Kansas Department of Administration

FY 2008

08-P-001 Revised SHaRP Bi-Weekly Payroll Schedule for 2007 (Supersedes 07-P-008)
DATE: June 28 , 2007
SUBJECT: Revised SHARP Bi-Weekly Payroll Schedule for 2007
EFFECTIVE DATE: Immediately
CONTACT: Kathy Ogle (785) 296-2290 Kathy.Ogle@da.ks.gov
APPROVAL: Image of approval signature.
SUMMARY: Revised SHARP On-cycle and Off-cycle Payroll Processing Schedules for 2007 due to SHARP Upgrade

In order to facilitate the upgrade from SHARP 8.01 to SHARP 8.9, some processing dates have been changed from the original payroll schedule for 2007.  On the summary below, agencies are asked to note the SHARP version number after the date.

Monday, July 16, 2007 – V8.01

First preliminary calculation for the SHARP on-cycle for the pay period ending July 14, 2007, paid July 27, 2007.

SHARP and Regent off-cycle (Run C) for the pay period ending June 30, 2007, paid July 19, 2007.

Tuesday, July 17, 2007 – V8.01

Second preliminary calculation for the SHARP on-cycle for the pay period ending July 14, 2007, paid July 27, 2007.

Wednesday, July 18, 2007 – V8.01

Final pay calculation and confirm for the SHARP on-cycle for the pay period ending July 14, 2007, paid July 27, 2007.  (Normally ran on Friday, July 20.)

Regents on-cycle cutoff at 6:00 a.m. for the pay period ending July 14, 2007, paid July 27, 2007.

Thursday, July 19, 2007 – V8.01

Regents on-cycle for the pay period ending July 14, 2007, paid July 27, 2007.  (Normally ran on Monday, July 23.)

Friday, July 20, 2007 – V8.01

SHARP and Regents off-cycles (Run A) for the pay period ending July 14, 2007, paid July 27, 2007.  (Normally ran on Monday, July 23.)

Saturday, July 21, 2007 through Tuesday, July 24, 2007 – V8.01 and V8.9

Once batch processing has completed on Friday, July 20, 2007, the conversion from V8.01 to V8.9 begins.  Both SHARP and the Employee Self-Service Center are unavailable to core users and employees during the conversion process.

Wednesday, July 25, 2007 – V8.9

No SHARP or Regents off-cycles processed.

Please note:  There will only be two off-cycle payrolls processed for the pay period ending July 14, 2007.  One will be processed on July 20, 2007 and the second on July 30, 2007.

SHARP 8.9 is opened to all core users.

Employee Self-Service Center is available to employees at http://www.kansas.gov/employee.

Friday, July 27, 2007 – V8.9

Regents off-cycle files are due by 5:00 p.m. for the pay period ending July 14, 2007, paid August 2, 2007.

Monday, July 30, 2007 – V8.9

SHARP and Regents off-cycles (Run C) for the pay period ending July 14, 2007, paid August 2, 2007.

Tuesday, July 31, 2007 – V8.9

First preliminary calculation for the SHARP on-cycle for the pay period ending July 28, 2007, paid August 10, 2007.

Wednesday, August 1, 2007 – V8.9

Second preliminary calculation for the SHARP on-cycle for the pay period ending July 28, 2007, paid August 10, 2007.

Thursday, August 2, 2007 – V8.9

Third preliminary calculation for the SHARP on-cycle for the pay period ending July 28, 2007, paid August 10, 2007.

Regents on-cycle cutoff at 6:00 a.m. for the pay period ending July 28, 2007, paid August 10, 2007.

Friday, August 3, 2007 – V8.9

Final pay calculation and confirm for the SHARP on-cycle for the pay period ending July 28, 2007, paid August 10, 2007.

Monday, August 6, 2007 – V8.9

Regents on-cycle for the pay period ending July 28, 2007, paid August 10, 2007.

SHARP and Regents off-cycles for the pay period ending July 28, 2007, paid August 10, 2007.  (Run A)

Wednesday, August 8, 2007 – V8.9

SHARP and Regents off-cycles for the pay period ending July 28, 2007, paid August 13, 2007.  (Run B)

Monday, August 13, 2007 – V8.9

SHARP and Regents off-cycles for the pay period ending July 28, 2007, paid August 16, 2007.  (Run C)

Attached are the revised SHARP bi-weekly on-cycle and off-cycle schedules for calendar year 2007.  Revised dates are bolded. 

 

KEO:JJM:kao

08-P-002 Addition of Earnings Codes P4H and P4P
DATE: June 5, 2007
SUBJECT: Addition of Earnings Codes P4H and P4P
EFFECTIVE DATE: June 17, 2007
CONTACT: Kathy Ogle (785) 296-2290 Kathy.Ogle@da.ks.gov
APPROVAL: Image of approval signature.
SUMMARY: Addition of Earnings Codes P4H and P4P

Executive Directive No. 07-381 requires the establishment of a 2% pay differential effective June 17, 2007, for those employees in the Highway Patrol Trooper, Highway Patrol Master/Technical Trooper, Highway Patrol Lieutenant, Highway Patrol Captain, Highway Patrol Major, Law Enforcement Officer I and Law Enforcement Officer II (only Motor Carrier Inspector employees with full law enforcement authority), and Law Enforcement Officer III (Motor Carrier Inspection Sergeant) job classifications.  This premium is only available for use by the Kansas Highway Patrol (Agency 280).

The following earnings codes will be added to SHARP for this pay differential:

Earnings Code Description
(This ‘hours’ code should be entered on the employee’s timesheet at the time of other time and leave entry.)
P4H Pay Differential Hours-2%
(This ‘pay’ code should be added ONE TIME to the Additional Pay page.)
P4P Pay Differential Pay-2%

 

Both the ‘hours’ and the ‘pay’ differential earnings codes will update the paycheck.  The ‘hours’ earnings code will contain an amount equal to the differential hours entered on the timesheet times the employee’s hourly rate of pay.  This amount will not add to gross pay.  The ‘pay’ earnings code will reflect the amount that adds to gross pay (the ‘hours’ amount times the factor associated with the differential which is 2%). 

The Division of Accounts and Reports, Payroll Systems Team, is responsible for updating these earnings codes in the SHARP system.  Regents’ Institutions are responsible for ensuring these code changes are updated in their individual systems.

KEO:JJM:kao

08-P-003 Fiscal Year 2008 Unemployment Compensation Insurance Contribution Rate Correction (Corrects 07-P-032)
DATE: July 20, 2007
SUBJECT: Fiscal Year 2008 Unemployment Compensation Insurance Contribution Rate Correction
EFFECTIVE DATE: July 1, 2007
CONTACT: Kathy Ogle (785) 296-2290 Kathy.Ogle@da.ks.gov
APPROVAL: Image of approval signature.
SUMMARY: Fiscal Year 2008 Unemployment Compensation Insurance Contribution Rate Correction

Informational Circular 07-P-032, dated June 18, 2007, reported the fiscal year 2008 Unemployment Compensation Insurance (UCI) rate for the State of Kansas as 0.13%.  The correct rate is 0.10% and is effective July 1, 2007.

The Division of Accounts and Reports, Payroll Systems Team, is responsible for updating the SHARP payroll system to effect this change for all employees for whom SHARP calculates pay.  SHARP agencies do not need to initiate paycheck adjustments to correct the erroneous UCI contributions withheld for the first two payroll periods of FY08.  The UCI contributions will ‘self-adjust’ on the next paycheck calculated by SHARP for the employee.

Regents’ Institutions are responsible for ensuring that this change is made in their individual systems.

KEO:JJM:kao

08-P-004 Fiscal Year 2008 Workers' Compensation Insurance Rate Correction (Corrects 07-P-032)
DATE: July 26, 2007
SUBJECT: Fiscal Year 2008 Workers' Compensation Insurance Contribution Rate Correction
EFFECTIVE DATE: July 15, 2007
CONTACT: Kathy Ogle (785) 296-2290 Kathy.Ogle@da.ks.gov
APPROVAL: Image of approval signature.
SUMMARY: Fiscal Year 2008 Workers' Compensation Insurance Contribution Rate Correction

Workers’ Compensation Insurance (WCI) contribution rates as reported in Informational Circular 07-P-032, dated June 18, 2007, for fiscal year 2008 have been amended.  The correct rates are shown on Attachment A of this circular and will be used beginning with the payroll beginning July 15, 2007, ending July 28, 2007, paid August 10, 2007.

The Division of Accounts and Reports, Payroll Systems Team, is responsible for updating the SHARP payroll system to effect this change for all employees for whom SHARP calculates pay.  Agencies do not need to initiate paycheck adjustments to correct the erroneous WCI contributions withheld for the first two payroll periods of FY08.  The Health Care Finance Authority will process interfund vouchers to correct these contributions.

Regents’ Institutions are responsible for ensuring that this change is made in their individual systems.

KEO:JJM:kao

Attachment: A  (.pdf)

08-P-005 Change in Organization Dues Deduction for AFSCME Council 72 Local 1357 (Corrects 06-P-021)
DATE: August 13, 2007
SUBJECT: Change in Organization Dues Deduction for AFSCME Council 72 Local 1357
EFFECTIVE DATE: Payroll Period Ending August 25, 2007
CONTACT: Janice Wolfley (785) 296-3699 janice.wolfley@da.ks.gov
APPROVAL: Image of approval signature.
SUMMARY: Organization Dues Change for ORG357

The organization dues for members of the AFSCME Council 72, Local 1357, ORG357, will be increased from $13.80 to $14.77 per biweekly payroll period.  The new rate will become effective with the payroll period beginning August 12, 2007 and ending August 25, 2007, paid September 7, 2007.

The Division of Accounts and Reports, Payroll Systems Team is responsible for making this change in the SHARP system.  Regent’s institutions are responsible for ensuring this change is reflected in their individual systems and is effective for paychecks issued on or after September 7, 2007.

KEO:JJM:ewb

08-P-006 Change in Organization Dues Deduction for Pittsburg State University - Kansas National Education Association #30 (Corrects 07-P-003)
DATE: August 21, 2007
SUBJECT:

Change in Organization Dues Deduction for Pittsburg State University – Kansas National Education Association #30

EFFECTIVE DATE: Payroll Period Ending August 25, 2007
CONTACT: Janice Wolfley (785) 296-3699 janice.wolfley@da.ks.gov
APPROVAL: Image of approval signature.
SUMMARY: Organization Dues Change for ORG030

The organization dues for members of the Pittsburg State University, Kansas National Education Association, deduction code ‘ORG030’, will change from $25.15 to $26.85 per biweekly payroll period.  The new rate will become effective with the payroll period beginning August 12, 2007 and ending August 25, 2007, paid September 7, 2007.

The Division of Accounts and Reports, Payroll Systems Team is responsible for making this change in the SHARP system.  Regent’s institutions are responsible for ensuring this change is reflected in their individual systems and is effective for paychecks issued on or after September 7, 2007.

KEO:JJM:ewb

08-P-007 ShaRP Bi-Weekly Payroll Schedule for 2008 (Supersedes 08-P-001)
DATE: August 30 , 2007
SUBJECT: SHARP Bi-Weekly Payroll Schedule for 2008
EFFECTIVE DATE: Calendar Year 2008
CONTACT: Kathy Ogle (785) 296-2290 Kathy.Ogle@da.ks.gov
APPROVAL: Image of approval signature.
SUMMARY: SHARP On-cycle and Off-cycle Payroll Processing Schedules for 2008

Attached are the finalized SHARP bi-weekly on-cycle and off-cycle schedules for calendar year 2008.  The attached schedules provide important information regarding the critical payroll processing deadlines for each bi-weekly payroll period. Agency personnel responsible for payroll processing will need to ensure that all appropriate information is entered or submitted by the cutoff dates indicated on the schedules to ensure timely issuance of pay for their employees. 

