KY EMPLOYEE BENEFITS MODULE

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Lynne Griffin
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1 KY EMPLOYEE BENEFITS MODULE Session 9C & 10C (Two Part Session) 2015 KASBO Spring Conference Sheila Miller, Business Analyst KY Department of Education

2 Our Goals Were to develop a program that would give the user more control over which records are posted and when they are posted. to develop a program that would handle the benefits separately. to develop a program that would not dramatically differ from the existing enrollment program thus resulting in a smooth transition.

3 The Result KY Employee Benefits Program Each import record contains only the changed benefit(s) - Health Insurance, Basic Life, Optional Life, Dependent Life, FSA Health, FSA Dependent Care Example - When changes are made to life insurance, there will be no health or FSA information on the import record for that employee. You will receive only the Life benefit change.

4 KY Employee Benefits Files are imported into a Pending area where they remain until until you are ready to make them active and update deductions. Files can be imported with little concern of past, current or future dating of transactions. Pending includes a Purge function that will enable the user to remove invalid records from the Pending area. All records are imported into the pending area even if an employee s master record is set to inactive or the employee master record does not exist.

5 KY Employee Benefits The benefit records are no longer shown in a three-tab view. The health benefit screen includes folders that can be selected in order to view other benefit information such as Basic Life, Optional Life, Dependent Life, FSA Health and FSA Dependent Care. All information related to the health insurance benefit is found on one screen and also includes the salary information needed for the KGLI annual salary file.

import files exist, a message will display before

6 KY Employee Benefits Main Screen Payroll >State Specific >South >Kentucky >KY Employee Benefits If import files exist, a message will display before the program opens. Select OK to the KHR Files Exist message.

Benefits Settings The Benefit Settings screen is maintained manually by the user and contains information necessary for the benefits program to properly post costs to deduction codes as well as the

7 Benefits Settings The Benefit Settings screen is maintained manually by the user and contains information necessary for the benefits program to properly post costs to deduction codes as well as the federal reimbursement file. Prior to processing any import files, update the Benefits Settings screen with appropriate deduction codes, cycles and cycles per month. Information contained in the screenshot is for demonstration purposes only. Your deduction numbers and other information may differ from the KDE examples.

The files available for importing will be shown on the next screen.

8 Importing a File After selecting Import/Pending from the main screen, select Import Now to the Import Files Exist-Process? message. The files available for importing will be shown on the next screen. Double-click on a file and enter a deduction start date into each of the fields shown on the import screen. Select Load File.

9 Importing a File Select Yes to the Verify Import File message. Select a form of output and an import file report will be generated. Note: The last 4 of SSN as well as last name and first name will appear on your report.

Importing a File The KY Benefits Import Option screen will appear. If the employees on the report are your employees, select 1-Proceed to Proof Stage.

10 Importing a File The KY Benefits Import Option screen will appear. If the employees on the report are your employees, select 1-Proceed to Proof Stage. Select a form of output for the KY Employee Benefits Import Proof Report. (Note: Option 2-Import File is Invalid is only used if the file does not contain your employees.)

11 Importing a File The KY Employee Benefits Import Proof report will be generated. Review the report carefully as this will contain messages on records that cannot be imported properly due to not having an active employee master record.

12 Importing a File If errors are encountered during the proof stage, you will be prompted to choose an output method. Review the error report before proceeding.

13 Importing a File Select Yes to the Apply Import? Message if you are ready for the records to be imported. Select No to the message if errors were received that need to be corrected prior to importing the file. Close the screen when the import process is finished.

14 Viewing Import Records Import/Pending screen contains functionality to import files, move files to active & purge pending records. You can also find records using certain criteria.

Viewing Import Records The screenshot below is an example of what the screen will look like if records were imported without an Employee Master record in Munis: The zero employee

15 Viewing Import Records The screenshot below is an example of what the screen will look like if records were imported without an Employee Master record in Munis: The zero employee number records must be reviewed. If these records are for an employee in the district, the information on the records will have to be manually added to the Benefit Records screen.

that are associated with import file number KHR177.

16 Performing a Find in Pending Area Select Find Based on the criteria entered into this screenshot, only the pending records that are associated with import file number KHR will be found. You can enter any combination of criteria to perform a find.

17 Pending Benefit Records Double-click on a record and a pending benefit screen will load. This example shows a health record. The Pending Benefit Record screen contains the same fields as the active record screen.

