Kansas
Retirement Report Setup ProceduresThe instructions below are for generating the Kansas Retirement Report after each pay period, effective January 1, 2015.
Note: Complete the Kansas Retirement Report Setup Procedures for each employee who earned retirement before completing the steps listed below to generate the Kansas Retirement Report.
Kansas
Retirement Report Setup Procedures
From the Payroll screen, select the Government Reporting menu and then Kansas Retirement Report.
At the Kansas Retirement Report screen, click the Report Options tab and complete the information.
Enter the 4-digit KPERS identification number for your school district in the Agency ID field.
If applicable, click the down-arrow button for the Employment Beginning Date field to select the correct date custom field defined in the Employee File to track the Employment Begin Date for each employee.
If applicable, click the down-arrow button for the Employment Ending Date field to select the correct date custom field defined in the Employee File to track the Employment End Date for each employee.
If applicable, click the down-arrow button for the Plan ID field to select the correct referenced custom field defined in the Employee File to track the plan code of the employees.
If applicable, enter the appropriate 1-digit plan code to use as the default in the Default field for Plan ID for those employees where the Plan ID custom field was left blank, or click the down-arrow button to select the correct one.
If applicable, click the down-arrow button for the Termination Reason Code field to select the correct referenced custom field defined in the Employee File to track the termination reason for a terminated employee.
Enter the appropriate 1-digit code to use as the default in the Default field for Termination Reason Code for those terminated employees where the Termination Reason Code custom field was left blank, or click the down-arrow button to select the correct one.
Note: The information entered in this field is only used for employees with a termination date in the designated date range and the Termination Reason Code custom field was left blank.
Enter the starting and ending dates for which Employment Begin and End Dates to include on the report in the New Hire/Termination Date Range fields. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Note: The Employment Begin Date and Employment End Date are the dates entered in the Employment Beginning Date and Employment Ending Date custom fields, or the most recent Hire/Rehire Date and Termination Date (as entered in the Employee Dates List on the Employment screen in the Employee File) if the custom fields are blank. The Employment Begin Date or the Employment End Date must be within the date range designated here in order to be printed on the report.
In the Payroll Batches List, select which posted payroll calculation batches (and date sequences, if applicable) to include on the report by clicking the box for the Selected column to the left of the desired batches. A checkmark will appear in the box if the batch is selected.
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 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 the various retirement options.
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 (Member Contribution and Service Purchase Amount), 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.
Note: Reminder, employees with 6 for Working After Retirement as the Plan ID will be included on the report along with their gross wages from the selected payroll batches.
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 any of 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: The Termination Reason Code will only be populated (using the information entered in the Termination Reason Code custom field or the default value) for an employee if an Employment End Date is generated for the employee that is within the designated date range for which the report is being generated.
Tip: 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.
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.
The retirement report can then be generated to paper or a file (or both).
Printing to Paper:
From the Kansas Retirement Report screen, select the Reports menu and then Kansas Retirement Report.
Note: If changes were made to the data on the View/Edit Data tab, the Kansas Retirement Report will not reflect the changes; instead, complete the Export Grid option (noted above in Step 5) to print a report including the changes.
Creating a File:
Complete the Create Report File option.
After the retirement report is printed and the file created, click the X in the upper right-hand corner to close the screen.