SHARP off-cycle payrolls will generally be processed each Monday and every other Wednesday night and will include all activity entered into SHARP since the last off-cycle payroll.  If a holiday occurs on a Monday or Wednesday, the off-cycle payroll will normally be rescheduled to occur on the following business day.  Payroll payments resulting from the first off-cycle for the payroll period (Run ‘A’) will normally be issued with the same paycheck/direct deposit date as the on-cycle pay date for the payroll period. Payroll payments resulting from the remaining off-cycles (Runs ‘B’ and ‘C’) will normally be dated three working days from the date the off-cycle is processed. SHARP agencies generally have until 6:00 p.m. on Mondays and every other Wednesday to enter adjustments and/or supplemental data into SHARP for processing in that night’s off-cycle payroll.   

Off-cycle payrolls for Regents’ institutions are also normally scheduled for each Monday and every other Wednesday night.  Regents’ institutions generally have until 5:00 p.m. on Fridays and every other Tuesday to submit off-cycle payroll interface files.  The Division of Accounts and Reports must approve all interface files for processing by 5:00 p.m. on the following Monday or every other Wednesday for the files to be processed in that night’s off-cycle payroll.   Regents’ off-cycle payrolls will be issued with the same check/advice date as the SHARP off-cycle processed the same night.

KEO:JJM:kao

Attachment: Bi-Weekly Payroll Schedule for ON-cycle Calendar Year 2008 (pdf)

                    Bi-Weekly Payroll Schedule for OFF-cycle Calendar Year 2008 (pdf)

08-P-008 Key Payroll Processing Dates in November 2007 (Supersedes 07-P-011)
DATE: October 8, 2007
SUBJECT: Key Payroll Processing Dates in November 2007
EFFECTIVE DATE: November 2007
CONTACT: Joyce Dickerson (785) 296-3979 Joyce.Dickerson@da.ks.gov
APPROVAL: Image of approval signature.
SUMMARY: Payroll processing schedule changes due to the November 2007 holidays.

Monday, November 12, 2007 (Veterans' Day), Thursday, November 22, 2007 and Friday, November 23, 2007 (Thanksgiving Holiday) are designated holidays for state service in 2007.  

Due to the holidays in November, variations have been made to the ‘normal’ payroll processing schedule.  Agencies are asked to note the payroll processing schedule due dates, some of which are occurring on a different day of the week than normally scheduled.

Friday, November 2, 2007

Payday for the payroll period ending October 20, 2007.

Regents’ Run C off-cycle payroll files for the period ending October 20, 2007 must be received by the Department of Administration by 5:00 PM on November 2, 2007.

Monday, November 5, 2007

Time and leave interface agencies must have time and leave files for the period ending November 3, 2007 submitted to the Department of Administration for processing by 5:00 PM on November 5, 2007.

The Run C off-cycle for the period ending October 20, 2007 will be processed November 5, 2007.  SHARP agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run C off-cycle.  Paychecks for the Run C off-cycle will be dated November 8, 2007.

Tuesday, November 6, 2007

Paysheets for the on-cycle payroll for the period ending November 3, 2007 will be created on Tuesday, November 6, 2007.  All job actions (i.e., promotions, terminations, new hires, leave of absences, step increases, etc.) must be entered by 6:00 PM on November 6, 2007 in order to be reflected on the paysheets for this period.

The first on-cycle preliminary pay calculation for the period ending November 3, 2007 will also occur November 6, 2007; therefore, all time and leave data should be entered into SHARP and designated ‘OK to process’ by 6:00 PM.

Wednesday, November 7, 2007

The second on-cycle preliminary pay calculation for the period ending November 3, 2007 will occur November 7, 2007.

Thursday, November 8, 2007

The third on-cycle preliminary pay calculation for the period ending November 3, 2007 will occur November 8, 2007.

Regents’ on-cycle payroll files for the period ending November 3, 2007 are due to the Department of Administration by 6:00 AM on November 8, 2007.  (These files would normally be due Friday, November 9, 2007.)

Friday, November 9, 2007

Final pay confirmation for the on-cycle payroll for the period ending November 3, 2007 will occur November 9, 2007.  All employees’ time and leave records must be ‘OK to Process’ by 6:00 PM on November 9, 2007 in order for a paycheck record to be created.  All deduction and tax data changes must be entered by 6:00 PM on November 9, 2007 in order to be reflected in the final paycheck created for the employee.

Regents’ Run A off-cycle payroll files for the period ending November 3, 2007 must be received by the Department of Administration by 5:00 PM on November 9, 2007.

Monday, November 12, 2007
Veterans' Day Holiday

Tuesday, November 13, 2007

The Run A off-cycle for the period ending November 3, 2007 will be processed November 13, 2007.  (This off-cycle would normally be scheduled for Monday, November 12, 2007.)  SHARP agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run A off-cycle.  Paychecks for the Run A off-cycle will be dated November 16, 2007.

Encumbrance transactions for the SHARP on-cycle payroll for the period ending November 3, 2007 will be posted to STARS during Tuesday night's STARS batch processing cycle.

Regents’ Run B off-cycle payroll files for the period ending November 3, 2007 must be received by the Department of Administration by 5:00 PM on November 13, 2007 in order to be processed on Wednesday, November 14, 2007.

Wednesday, November 14, 2007

The Run B off-cycle for the period ending November 3, 2007 will be processed November 14, 2007.  SHARP agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run B off-cycle.  Paychecks for the Run B off-cycle will be dated November 19, 2007.

Friday, November 16, 2007

Payday for the payroll period ending November 3, 2007.

Time and leave interface agencies must have time and leave files for the period ending November 17, 2007 submitted to the Department of Administration for processing by 5:00 PM on November 16, 2007.  (These files would normally be due Monday, November 19, 2007.)

Regents’ Run C off-cycle payroll files for the period ending November 3, 2007 must be received by the Department of Administration by 5:00 PM on November 16, 2007.

Monday, November 19, 2007

Paysheets for the on-cycle payroll for the period ending November 17, 2007 will be created on Monday, November 19, 2007.  All job actions (i.e., promotions, terminations, new hires, leave of absences, step increases, etc.) must be entered by 6:00 PM on November 19, 2007 in order to be reflected on the paysheets for this period.  (Paysheets would normally be created on Tuesday, November 20, 2007.)

The first on-cycle preliminary pay calculation for the period ending November 17, 2007 will also occur November 19, 2007, rather than Tuesday, November 20, 2007; therefore, all time and leave data should be entered into SHARP and designated ‘OK to process’ by 6:00 PM November 19, 2007.  Please note that there will be only two SHARP on-cycle preliminary payroll calculations for the pay period ending November 17, 2007.

The Run C off-cycle for the period ending November 3, 2007 will be processed November 19, 2007.  SHARP agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run C off-cycle. Paychecks for the Run C off-cycle will be dated November 26, 2007.  (Paychecks would normally be dated Thursday, November 22, 2007.)

Tuesday, November 20, 2007

The second on-cycle preliminary pay calculation for the period ending November 17, 2007 will occur November 20, 2007.

Wednesday, November 21, 2007

Final pay confirmation for the on-cycle payroll for the period ending November 17, 2007 will occur November 21, 2007.  (Final pay confirmation would normally occur Friday, November 23, 2007).  All employees’ time and leave records must be ‘OK to Process’ by 6:00 PM on November 21, 2007 in order for a paycheck record to be created.  All deduction and tax data changes must be entered by 6:00 PM on November 21, 2007 in order to be reflected in the final paycheck created for the employee.

Regents’ on-cycle payroll files for the period ending November 17, 2007 are due to the Department of Administration by 6:00 AM on November 21, 2007.  (These files would normally be due Friday, November 23, 2007.)

Regents’ Run A off-cycle payroll files for the period ending November 17, 2007 must be received by the Department of Administration by 5:00 PM on November 21, 2007.  (These files would normally be due Friday, November 23, 2007.)

Thursday, November 22, 2007
Thanksgiving Holiday

Friday, November 23, 2007
Thanksgiving Holiday

Attached is a calendar for the month of November 2007, which highlights key payroll processing activity for the month.  The attached calendar is intended for use as a supplementary reference tool only; it does not contain the level of detail that is included in the narrative portion of this circular.

Please note the changes to the payroll processing schedule and adjust your schedules accordingly. If it becomes necessary to change any of the payroll processing dates identified above, notification of the change will be provided to all subscribers of the SHARP Infolist.  SHARP users interested in subscribing to the Infolist, but who have not yet done so, can subscribe at http://da.ks.gov/sharp/infolist.htm.

KEO:JJM:kao

Attachment:November 2007 Payroll Calendar

08-P-009 Change in Social Security Base Rate (Supersedes 07-P-009)
DATE: October 22, 2007
SUBJECT: Change in Social Security Base Rate
EFFECTIVE DATE: January 1, 2008
CONTACT: Sunni Zentner (785) 296-7058 sunni.zentner @da.ks.gov
APPROVAL: Image of approval signature.
SUMMARY: Social Security Wage Base Increase to $102,000 effective January 1, 2008

The Social Security wage base for OASDI will be $102,000 for calendar year 2008. This is a $4,500 increase from the 2007 wage base of $97,500. The OASDI tax rate remains at 6.2% for both employees and employers. The maximum OASDI employee contribution for 2008 will be $6,324. There continues to be no limit on wages subject to the Medicare tax in 2008. Medicare tax rates for employers and employees remain at 1.45%.

For Federal employees at Kansas State University who were hired prior to January 1, 1984, the employee contribution rate for reduced FICA remains at 1.45 % on all wages subject to the tax (there has been no maximum contribution since January 1, 1994). Federal employees hired after January 1, 1984 will have a maximum contribution of $6,324 for OASDI and no maximum for Medicare. The employer and employee rates continue to be the same.

For Kansas Police and Fireman’s program participants who are subject to the mandated Medicare coverage, the contribution rate remains at 1.45% on all wages subject to the tax (there has been no maximum contribution since January 1, 1994).

The Division of Accounts and Reports, Payroll Systems Team is responsible for making the necessary updates to the SHARP payroll system. Regents’ institutions are responsible for ensuring these changes are reflected in their individual systems.

KEO:JJM:kao

08-P-010 Deferred Compensation and Voluntary Tax Sheltered Annuity Limits for Calendare Year 2008 (Supersedes 07-P-010)
DATE: October 22, 2007
SUBJECT: Deferred Compensation and Voluntary Tax Sheltered Annuity
Limits for Calendar Year 2008
EFFECTIVE DATE: January 1, 2008
CONTACT: Janice Wolfley
Sunni Zentner

(785) 296-3699

(785) 296-7058

janice.wolfley@da.ks.gov

sunni.zentner@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY: 2008 Deferred Compensation and Tax Sheltered Annuity Limits

Pursuant to the Economic Growth and Tax Relief Reconciliation Act of 2001 (EGTRRA), the annual Deferred Compensation and Tax Sheltered Annuity (TSA) limits will change effective January 1, 2008 as follows:

457(b) Deferred Compensation:

The Deferred Compensation (Benefit Plan 457DEF) annual contribution limit remains the same at the lesser of $15,500 or 100% of includible compensation (2007 calendar year limit).

The Deferred Compensation special catch-up (Benefit Plan 457DER) limit remains the same at $31,000 (2007 calendar year limit). The special catch-up limit is twice the general deferral limit, and is only available to employees who are within three years of normal retirement age.