18 Pending Benefit Records Notice the folders that are yellow. The employee in this example has Optional Life and Health FSA in addition to Health Insurance and Basic Life. When a folder is gray, that indicates the employee did not have a change to that particular benefit on the import file.

19 Optional Life Insurance Click on a folder for one of the other benefits and a screen containing that benefit information will display.

20 Health FSA Pending Benefit Record Select the Health Flex Spending folder and that benefit record will load.

21 FSA Records If there are less than a full calendar year s pay cycles remaining, the Total Flexible Spending Cycles field will need to be updated. This can be processed on the pending record or after the record has been moved to active. (Must be revised prior to processing the Update Deductions step.) The FSH Per Check Amount field will automatically calculate using the updated number in the Total Flexible Spending Cycles field.

22 Purge Pending Records Records can be purged from the pending area. Valid reasons include the following: o Record exists for a former employee and record is not needed. o Records were imported without having an Employee Master record. These files imported with an employee number of zero and, if valid, will need to be purged after reviewing information and entering manually as an active benefit record.

23 Purge Pending Records Select update. Check the box(es) of the record(s) that need to be purged. Press enter. Select Purge Select Yes to the next message if you are ready to purge the records.

24 Moving Records to Active From the Import & Pending screen, select the Update icon and another screen appears. If all records need to be moved, choose the Select All button and press enter. If only certain files need to be moved, select the files or perform a find to narrow the results.

25 Moving Records to Active After records have been selected, click Move to Active. A confirmation message appears asking if you are sure you want to move the records. Select Yes if you are ready to make the records active.

26 Benefit Records Select Benefit Records from the KY Employee Benefits menu. This portion of the program contains records that have been moved from the pending area. These are what we refer to in this program as the active records.

27 Benefit Records The active benefit records screen contains the same information as the pending record. The functionality to process deduction updates, create term files and the annual salary file are found on this screen.

28 Current Find Selecting Current Find will produce the most recent record for each employee in the benefit records program based on effective date and sequence number.

29 Updating Deductions The Update Deds step in the KY Employee Benefits program is performed the same way as in the former benefits enrollment program. Find/Current Find the record(s) that need to be posted to employee deductions. Select Update Deds.

30 Updating Deductions There are two options to choose from when updating deductions. Select Define then choose an option: Delete Employee Deduction This option will delete the existing employee deductions for health, life and FSA and replace with the new amounts. This is the most common option used by districts. When selecting Delete Employee Deduction, no date is entered. Inactivate Employee Deduction and Populate End Date This option will keep the existing employee deduction records and establish an end date based on the date that is entered into the Prior Deduction End Date field. Select Output-Post after define has been completed.

31 Updating Deductions A report will be generated during the process. Select an Output option and review the KY Employee Benefits Deductions Update report. Select Yes to the Update Employee Deduction Records? message when you are ready to post the records.

32 Creating a Term File Find the employee s record and make sure the EE Term Date field is populated. (This pulls from the Employee Master record.) Enter the Health Ins Term Date (15 th or 30 th ) Select the appropriate action code. Select Term Sal Gen.

Creating a Term File Select Define and enter a date. (This date is used to pull the records that need to be reported. This is the effective date of the health records.

33 Creating a Term File Select Define and enter a date. (This date is used to pull the records that need to be reported. This is the effective date of the health records.) Click Select then choose an output method for the report so it can be reviewed. An error message may display. Select OK and an error report will be saved to your saved report directory. You can still generate a file for the employees who have no errors. Select Create File then Yes to flag the employees as term reported then OK to the Update Term Reported Flag message.

34 Creating a Term File The term file name will be displayed at the bottom of the screen. The Term Reported box will now be checked on the employee s benefit record.

35 Creating the Annual KGLI Salary File Salary information from Munis is used to calculate new life insurance premium amounts each year. New premium amounts must be deducted beginning with the first November payroll. Therefore, the KGLI annual salary file must be produced as soon as possible after the last October payroll has been processed. Select Current Find from the Benefit Records screen. Select Salary Recalc. Select All to the next message if you are ready to proceed with updating the salaries of all current employees.

36 Creating the Annual KGLI Salary File A screen will appear showing the current salary information and the calculated salary information that will post to the benefit record. Review the information for accuracy then close the screen.

Creating the Annual KGLI Salary File Select Yes to Do you want to update these employee s annual salaries? Salary information is now posted to the benefit record.

37 Creating the Annual KGLI Salary File Select Yes to Do you want to update these employee s annual salaries? Salary information is now posted to the benefit record. If any salaries are incorrect, please check the Job/Salary record(s) for the employee(s). If a salary needs to be manually updated, this can be performed on the Benefit Records screen prior to generating the annual salary report.

