KY CERS START REPORTING IN MUNIS

Kristin LambertTeam Lead & Munis Business Analyst

Knowledge, Information & Data Services (KIDS)

Kentucky Department of Education

Kristin.lambert@education.ky.govKASBO Spring 2016 1

UPCOMING CHANGES

KASBO Spring 2016 2

Why the update?

◦ Allows reporting an employee with more than one status (Subs to FT)

◦ If more than one period record, program currently reports hours

from job salary. Now you can see what is reported.

◦ Allow reporting of two positions with same rate of pay.

◦ Ability to automatically report two period records with two different

start dates.

KASBO Spring 2016 3

Initial Setup – (Sick Plans)

KASBO Spring 2016

Text updated

to display

“Sick Plan

Update”

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Period Record Update

Addition of fields to period

record:

◦ Position Status

◦ Contract Day

◦ Scheduled Hours

◦ Job Class (informational

only)

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• More Pay fields, better descriptions

• Additional of range to enter Substitute Pay Types

Substitutes◦ When “Sub” Pay Type used,

the program will

automatically set the

Position Status to “08 –

Intermittent”, and Contract

Days and Hours to zero,

even if the employee has

another classified job.

KASBO Spring 2016 7

Modifications to Retirement Maintenance

KASBO Spring 2016

Gone

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Modifications to Retirement Maintenance

◦ New “Lock Start Date”

on KYCERS

Maintenance screen.

◦ Anytime Annual Build

is run, and “No” is

selected, the process

will not update the

Start date if locked.

KASBO Spring 2016 9

Bug Fixes

◦Build Fixes

◦ Fix the builds so the Cash Balance deduction code remains after

entering.

◦ Fix in build where not assigning a Contribution Group.

◦Monthly Report Fix

◦ Fix for where excluded pays are being included in the employee's

reported Pay Rate. For example, this currently happens when a

certified employee is also sub bus driver.

KASBO Spring 2016 10

Error and Warning messages Updates

◦Working on updating some error and warning messages so they make more sense.

◦Example, current error message: "EE with Position Status '00' should report non-zero contributions." ◦Will not display this message if the pay reason is "11 - Summer Months".

◦Will not display this message if the employee is part of contribution group "CNHZRR - Retired No EECCON". This contribution group is reported but does not contribute.

KASBO Spring 2016 11

KYCERS MAINTENANCE

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Annual Build

◦Annual Build - only required to update Additional

Comp field or probation status as hours and days will

no longer be on the KYCERS Maintenance screen.

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What is the difference between builds?

◦New Employee Build – Adds only new

employee records.

◦If an eligible “old” employee (example: substitute)

never had a KYCERS Maintenance record they will

be included.

◦Tip – post these folks and mark as “Do Not Report” if you

do not want to report to KRS because they will not average.

Note – KRS expects all substitutes to be reported.

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What is the difference between builds?

◦End Date Build – Only updates the End Date

on the KYCERS Maintenance Screen.

◦Builds must be run before running the Start

Monthly Report.

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When should I run an employee build?

◦ A New Employee Build and End Date Build should be run every

month to include new employees in reporting and report terminations.

◦ Builds must be run before generating the Start Monthly Report.

◦ Annual Build – Beginning of fiscal year

KASBO Spring 2016 16

Verify the

Employee #,

Location, and

Org Code is

defined correctly

before selecting

Execute.

Do not use ranges in the

Contribution Groups.

EECON: One code (5%) for

employees prior to 9/08.

HICON: 1% Code for employees

after 9/1/2008 but prior to

1/1/2014.

HICON CB: 1% Code for new

employees as of 1/1/2014.

Retired No EECON: code for the

employer portion.

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Import KRS ID’s

◦ Download KRS ID’s numbers from the Start

website and save locally to your computer in order to

upload to Munis.

KASBO Spring 2016

More info in the

KRS Employer

Reporting Manual

2013, pages 111-

124.

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Import KRS ID’s

◦In Munis select “Import ID”.

◦Select Define and locate the file on your PC.

