at 22% for 2019.

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 year, and 2) the employee anticipates no income tax liability in the upcoming year.    

SHARP employees are encouraged to use the Employee Self Service functionality to file their 2019 W-4s.  The 2019 Form W-4 has been published by the IRS and can be found on the Office of the Chief Financial Officer website at https://admin.ks.gov/resources/document-center

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

2018 must file a new 8233 form for calendar year 2019 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 Office of the Chief Financial Officer, Payroll Services, 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.

DH:NTR:abe

Attachment:  Tables for Percentage Method of Withholding
Printable version of 19-P-013

19-P-014 Employee Taxability of State-Owned or Leased Vehicles (January 2, 2019)

Informational Circular No.: 19-P-014

Supersedes Informational Circular No: 18-P-013

Effective Date: January 1, 2019

Contact Name: Amanda Entress

Ph: (785) 296-3887

Email: amanda.entress@ks.gov

Approval:    Nancy Ruoff (Original Signature on File)
Summary: IRS Cents-Per-Mile Valuation Rule Changes for Calendar Year 2019

 

The Internal Revenue Service (IRS) has announced the standard mileage rate will increase to 58 cents beginning January 1, 2019 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 58 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 2019 and the agency wishes to use the Cents-Per-Mile method, the fair market value of the vehicle cannot exceed $15,700 for a car (up from $15,600 in 2018), and $17,600 (unchanged from 2018) for a passenger truck or van.  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).

 

DH:NTR:abe
Printable Version of 19-P-014

19-P-015 W-2 Wage and Tax Statements for Calendar Year 2018 (January 8, 2019)

Informational Circular No.: 19-P-015

Supersedes Informational Circular No: 18-P-016

Effective Date: Immediately

Contact Name: Carmen Waters

Ph: (785) 296-7059

Email: carmen.waters@ks.gov

Approval:    Nancy Ruoff (Original Signature on File)
Summary: Information Pertaining to Employee 2018 W-2 Statements

 

The final version of the KTXPR55 W-2 listing has been generated.  The KTXPR55 report contains all information printed on the 2018 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 January 4, 2019.  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 February 4, 2019. 

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 2018 W-2's that were generated for your agency.  The Department of Administration will be preparing a SMART voucher to bill each agency for the applicable costs associated with processing the 2018 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 2018.  The standard W-2 is one page, contains four copies (a copy to be used with the employee’s federal return, two copies that can be used for the employee’s state and local returns, and a copy for the employee records).  For those employees consenting to receive their W-2 electronically, the form will be available on Employee Self Service (ESS).  For those receiving a printed W-2, the form will be printed and sealed in an envelope. Please note that any employees who have retired or separated from state service continue to have access to consent and receive W-2 forms electronically via Employee Self Service for 18 months following separation.  However, each retired/separated employee will have his/her consent reset to ensure generation of a mailed copy of his/her W-2 if the former employee does not re-consent/receive the W-2 electronically via Employee Self Service.  

Agencies are reminded that the mailing address on the Contact Information page will be the primary address used for mailing the paper W-2 to employees not consenting to receive an electronic 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.  The return address for all W-2 forms mailed this year will be the address of the Department of Administration’s Office of Printing & Mailing.

All paper 2018 W-2’s, which are considered undeliverable to the employees and are returned to the Office of Printing & Mailing by the U.S. Postal Service, will be retained until April 15, 2019.  At that time, they will be destroyed.