The Deferred Compensation catch-up provision for participants who are 50 years of age or older (Benefit Plan 457DEC) increases the annual contribution limit by $5,000 (for 2008, unchanged from 2007) to a total of $20,500.

Please note that the two different catch-up provisions cannot be used concurrently.

403(b) Tax Sheltered Annuities (TSA):

The limit on annual contributions to a TSA for 2008 is the lesser of $46,000 or 100% of compensation.

The annual compensation limit used for calculating mandatory employee and employer contributions is increased from $225,000 (for 2007) to $230,000 (for 2008). The $230,000 applies to the mandatory retirement plans for the School of the Blind, School for the Deaf, and Kansas Board of Regents (for employees whose participation began after 1995). For School of the Blind and School of the Deaf employees, the maximum contribution that can be made to the plan is $23,000 ($230,000 maximum annual compensation multiplied by 10%, 5% employer contribution and 5% employee contribution). For Board of Regents employees (participants after 1995), the maximum contribution that can be made to the plan is $32,200 ($230,000 maximum annual compensation multiplied by 14%, 8.5% employer contribution and 5.5% employee contribution).

For employees participating in the Kansas Board of Regents’ mandatory plan prior to 1996, participants are ‘grandfathered’ and use the annual compensation limit under Internal Revenue Code Section 401(a) (17). The 401(a) (17) limit is increased from $335,000 (for 2007) to $345,000 (for 2008). However, participants should note their maximum annual compensation limit will be $328,571.43, since the $328,571.43 annual compensation multiplied by the 14% contribution rate (8.5% for the employer and 5.5% for the employee), results in $46,000, which is the limit on annual contributions.

The limit on elective deferrals (Voluntary Tax Sheltered Annuities) remains unchanged at $15,500 for 2008. The age 50 or older catch-up provision is unchanged from 2007 remaining at $5,000 for 2008. Therefore, an employee age 50 or over is eligible to increase their elective deferral and limit on annual contribution by $5,000. Additionally, there is a 15-year rule which may allow employees with 15 or more years of service to increase the elective deferral limit by an additional $3,000. Employees may use both the age 50 catch-up provision and 15-year rule concurrently. IRS regulations issued in 2003 state that when employees are eligible for both the 15-year rule and the age 50 catch-up provision, the limit on elective deferrals ($15,500 for 2008) is applied first, then the 15-year rule, and finally the age 50 catch-up provision.

Please note that the total of nonelective deferrals (the mandatory retirement plans) and elective deferral (VTSA) cannot exceed the limit on annual contributions plus the age 50 or older catch-up provision amount (if applicable).

Regents’ institutions are reminded that they are responsible for applying the maximum VTSA formulas for their employees. Please note that this circular only provides a summary of the law in this area. Due to the complexity of the legislation and the unique circumstances of each employee, Regents’ institutions are strongly encouraged to contact the 403(b) carriers to aid in determining limits in those cases which are outside the norm (the employee is near the limit on annual contributions, the employee is near the elective deferral limit, the employee wants to use the age 50 catch-up provision, or the employee wants to use the 15-year rule).

Finally, the EGTRRA Act of 2001 repealed the coordination requirements for employees who participate in both a 457(b) Deferred Compensation Plans and 403(b) Tax Sheltered Annuity plans. Employees eligible for both plans continue to be able to defer the full amount to both plans.

KEO:JJM:kao

08-P-011 New Form K-4 and SHARP Employee Serlf Service Update W-4 Tax Information Page Change
DATE: October 25, 2007
SUBJECT: New Form K-4 and SHARP Employee Self Service Update W-4 Tax Information Page Change
EFFECTIVE DATE: January 1, 2008
CONTACT: Sunni Zentner

(785) 296-7058

sunni.zentner@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY: New Form K-4 and SHARP Employee Self Service Update W-4 Tax Information Page Change

As announced in Notice 07-07, the Kansas Department of Revenue has developed its own Employee Withholding Allowance Certificate, Form K-4, which will become effective January 1, 2008. (Notice 07-07, New K-4 Form For State Withholding, can be found at: http://www.ksrevenue.org/newtaxnotices.htm  ). Form K-4 will be available on the Accounts and Reports webpage, http://www.da.ks.gov/ar/ , under General Accounting/Forms.

With this new form, State of Kansas employees will designate number of allowances, marital status, additional withholding, and exemption claim for Kansas state withholding. These options may now differ from the Federal withholding elections made on Form W-4. Currently, only additional withholding may differ. The Additional Tax Form, DA-186, used to request additional Kansas state withholding will be eliminated. Beginning January 1, 2008, new employees and current employees wanting to change any of their Kansas state withholding options must submit a Form K-4 to their agency Payroll office. New employees and current employees wanting to change any of their federal withholding options may still choose to make those changes themselves through the Employee Self Service Update W-4 Tax Information page or they may submit a Form W-4 to their agency Payroll office. Currently, all changes (except changes to additional withholding) made using Employee Self Service update both federal and state withholding options. With the implementation of Form K-4, updates made by employees using Employee Self Service will affect Federal withholding options only. Changes to Kansas state withholding tax information can only be made via Form K-4 and must be submitted via paper to the agency Payroll office. For recordkeeping purposes, agencies are required to maintain copies of the K-4 forms on file for three years after they are no longer effective. This change will be implemented in SHARP beginning December 26, 2007, for paychecks issued after January 1, 2008.

Regent’s institutions are responsible for ensuring that the requirements are met within their individual systems.

KEO:JJM:kao

08-P-012 Changes to the Payroll Processing Schedule for the Payroll Period Ending December 15, 2007
DATE: November 2, 2007
SUBJECT: Changes to the Payroll Processing Schedule for the Payroll Period Ending December 15, 2007
EFFECTIVE DATE: Immediately
CONTACT: Joyce Dickerson

(785) 296-3979

Joyce.Dickerson@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY: Changes to the payroll processing schedule for the payroll period ending December 15, 2007 due to December 24, 2007 being designated a state holiday

As a result of Governor Sebelius declaring Monday, December 24, 2007 as an additional state holiday for 2007, the following changes have been made to the December payroll processing schedule for the payroll period ending December 15, 2007:

Friday, December 14, 2007

Payday for the payroll period ending December 1, 2007.

Time and leave interface agencies must have time and leave files for the period ending December 15, 2007 submitted to the Department of Administration for processing by 5:00 p.m. on December 14, 2007. (These files would normally be due Monday, December 17, 2007.)

Monday, December 17, 2007

Paysheets for the on-cycle payroll for the period ending December 15, 2007 will be created on Monday, December 17, 2007. All job actions (i.e. promotions, terminations, new hires, leave of absences, step increases, etc.) must be entered by 6:00 p.m. on December 17, 2007 in order to be reflected on the paysheets for this period. (Paysheets would normally be created on Tuesday, December 18, 2007.)

The first on-cycle preliminary pay calculation for the period ending December 15, 2007 will also occur December 17, 2007, rather than Tuesday, December 18, 2007; therefore, all time and leave data should be entered into SHARP and designated ‘OK to Process’ by 6:00 p.m. December 17, 2007. Please note that there will only be two SHARP on-cycle preliminary payroll calculations for the pay period ending December 15, 2007.

The Run 'C' off-cycle for the payroll period ending December 1, 2007 continues to be scheduled for December 17, 2007. The check issue date for the Run 'C' off-cycle will remain Thursday, December 20, 2007.

Tuesday, December 18, 2007

The second on-cycle preliminary pay calculation for the period ending December 15, 2007 will occur December 18, 2007.

Wednesday, December 19, 2007

Final pay confirmation for the on-cycle payroll for the period ending December 15, 2007 will occur December 19, 2007. (Final pay confirmation would normally occur Friday, December 21, 2007.) All employees’ time and leave records must be ‘OK to Process’ by 6:00 p.m. on December 19, 2007 in order for a paycheck record to be created. All deduction and tax data changes must be entered by 6:00 p.m. on December 19, 2007 in order to be reflected in the final paycheck created for the employee.

Regents’ on-cycle payroll files for the period ending December 15, 2007 are due to the Department of Administration by 6:00 a.m. on December 19, 2007. (These files would normally be due Friday, December 21, 2007.)

Thursday, December 20, 2007

Regents’ Run ‘A’ off-cycle payroll files for the period ending December 15, 2007 must be received by the Department of Administration by 5:00 pm. on December 20, 2007 in order to be processed on Friday, December 21, 2007.

Friday, December 21, 2007

The Run ‘A’ off-cycle for the period ending December 15, 2007 will be processed December 21, 2007. (This off-cycle would normally be scheduled for Monday, December 24, 2007.) SHARP agencies have until 6:00 p.m. on this date to enter supplemental and/or adjustment run controls for the Run ‘A’ off-cycle. Paychecks for the Run ‘A’ off-cycle will de dated December 28, 2007.

Regents’ Run ‘B’ off-cycle payroll files for the period ending December 15, 2007 must be received by the Department of Administration by 5:00 pm. on December 21, 2007 in order to be processed on Wednesday, December 26, 2007. (These files would normally be due on Monday, December 24, 2007.

Monday, December 24, 2007
Christmas Eve Holiday

Tuesday, December 25, 2007
Christmas Holiday

Attached is a revised calendar for the month of December 2007 that highlights these payroll processing schedule changes due to the December 24th additional holiday. The informational circular for key payroll processing dates in December for calendar year end activities will be released at a later date. The attached calendar is intended for use as a supplementary reference tool only; it does not contain the level of detail that is included in the narrative portion of this informational circular.

Please note the changes to the payroll processing schedule and adjust your schedules accordingly. If it becomes necessary to change any of the processing dates identified above, notification of the change will be provided to all subscribers of the SHARP Infolist. SHARP users interested in subscribing to the Infolist, but who have not yet done so, can subscribe at http://da.ks.gov/sharp/infolist.htm.

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Calendar (PDF)

08-P-013 Addition of Earnings Code 'BOL' for December Bonus
DATE: November 7, 2007
SUBJECT: Addition of Earnings Code ‘BOL’ for December Bonus
EFFECTIVE DATE: November 18, 2007
CONTACT: Nancy Ruoff (785) 296-5369 nancy.ruoff@da.ks.gov
APPROVAL: Image of approval signature.
SUMMARY: Addition of Earnings Code ‘BOL’

Executive Directive 07-376 authorized a bonus of $860 to be paid on December 14, 2007 to eligible employees based on the guidelines stated in the Executive Directive. Specific detail regarding employee eligibility can be found in the August 20, 2007 Memorandum from the Division of Personnel Services titled “December 14, 2007 Bonus” located at http://www.da.ks.gov/ps/subject/arc/memos/

To administer the December 14, 2007 bonus, a new earnings code will be established in the SHARP system effective November 18, 2007. The following earnings code is to be used for the pay period beginning November 18, 2007 through December 1, 2007 paid December 14, 2007.

Earnings Code Description Short Description Effective Date
BOL Bonus-Legislature Authorized Bonus 11/18/2007

Programming will default the earnings code BOL with an amount of $860 (or a prorated amount based on the employee’s Full Time Equivalency [FTE]) into eligible employee timesheets for the pay period ending 12/1/07. In addition, coding is being developed to automatically calculate and default overtime differential pay due, using earnings code ‘BSO’ OT-Differential Pay 12/14/2007, for those employees who recorded overtime from 6/17/07 through 11/17/07. The default of the BOL and any applicable BSO earnings is scheduled to occur the evening of December 2, 2007.

The Division of Accounts and Reports, Payroll Systems Team, is responsible for adding this new earnings code in the SHARP system. Regents’ institutions are responsible for implementing the new earnings code in their payroll systems.

