Kansas Retirement Report Setup Procedures

1. Add the following four custom fields to the Employee File:  

• Employment Beginning Date (date custom field)

• Employment Ending Date (date custom field)

• Plan ID (referenced custom field, with the 1-digit codes assigned by the Retirement Office as the referenced values)

• Termination Reason Code (referenced custom field, with the 1-digit codes assigned by the Retirement Office as the referenced values)

Steps to Add a Custom Field

Note:  If this step has already been completed, skip to Step 2.

2. Complete the applicable custom fields added in Step 1 for each employee who earns retirement.

• In the Employee File, bring up an employee and then click the Custom Fields tab.

Tip:  To bring up the first employee for which to edit the custom fields, click the First Record button and then utilize the Next Record button to scroll through all the employees.

• If applicable, enter the date to report as the Employment Begin Date for the employee in the Employment Beginning Date custom field.  Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.  Leave this field blank to use the most recent Hire/Rehire Date (as entered in the Employee Dates List on the Employment screen in the Employee File) for the employee as the Employment Begin Date if it's within the designated date range for which the report is being generated.

Note:  The date entered in this field must be within the designated date range for which the report is being generated in order to be printed on the report.

• If applicable, enter the date to report as the Employment End Date for the employee in the Employment Ending Date custom field.  Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.  Leave this field blank to use the most recent Termination Date (as entered in the Employee Dates List on the Employment screen in the Employee File) for the employee as the Employment End Date if it's within the designated date range for which the report is being generated.

Note:  The date entered in this field must be within the designated date range for which the report is being generated in order to be printed on the report.

• If applicable, enter the appropriate 1-digit plan code for the employee in the Plan ID custom field (or click the down-arrow button to select the correct one) if the code is different than default entered when generating the retirement report.  If the code is the same as the default, leave the Plan ID field blank.

Note:  Employees with 6 for Working After Retirement as the Plan ID will be included on the report along with their gross wages.

• If the employee is terminated, enter the appropriate 1-digit code for the reason of termination in the Termination Reason Code custom field, or click the down-arrow button to select the correct one.

• Click the Save button.

3. Click the Employment tab and complete the following fields for each employee who earns retirement.

• Enter the employee's social security number (9 digits) in the Social Security Number (Federal ID) field.  The system will automatically add the dashes, using the format of ### - ## - ####.

• Enter the date the employee was hired in the Employee Dates List with the Date Type of Hire/Rehire Date.  Use the mm/dd/yyyy format.

• If the employee is terminated, enter the date the employee was terminated in the Employee Dates List with the Date Type of Termination Date field.  Use the mm/dd/yyyy format.

• If the employee returned to work at the school district after a break in service, enter the rehire date for the employee as a second Hire/Rehire Date in the Employee Dates List (with the Date Type of Hire/Rehire Date field).  Use the mm/dd/yyyy format.

• Click the Save button.  

4. Repeat Steps 2-3 for each employee that earns retirement.