In cases where the 2018 W-2 Wage and Tax Statement information does not agree with your records, please notify this office with an explanation.  For all cases where the social security number is incorrect, please send a copy of the employee's social security card to this office with the explanation.  State agencies are not authorized to make changes on 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 2014 through 2018, agencies are expected to recommend that employees consent to view these W-2’s electronically using ‘W-2/W-2c Consent’ found in Employee Self Service, and then view and print the duplicate using ‘View W-2/W-2c Forms’.  For those employees not wishing to consent to receiving their W-2 Form electronically, they should use the ‘W-2 Reissue Request’ functionality also found in Employee Self Service to request a paper W-2 duplicate if a paper W-2 was processed for the year being requested.  Desk Aids that explain these procedures, Desk Aid - View W-2/W-2c Forms - Employee Self Service and Desk Aid - W-2 Reissue Request - Employee Self Service may be printed and distributed to employees to assist them in this process. Agencies are reminded that employees who have separated or retired from State service have access to consent to consent/view/print and to request duplicate paper W-2’s for 18 months following their date of separation, per Informational Circular 12-P-011, and should be directed to utilize Employee Self Service to consent/view/print or request a duplicate W-2.  For requesting paper W-2 reissues, 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 paper 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 (2018, 2017, 2016, 2015, or 2014) the reissued W-2 is needed.  Duplicate W-2’s for 2014- 2017 are currently available, and duplicate W-2’s for 2018 will be available starting on Wednesday, February 6, 2019.

The Office of the Chief Financial Officer, Statewide Payroll will continue to provide duplicate paper W-2’s for those employees who cannot access Employee Self Service.  Requests for duplicate W-2’s received by Statewide Payroll by noon of each Thursday will be processed Thursday afternoon and mailed the next day.  Agencies need to verify the mailing addresses for the W-2’s and submit the correct addresses to Statewide Payroll.  Agencies are requested to submit one blanket request for duplicate 2018 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 2018 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 Statewide Payroll at telephone number 785-296-7059.

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 off-cycle paychecks dated December 31, 2018 are included in the 2018 W-2 amounts.   

Attachment A
Attachment B
Printable Version of 19-P-015

DH:NTR:abe

19-P-016 2019 W-2 Production Report Schedule (January 8, 2019)

Informational Circular No.: 19-P-016

Supersedes Informational Circular No: 18-P-017

Effective Date: Immediately

Contact Name: Carmen Waters

Ph: (785) 296-7059

Email: carmen.waters@ks.gov

Approval:    Nancy Ruoff (Original Signature on File)
Summary: 2019 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 2019 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 2019 W-2 production reports are scheduled to be generated:

Friday, April 19, 2019
Friday, May 17, 2019
Friday, June 14, 2019
Friday, July 12, 2019
Friday, August 9, 2019
Friday, September 6, 2019
Friday, October 4, 2019
Friday, November 1, 2019
Friday, November 15, 2019
Wednesday, November 27, 2019
Monday, December 9, 2019
Monday, December 16, 2019
Monday, December 23, 2019
Friday, December 27, 2019
Monday, December 30, 2019
Thursday, January 2, 2020 - Tentative Final Load

Agencies should anticipate finding copies of the KTXPR55 report in their agency mailbox on the MVS on the first working day following the above listed scheduled dates.  No action is required by the agency on the KTXPR55.  Once the W-2’s for 2019 are complete, a final KTXPR55 report will be generated for each agency’s information and review.

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.

Printable Version of 19-P-016

DH:NTR:abe

19-P-017 United Way of Winfield Name Change (February 25, 2019)

Informational Circular No.: 19-P-017

Effective Date: Immediately

Contact Name: Nancy Ruoff

Ph: (785) 296-2853

Email: nancy.ruoff@ks.gov

Approval:    Nancy Ruoff (Original Signature on File)
Summary: United Way of Winfield Name Change

 

Statewide Payroll has been notified that Winfield United Way (UTD098) and Arkansas City United Way have combined. The new name for this United Way is Cowley County United Way.

The deduction and general deduction tables in SHARP will be updated with the organization’s new name. In addition, the supplier table in SMART has been updated to reflect the new name and address. Regent’s institutions are responsible for ensuring that these changes are made in their respective systems effective with the payroll period noted above.

NTR:abe

Printable Version of 19-P-017

19-P-018 Change in Organization Dues Deduction for Fraternal Order of Police, Lawrence Lodge #2 (February 27, 2019)

Informational Circular No.: 19-P-019

Supersedes Informational Circular No: 18-P-014

Effective Date: Payroll Period Ending March 9, 2019

Contact Name: Amanda Entress

Ph: (785) 296-3887

Email: amanda.entress@ks.gov

Approval:    Nancy Ruoff (Original Signature on File)
Summary: Organization Dues Change for ORG060

 

The organization dues for members of Fraternal Order of Police, Lawrence Lodge #2, will change from $13.58 to $15.20 per biweekly payroll period.  The new rate will become effective with the payroll period beginning February 24, 2019 and ending March 9, 2019, paid March 22, 2019.