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08-P-014 Elimination of the State of Kansas Paycard Program Enrollment Fee
DATE: November 13, 2007
SUBJECT: Elimination of the State of Kansas Paycard Program Enrollment Fee
EFFECTIVE DATE: October 4 , 2007
CONTACT: Sunni Zentner (785) 296-7058 Sunni.Zentner@da.ks.gov
APPROVAL: Image of approval signature.
SUMMARY: Changes to the State of Kansas Paycard Program Account Agreement

In accordance with HB 2316, Session 2007 which amended KSA 44-314, the $ 3.50 enrollment fee has been eliminated from the State of Kansas Paycard Program effective October 4, 2007. Other changes to the Skylight Debit Card Account Agreement are as follows:

  1. A free VISA upgrade will be offered to existing accountholders.
  2. All new enrollees will receive a free VISA upgrade upon their first deposit.

The amended fee schedule is posted to the A&R website at Paycard Program under the State of Kansas Paycard Program, Account Fees link.

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08-P-015 December 2007 Payroll Processing
DATE: November 26, 2007
SUBJECT: December 2007 Payroll Processing
EFFECTIVE DATE: Immediately
CONTACT: Joyce Dickerson (785) 296-3979 joyce.dickerson@da.ks.gov
APPROVAL: Image of approval signature.
SUMMARY: December 2007 Payroll Processing

As 2007 calendar year-end approaches, the Division of Accounts and Reports is making preparations for the issuance of calendar year 2007 Wage and Tax Statements (Forms W-2) and Non-Resident Alien Compensation Statements (1042-S). Any 2007 paycheck adjustments processed after the established cut-off dates will update the employee’s calendar year 2008 balances; a corrected W-2 (Form W-2C) for 2007 will not be issued for the employee involved.

FINAL 2007 PAYCHECK

The final on-cycle paychecks for calendar year 2007 will be issued December 28, 2007. Paychecks will be mailed on December 27, 2007. The final off-cycle paychecks for calendar year 2007 will be issued on December 31, 2007 (generated from the off-cycle processed on December 26, 2007).

PAYCHECK REVERSALS

Any 2007 paychecks that are undeliverable should be reversed as soon as possible. SHARP agencies have until 6:00 p.m. on December 26, 2007 to enter paycheck reversals. Any reversals entered after the 6:00 p.m. deadline on December 26, 2007 will update calendar year 2008 balances and will not be reflected in the employee’s 2007 W-2.

PAYCHECK ADJUSTMENTS AND SUPPLEMENTALS

SHARP agencies have until 6:00 p.m. on December 26, 2007 to enter paycheck adjustment requests for any 2007 paychecks. Adjustments processed in the December 26, 2007 off-cycle payroll will be reflected on the employee’s 2007 Form W-2. Please remember that only one adjustment can be processed per employee per off-cycle; this applies to agency entered adjustments, supplementals and centrally entered adjustments. If a 2007 paycheck has been previously adjusted and requires additional adjustment, form DA-180, ‘SHARP Paycheck Reversal/Adjustment/Supplemental’, should be submitted to the Division of Accounts and Reports, Payroll Section by 5:00 p.m. on Friday, December 14, 2007.

Payroll Services staff will make every effort to process all DA-180 forms submitted by 5:00 p.m. on December 14, 2007 for inclusion in the December 26, 2007 off-cycle. However, if a large volume of DA-180 forms is received on the December 14, 2007 cut-off date, Payroll Services cannot guarantee that all forms will be processed as calendar year 2007 business. Agencies can assist in the processing effort by submitting any DA-180 forms and the completed attachment as soon as you become aware a centrally entered adjustment is needed.

Adjustment requests entered after December 26, 2007 which are adjusting paychecks issued prior to January 1, 2008 will not result in a W-2C; the adjustment will update the employee’s 2008 payroll balances regardless of the reason the paycheck is being adjusted. Likewise, any supplemental requests that are entered either by agencies or centrally by Payroll Services after December 26, 2007 will update the employee’s 2008 payroll balances.

REGENTS’ INSTITUTIONS: ON-CYCLE FILES

Regent on-cycle files for the pay period ending December 15, 2007, paid December 28, 2007 are due to the Department of Administration by 6:00 a.m. on December 19, 2007.

REGENTS’ INSTITUTIONS: OFF-CYCLE FILES

2007 Paycheck Reversals

Regent Institutions must submit all transmittals for 2007 paycheck reversals by 5:00 p.m. on Friday, December 21, 2007 in order to update the employee’s 2007 W-2. These files should contain a ‘C’ indicating current year business and the pay adjust check date field should contain the original check issue date for the paycheck being reversed. Any paycheck reversals submitted after this date will update the employee’s calendar year 2008 payroll balances regardless of the paycheck issue date of the paycheck being reversed. Reversals for paychecks issued prior to January 1, 2008 submitted after 5:00 pm on December 21, 2007 should default the pay adjust check date to January 1, 2008.

2007 Adjustments and Supplementals

In order to update employee balances for 2007, any paycheck adjustments and supplementals must be submitted no later than 5:00 p.m. on Friday, December 21, 2007. The Run B off-cycle for the pay period ending December 15, 2007 generated on the night of Wednesday, December 26, 2007 will have a check issue date of December 31, 2007; all activity for this off-cycle will be reflected in the employees’ 2007 W-2. These files should contain a ‘C’ indicating current year business. For supplementals and salary underpayments, the pay adjust check date should be blank; for all other adjustment types, the pay adjust check date field should contain the original paycheck issue date of the paycheck being adjusted and the date must be a 2007 date.

2008 Adjustments and Supplementals

With the exception of arrearages or refunds for OASDI and or Medicare for tax years prior to 2008, any adjustments or supplementals submitted after 5:00 p.m. on Friday, December 21, 2007, will be considered to be 2008 business regardless of the pay period end date to which the pay is related. Since this activity will be considered calendar year 2008 business, the employee’s 2008 balances will be updated. These files should contain a ‘C’ indicating current year business and the pay adjust check date should be a 2008 date (regardless of the original paycheck issue date of the paycheck being adjusted -- if the original check date was prior to January 1, 2008, agencies should default the pay adjust check date to January 1, 2008).

With the exception of OASDI and/or Medicare tax refunds or arrearages for tax years prior to 2008, Regents institutions may continue to submit adjustments and supplementals throughout the month of January 2008 regardless of the original pay period ending date of the paycheck being adjusted. The activity will be processed on the regular Monday and every other Wednesday off-cycle schedule and will update 2008 payroll balances.

Arrearages or refunds for OASDI and or Medicare taxes for prior calendar years and limited to those adjustments resulting from a change in Social Security status must be submitted on separate payroll interface files. These files should contain a ‘P’ indicating prior year business and the pay adjust check date field should contain the original check issue date of the paycheck being adjusted. Prior year OASDI and/or Medicare arrearages/refunds are the only situations in which a prior year indicator of ‘P’ should be used; payroll interface files for any other type of adjustments, which contain a prior year indicator of ‘P’, will be rejected and will not be processed.

Any prior year OASDI and/or Medicare refunds/arrearages identified after the December 21, 2007 deadline for the December 26, 2007 Run B’s off-cycle payroll will not be processed until the January 22, 2008 off-cycle payroll. Since the files will be held, please do not begin submitting those files for processing until the week of January 14, 2008. The deadline for submitting payroll interface files for the January 22, 2008 off-cycle is 5:00 p.m. on Friday, January 18, 2008.

GENERAL REMINDERS

United Way and Community Health Charities

The deduction END date on the general deduction panel for 2007 United Way or Community Health Charities contributions should be dated between December 16, 2007 and December 29, 2007 in order for the last 2007 deduction to be taken on the paycheck issued December 28, 2007. Agencies should verify the deduction end date for all employees enrolled in United Way and/or Community Health Charities to ensure deductions are taken correctly. For calendar year 2008, agencies can enter a new row effective-dated between December 16, 2007 and December 29, 2007 in order for the first deduction for United Way or Community Health Charities for 2008 to be taken on the January 11, 2008 paycheck. If the deduction is to be taken over 26 pay periods, a deduction end date of December 14, 2008 should be entered.

Tax Information

Pursuant to IRS regulations, all employees claiming an exemption from federal withholding
and/or the advanced Earned Income Credit (EIC) must file a new W-4 and/or W-5 each calendar
year. To facilitate this requirement, an email notification will be sent on December 3, 2007 to all SHARP employees who are exempt from federal withholding and/or who are receiving advanced
EIC payments. Notifications will be sent to the employee’s email address listed under ‘Update
My Profile’ in the Employee Self Service Center at: https://sharp.ks.gov/psp/ESS/?cmd=login. Notifications will be sent to the agency email address for those employees who lack an individual email address, and agencies will need to distribute the notifications to their employees.

SHARP employees are encouraged to use the Employee Self Service functionality to file their 2008 W-4s. Employees should continue to submit Form W-5 for the Earned Income Credit to their agency Payroll/Personnel Office. Employees should submit the new W-4s and W-5s by December 14, 2007 to allow adequate time for processing.

Agency personnel have until 6:00 p.m. on December 21, 2007 to enter all paper W-4s and W-5s into the system. Agency personnel are reminded that they also need to check the radio buttons ‘New W-4 Received’ and/or ‘New W-5 Received’ on the employee’s ‘Federal Tax Data’ panel in SHARP for the effective-dated row they enter. Agency Workflow Administrators also need to check the radio button ‘New W-4 Received’ on the electronic W-4s submitted by the employee for calendar year 2008.

The KPAY320 will be processed the evening of December 21, 2007. This process searches for all employees for whom a W-4/W-5 email notification has been sent. If a new W-4 and/or W-5 has not been received, a January 1, 2008 effective-dated row will be placed in the Employee Tax Data record. The January 1, 2008 effective-dated row will update the employee’s marital status to ‘single’ with zero exemptions and/or stop any advance EIC payments for paychecks with a 2008 pay date.

For any 2008 W-4s (for employees claiming exemption from withholding) and/or W-5s received between December 21, 2007 and January 1, 2008, agency personnel will need to enter the data with a January 2, 2008 effective date. Agency Workflow Administrators will also need to change the effective date to January 2, 2008 for any electronic W-4s received in this time period.

Note: These processes relating to W-4 exemption status will update both the Federal Tax Data and the Kansas State Tax Data records. Beginning January 1, 2008 with the new Form K-4, Employee Withholding Allowance Certificate, it will be possible to have State of Kansas number of allowances, marital status, additional withholding, and exemption claim options that differ from Federal options. The tax data should be entered with an effective date on or after January 2, 2008. See Information Circular 08-P-011 for information pertaining to the use of Form K-4. The 2008 Forms W-4 and W-5 will be posted to the Accounts and Reports website as soon as they are available from the IRS.

The KPAY320 will also enter a new-effective dated row in the SHARP federal tax data records on December 21, 2007 for employees with a special tax withholding status of ‘Non-Resident Alien’ to reflect that no 8233 form has yet been submitted for calendar year 2008. The new tax data row will be dated January 1, 2008. Payroll Services will update the 8233 indicator on the tax data records once a form 8233 for calendar year 2008 has been submitted. A listing will not be provided for the 'Non-Resident Alien' updates, since reports are generated periodically throughout the calendar year to identify employees who have had non-resident alien earnings reported but who do not have a current 8233 form on file in Payroll Services.

