Post on 18-Jan-2019
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
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
Period Record Update
Addition of fields to period
record:
◦ Position Status
◦ Contract Day
◦ Scheduled Hours
◦ Job Class (informational
only)
KASBO Spring 2016 5
KASBO Spring 2016 6
• 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
◦ 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
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.
KASBO Spring 2016 13
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.
KASBO Spring 2016 14
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.
KASBO Spring 2016 15
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.
KASBO Spring 2016 17
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.
1818
Import KRS ID’s
◦In Munis select “Import ID”.
◦Select Define and locate the file on your PC.
KASBO Spring 2016 19
• 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.
25
Missed reporting an End Date?
◦Post a $0
earning
period record
to proper
Posting
Month/Year
KASBO Spring 20162626
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.
KASBO Spring 2016 27
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.
KASBO Spring 2016 30
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
32
FT Employee who is also a Coach
◦Include this Pay
Type in the
Overtime/Extra
Earnings field
on the Generate
screen.
KASBO Spring 2016 33
PARA Employee Job/Salary Setup
KASBO Spring 2016
Annual Salary
Reported as Pay
Rate (Para’s
Only)
34
• 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
36
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◦ 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
KASBO Spring 2016 40
Feedback
KASBO Spring 2016 41
If you have comments, suggestions,
concerns…..let us know.
We can’t fix things if we don’t hear about them.