The amounts listed above include the deduction amount (ORG060 deduction code) and the $0.06 service fee (ORF060 deduction code) added together. The new rate for deduction code ORG060 will increase from $13.52 to $15.14 and the fee (ORF060) will remain at $.06 (for a total deduction of $15.20 per biweekly payroll period).

The Office of the Chief Financial Officer, Payroll Systems Team will make the necessary updates to the SHARP system.  Regent’s institutions are responsible for ensuring that this change is made in their respective systems effective with the payroll period noted above.

NTR:ckw     
Printable Version of 19-P-018  

19-P-019 Payroll Processing Date Changes for the March 23, 2019 Pay Period End Date Due to the SHARP FLUID Upgrade (March 1, 2019)

Informational Circular No.: 19-P-019

Effective Date: March/April 2019

Contact Name: Earl Brynds

Ph: (785) 296-5376

Email: Earl.Brynds@ks.gov

Approval:    Nancy Ruoff (Original Signature on File)
Summary: SHARP FLUID Upgrade and Impact on Payroll Processing Dates in March/April 2019

 

The Department of Administration is pleased to announce that the SHARP system is being upgraded to a new user interface called FLUID.  FLUID will modernize both the navigation and ‘look and feel’ of SHARP.   However, the functionality of the SHARP pages (the actions you take when you reach a certain page) is not changing.

Upon logging into SHARP following the upgrade, users will land on a SHARP Homepage containing various tiles.  Users will click on the specified tiles to navigate to the desired links on that Homepage.  Also, from the SHARP Homepage, users can navigate to either the Payroll, Time and Labor or Workforce Administration Homepages.  From the desired Homepage, users will click on the specified tiles and navigate to the appropriate SHARP pages using the left side navigation links.  SHARP users can get a Sneak Peek of FLUID at: https://www.admin.ks.gov/offices/personnel-services/sharp/fluid-9-2-training
Fluid Sneak Peak

This informational circular also covers key dates and Payroll/Time and Labor changes in SHARP as a result of the transition to the SHARP FLUID upgrade. On-cycle and off-cycle dates have been changed in March/early April in order to accommodate the transition to FLUID. Please review carefully the information contained in this circular.

Due to the SHARP FLUID upgrade, scheduled to begin Friday night, March 29, 2019, changes are required 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. 

Agencies should also be aware that additional maintenance is required in mid-March in preparation for the upgrade.   SHARP and Employee Self Service will be closed beginning 7:00 AM on Saturday, March 16 through 7:00 PM on Saturday, March 16 due to scheduled maintenance.  Agencies are strongly encouraged to notify employees of the dates and times that Employee Self Service will be unavailable to ensure that employees plan ahead for timely access to electronic W-2s.

In addition, SHARP monthly maintenance will begin at 6:00 PM on Saturday, March 23 and continue through 6:00 PM on Sunday, March 24 (or earlier).  However, Employee Self Service will remain open for the entire duration of the monthly maintenance timeframe.  Agencies should plan accordingly since the following week will be a shortened week for calculating paychecks.

Friday, March 22, 2019
Payday for the payroll period ending March 9, 2019.

First opportunity for Time and Labor interface agencies to have time and labor (INF42/KAGYTL42) files for the period ending March 23, 2019 submitted to the Department of Administration for processing by 5:00 PM on March 22, 2019.  (These files would normally be due Monday, March 25, 2019.)  Last opportunity to submit files will be noon on Monday, March 25, 2019.

Regents’ Run C off-cycle payroll files for the period ending March 9, 2019 must be received by the Department of Administration by 4:00 PM on March 22, 2019.

Monday, March 25, 2019
Time and Labor interface agencies can submit time and labor (INF42/KAGYTL42) files for the period ending March 23, 2019 to the Department of Administration for processing by noon to be processed at 12:30 p.m. on March 25, 2019.