Deduction Information

All deductions for calendar year 2008 are biweekly except:

  • Group Health Insurance: semi-monthly, deducted on the first and second pay dates of the month.
  • Health Care Flexible Spending Accounts: semi-monthly, deducted on the first and second pay dates of the month.
  • Dependent Care Flexible Spending Accounts: semi-monthly, deducted on the first and second pay dates of the month.
  • Optional Group Life Insurance: monthly, deducted on the second pay date of the month.
  • Health Savings Accounts: semi-monthly, deducted on the first and second pay dates of the month.

Arrearages/Advances

Every effort should be made to collect all arrearage balances either by personal reimbursement or paycheck deduction prior to the cut-off date of December 26, 2007. Please refer to the most recent PAY007, ‘Deductions in Arrears Report’ and evaluate all existing arrearages for your agency and verify that collection will be made; agencies should continue monitoring the PAY007 reports to determine collections will be made by calendar year-end. For sufficiently large balances that cannot be collected in one sum, agencies should establish a deduction override as soon as possible so paycheck deductions can be made and the balance collected by the cut-off date for year-end processing. Also, as adjustments are processed from now until the end of the year, please monitor any new arrearage balances and collect in an expedient manner. Any arrearage collections made by personal reimbursement that are collected after December 19, 2007, and prior to December 26, 2007, must be sent to the Division of Accounts and Reports, Payroll Section for processing in order to impact the 2007 W-2.

Agencies are reminded that advance (‘ADV’) earnings are being paid to employees in situations where the employee’s earnings are not sufficient to cover certain deductions. ‘ADV’ earnings are taxable wages at the time the earnings are paid; taxable wages are then reduced when the advance is collected (‘ADVNCE’ deduction). Any ‘ADV’ earnings paid to an employee in calendar year 2007 will increase the employees’ W-2 taxable wages if the earnings are not collected by the end of the calendar year. Agencies should collect any outstanding advances for payroll periods ending before December 15, 2007 by personal reimbursement as soon as possible.

W-2s

Please note that if an employee has a mailing address on the SHARP Personal Information/ Modify a Person/ Contact Information page, the mailing address will be used for mailing the W-2. If the employee has no mailing address, then the home address will be used for mailing the W-2. Since the majority of employees do not have a mailing address, most W-2's will continue to be mailed to the employee's home. Please make any name, address, or social security number changes to the employee’s Contact Information page by 6:00 pm on December 26, 2007 to guarantee the updated information is included in the W-2 data. Although SHARP agencies have until December 26, 2007 to update the Contact Information page, it is strongly recommended that these changes be made as soon as they are known. Regent's Institutions should make their name, address, and social security number changes by submitting them through the management reporting interface by 5:00 p.m. on December 21, 2007. Since the W-2 form can only accommodate 30 characters in Address 1 and Address 2, please limit your employees’ address lengths. Abbreviations should be used as needed to stay within the limit.

The W-2 programs will be executed anytime between December 28, 2007 and January 4, 2008. W-2 forms will be mailed on or before January 31, 2008. Notification of the W-2 mailings will be provided to all subscribers of the SHARP Infolist.

December Calendar

Attached is a revised calendar for the month of December 2007 that highlights the key payroll processing activity. This calendar does not provide the same level of detail as that provided in this informational circular, and in the Informational Circular No. 08-P-012, Changes to the Payroll Processing Schedule for the Payroll Period Ending December 15, 2007, dated November 2, 2007. The attached calendar is intended for use as a supplementary reference tool to this informational circular.

If, in order to ensure the timely issuance of payroll, it becomes necessary to change any of the processing dates identified above, notification of the change will be provided to all subscribers of the SHARP Infolist. SHARP users interested in subscribing to the Infolist, but who have not yet done so, can subscribe at http://da.ks.gov/sharp/infolist.htm.

Attachment
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08-P-016 Employee Taxability of State-Owned or Leased Vehicles (Supersedes 07-P-012)
DATE: November 28, 2007
SUBJECT: Employee Taxability of State-Owned or Leased Vehicles
EFFECTIVE DATE: January 1, 2008
CONTACT: Nancy Ruoff (785) 296-5369 nancy.ruoff@da.ks.gov
APPROVAL: Image of approval signature.
SUMMARY: IRS Changes Cents-Per-Mile Valuation Rule for Calendar Year 2008

The Internal Revenue Service (IRS) has increased the standard mileage rate from 48.5 cents to 50.5 cents beginning January 1, 2008 under the Cents-Per-Mile method of valuing an employee’s personal (commuting) use of a state-owned or leased vehicle. The standard mileage rate for business is based on an annual study of the fixed and variable costs of operating an automobile. The Cents-Per-Mile valuation is one of several methodologies that can be used to calculate fringe benefit income. See Informational Circular No. 05-P-023. Using this methodology, fringe benefit income is calculated by multiplying the 50.5 cents rate by the number of personal (commuting) miles driven by the employee in the state-owned or leased vehicle. To be eligible to use the Cents-Per-Mile method, at least 50% of the vehicle’s total mileage is used for the employer’s trade or business, or the vehicle is primarily used by employees and the total mileage for the vehicle exceeds 10,000 miles per year. The Cents-Per-Mile method may not be used for ‘luxury’ vehicles. If a vehicle is first made available to an employee for personal (commuting) use in calendar year 2008 and the agency wishes to use the Cents-Per-Mile method, the fair market value of the vehicle cannot exceed $15,000. Agencies and employees are also reminded that the only personal use of a state-owned or leased vehicle allowed under state law is to commute between the employee’s work station and home, and then in only limited situations.

Please note that this Informational Circular does not impact the State’s privately owned vehicle mileage reimbursement rate.

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08-P-017 Voluntary Tax Sheltered Annuity Company Address Change (Supersedes 05-P-011)
DATE: November 30, 2007
SUBJECT: Voluntary Tax Sheltered Annuity Company Address Change
EFFECTIVE DATE: Immediately
CONTACT: Abby Moore (785) 296-2133 abby.moore@da.ks.gov
APPROVAL: Image of approval signature.
SUMMARY: Voluntary Tax Sheltered Annuity Company Address Change

Payroll Services has been notified of the following address change for Thrivent Financial for Lutherans (VTSA #064). Effective immediately, remittances should be mailed as follows:

Thrivent Financial for Lutherans

 4321 N. Ballard Road

Appleton, WI  54919-5001

Vendor number 390123480-00 in STARS has been updated to reflect the address change.

The Division of Accounts and Reports, Payroll Systems Team is responsible for making any necessary updates to the SHARP system. Regents’ institutions are responsible for ensuring this change is reflected in their individual systems.

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08-P-018 New Advance Earned Income Credit Tables for 2008 (Supersedes 07-P-016)
DATE: December 12, 2007
SUBJECT: New Advance Earned Income Credit Tables for 2008
EFFECTIVE DATE: January 1, 2008
CONTACT: Sunni Zentner (785) 296-7058 sunni.zentner@da.ks.gov
APPROVAL: Image of approval signature.
SUMMARY: New Advance Earned Income Credit Tables Effective for Paychecks Issued on or After January 1, 2008

The Internal Revenue Service (IRS) has issued the new percentage tables for computing the advance earned income credit (EIC) payments effective for 2008. The attached tables are to be used in computing all advance EIC payments for wages paid on or after January 1, 2008. In order to use the attached tables, income must be annualized. When annualizing income to calculate the advance EIC, multiply federal taxable income for the current bi-weekly pay period by the twenty-six pay periods in the year.

The IRS has also released the 2008 Form W-5 – Earned Income Credit Advance Payment Certificate. The 2008 form can be obtained on the IRS website at http://www.irs.gov/pub/irs-pdf/fw5.pdf. The 2007 Form W-5 expires on December 31, 2007. The 2008 Form W-5 must be filed with the employer before advance 2008 payments can begin. Generally, employees have to successfully answer questions listed on page 2 of Form W-5 in order to be eligible for advance payments. In addition to meeting other criteria, advance EIC qualifiers must have at least one qualifying child and expect that 2008 earned and adjusted gross income will each be less than $33,995.00 for single employees or $36,995.00 if filing jointly (include spouse’s income if filing jointly). Employees cannot claim the EIC if planning to file either Form 2555 or Form 2555-EZ (relating to foreign earned income). Finally, a nonresident alien may not claim the advance EIC for 2008 unless married to a U.S. citizen or resident and elects to be taxed as a resident alien for all of 2008.

The IRS has established the following three employee status categories: (a) Single or Head of Household, (b) Married Without Spouse Filing Certificate, and (c) Married With Both Spouses Filing Certificate. Married employees must indicate on Form W-5 if their spouse receives advance EIC payments.

An e-mail notification was sent on December 3, 2007 to all SHARP employees receiving advance EIC payments in 2007. The notification reminded employees that a new Form W-5 must be submitted to continue the advance EIC payments in 2008. The notification was sent to the employee’s email address listed under ‘Update My Profile’ in the Employee Self Service Center at https://sharp.state.ks.us/servlets/iclientservlet/ess/?cmd=login. Agencies will need to distribute notifications to their employees who lack an individual e-mail address.

Agency personnel have until 6:00 p.m. on December 21, 2007 to update SHARP with the new EIC information for all employees who submit a new paper Form W-5 for 2008. It is important that agency personnel check the ‘New W-5 Received’ radio button on the employee’s ‘Federal Tax Data 2’ page for the new effective-dated row that is entered.

The KPAY320 will process in the batch cycle generated the evening of December 21, 2007. This process will search for employees who were sent a W-5 notification. If a new W-5 has not been received, a January 1, 2008 effective-dated row will be inserted in the employee’s Tax Data record with an EIC status of ‘Not Applicable’. (Please note the KPAY320 process will also update all employees claiming exemption from withholding tax in 2007, if a new W-4 has not been received. The update will place a January 1, 2008 effective-dated row in the employee’s tax record with a marital status of ‘single’ and zero exemptions.)

For any Forms W-5 for 2008 (or Forms W-4 for 2008 for employees claiming exemption from withholding) received between December 21, 2007 and January 1, 2008, agency personnel will need to enter the data with a January 2, 2008 effective date. The data will need to be entered into SHARP by 6:00 p.m. on Friday, January 4, 2008 in order to be reflected in the on-cycle paycheck dated January 11, 2008. Please refer to the Employee Payroll Tax Data section of the Payroll module in the on-line CBT (Computer Based Training) for specific instructions on entering employee tax data information and worklist maintenance.

The KPAY320 creates a report (by SHARP agency) that identifies all agency employees whose exempt withholding and/or EIC status was updated in SHARP on the night of December 21, 2007. The report will be available in the agency directory on the MVS on Wednesday, December 26.

The Department of Administration will make all of the necessary changes in the computation of the advance EIC for SHARP agencies. Regent’s institutions are responsible for implementing the new advance EIC rates in their respective payroll systems.

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Attachment: Advance Earned Income Credit Formulas PDF

08-P-019 2008 Percentage Method Tables for Federal Tax Withholding (Supersedes 07-P-015)
DATE: December 12, 2007
SUBJECT: 2008 Percentage Method Tables for Federal Tax Withholding
EFFECTIVE DATE: January 1, 2008
CONTACT: Sunni Zentner (785) 296-7058 sunni.zentner@da.ks.gov
APPROVAL: Image of approval signature.
SUMMARY: New Federal Withholding Tax Tables Effective for Paychecks Issued On or After January 1, 2008.

The Internal Revenue Service (IRS) has issued new tables for the percentage method of withholding for 2008. The attached tables are to be used in computing federal tax withholding for wages paid on or after January 1, 2008. In order to use the attached tables, income must be annualized. To annualize income, multiply federal taxable income for the current bi-weekly pay period by the twenty-six pay periods in the year. In addition, the value of one withholding allowance is increased to $3,500 for 2008.