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START MONTHLY REPORT

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• Separate your 12 &

10 Month Pay Types.

• Pay Types should not

overlap between 12

& 10 Month ranges.

• Enter sub pay types

under 12 month

column(current)

• Enter under

Substitute Pay

column when

available.

KASBO Spring 2016 21

In addition to OT pay types

and Additional Comp, enter

the pay types used for FT

employees who also coach.

Verify Teacher Retirement Pays.

Any pay type listed will be

excluded from earnings and

error messages. Example: Sick

Accrual Pay Types.

KASBO Spring 2016 22

10 Month Pay Types (Summer Pays)

1. Pay reason generates based on 10 Month Pay Type and $0

earnings.

2. Pay Reason “11 – Summer Months” only valid during the summer.

3. If a summer pay reason reports for other than summer months,

the employee is most likely a termination that has not been

reported or marked “Do Not Report”

4. Substitute pay types – do not enter under 10 month, enter under

12 month column(current), enter under new Substitute Pay

column when available.KASBO Spring 2016 23

A new deduction code

for the 1% health

insurance contribution

for those employees

whose participation

date is on or after

1/1/14 is required. List the current 5%

deduction codes

KASBO Spring 2016 24

Report Trailing Earning to Prior Month

KASBO Spring 2016

In Period Records you can manually add a record and

post to a different Posting Month.

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Missed reporting an End Date?

◦Post a $0

earning

period record

to proper

Posting

Month/Year

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Mid-Month Position Changes

◦If an employee changes positions from Substitute to Full

Time during the middle of a month you can manually split

the Start and End Dates on Period Records.

◦Employees can now have more than one Position Status,

simply change the Position Status on individual period

records.

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Substitute Position

Full Time Position

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Employee with Two Jobs & Two Start Dates

Tom works two jobs at the school district:

◦Coordinator

◦ 181 Days

◦ 7.5 Hour a day

◦ $15.65/hr

◦ Start Date – 8/1/04

◦Ground Supervisor

◦ 59 Days

◦ 7.5 Hour a day

◦ $15.65/hr

◦ Start Date – 5/1/07

KASBO Spring 2016 29

Job/Salary Screen - Civil Service Date◦ Upcoming Functionality

◦ Enter Job Start date on the Civil

Service tab in Job Salary for the

second job.

◦ Two Period Records will be created

with two different Start Dates.

◦ If no date filled on Civil Service

tab, the Start Date will revert from

the KYCERS Maintenance screen.

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Period Records from both jobs with appropriate Start Dates populated.

FT Employee & Coach/Para Pay

◦It is suggested to have a separate Pay Type for

coaching pay for those individuals who are also

full time employees.

◦Para’s Only pay type listed under 12 month

column.

Refer to guide for more info.

KASBO Spring 2016

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FT Employee who is also a Coach

◦Include this Pay

Type in the

Overtime/Extra

Earnings field

on the Generate

screen.

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PARA Employee Job/Salary Setup

KASBO Spring 2016

Annual Salary

Reported as Pay

Rate (Para’s

Only)

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Example - FT Employee & Coach

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• One record is reported with

earnings for both positions

and a payment reason of 01-

Reg with Add Comp.

• If no coaching pay was

received, the Pay Reson

would be reported as 00-

Regular Pay.

Example - Full Time Employee & Coach

The annual coaching salary is included in the Estimated

Additional Comp field in either circumstance.KASBO Spring 2016

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PROCESSING REMINDERS

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KRS End of Year Report

End of year Reports are due at KRS 20 days after the end of the fiscal

year (July 20th).

Directions on creating the report available online:

Kentucky Department of Education : MUNIS Support and Guides

KASBO Spring 2016 38

KRS End of Year Report

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KRS End of Year Report◦ Note the number of records

generated before closing the screen.

◦ Select Find and do a search for all records. Verify the number or records generated equals the total number found in the record set.

◦ Questions: kdestartsupportdesk@education.ky.gov

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Feedback

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If you have comments, suggestions,

concerns…..let us know.

We can’t fix things if we don’t hear about them.

KASBO Spring 2016

Pilots?Please see me or send me an email. Remember, Pilots get one on one support.

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