NOTE: Terminations and Retirements must be entered by 6:00 PM on March 25, 2019 and reported time must be submitted (and approved if applicable) by 5:30 PM in order for leave payouts to be calculated correctly.

Paysheets for the on-cycle payroll for the period ending March 23, 2019 will be created on Monday, March 25, 2019. (Paysheets would normally be created on Tuesday, March 26, 2019.)  For SHARP agencies, all job actions (i.e., FLSA Status change) must be entered by 6:00 PM on March 25, 2019 in order to be reflected on the paysheets for this period.

The first on-cycle preliminary pay calculation for the period ending March 23, 2019 will also occur March 25, 2019.  For SHARP agencies, all employees’ reported time must be entered (and approved if applicable) into SHARP by 5:30 PM.  After Time Administration runs at 5:30 PM, payable time must be approved by 6:00 PM, in order for a paycheck record to be created. Please note that there will be only two SHARP on-cycle preliminary payroll calculations for the pay period ending March 23, 2019.

The Run C off-cycle for the period ending March 9, 2019 will be processed March 25, 2019.  SHARP agencies have until 6:00 PM on this date to enter supplementals and/or adjustment run controls for the Run C off-cycle.  All employees’ reported time must be entered (and approved if applicable) by 5:30 PM. Payable time must be approved by 6:00 PM.  Paychecks for the Run C off-cycle will be dated March 28, 2019.

Tuesday, March 26, 2019
The second on-cycle preliminary pay calculation for the period ending March 23, 2019 will occur March 26, 2019.

Regents’ on-cycle files for the period ending March 23, 2019 must be received by the Department of Administration by 4:00 PM on March 26, 2019.

Wednesday, March 27, 2019

Final pay confirmation for the on-cycle payroll for the period ending March 23, 2019 will occur March 27, 2019.  For SHARP agencies, all employees’ payable time must be approved, by 6:00 PM on March 27, 2019 in order for a paycheck record to be created.  All deduction and tax data changes must be entered by 6:00 PM on March 27, 2019 in order to be reflected in the final paycheck created for the employee.

Thursday, March 28, 2019

The Regents’ on-cycle payroll files for the period ending March 23, 2019 will be processed on this date.

Regents’ Run A off-cycle payroll files for the period ending March 23, 2019 must be received by the Department of Administration by 4:00 PM on March 28, 2019.  (These files would normally be due Friday, March 29, 2019.)

Friday, March 29, 2019

The Run A off-cycle for the period ending March 23, 2019 will be processed March 29, 2019. (This off-cycle would normally be scheduled for Monday, April 1, 2019.)   SHARP agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run A off-cycle. All employees’ reported time must be entered (and approved if applicable) by 5:30 PM. Payable time must be approved by 6:00 PM. Paychecks for the Run A off-cycle will be dated April 5, 2019.  NOTE:  This off-cycle is the final payroll cycle run before the FLUID upgrade begins.

The Regents’ Run A off-cycle payroll files for the period ending March 23, 2019 will also be processed on this date.

Saturday, March 30, 2019
SHARP system and Employee Self Service shut down.  Transition to FLUID begins.

Sunday, March 31, 2019
SHARP system and Employee Self Service closed.  Transition to FLUID continues.

Monday, April 1, 2019
SHARP FLUID system and Employee Self Service open to core users only for validation. 

No batch jobs processing.

Tuesday, April 2, 2019

SHARP FLUID system and Employee Self Service open to all users. 

Beginning Tuesday, April 2, 2019 batch jobs will return to the normal payroll processing schedule. Attached is a partial calendar for the months of March/April 2019, which highlights key payroll processing activity for these months.  The attached partial 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 https://www.admin.ks.gov/resources/informational-circulars.    