IRS regulations continue to require employees claiming exempt status from federal tax withholding (for income earned in the United States) to file a new W-4 form annually. Employees are eligible for the exempt status if the following criteria are met: 1) the employee had no income tax liability in the previous years, and 2) the employee anticipates no income tax liability in the upcoming year.

An e-mail notification was sent on December 3, 2007 to all SHARP employees who were exempt from federal withholding in 2007. The notification reminded employees that a new W-4 must be submitted to continue the federal tax withholding exempt status for 2008. The notification was sent to the employee’s e-mail address listed under ‘Update My Profile’ in the Employee Self Service Center at https://sharp.state.ks.us/servlets/iclientservlet/ess/?cmd=login.  Agencies will need to distribute notifications to their employees who lack an individual e-mail address.

SHARP employees are encouraged to use the Employee Self Service functionality to file their 2008 W-4s. As of this date, the IRS has not issued the 2008 Form W-4 - Employee’s Withholding Allowance Certificate. Once the W-4 becomes available, notification will be sent to subscribers of the SHARP Infolist. SHARP users interested in subscribing to the Infolist, but who have not yet done so, can subscribe at http://da.ks.gov/SHARP/infolist.htm. Employees should submit their new W-4s by December 17, 2007 to allow adequate time for processing. Agency personnel have until 6:00 p.m. on December 21, 2007 to enter all paper W-4s into the system. It is important that agency personnel check the ‘New W-4 Received’ radio button on the employee’s ‘Federal Tax Data 1’ page in SHARP for the effective-dated row that is entered. Agency Workflow Administrators also need to check the ‘New W-4 Received’ radio button on electronic W-4s submitted by the employee for calendar year 2008.

The KPAY320 will process during the batch cycle generated on the evening of December 21, 2007. This process will search for employees for whom a W-4 notification was sent. If a new W-4 has not been received, a January 1, 2008 effective-dated row will be placed in the employee’s Tax Data record, and will update the employee’s marital status to ‘single’ and exemptions to ‘zero’. (Please note the KPAY320 process will also update the existing SHARP federal tax data records for all employees claiming the advance Earned Income Credit in 2007 in which the ‘New W-5 Received’ radio button is not checked. The update will insert a January 1, 2008 effective dated row with an EIC Status of ‘Not Applicable’.)

For any Forms W-4s for 2008 (or Forms W-5s for 2008 for employees claiming the advance EIC) received between December 21, 2007 and January 1, 2008, agency personnel will need to enter the data with a January 2, 2008 effective date. The data will need to be entered into SHARP by 6:00 p.m. on Friday, January 4, 2008 in order to be reflected in the on-cycle paycheck dated January 11, 2008. Agency Workflow Administrators will also need to change the effective date to January 2, 2008 for any electronic FormsW-4s for 2008 received in this time period. Please refer to the Employee Payroll Tax Data section of the Payroll module in the on-line CBT (Computer Based Training) for specific instructions on entering employee tax data information and worklist maintenance.

IRS regulations require non-resident alien employees who claim an exempt status from federal withholding tax up to their treaty limit (for income earned in the United States) to file a new 8233 annually. Employees who claimed a non-resident alien exempt status in calendar year 2007 must file a new 8233 form for calendar year 2008 if they wish to continue their non-resident alien status. As a reminder, Regents Institutions are responsible for the accuracy of the eligibility of their non-resident alien employees and for monitoring maximum presence.

The KPAY320 processed on December 21, 2007 will enter a new effective dated row in the SHARP federal tax data records for employees with a special tax withholding status of ‘Non-Resident Alien’ to reflect that no 8233 form has been submitted for calendar year 2008. The new tax data row will be dated January 1, 2008. Payroll Services will update the 8233 indicator on the tax data records once a form 8233 for calendar year 2008 has been submitted.

The KPAY320 creates a report (by SHARP agency) that identifies all agency employees whose exempt withholding status and/or EIC was updated in SHARP on the night of December 21, 2007. The report will be available in the agency directory on the MVS on Wednesday, December 26. A report will not be provided for the ‘Non-Resident Alien’ updates since reports are generated periodically throughout the calendar year to identify employees who have had non-resident alien earnings reported but who do not have a current 8233 form on file in Payroll Services.

The Department of Administration will make all of the necessary changes in the computation of withholding taxes for SHARP agencies. Regents’ institutions are responsible for implementing the new withholding tax rates in their respective payroll systems.

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Attachment: Tables for Percentage Method of Withholding PDF

08-P-020 Addition of New Voluntary Tax Sheltered Annuity Company
DATE: December 18, 2007
SUBJECT: Addition of New Voluntary Tax Sheltered Annuity Company
EFFECTIVE DATE: Immediately
CONTACT: Abby Moore (785) 296-2133 abby.moore@da.ks.gov
APPROVAL: Image of approval signature.
SUMMARY: Voluntary Tax Sheltered Annuity Company Change

Payroll Services has been notified that the following company is authorized to write voluntary tax sheltered annuities effective immediately for institutions under the authority of the Kansas State Board of Education:

First Investors Corp
PO Box 7837
Edison, NJ 08818-7837

A new vendor number/suffix of 132608328-00 has been assigned in STARS and VTSA Company number 844 has been assigned in SHARP as an investment option.

The Division of Accounts and Reports, Payroll Systems Team is responsible for making any necessary updates to the SHARP payroll system. Regents’ institutions are responsible for ensuring these changes are reflected in their individual systems.

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08-P-021 Annual Purchase Limit for Savings Bonds
DATE: December 20, 2007
SUBJECT: Annual Purchase Limit for Savings Bonds
EFFECTIVE DATE: January 1, 2008
CONTACT: Janice Wolfley (785) 296-3699 janice.wolfley@da.ks.gov
APPROVAL: Image of approval signature.
SUMMARY: Purchase Limit for Savings Bonds Set at $5,000

The U.S. Department of the Treasury has announced the annual limitation on purchases of United States Savings Bonds will be set at $5,000 per Social Security Number, effective January 1, 2008. The limit applies separately to Series EE and Series I savings bonds, and separately to bonds issued in paper or electronic form. Under the new rules, an individual can buy a maximum of $5,000 worth of electronic and paper bonds of each series in a single calendar year, or a total of $20,000, in single ownership form.

Additional information regarding the change in the purchase limit for savings bonds can be found on the Department of the Treasury web site at: http://www.treasurydirect.gov . Please share this information with your employees who purchase savings bonds through payroll deduction.

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08-P-022 W-2 Wage and Tax Statements for Calendar Year 2007 (Supersedes 07-P-019)
DATE: January 14, 2008
SUBJECT: W-2 Wage and Tax Statements for Calendar Year 2007
EFFECTIVE DATE: Immediately
CONTACT:

Sunni Zentner

Debbie Esquibel

(785) 296-7058

(785) 368-6313

Sunni.Zentner@da.ks.gov

Debbie.Esquibel@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY: Information Pertaining to Employee 2007 W-2 Statements

The final version of the KTXPR55 W-2 listing has been generated. The KTXPR55 report contains all information printed on the 2007 W-2 Wage and Tax Statement for each employee of your agency. Agencies will find the report in their agency mailbox on the MVS with a date of December 29, 2007. This report should be downloaded and retained by your agency to meet your historical record needs. This report will be removed from your MVS mailbox and will be no longer available for downloading after January 27, 2008.

The KTXPR55 W-2 listing is sorted as follows: 1) by department number, 2) alphabetically by last name, and 3) by social security number (SSN). Totals are included for each 10-digit department number as well as a grand total summary for the entire agency. The 'DIST. TOTAL' represents the total number of 2007 W-2's that were printed for your agency. The Department of Administration will be preparing a STARS voucher to bill each agency for the applicable costs associated with mailing the 2007 W-2's.

In those instances where an employee has worked for more than one department, one W-2 form has been prepared which includes earnings and deductions for all departments. The W-2 information for these employees will be included on the KTXPR55 W-2 listing for the department number appearing on the employee's most current job record.

The standard W-2 will be used again for 2007. The standard W-2 is one page, contains four copies (a copy to be used with the employees federal return, two copies that can be used for the employees state and local returns, and a copy for the employee records), and is pressure-sealed.

Agencies are reminded that the mailing address on the Contact Information page will be the primary address used for mailing the W-2. If the employee has no mailing address, then the employee's home address will be used for mailing theW-2. Most employees should continue to receive their W-2’s at home, since the majority of employees do not have a mailing address. In situations where the address information is not correct or is not sufficient for postal delivery, the W-2 form will be mailed to the agency for distribution to the employee. The return address for all W-2 forms mailed this year will again be the agency address.

All 2007 W-2’s, which are considered undeliverable to the employees and are returned to the agency by the U.S. Postal Service, should be retained by the agency until April 16, 2008. At that
time, they should be sorted in alphabetical order by last name, first name, and middle initial
within department number and returned to the Division of Accounts and Reports, Payroll Services.

In cases where the 2007 W-2 Wage and Tax Statement form does not agree with your records, please send a copy of the form to this office with an explanation. For all cases where the social security number is incorrect, please include a copy of the employee's social security card with the explanation. State agencies are not authorized to make changes on the W-2 forms. The Social Security Administration and the Kansas Department of Revenue must be notified of corrections made by the Department of Administration.

For employees needing duplicate W-2’s for years 2002 through 2007, agencies are strongly encouraged to recommend that employees use the ‘W-2 Reissue Request’ functionality found in Employee Self Service at https://sharp.ks.gov/psp/ESS/  <------- Broken link. After logging into the system and selecting ‘W-2 Reissue Request’, the employee will be asked to review the Tax Address and make any needed corrections. Please note that the Tax Address is where the reissued W-2 will be mailed, so it is imperative that the address is correct. The employee will also need to specify for which tax year (2007, 2006, 2005, 2004, 2003, or 2002) the reissued W-2 is needed. Duplicate W-2’s for 2002 - 2006 are currently available, and duplicate W-2’s for 2007 will be available Friday, January 25, 2008.

The Division of Accounts and Reports, Payroll Services will continue to provide duplicate W-2s for those employees who cannot access Employee Self Service. Requests for duplicate W-2’s received by Payroll Services by noon of each Thursday will be processed Thursday evening and mailed the next day. Agencies need to verify the mailing addresses for the W-2’s and submit the correct addresses to Payroll Services. Agencies are requested to submit one blanket request for duplicate 2007 W-2's for each printing. The requests should be in employee ID order and should include each employee's name and correct mailing address in addition to the employee ID. Requests for duplicate W-2's for years prior to 2007 should be submitted separately. Duplicate 1042S form requests should also be submitted separately. Requests for either duplicate W-2 or 1042S forms should be directed to Debbie Esquibel in Payroll Services at telephone number 785-368-6313 or via e-mail at Debbie.Esquibel@da.ks.gov.

Attachment A has been included with this circular to assist agencies in answering questions regarding the W-2 forms. The attachment defines what items must be added (+) or subtracted (-) to arrive at the amounts shown on the W-2 form. In addition, agencies may also consider utilizing the SHARP KPAY318, “Year to Date Balances” report to assist in answering W-2 related questions. The report is available through SHARP using the path: Home / Payroll for North America / Periodic Payroll Events USA / Balance Reviews / Year to Date Balances. Employee ID and year are required to run this report. See Accounts and Reports Informational Circular No. 97-P-005 dated October 31, 1996 for additional information regarding the KPAY318.

Please note that on-cycle and off-cycle paychecks dated December 28, 2007 and off-cycle checks dated December 31, 2007 are included in the 2007 W-2 amounts.
 

