Pay Period Reporting Test Group Webinar 2 · Test Group Webinar 2 Non School Welcome . Pay Period Reporting •Common Upload Errors •Working Records in Review •Adjustments •Certifications

Pay Period Reporting

Test Group Webinar 2

Non School

Welcome


• Common Upload Errors

• Working Records in Review

• Adjustments

• Certifications


• Common Upload Errors • Format is CSV file, 14 columns


Common Upload Errors

• Header field is optional, not required. However, it may be helpful to avoid some

common errors.

• For some columns, data is not required. However, format should still

recognize the column. Easiest way to address this issue is to use a header

row.

• Some systems are not recognizing the last 3 columns as they are optional

fields. Again most systems will recognize columns by adding titles in the

header row.



• What should data be if not applicable to record?

• If not using a column, or if data is not applicable to that record, leave column

blank. Characters, spaces or default dates will error out in system.



• Some files we have tested for formatting have quotation marks around some data.

• This will error out as a formatting issue.



• 5003 Pay Date mismatch in line number (X)

• The pay dates in the uploaded file do not match the pay date selected

when the file was uploaded.



• 5004 Agency ID mismatch in line number (X)

• The Agency ID field should be populated with the 4 digit agency number

assigned to your employer by KPERS. If you have leading zeros, the

system will accept your Agency ID without the zeros. For example, if

your Agency ID was 0115, the system will accept 0115 or 115 in the Agency

ID field.



• 5010 Invalid plan id in line number (X)

• The Plan ID field should be populated with a 1 digit number, according to

the following:

• 1 = KPERS

• 3 = KP&F

• 6 = Working After Retirement Agency



• 5011 Incorrect SSN in line number (X)

• Social Security Number is a required field for all records.

• KPERS will accept 9 digits for SSN, with or without dashes.

• Note: For SSNs with leading zeros, KPERS will accept the file with the

leading zeros, or will add leading zeros if a 7 or 8 digit value is entered.



• 5013 Date is not in a valid format(mm/dd/yyyy) in line number (X)

• Acceptable date formats include 06/07/2015 or 6/7/2015.

• If not using a date field, leave blank.



• 5015 Invalid amount - in line number (X)

• Data should not contain commas. (Format is CSV, so commas will be

recognized as new columns, since comma is the delimiter.)

• If not using an amount field, leave blank.


Working Records in Review • Login to EWP

• Under PPR Pay Period Reporting, click Payroll Summary

• Choose Department from Drop Down and click Display Pay Dates

• Click on Pay Date link to open the Payroll Report


Working Records in Review • Identify records in review and open payroll detail records

• Easiest way to identify status is to use the Payroll Detail Status Summary tab

• Click on link under Status Count to open records in Review


Working Records in Review • To work on records in review, open payroll detail records


Working Records in Review • Error 626 Member’s Begin Date does not fall within the current pay period


Working Records in Review • Error 697 End date is after current pay period end date


Working Records in Review • Error 5018 Service Purchase Contributions do not match Reported Service Purchase Contributions


Working Records in Review • Error 5017 Employee Contributions do not match Reported Contributions


Working Records in Review • Error 5021 Gross Wages are required


Working Records in Review • Error 5021 Gross Wages are required

• For school employers, during the summer months, there will be a button available to allow

employers to tell KPERS that the employee did not receive a paycheck.

• Click No Summer Pay and record will be ignored.


Working Records in Review • Error 5022 Member Contributions are required


Working Records in Review • Error 5029 End date is prior to current pay period

• NOTE: KPERS is in the process of changing this edit to allow one prior period end date to be

entered without receiving error.


Working Records in Review • Error 5057 End Date does not match employment detail end date. Please verify end date.


Working Records in Review • Error 5057 End Date does not match employment detail end date. Please verify end date

• If the actual End Date is more than 5 days different than End Date in system, but still within current pay

period, you will have the ability to change the End Date on the payroll detail. Click box in front of Verify

to accept the new end date.


Working Records in Review • Unprocessed Records have to be addressed also

• Click on link under Status Count to open Unprocessed records


Working Records in Review • Enter data and click save to update record


Adjustments • Once payroll report is processed, you can correct reported data by processing K-17 adjustment

• Under Pay Period Reporting, click on PPR Adjustments

• Enter SSN and Choose Adjustment Reason from Drop Down. Click New.


Adjustments • Enter Payroll Year

• Choose Employment History from Drop Down

• Click Select Employment History


Adjustments • Choose Paydate From and Paydate To from Drop Down

• Click Get Details


Adjustments • Based upon paydates chosen, the adjustment detail records will display with current information.

• Update salary information for each adjustment detail record and click Save.

• Chart will display updated information.


Adjustments • Review for error messages, correct record if needed.

• Can enter comments in box.


Adjustments • Once data is entered and error messages are addressed, you will see Submit to KPERS button.

• Click Save to ensure changes have been saved.

• Click Submit to KPERS.


Adjustments • Once submitted, status will move to Read Only.

• KPERS will review and process adjustment.

• Once processed, an invoice or credit memo will be created during overnight posting process.


Certifications • Certifications are required to update reporting for a member when a claim is made.

• Application data is received by KPERS and entered into system.

• Based upon end date and current status of member record, system will create certification for

needed information.


Certifications • Employer will receive a message on EWP message board that a certification is required.

• Under Pay Period Reporting, click PPR Certifications.

• Enter SSN and click Search.

• Click on Payroll Certification ID to open.


Certifications • If school employer, system may ask for position, contract end date and questions regarding how

member was paid. Enter information and click Save.


Certifications • Required certification data is driven by the Last Day on Payroll.

• If Last Day on Payroll is not correct, you will have the ability to correct the Last Day on Payroll.

• System will recreate certification details based upon corrected date.


Certifications • A Certification detail line will be created for each needed Pay Date.

• Enter wage data and contribution data. Click Save.

• Check for errors, correct data if needed. Click Save.


Certifications • Once data has been entered and error messages addressed, the Submit to KPERS button should

appear.

• To ensure data has been saved, click Save.

• Click Submit to KPERS.


Certifications • Once submitted to KPERS, status will change to Read Only.


Questions?

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Documents

Pay Period Reporting Test Group Webinar 2 · Test Group Webinar 2 Non School Welcome . Pay Period Reporting •Common Upload Errors •Working Records in Review •Adjustments •Certifications