Verify Period of Service

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Lionel Gardner
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1 Verify Period of Service Verify POS Contents Verify Period of Service Understanding service base fields KPERS 5 standard payroll cycle options What is the 547 error? Period of service detail Period of Service (POS) is the actual time worked for your employer s payroll dates each January through December. You must verify and submit payroll periods for each of your pay cycles (departments), even if you don t make any changes from the previous year. If you have multiple departments that have the same pay cycle, you can use one "blank" (no number) department. This information must be correct because it affects service credit for retirement. You will receive an stating you have an Action Required Message on the EWP Employer Message Board. The message will ask you to verify your payroll period dates that KPERS projected by using your prior year's dates. You will receive this message once a year. Verify POS EWP How-to Make changes to POS Add department to POS Upload pay period details Employer checklist Login to the Employer Web Portal (EWP). Under Organization Details heading, click "Profile" and then the "Verify POS" tab. Open each department to review or select 'new' to add a new department (pay cycle). EWP How-to: Add department to POS Review Period of Service Base section. It should reflect your first payroll of the upcoming year. KPERS projects future dates based on the dates for your current year. Make changes if needed. EWP How-to: Make changes to POS (Option) You can upload pay period information for a new department or to change an existing/pre-populated department. EWP How-to: Upload pay period details Review the Pay section. The system automatically calculates this information based on your Period of Service Base. Make changes if needed. Changes checklist: Click "Save" when all changes are complete. Click "Validate" to ensure no errors. If errors, correct and continue. Call KPERS with questions. Click "Return." Click "Submit To KPERS." NO changes checklist: Click "Validate." Click "Return." Click "Submit To KPERS." If you have more than one pay cycle which is not already listed you will need to add a new department. EWP How-to: Add department to POS GO TO INFOLINE employers@kpers.org Verify Period of Service

2 Verify Period of Service Verify POS Contents Understanding service base fields KPERS 5 standard payroll cycle options What is the 547 error? Period of service detail Understanding service base fields The Period of Service Base section has the dates for your employer s first payroll of the year. If you have a standard payroll cycle, the information entered for the Pay Date, Begin Date and End Date and fields should reflect the actual time worked for the first paycheck received in the upcoming year. KPERS 5 standard payroll cycle options Paychecks Per Year (drop-down list) Expected Payroll Period Length (Days) Weekly (7) Bi-Weekly (14) Quad Weekly (2) Monthly (30 or 31) Semi-monthly (15 or 16) You will use a different department number for each payroll cycle your employer has. If you do not use one of these standard payroll cycles, change the Pay Period Detail(s) to reflect the correct dates. EWP How-to: Make changes to POS EWP How-to Make changes to POS Add department to POS Upload pay period details The below example shows the payroll for "blank" department is bi-weekly. There are 26 pay periods with 14 days in each. Employees receive their first paychecks in 2014 on January 3. This paycheck is for time worked December, 2013, to December 21, EXAMPLE POS Year: Pay Cycle ID (Department): Pay Checks Per Year: Validation Required: Pay Date: Begin Date: End Date: Payroll year you are certifying. Remains blank if you have only one pay cycle. EWP How-to: Add department to POS How many paychecks in your payroll year. KPERS has 5 standard payroll cycle options (see illustration above). Y=Yes (you still need to validate and submit) N=No (period of service has been validated and is ready for you to submit) Date of first paycheck of the year. First day of payroll period for first paycheck of the year (December for some employers). Example: Payroll period of 12/0/13 (begin date) through 12/21/13 (end date) is paid on 01/03/14 (pay date). Last day of payroll period for first paycheck of year. GO TO INFOLINE employers@kpers.org Verify Period of Service

Verify Period of Service Contents What is the 547 error? Verify POS Understanding service base fields KPERS 5 standard payroll cycle options What is the 547 error?

For example, if you are paid bi-weekly, the system would expect your payroll period to be 14 days long. If payroll is longer or shorter than 14 days, you will receive the 547 error.

3 Verify Period of Service Contents What is the 547 error? Verify POS Understanding service base fields KPERS 5 standard payroll cycle options What is the 547 error? Period of service detail The 547 error alerts you that the difference between Begin Date and End Date do not correspond to number of paychecks per year. For example, if you are paid bi-weekly, the system would expect your payroll period to be 14 days long. If payroll is longer or shorter than 14 days, you will receive the 547 error. Remember: Include Begin Date and End Date when when you count the 14 days. If you do not use standard payroll cycles, change the Pay to reflect the correct dates. Period of service detail An employee's service is credited by quarters. Period of service is important when calculating service credit at the time of an employee's retirement. EWP How-to Make changes to POS Add department to POS Period of service detail (quarter begin and end dates) are calculated automatically based on your first payroll of the year or are recalculated if changes are made to the Pay. Quarter begin dates should be the first day worked in that quarter. Quarter end dates should be the last day worked in that quarter. To see your current year's period of service detail (quarters); expand the "Period of Service Detail" section. Click on the "Period of Service" tab for an at-a-glance look at your period of service detail sorted by year. Upload pay period details EWP FYI The "Special Pay" field will not be required for 2014 Period of Service. It will be used in 2015 for payroll reporting. GO TO INFOLINE employers@kpers.org Verify Period of Service

