contents verify period of service - kpers home · 2019-07-05 · verify pos employer checklist...

GO TO www.kpers.org/employers INFOLINE 1-888-275-5737 EMAIL [email protected] Verify Period of Service

Verify Period of Service

Verify POS

Understanding service base fields

KPERS 5 standard payroll cycle options

What is the 547 error?

Period of service detail

Make changes to POS

Add department to POS

Upload pay period details

Contents

EWP How-to


“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 e-mail 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

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 Period Details 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

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Verify POS





Make changes to POS



Contents

EWP How-to

Understanding service base fieldsThe 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.


Paychecks Per Year (drop-down list)Expected Payroll Period Length (Days)

Weekly (7)

Bi-Weekly (14)

Quad Weekly (28)

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

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 8, 2013, to December 21, 2013.

EXAMPLEPOS Year: Payroll year you are certifying.

Pay Cycle ID (Department): Remains blank if you have only one pay cycle. EWP How-to: Add department to POS

Pay Checks Per Year: How many paychecks in your payroll year. KPERS has 5 standard payroll cycle options (see illustration above).

Validation Required: Y=Yes (you still need to validate and submit) N=No (period of service has been validated and is ready for you to submit)

Pay Date: Date of first paycheck of the year.

Begin Date: First day of payroll period for first paycheck of the year (December for some employers). Example: Payroll period of 12/08/13 (begin date) through 12/21/13 (end date) is paid on 01/03/14 (pay date).

End Date: Last day of payroll period for first paycheck of year.





Verify POS





Make changes to POS



Contents

EWP How-to

What is the 547 error?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 Period Details to reflect the correct dates.

Period of service detailAn employee's service is credited by quarters. Period of service is important when calculating service credit at the time of an employee's retirement.

Period of service detail (quarter begin and end dates) are calculated automatically based on your first payroll of the year or are re-calculated if changes are made to the Pay Period Details. 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.

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 www.kpers.org/employers INFOLINE 1-888-275-5737 EMAIL [email protected] Make Changes to POS

Make Changes to POS

EWP How-to: Make Changes to Period of Service

Step 1. Under Organization Details heading, click “Profile.”Step 2. Click “Verify POS” tab.Step 3. Check the Pay Cycle ID (Department) you want to change.Step 4. Click “Open.”

The employer web portal (EWP) is a secure web site where you can complete many KPERS business functions. Login to the EWP.

Step 5. 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 Period Details will automatically re-calculate. Optional upload: Upload pay period details

Step 6. If you do not use standard payroll cycles or if changes need to be made to the PayPeriod Details (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 Period Details section.

Step 7. Click “Save.” Step 8. Click “Validate.” If you receive error message, make changes and click “Save” and “Validate” again. If error persists, call KPERS.Step 9. If no errors, click “Return” at top-right of page.

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Make Changes to POS

EWP How-to: Make Changes to Period of Service

Step 10. Click “Submit To KPERS.”

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GO TO www.kpers.org/employers INFOLINE 1-888-275-5737 EMAIL [email protected] Add Department for POS

Add Department for POS

EWP How-to: Add Dept for Period of Service

Step 1. Under Organization Details heading, click “Profile.”Step 2. Click “Verify POS” tab.Step 3. Click “New.”


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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 8. Click “Return.” Go to Step 13.

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GO TO www.kpers.org/employers INFOLINE 1-888-275-5737 EMAIL [email protected] Add Department for POS

Add Department for POS

EWP How-to: Add Dept for Period of Service


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Step 9. Make corrections in Period of Service Base or Pay Period Details. Step 10. Click “Save.” Step 11. Click “Validate.”Step 12. If no errors, click “Return.”

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GO TO www.kpers.org/employers INFOLINE 1-888-275-5737 EMAIL [email protected] Pay

Period Details

Upload Pay Period Details

EWP How-to: Upload Pay Period Details


Step 5. Check box at top to select all Pay Period Details.Step 6. Click “Delete.” Step 7. Click “OK” to confirm you want to delete. Skip to Step 9.

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 8.Step 4. For an existing or pre-populated department, check the department box and click “Open.”

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Period Details



Step 10. Click “Browse” in pop-up window.Step 11. Find and Open your payroll file.

Step 8. Enter Period of Service Base information.Step 9. Click “Upload Pay Period File.” File must be Excel file with Pay Date, Begin Date and End Date column headings.

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Period Details



Step 12. Click “Upload File.”

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Step 13. Click “Process Pay Periods.” Review POS and Pay Period Details.

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Period Details



Step 14. Click “Save.” Step 15. Click “Validate.”Step 16. If no errors, click “Return.” If errors. review details and correct errors. click “Validate” again. If errors continue, Call KPERS for

help.


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