 

NTR:ewb

Attachment
Printable Version of 19-P-019

19-P-020 Change in Organization Dues Deduction for AFSCME Council 72, Local 1357 (March 28, 2019)

Informational Circular No.: 19-P-020

Supersedes Informational Circular No: 14-P-022

Effective Date: Payroll Period Ending April 6, 2019

Contact Name: Amanda Entress

Ph: (785) 296-3887

Email: amanda.entress@ks.gov

Approval:    Nancy Ruoff (Original Signature on File)
Summary: Organization Dues Change for ORG357

 

The organization dues for members of the AFSCME Council 72, Local 1357, will increase from $15.32 to $19.31 per biweekly payroll period.  The new rate will become effective with the payroll period beginning March 24, 2019 and ending April 6, 2019, paid April 19, 2019.

The amounts listed above include the deduction amount (ORG357 deduction code) and the $0.06 service fee (ORF357 deduction code) added together. The new rate for deduction code ORG357 will increase from $15.26 to $19.25 and the fee (ORF357) will remain at $.06 (for a total deduction of $19.31 per biweekly payroll period).

The Office of the Chief Financial Officer, Payroll Systems Team will make the necessary updates to the SHARP system.  Regent’s institutions are responsible for ensuring that this change is made in their respective systems effective with the payroll period noted above.

NTR:abe

Printable Version 19-P-020

19-P-021 Payroll/SMART Processing Date Changes in June 2019 (April 23, 2019)

Informational Circular No.: 19-P-021

Effective Date: June 2019

Contact Name: Earl Brynds

Ph: (785) 296-5376

Email: Earl.Brynds@ks.gov

Approval:    Nancy Ruoff (Original Signature on File)
Summary: Payroll/SMART processing schedule changes due to 2019 Fiscal Year End

 

Due to the upcoming 2019 Fiscal Year End in SMART and the payroll pay check date occurring close to the last day of the fiscal year in SHARP, June 28, 2019, it is necessary to make a few changes to the normal payroll/SMART processing schedules to accommodate the early closing of SMART on Thursday, June 27, 2019.

Regents/Agencies are asked to pay close attention to the changes noted below to file due dates and processing dates for payroll in SHARP and for budget checking and posting of payroll journals in SMART. Please note that the payroll processing changes in this FYE circular are reflected in the CY 2019 on and off cycle payroll processing calendars that were released with payroll informational circular 19-P-003.

Wednesday, June 19, 2019
Regents’ on-cycle payroll files for the period ending June 15, 2019 must be received by the Department of Administration by 4:00 PM on June 19, 2019.   (These files would normally be due on Thursday, June 20, 2019).

Regent file sets for the period ending June 15, 2019 ‘A’ off-cycle may be submitted.

SHARP on-cycle payroll pre-calculation for the period ending June 15, 2019 will be processed as normal on this date.

Thursday, June 20, 2019
Regents’ on-cycle files for the period ending June 15, 2019 will be processed on this date. (The Regent’ on-cycle files would normally be processed on Monday, June 24, 2019).

SHARP on-cycle payroll pre-calculation for the period ending June 15, 2019 will be processed as normal on this date.

Friday, June 21, 2019
Regents’ on-cycle payroll journals for the period ending June 15, 2019 will be budget checked and posted in SMART on this date. (These journals would normally be budget checked and posted in SMART on Wednesday, June 26, 2019).

Regents’ Run A off-cycle payroll files for the period ending June 15, 2019 must be received by the Department of Administration by 4:00 PM on June 21, 2019.  NOTE: If necessary, Regents can work directly with Statewide Payroll to submit off-cycle ‘A’ payroll files for approval on Monday, June 24, 2019, but all files must be approved no later than 3pm on Monday, June 24, 2019 for processing in the ‘A’ off-cycle.

SHARP on-cycle final payroll calculation for the period ending June 15, 2019 will be processed as normal on this date.

Monday, June 24, 2019
SHARP on-cycle payroll journals for the period ending June 15, 2019 will be budget checked and posted in SMART on this date. (These journals would normally be budget checked and posted in SMART on Wednesday, June 26, 2019).

NOTE: SHARP and Regents’ off-cycle ‘A’ payroll for the period ending June 15, 2019 will be processed as normal on June 24, 2019.  This will be the last payroll cycle for fiscal year 2019.

