Kansas
City Retirement Report Setup ProceduresNote: Complete the Kansas City Retirement Report Setup Procedures for each employee who earned retirement before completing the steps listed below to generate the Kansas City Retirement Report.
Kansas
City Retirement Report Setup Procedures
From the Payroll screen, select the Government Reporting menu and then Kansas City Retirement Report.
At the Kansas City Retirement Report screen, click the Report Options tab and complete the information.
Enter the month for which to generate the report in the Ending Month field. Use the mm/yyyy format or click the down-arrow button to select the desired date. The default of the most recent (greatest) month used as the Processing Month in Payroll will appear, but can be changed.
Enter the 4-digit year of the ending fiscal year date for which wages to include on the report in the Fiscal Year End field, or click the down-arrow button to select the correct year. The ending fiscal year saved last will appear, but can be changed.
Enter the number (up to 4 digits) assigned to your organization by the retirement office in the Agency ID field.
Click the down-arrow button for the Number of Pays Covered field to select the correct numeric custom field defined in the Employee File to track the number of pay periods the employees are contributing to retirement in the month if different than the default.
Enter the number of pay periods the majority of the employees are contributing to retirement in the month in the Default field (located to the right of the Number of Pays Covered field).
Click the down-arrow button for the Number of Annual Pays field to select the correct numeric custom field defined in the Employee File to track the number of pay periods the employees are contributing to retirement in the year if different than the default.
Note: If this field is left blank (a custom field is not selected), the system will use the number entered in the Pay Periods Per Year field on the Employment screen in the Employee File unless the Default field for the Number of Annual Pays is completed.
Enter the number of pay periods the majority of the employees are contributing to retirement in the year in the Default field (located to the right of the Number of Annual Pays field).
Note: If this field is left blank and a custom field was not selected for the Number of Annual Pays field, the system will use the number entered in the Pay Periods Per Year field on the Employment screen in the Employee File.
Click the down-arrow button for the Plan Code field to select the correct referenced custom field defined in the Employee File to track the code for the retirement plan an employee participates in if different than the default.
In the Default field for Plan Code, enter the appropriate 1-digit code (or click the down-arrow button to select the correct one) to use as the default for the retirement plan employees participate in for those employees where the Plan Code custom field was left blank.
Click the Save button.
Click the Pay Groups tab to select the pay groups to include on the retirement report.
Note: The pay groups defined (within the Pay Group File) to be included on the Kansas City Retirement Report are selected by default, but can be changed if needed; if changes are made here, the changes will also be reflected in the Pay Group File.
To select a pay group, click the box under the Selected column to the left of the pay group ID. A checkmark will appear in the box if the pay group is selected.
To select all of the pay groups, click the Select All button located above the Pay Groups List.
Click the Save button.
Click the Deductions tab to select which deductions are set up for retirement.
Tip: To lock a column in place so that it does not move while scrolling the information in the grid, click the pushpin located to the right of the desired column heading. Once the pushpin has been selected for a column, the pushpin will appear vertical to indicate the column is locked, and the locked column will move to the left and appear in front of all unlocked columns. To unlock a column, click the pushpin again; the pushpin will appear horizontal to indicate a column is unlocked. If the screen is closed and re-opened, or the Save button is clicked (if applicable), the settings for the pushpins will go back to the defaults.
For each retirement deduction, enter which share (Employee, Employer, or Both) of the deduction to include on the report in the field under the column for the appropriate category (Employee Pre-Tax Contribution, Employee Post-Tax Contribution, or Employer Contribution), or click the down-arrow button in the field under the appropriate category to select the correct one.
Click the Save button.
Click the View/Edit Data tab to view the information on the retirement report, make any changes if desired, and then create the file.
Tip: To lock a column in place so that it does not move while scrolling the information in the grid, click the pushpin located to the right of the desired column heading. Once the pushpin has been selected for a column, the pushpin will appear vertical to indicate the column is locked, and the locked column will move to the left and appear in front of all unlocked columns. To unlock a column, click the pushpin again; the pushpin will appear horizontal to indicate a column is unlocked. If the screen is closed and re-opened, the settings for the pushpins will go back to the defaults.
To change the information for an employee, click in the desired field and then key the correct information, or click the down-arrow button for the desired field to select the correct item (if applicable). To delete an employee from the report, click the Delete button to the left of the desired employee.
Note: All changes will be lost once the View/Edit Data screen is closed; if any changes were made, create the file at this time in order to include the desired changes. Only the following fields can be changed for an employee within the Report Data List: Reporting Period Begin Date, Reporting Period End Date, Plan Code, Earnings, Annual Salary, Employee Pre-Tax Contributions, Employee Post-Tax Contributions, Employer Contribution, Number of Pays Covered, and Number of Annual Pays. The Agency ID field (column) reflects the number entered in the Agency ID field on the Report Options screen (tab). The Email Address field (column) reflects the email address entered for the employee in the Email Address field for the Business Email Address Type on the Name & Address screen in the Employee File. The Begin Date field (column) reflects the hire/rehire date as entered in the Employee Dates List on the Employment screen in the Employee File if it is within the month for which the report is generated. The End Date field (column) reflects the termination date as entered in the Employee Dates List on the Employment screen in the Employee File if it is within the month for which the report is generated. The Reason Code field (column) will reflect ENRL if the hire/rehire date displays in the Begin Date field (column) or TERM if the termination date displays in the End Date field (column).
To export the report into a file in order to open and print the report (such as in Microsoft® Excel), if desired, complete the Export Grid option (accessed from the File menu).
Note: The file created with the Export Grid option is not the file to submit to the Retirement Office as it is not using the correct required file format/layout.
Tip: If desired, the Deduction Register by Deduction is available to be printed from under the Reports menu on the Kansas City Retirement Report screen to utilize when verifying the retirement amounts.
To create the file to submit to the Retirement Office, complete the Create Report File option.
After the retirement report is generated and the file created, click the X in the upper right-hand corner to close the screen.