Attachments: 2007 W-2 Wage and Tax Statement Calculations
Sample KPAY318.SQR (.pdf)

 

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08-P-023 2008 W-2 Production Report Schedule (Supersedes 07-P-020)
DATE: January 14, 2008
SUBJECT: 2008 W-2 Production Report Schedule
EFFECTIVE DATE: Immediately
CONTACT:

Sunni Zentner

(785) 296-7058

Sunni.Zentner@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY: 2008 W-2 Production Report Schedule

In an effort to reduce the time and effort required of Regents and SHARP agency personnel as well as Payroll Services staff at the end of the calendar year, the 2008 W-2 production reports will be produced throughout the calendar year. By producing the reports on a scheduled basis during the year, the work associated with identifying and correcting errors/address problems can be more evenly distributed. The following is a list of the dates the 2008 W-2 production reports are scheduled to be generated:

  • Friday, February 22, 2008
  • Friday, March 21, 2008
  • Friday, April 18, 2008
  • Friday, May 16, 2008
  • Friday, June 13, 2008
  • Friday, July 11, 2008
  • Friday, August 8, 2008
  • Friday, September 5, 2008
  • Friday, October 3, 2008
  • Friday, October 31, 2008
  • Friday, November 14, 2008
  • Wednesday, November 26, 2008
  • Wednesday, December 10, 2008
  • Monday, December 15, 2008
  • Monday, December 22, 2008
  • Wednesday, December 24, 2008
  • Monday, December 29, 2008 - Tentative Final Load

Agencies should anticipate finding copies of the KTXPR55 and TAX910ER reports in their agency mailbox on the MVS on the first working day following the above listed scheduled dates. Any necessary corrections should be processed as soon as possible to eliminate the error from appearing on the next TAX910ER report that is generated. No action is required by the agency on the KTXPR55. Once the W-2’s for 2008 are complete, a final KTXPR55 report will be generated for each agency’s information and review.

In addition, the Regent’s institutions will receive the report TAX900 in their agency mailbox on the MVS. The TAX900 report should be thoroughly reviewed and any correcting transactions processed timely. It will continue to be the Regent’s responsibility to use the Management Reporting Interface file (MRI) to reconcile the year-to-date amounts in SHARP to the year-to-date amounts in their individual payroll systems.

Regent’s institutions are also reminded, in accordance with Informational Circular No. 1242 issued March 2, 1994, to submit copies of the completed forms 8233, Exemption From Withholding on Compensation for Independent Personal Services of a Nonresident Alien Individual, to Payroll Services on a timely basis.

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08-P-024 Establish Organization Dues Deduction for Teamsters (JJA)
DATE: January 29, 2008
SUBJECT: Establish Organization Dues Deduction for Teamsters (JJA)
EFFECTIVE DATE: Payroll Period Ending February 9, 2008
CONTACT:

Janice Wolfley

(785) 296-3699

janice.wolfley@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY: Establish Organization Dues for Juvenile Justice Authority

The Teamsters Organization has met the requirements of K.S.A. 75-5501(3)(b) for employee membership dues deductions for employees at the Juvenile Justice Authority. Teamsters Local Union #696 has been established for employees of the Juvenile Justice Authority facilities located in Topeka, Atchison, and Beloit. Teamsters Local Union #795 has been established for employees of the Juvenile Justice Authority facility in Larned.

The bi-weekly organization dues deduction is based on the hourly pay rate of the participating employee. Therefore, new deduction codes are being added in SHARP effective January 27, 2008 to accommodate payroll deduction of membership dues to these organizations as follows:

Hourly Pay Rate Range

Bi-Weekly Deduction Amount Deduction Code for Local #696 Deduction Code for Local #795

$12.00 - $12.21

$13.50

ORG600

ORG620

$12.22 - $12.66

$14.00

ORG601

ORG621

$12.67 - $13.10

$14.50

ORG602

ORG622

$13.11 - $13.55

$15.00

ORG603

ORG623

$13.56 - $13.99

$15.50

ORG604

ORG624

$14.00 - $14.44

$16.00

ORG605

ORG625

$14.45 - $14.88

$16.50

ORG606

ORG626

$14.89 - $15.33

$17.00

ORG607

ORG627

$15.34 - $15.77

$17.50

ORG608

ORG628

$15.78 - $16.21

$18.00

ORG609

ORG629

$16.22 - $16.66

$18.50

ORG610

ORG630

$16.67 - $17.10

$19.00

ORG611

ORG631

 

The deduction for member dues will be established effective with the payroll period beginning January 27, 2008 and ending February 9, 2008, paid February 22, 2008.

As a reminder, this organization is only available for membership to employees who work in specific positions at the Juvenile Justice Authority facilities.

The Division of Accounts and Reports, Payroll Systems Team is responsible for making this update in the SHARP system. Regent’s institutions should ensure that the use of the listed deduction codes is reflected in their individual systems effective January 27, 2008.

 

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08-P-05 Increase in Parking Fees for City of Topeka Parking Garages (Supersedes 07-P-018)
DATE: February 1 , 2008
SUBJECT: Increase in Parking Fees for City of Topeka Parking Garages
EFFECTIVE DATE: Payroll Period Beginning January 27, 2008 and Ending February 9, 2008, Paid February 22, 2008
CONTACT:

Nancy Ruoff

(785) 296-5369

nancy.ruoff@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY: Increase in Parking Fees for City of Topeka Parking Garages

Effective March 1, 2008, the City of Topeka is increasing its monthly parking rates, including reserved stalls, for all City parking garages. This rate increase impacts State of Kansas agencies with contracts for parking in the Centre City Garage (9th and Kansas) and the 512 Jackson garage. The monthly parking rates will increase to $64.50 a month for non-reserved spaces and $72.00 a month for reserved spaces. Employees who park in these garages will see their parking deduction increase as follows starting with the payroll period beginning January 27, 2008 and ending February 9, 2008, paid February 22, 2008:

Garage Address

Dept/Agy

Rate

Parking Deduction Code

New bi-weekly deduction effective for pped 2/09/2008

Admin Fee Deduction Code

New Admin Fee effective for pped 2/09/2008

512 Jackson

Dept. on Aging

Standard

PPKA02

$18.23

PKAD04

$1.39

 

 

 

APKA02

$18.23

PKAD04

$1.39

 

 

 

 

 

 

 

Centre City Garage

Dept. of Agriculture

Standard

PPKA07

$29.77

PKAD11

$2.28

 

 

 

APKA07

$29.77

PKAD11

$2.28

 

 

Reserved

PPKA57

$33.23

PKAD50

$2.54

 

 

 

APKA57

$33.23

PKAD50

$2.54

 

 

 

 

 

 

 

Centre City Garage

Ethics Commission

Standard

PPKA08

$29.77

PKAD11

$2.28

 

 

 

APKA08

$29.77

PKAD11

$2.28

 

 

Reserved

PPKA58

$33.23

PKAD50

$2.54

 

 

 

APKA58

$33.23

PKAD50

$2.54

 

 

 

 

 

 

 

Centre City Garage

Conservation Commission

Standard

PPKA09

$29.77

PKAD11

$2.28

 

 

 

APKA09

$29.77

PKAD11

$2.28

 

 

Reserved

PPKA59

$33.23

PKAD50

$2.54

 

 

 

APKA59

$33.23

PKAD50

$2.54

 

 

 

 

 

 

 

Centre City Garage

Kansas Water Office

Standard

PPKA010

$29.77

PKAD11

$2.28

 

 

 

APKA010

$29.77

PKAD11

$2.28

 

 

Reserved

PPKA060

$33.23

PKAD50

$2.54

 

 

 

APKA060

$33.23

PKAD50

$2.54

 

 

 

 

 

 

 

Centre City Garage

State Board of Technical Professions

Reserved

PPKA61

$33.23

PKAD50

$2.54

 

 

 

APKA61

$33.23

PKAD50

$2.54

The Division of Accounts and Reports, Payroll Systems Team will make the necessary updates to the SHARP payroll system to effect this change for all employees for whom SHARP calculates pay. Regents’ institutions are responsible for ensuring that this change is made in their individual systems.

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08-P-026 Increase in Parking Fees for City of Topeka Surface Lot; Addition of New Parking Admin Code (Supersedes 02-P-025 and 03-P-006)
DATE: February 7 , 2008
SUBJECT: Increase in Parking Fees for City of Topeka Surface Lot; Addition of New Parking Admin Code
EFFECTIVE DATE: Payroll Period Beginning January 27, 2008 and Ending February 9, 2008, Paid February 22, 2008
CONTACT:

Nancy Ruoff

(785) 296-5369

nancy.ruoff@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY: Increase in Parking Fees for City of Topeka Parking Garages

Effective March 1, 2008, the City of Topeka is increasing its monthly parking rates for surface lots. This rate increase impacts Department on Aging contracts for parking in the 412 Jackson surface lot. The monthly parking rates will increase to $45.00 a month. In addition, a new deduction code, PKAD16, is being established for the administration fee associated with the increased deduction. Employees who park in this lot will see their parking deduction increase as follows starting with the payroll period beginning January 27, 2008 and ending February 9, 2008, paid February 22, 2008:

Deduction Codes New Bi-Weekly Deduction
PPKA01 $16.15
APKA01 $16.15
PKAD16 (Admin Fee) $ 1.24

The Division of Accounts and Reports, Payroll Systems Team will make the necessary updates to the SHARP payroll system to effect this change for all employees for whom SHARP calculates pay.  Regents’ institutions are responsible for ensuring that this change is made in their individual systems.

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08-P-027 Change in Employee Parking Fee for City of Topeka Surface Lot (Supersedes 08-P-026)
DATE: March 25, 2008
SUBJECT: Change in Employee Parking Fee for City of Topeka Surface Lot
EFFECTIVE DATE: Payroll Period Beginning March 9, 2008 and Ending March 22, 2008, Paid April 4, 2008
CONTACT:

Nancy Ruoff

(785) 296-5369

nancy.ruoff@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY: Decrease for Dept. on Aging Employee Parking Fees for City of Topeka Surface Lot

Effective March 1, 2008, the City of Topeka increased its monthly parking rates for surface lots. This rate increase impacted Department on Aging contracts for parking in the 412 Jackson surface lot. In response to the increase, the Department on Aging recently increased the agency-paid portion of the parking fee. Employees who park in this lot will see their parking deduction decrease as follows starting with the payroll period beginning March 9, 2008 and ending March 22, 2008, paid April 4, 2008:

Deduction Codes New Bi-Weekly Deduction
PPKA01 $9.23
APKA01 $9.23
PKAD16 (Admin Fee) $ 0.71

The Division of Accounts and Reports, Payroll Systems Team will make the necessary updates to the SHARP payroll system to effect this change for all employees for whom SHARP calculates pay. Regents’ institutions are responsible for ensuring that this change is made in their individual systems.

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08-P-028 Organization Dues Bane abd Rate Change for ORG133
DATE: March 28, 2008
SUBJECT: Organization Dues Name and Rate Change for ORG133
EFFECTIVE DATE: Payroll Period Ending January 26, 2008 for Name Change
Payroll Period Ending April 19, 2008 for Rate Change
CONTACT:

Janice Wolfley

(785) 296-3699

janice.wolfley@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY: Org Dues Name Change from Public Service Employees Union Local 1132 to Public Service Employees Local Union 1290 P.E.

Effective with the payroll period beginning January 13, 2008, the Public Service Employees Union, Local 1132 has changed its name to Public Service Employees Local Union 1290 P.E. due to restructuring. All employees who were previously known as members of Public Service Employees Union, Local 1132 will now be known as members of Public Service Employees Local Union 1290 P.E. The current deduction code used for this organization, ORG133, will remain the same. However, the organization dues for members will be reduced from $ 14.00 to $ 12.97 per biweekly payroll period. The new rate will become effective with the payroll period beginning April 6, 2008 and ending April 19, 2008, paid May 2, 2008.