Tuesday, June 25, 2019
Regents’ and SHARP off-cycle ‘A’ payroll journals for the period ending June 15, 2019 will be budget checked and posted in SMART on this date. (These journals would normally be budget checked and posted in SMART on Wednesday, June 26, 2019).

Regents’ Run B off-cycle payroll files for the period ending June 15, 2019 must be received by the Department of Administration by 4:00 PM on June 25, 2019.

Wednesday, June 26, 2019
SHARP and Regents’ off-cycle ‘B’ payroll for the period ending June 15, 2019 will be processed as normal in SHARP on June 26, 2019.  This will be the first payroll cycle for fiscal year 2020.

Thursday, June 27, 2019
SMART closed to Agencies.

Friday, June 28, 2019
SMART closed to Agencies.

Payday for the payroll period ending June 15, 2019.

First opportunity for Time and Labor interface agencies to have time and labor (INF42/KAGYTL42) files for the period ending June 29, 2019 submitted to the Department of Administration for processing by 5:00 PM on June 28, 2019.  (These files would normally be due Monday, July 1, 2019.)  Last opportunity to submit files will be noon on Monday, July 1, 2019.

Regents’ Run C off-cycle payroll files for the period ending June 15, 2019 must be received by the Department of Administration by 4:00 PM on June 28, 2019.

Monday, July 1, 2019
SMART open to Agencies.

Regents’ and SHARP off-cycle ‘B’ payroll journals for the period ending June 15, 2019 (off-cycle ‘B’ payroll was processed in SHARP on Wednesday, June 26, 2019) will be budget checked and posted in SMART on this date.

SHARP and Regents’ off-cycle ‘C’ payroll for the period ending June 15, 2019 will be processed as normal on July 1, 2019.

NOTE: Due to the July 4, 2019 holiday, paysheets for the SHARP on-cycle payroll for the period ending June 29, 2019 will be created on Monday, July 1, 2019.  (Paysheets would normally be created on Tuesday, July 2, 2019.)

Time and Labor interface agencies can submit time and labor (INF42/KAGYTL42) files for the period ending June 29, 2019 to the Department of Administration for processing by noon to be processed at 12:30 p.m. on July 1, 2019.

Terminations and Retirements must be entered by 6:00 PM on July 1, 2019 and reported time must be submitted (and approved if applicable) by 3:30 PM in order for leave payouts to be calculated correctly.

The first on-cycle preliminary pay calculation for the period ending June 29, 2019 will also occur July 1, 2019. For SHARP agencies, all employees’ reported time must be entered (and approved if applicable) into SHARP by 5:30 PM.  After the final Time Administration runs at 5:30 PM, payable time must be approved by 6:00 PM. on July 1, 2019 in order for a paycheck record to be created.

 

NTR:abe

Printable Version of 19-P-021

19-P-022 Fiscal Year End Payroll Processing for FY 2019 (May 1, 2019)

Informational Circular No.: 19-P-022

Supersedes Informational Circular No: 18-P-022

Effective Date: Immediately

Contact Name: Joyce Dickerson

Ph: (785) 296-3979

Email: Joyce.Dickerson@ks.gov

Approval:    Nancy Ruoff (Original Signature on File)
Summary: Summary of Fiscal Year End Payroll Processing 

 

This informational circular will discuss key payroll processing concepts to aid in fiscal year end closing.

Note:  Another informational circular regarding the fiscal year 2020 payroll contribution rates will be issued as soon as the information becomes available. There is also informational circular 19-P-021 available regarding the key payroll processing dates related to fiscal year end processing in SHARP and SMART.

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 15, 2019 will use fiscal year 2019 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 15, 2019 will use fiscal year 2020 rates. Benefit contributions include: KPERS, TIAA-CREF, KPEDCP, workers compensation insurance, state leave reserve assessment, group health insurance (GHI), and parking administrative fee.

Tax Rates

Taxes for supplementals and adjustments will be calculated using the tax rates effective for the paycheck issue date for the off-cycle payroll being processed.  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 24, 2019, paid June 28, 2019) for the pay period ending June 15, 2019 will be the last opportunity to have a paycheck adjustment charged to fiscal year 2019 expenditures.   