Creating the Annual KGLI Salary File After the salaries have been calculated, posted and any manual changes have been completed, the file can be generated.

38 Creating the Annual KGLI Salary File After the salaries have been calculated, posted and any manual changes have been completed, the file can be generated. Select Salary Gen and choose an output option. The Action Code listed on the report will be LIFE SAL C. Select Create File A warning message appears reminding users that a Salary Recalc must be completed. Select Yes if the recalc was performed.

39 Creating the Annual KGLI Salary File After the file has been created, select Yes to the message to mark the records as salary reported. Select OK to the Update Salary Reported Flag message. The next screen that is displayed will contain the name of the file that was created.

40 Creating the Annual KGLI Salary File An effective date of 11/01/20## (## represents the year) will be reflected on the benefit record and the salary reported box will be checked. The HS file will be automatically distributed to KHRIS. No further action is required. Note: The calculated annual salary will display for termed employees. These employees will not be reported but are still seen as part of the Current Find record set.

41 Reporting Mid-Year Salary Changes Salary changes after the annual salary file has been submitted can be calculated on the benefit record screen and reported using Term Sal Gen. Find the most recent benefit record for the employee whose salary has changed. You can also select Current Find if there s a large number of employee salary changes. Select Salary Recalc. Select Current Only to update the current employee s salary or select All if you are recalculating a large group of mid-year salary changes.

42 Reporting Mid-Year Salary Changes Select Update on the employee s benefit record screen and change the following information: Salary Action 0035-LIFE SALARY COVERAGE CHANGE Effective Date enter the effective date of the salary change. Salary Reported Unmark the box. The updated annual salary will now be reported when creating the Term Sal Gen file.

Federal Reimbursement Process Select Federal Reimbursement from the main screen. Select Define and enter report criteria as follows: Billing Year=Calendar Year for the file.

43 Federal Reimbursement Process Select Federal Reimbursement from the main screen. Select Define and enter report criteria as follows: Billing Year=Calendar Year for the file. Billing Month =Month for the file. Payroll Date Range =Calendar Month; Example-February 2015 file date range would be 02/01/ /28/2015 Excluded Payrolls =Run & Warrant of any payroll that needs to be excluded from the federal reimbursement process.

44 Federal Reimbursement Process Example: Select Execute then select Yes to the Ready to Generate Reimbursements message. The execute process will overwrite previously generated records for the specified month/year.

45 Federal Reimbursement Process Records can be manually deleted, added or updated in the Maintain screen of the Federal Reimbursement program. Changes from the previous program: o An employee can be added to the file even if an employee doesn t have federal earnings in the specified month/year. The program looks back 12 months for federal earnings. o A record can now have amounts in both HRA and Health Insurance fields. o If employee terms before last day of the month, employee is not reported on federal reimbursement file. If employee terms on last day of the month, employee reports on that month s file.

46 Federal Reimbursement Process Example: This employee s record has been updated to reflect a credit of $175 for HRA as well as a health insurance cost of $1,000.

47 Federal Reimbursement Process When records have been created and changes have been made, select Electronic File. Make note of the file name at the bottom of the screen. This is the file that will be submitted to KDE.

48 Federal Reimbursement Records The last step in this process is to post the journal. Select G/L Post.

Federal Reimbursement Process Select Define, enter criteria into the screen. Select Output-Post. This step creates a journal with a source code of PRK.

49 Federal Reimbursement Process Select Define, enter criteria into the screen. Select Output-Post. This step creates a journal with a source code of PRK. A journal entry is required after payment has been made. Note: The Fix option can be used if errors occur when posting to the G/L. Refer to the documentation for instructions on how to process a fix.

50 Purging Records There is a purge process available in the KY Employee Benefits program. However, benefit records are to be kept for the current and prior calendar years as well as the current and prior fiscal years. Select Purge Records from the KY Employee Benefits main screen.

51 Purging Records Select Define and enter the effective dates. Purge only one year of information at a time. Select Execute to complete the purge. Note: If an effective date is entered that cannot be purged, the user will receive an error and will not be able to proceed. Example:

52 Questions? Contact KDE with questions concerning the KY Employee Benefits program

Code: [MU-HR-8-A] Title: Separations and Terminations

Code: [MU-HR-8-A] Title: Separations and Terminations Description: W-2 s are processed, electronic files have been submitted, or will be on their way shortly. This is about the time that we begin to think