4 Make Changes to POS EWP How-to: Make Changes to Period of Service The employer web portal (EWP) is a secure web site where you can complete many KPERS business functions. Login to the EWP. Step 1. Step 2. Step 3. Step 4. Under Organization Details heading, click Profile. Click Verify POS tab. Check the Pay Cycle ID (Department) you want to change. Click Open Step 5. Step 6. Step 7. Step. Step 9. The Period of Service Base information is pre-filled based on last year s dates. If it is wrong, make changes to fields. Click Save, and the Pay will automatically re-calculate. Optional upload: Upload pay period details If you do not use standard payroll cycles or if changes need to be made to the Pay (e.g. holiday falls on a Pay Date so you pay the next day), make the change for each pay period(s) in the Pay section. Click Save. Click Validate. If you receive error message, make changes and click Save and Validate again. If error persists, call KPERS. If no errors, click Return at top-right of page GO TO INFOLINE employers@kpers.org Make Changes to POS

5 Make Changes to POS EWP How-to: Make Changes to Period of Service Step 10. Click Submit To KPERS. 10 GO TO INFOLINE Make Changes to POS

Add Department for POS EWP How-to: Add Dept for Period of Service The employer web portal (EWP) is a secure web site where you can complete many KPERS business functions. Login to the EWP. Step 1.

6 Add Department for POS EWP How-to: Add Dept for Period of Service The employer web portal (EWP) is a secure web site where you can complete many KPERS business functions. Login to the EWP. Step 1. Step 2. Step 3. Under Organization Details heading, click Profile. Click Verify POS tab. Click New Step 4. Fill in Period of Service Base fields, including Pay Cycle ID (Department). Option: Upload pay period details KPERS can use any two-digit department number. KP&F must use specific numbers (call KPERS for details). Step 5. Click Save. Step 6. Click Calculate Pay Periods. Step 7. Click Validate. If errors, then go to Step 9. Step. Click Return. Go to Step GO TO INFOLINE employers@kpers.org Add Department for POS

Add Department for POS Step 9. Step 10. Step 11. Step 12. EWP How-to: Add Dept for Period of Service Make corrections in Period of Service Base or Pay. Click Save.

7 Add Department for POS Step 9. Step 10. Step 11. Step 12. EWP How-to: Add Dept for Period of Service Make corrections in Period of Service Base or Pay. Click Save. Click Validate. If no errors, click Return Step 13. Click Submit To KPERS. 13 GO TO INFOLINE employers@kpers.org Add Department for POS

Upload Pay EWP How-to: Upload Pay The employer web portal (EWP) is a secure web site where you can complete many KPERS business functions. Login to the EWP. Step 1.

8 Upload Pay EWP How-to: Upload Pay The employer web portal (EWP) is a secure web site where you can complete many KPERS business functions. Login to the EWP. Step 1. Under Organization Details heading, click Profile. Step 2. Click Verify POS tab. Step 3. For a new department, click New, and skip to Step. Step 4. For an existing or pre-populated department, check the department box and click Open Step 5. Check box at top to select all Pay. Step 6. Click Delete. Step 7. Click OK to confirm you want to delete. Skip to Step GO TO INFOLINE employers@kpers.org Upload Pay

9 Upload Pay Step. Step 9. EWP How-to: Upload Pay Enter Period of Service Base information. Click Upload Pay Period File. File must be Excel file with Pay Date, Begin Date and End Date column headings. 9 Step 10. Step 11. Click Browse in pop-up window. Find and Open your payroll file GO TO INFOLINE employers@kpers.org Upload Pay

10 Upload Pay Step 12. EWP How-to: Upload Pay Click Upload File. 12 Step 13. Click Process Pay Periods. Review POS and Pay. 13 GO TO INFOLINE Upload Pay

Upload Pay Step 14. Step 15. Step 16. EWP How-to: Upload Pay Click Save. Click Validate. If no errors, click Return. If errors. review details and correct errors.

11 Upload Pay Step 14. Step 15. Step 16. EWP How-to: Upload Pay Click Save. Click Validate. If no errors, click Return. If errors. review details and correct errors. click Validate again. If errors continue, Call KPERS for help Step 17. Click Submit To KPERS. 17 GO TO INFOLINE Upload Pay

MONTHLY EMPLOYEES/SUPERVISORS TRAINING. Log into Ramlink using your windows login (not Datatel). Once logged in, click on Employees

MONTHLY EMPLOYEES/SUPERVISORS TRAINING Log into Ramlink using your windows login (not Datatel). Once logged in, click on Employees Under Time Entry and Approval, click on Time Entry To enter time into