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

Budget End Date and Fiscal Year Changes

The Budget End Date and Fiscal Year on the Department Budget tables will be updated centrally at the beginning of the fiscal year.  This process is scheduled to run during the batch cycle the night of June 23, 2019 and should be completed by Monday morning, June 24, 2019.  In that process, a new row will be added to the Department Budget tables with an effective date of June 16, 2019 (beginning date of the first on-cycle payroll charged to FY2020).  The Budget End Date will be June 13, 2020.

Agencies should send Combination Code files or any Department Budget Table files for FY2020 changes into Payroll Services by Friday, June 21, 2019.  These files will be loaded into SHARP beginning Tuesday, June 25, 2019. Agencies should not enter any rows with an effective date greater than or equal to June 16, 2019 until June 25, 2019. When adding new rows for FY2020, agencies should verify that June 13, 2020 was used as the Budget End Date for FY2020.

A special run of the KPAYGL5C (paycheck accounting transactions file) will be processed on Tuesday June 25, 2019 after the ‘A’ off-cycle process has been completed for the June 15, 2019 pay period end date.  A SHARP Infolist message will be sent out to agencies after the KPAYGL5C has finished processing on June 25.  Agencies are encouraged to complete all FY2019 payroll adjustments on or before the ‘A’ off-cycle which processes on Monday night, June 24, 2019, since the ‘A’ off-cycle is the last payroll cycle in SHARP for FY2019.    Otherwise, any adjustments processed in the ‘B’ off-cycle on Wednesday, June 26, 2019 will be included with FY2020 transactions and will not be included on the KPAYGL5C file until it is run again on Tuesday night, July 2, 2019.

 GHI Adjustments

June is a popular retirement month.  Many employees will retire by June 15th impacting the amount of GHI for which the employee should be charged for the month of June.  In order to avoid processing a refund, MAP should be updated with an employee’s termination date prior to the paycheck for the Pay Period Ending 6/1/2019, if at all possible.  This will allow the correct calculation of insurance for the employee in the on-cycle processed for the 6/1/2019 pped.  If you have any questions or concerns, contact Kansas Department of Health & Environment, Division of Health Care Finance, State Employee Health Plan Membership Services by Email: SEHPMembership@kdheks.gov or Phone: 785-296-3226 about event maintenance that may affect claims processing for any employee.

Regents’ Institutions Responsibilities

Regents’ institutions are responsible for ensuring that the correct benefit and tax contribution rates are used when calculating payroll for employees of their agencies and for ensuring that the SMART INF06 interface files affect the correct fiscal year expenditures. 

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.Agencies should not change Job Data including the FLSA status after Tuesday night as this will cause issues with the paysheets and will require special handling.Agencies should also not change the Assign Work Schedule after Tuesday night if the change affects the Paygroup.

     

  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’.

 

NTR:abe
Printable Version 19-P-022

19-P-023 Housing, Food Service and Other Employee Maintenance (May 1, 2019)

Informational Circular No.: 19-P-023

Supersedes Informational Circular No: 18-P-021

Effective Date: July 1, 2019

Contact Name: Carmen Waters

Ph: (785) 296-7059

Email: Carmen.Waters@ks.gov

Approval:    Nancy Ruoff (Original Signature on File)
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 Office of the Chief Financial Officer.  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 2020 will require entry into the SHARP system at the Payroll Homepage > Employee Payroll/Benefits Data Tile > Create Additional Pay for fringe benefit income.  FY2020 rate changes for maintenance should be entered into SHARP by 6:00 pm on Monday July 1, 2019 in order to be reflected in the paychecks produced in the first preliminary on-cycle pay calculation for the payroll period ending June 29, 2019 (paychecks dated July 12, 2019).

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
Printable Version of 19-P-023
NTR:abe

19-P-024 Establish New Organization Dues Deduction Codes for Teamsters Local Union #696 (JJA) (May 7, 2019)

Informational Circular No.: 19-P-024

Effective Date: Month Day, Year

Contact Name: Amanda Entress

Ph: (785) 296-3887

Email: amanda.entress@ks.gov

Approval:    Nancy Ruoff (Original Signature on File)
Summary: Establish New Organization Dues Deduction Codes for JJA

 

Per notice by the Teamsters Local Union #696, additional deduction codes will be added for membership dues deductions for employees at the Juvenile Justice Authority. The existing deduction codes for Hourly Pay Rate ranges below $20.67 remain unchanged. Currently each organization dues deduction must be entered into SHARP as two separate deduction codes, one for the deduction (ORGXXX) and a corresponding (ORFXXX) row for the $.06 per deduction fee. These bi-weekly deductions of organization dues, effective May 5, 2019, are based on new hourly pay rate ranges as follows:

Hourly Pay Rate Range

Bi-Weekly Deduction Amount (including the $.06 fee)

Org. Dues Deduction Code for Local #696

Admin Fees Deduction Code for Local #696

$20.67 - $21.10

$23.50

ORG632

ORF632

$21.11 - $21.55

$24.00

ORG633

ORF633

$21.56 - $21.99

$24.50

ORG634

ORF634

$22.00 - $22.44

$25.00

ORG635

ORF635

$22.45 - $22.88

$25.50

ORG636

ORF636

$22.89 - $23.33

$26.00

ORG637

ORF637

 

As a reminder, this organization is only available for membership to employees who work in the specific positions at the Juvenile Justice Authority.

The Office of the Chief Financial Officer, Payroll Systems Team, will make the necessary updates to the SHARP payroll system to effect these changes for all employees for whom SHARP calculates pay.

 

NTR:abe
Printable Version of 19-P-024

19-P-025 Fiscal Year 2020 Payroll Contribution Rates (June 19, 2019)

Informational Circular No.: 19-P-025

Supersedes Informational Circular No: 18-P-023

Effective Date: Pay Period Beginning June 16, 2019; Ending June 29, 2019; Paid July 12, 2019

Contact Name: Carmen Waters

Ph: (785) 296-7059

Email: Carmen.Waters@ks.gov

Approval:    Nancy Ruoff (Original Signature on File)
Summary: Fiscal Year 2020-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 2020.  The fiscal year 2020 rates will become effective with the on-cycle payroll period beginning June 16, 2019, ending June 29, 2019 and paid July 12, 2019.  The withholding rates for OASDI, Medicare, federal income taxes, and Kansas income taxes remain unchanged for the remainder of calendar year 2019. 

For Fiscal Year 2020, the employer’s contribution to KPERS Death and Disability Insurance rate will be 1.00% (except for retirement codes J1, J2, J3 which are .4%).  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 March 25, 2016 and September 30, 2017; between April 1, 2010 and June 30, 2010; between April 1, 2011 and June 30, 2011; between April 1, 2012 and June 30, 2012; and between April 1, 2013 and June 30, 2013.

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.

The Office of the Chief Financial Officer, 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.

NTR:abe
Attachment A
Attachment B
Attachment C
Printable Version of 19-P-025

19-P-026 Organization Dues Change for ORG059 (June 26, 2019)

Informational Circular No.: 19-P-026

Supersedes Informational Circular No: 11-P-026

Effective Date: Payroll Period Ending June 29, 2019

Contact Name: Amanda Entress

Ph: (785) 296-3887

Email: amanda.entress@ks.gov

Approval:    Nancy Ruoff (Original Signature on File)
Summary: Change in Organization Dues Deduction for Kansas Game Wardens FOP Lodge #59

 

The organization dues for members of the Kansas Game Wardens Fraternal Order of Police Lodge #59, ORG059, will be increased from $15.94 to $17.94 per biweekly payroll period.  The service fee will remain $0.06 per biweekly payroll period.  The new rate will become effective with the payroll period beginning June 16, 2019 and ending June 29, 2019, paid July 12, 2019.

The Office of the Chief Financial Officer, 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 with the payroll period noted above.

NTR:abe
Printable Version 19-P-026

« Back

© 2022 Kansas Department of Administration. All rights reserved.