Public Service Employees Local Union 1290 P.E. will continue to represent employees at the University of Kansas and the University of Kansas Medical Center.

The Division of Accounts and Reports, Payroll Systems Team is responsible for making the name and rate changes in the SHARP system. Regent’s institutions are responsible for ensuring this name change is reflected in their individual systems as well as the new rate effective for paychecks issued on or after May 2, 2008.

 

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08-P-029 Fiscal Year End Payroll Processing for FY 2008 (Supersedes 07-P-027)
DATE: April 11, 2008
SUBJECT: Fiscal Year End Payroll Processing for FY 2008
EFFECTIVE DATE: Immediately
CONTACT:

Joyce Dickerson

(785) 296-3979

joyce.dickerson@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY: Summary of Fiscal Year End Payroll Processing

This informational circular will discuss key payroll processing concepts to aid in fiscal year end closing.

Note: Another informational circular regarding the fiscal year 2009 payroll contribution rates will be issued as soon as the information becomes available.

Benefits Contribution Rates

Supplementals and adjustments use the benefit contribution rates effective for the pay period being adjusted. Supplementals and adjustments that are processed for pay periods ending on or before June 14, 2008 will use fiscal year 2008 benefits contribution rates (or prior fiscal years benefits contribution rates depending on the fiscal year of the payroll period being adjusted). Supplementals and adjustments for pay period ending dates greater than June 14, 2008 will use fiscal year 2009 rates. Benefit contributions include: KPERS, TIAA-CREF, KPEDCP, workers compensation insurance, state leave reserve assessment, flexible spending accounts administrative fee, group health insurance (GHI), and parking administrative fee.

Tax Rates

Taxes for supplementals and adjustments will be calculated using the tax rates effective for the paycheck issue date for the off-cycle payroll being processed. Taxes include: OASDI (Social Security), Medicare, federal withholding tax, state withholding tax, local withholding tax, and unemployment compensation insurance. Note for Regents: the use of the ‘current’ UCI rate for calculation purposes does not replace the reporting requirements for prior period adjustments necessary for quarterly UCI reporting.

Fiscal Year Expenditure Impact

Supplementals and adjustments (with the exception of reversals) will be charged to expenditures in the fiscal year the off-cycle paycheck is issued regardless of the pay period being adjusted. For example, the Run B off-cycle (processed June 25, paid June 30) for the pay period ending June 14, 2008 will be charged to fiscal year 2008 expenditures. The Run C off-cycle (processed June 30, paid July 3) for the pay period ending June 14, 2008 will be charged to fiscal year 2009 expenditures.

Reversals will always reverse expenditures in the fiscal year originally charged. Please note that the Run B off-cycle scheduled for June 25, 2008 (paid June 30) will be the last opportunity to have the reissue of an adjusted paycheck charged to fiscal year 2008 expenditures.

Once the Run B off-cycle for the period ending June 28, 2008 (processed July 9, paid July 14) has been processed, agencies should not request or process paycheck reversals until STARS FY 2008 closing has been successfully completed. STARS is scheduled to resume processing July 23, 2008.

The fiscal year expenditure impact applies to both SHARP agencies and Regents institutions.

Budget End Date and Fiscal Year Changes

The Budget End Date and Fiscal Year on the Department Budget tables will be updated centrally at the beginning of the fiscal year. This process is scheduled to run during the batch cycle the night of June 22, 2008 and should be completed by Monday morning, June 23. In that process, a new row will be added to the Department Budget tables with an effective date of June 15, 2008 (beginning date of the first on-cycle payroll charged to FY2009). The Budget End Date will be June 14, 2009. Agencies should not enter any rows with an effective date greater than or equal to June 15, 2008 until after the FY2009 insert has been completed. When adding new rows for FY2009, agencies should verify that June 14, 2009 was used as the Budget End Date for FY2009.

GHI Adjustments

As of July 1, 2008, NO payroll processing for GHI adjustments should be made for contract year 2006. Contact Gina Vinyard, Kansas Health Policy Authority, at (785) 368-6338 about any event maintenance changes that may affect claims processing for contract year 2006.

Julian Date Reset

The Julian date used for the SHARP off-cycle document numbers will reset to 001 on July 1, 2008. The Julian date used for the off-cycle’s document number is determined by the process date of the cycle while the fiscal year is determined by the off-cycle’s check issue date. For example (assuming processing occurs before midnight), the Run B off-cycle for the pay period ending June 14, 2008 (processed June 25, paid June 30) will have 360 as the Julian date in the document number and expenditures will be charged to fiscal year 2008. The Run C off-cycle for the pay period ending June 14, 2008 (processed June 30, paid July 3) will have 365 as the Julian date in the document number and expenditures will be charged to fiscal year 2009. The Run A off-cycle for the pay period ending June 28, 2008 (processed July 7, paid July 11) will have 007 as the Julian date in the document number and expenditures will be charged to fiscal year 2009.

Regents’ Institutions Responsibilities

Regents’ institutions are responsible for ensuring that the correct benefit and tax contribution rates are used when calculating payroll for employees of their agencies and for ensuring that the STARS funding file and DA175/176 effect the correct fiscal year expenditures. Regents’ institutions are also responsible for ensuring that all appropriate payroll clearing fund indexes are established in STARS for fiscal year 2009.

Reminders

To help reduce the number of adjustments to process, SHARP agencies are reminded of the following:

1. Enter job data changes prior to the creation of paysheets. Paysheets for on-cycle payrolls are created on the Tuesday night following the end of the payroll period. Any changes to the employee’s job data information (i.e., pay grade, rate of pay, FLSA status, etc.) that are entered after the creation of the paysheets will not be reflected in the employee’s on-cycle paycheck for the period and will require special handling.

2. Agencies should review the accuracy of the gross-to-net payroll information and employer contributions after each preliminary pay calculation. The PAY002 report can be used to review the gross-to-net data. On-line agencies can review employer contributions by accessing the employee’s paycheck deduction information for the period. Employer contributions have a deduction class of ‘Nontaxable’.

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08-P-030 Housing, Food Service and Other Employee Maintenance (Supersedes 07-P-029)
DATE: April 11, 2008
SUBJECT: Housing, Food Service and Other Employee Maintenance
EFFECTIVE DATE: July 1, 2008
CONTACT:

Sunni Zentner

(785) 296-7058

sunni.zentner@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY: Annual review of housing, food service and other employee
maintenance rates required under K.S.A. 75-2961A and K.A.R.
1-19-9

Attached is form DA-171, Housing, Food Service and Other Maintenance Policy for your agency to complete. It is not necessary to return this form to the Division of Accounts and Reports. The completed form should be maintained at your agency. If the items that you provide have been determined to be taxable to the employee, any changes in rates for fiscal year 2009 will require entry into the SHARP v8.9 system at Payroll for North America>Employee Pay Data USA> Create Additional Pay for fringe benefit income. FY2009 rate changes for maintenance should be entered into SHARP by 6:00 pm on Monday, June 30, 2008 in order to be reflected in the paychecks produced in the first preliminary on-cycle pay calculation for the payroll period ending June 28, 2008 (paychecks dated July 11, 2008).

Regent institutions should also complete the Form DA-171 and maintain the completed form at their agency. Regents’ are responsible for updating any rate changes into their payroll system.

Attachment: DA-171 (.pdf)

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08-P-031 Updated Index Codes for Agency and DOA Clearing Funds (Supersedes 07-P-013)
DATE: May 7, 2008
SUBJECT: Updated Index Codes for Agency and DOA Clearing Funds
EFFECTIVE DATE: Pay Period Beginning December 16, 2007; Ending December 29, 2007; Paid January 11, 2008
CONTACT: Nancy Ruoff (785) 296-5369 nancy.ruoff@da.ks.gov
APPROVAL: Image of approval signature.
SUMMARY: Updated Index Codes for Agency and DOA Clearing Funds

The attached “Index Codes for Agency and DOA Clearing Funds” spreadsheet includes all index codes available which became effective with the pay period beginning December 16, 2007. The spreadsheet contains updates for the 2008 Group Health Insurance description changes and the clarification regarding which Local earnings tax codes are included in Department of Administration Clearing Funds 7704 and 9030. This document has been updated for the changes noted above and replaces the document issued with Informational Circular 07-P-013 dated November 14, 2006.

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Attachment: Index Codes for Agency and DOA Clearing Funds (.pdf)

08-P-032 Addition of Four New Earnings Codes due to KOSE Agreement
DATE: May 9, 2008
SUBJECT: Addition of Four New Earnings Codes due to KOSE Agreement
EFFECTIVE DATE: May 18, 2008
CONTACT:

Earl Brynds

(785) 296-5376

earl.brynds@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY: Addition of Four New Earnings Codes due to Memorandum of Agreement between the State of Kansas and KOSE

A new Memorandum of Agreement between the State of Kansas and the Kansas Organization of State Employees (KOSE) relating to the terms and conditions of employment for those employees represented by KOSE will be signed effective May 16, 2008. As a result of the agreement, the following earnings codes have been added to SHARP effective May 18, 2008 to address new pay and leave scenarios covered in the agreement:

Earnings Code

Description

Short Description

Effective Date

ST7 Standby Pay-KOSE StandbyPay May 18, 2008
S15 Shift 15-KOSE-$.50 Shift 15 May 18, 2008
KOE Leave-Union Business-Exempt LeaveUnion May 18, 2008
KOS Leave-Union Business LeaveUnion May 18, 2008

 

Earnings Code ST7 has been established to reflect the standby compensation rate of $ 2.00 per hour under the new agreement. Earnings Code S15 has been established to reflect the shift differential rate of $.50 per hour under the new agreement.

Per the agreement, Union representatives will be allowed time off with pay consistent with the operational needs of the employer for Union business such as state or area-wide committee meetings or state or International conventions, and training activities provided the employee provides reasonable notices to his or her supervisor of such absence. Time may be used in one hour increments. Earnings Code KOE has been established for time reporting for FLSA exempt employees and earnings code KOS has been established for time reporting for FLSA non-exempt employees. All leave for Union activities shall be reported on employee time sheets using the appropriate KOE or KOS earnings codes.

In accordance with the agreement, leave for Union activities shall not exceed 800 hours on a statewide basis per calendar year. The Division of Personnel Services will monitor the usage of KOE/KOS earnings to ensure the 800 hour limitation is not exceeded.

The earnings codes noted above apply only to employees in covered positions represented by KOSE. Detailed information about the newly signed KOSE memorandum of agreement as well as information regarding the PERB assigned units including job codes, class titles and the number of unit eligible employees in each is available on the Department of Administration’s Labor Relations website at: http://www.da.ks.gov/ps/subject/labor/laborrelations.htm . Agencies are responsible for ensuring that the appropriate earnings codes are reported for their employees.

The Division of Accounts and Reports, Payroll Systems Team, is responsible for adding these new earnings codes in the SHARP system. Regents’ institutions are responsible for implementing the new earnings codes in their payroll systems.

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08-P-033 Parking Fee Increase - Curtis Building Garage - FY2009 (Supersedes 07-P-030)
DATE: June 4, 2008
SUBJECT: Parking Fee Increase - Curtis Building Garage – FY2009
EFFECTIVE DATE: Payroll Period Beginning June 15, 2008 and Ending June 28, 2008, Paid July 11, 2008
CONTACT:

Nancy Ruoff

(785) 296-5369

nancy.ruoff@da.ks.gov

APPROVAL: Image of approval signature.
SUMMARY: Parking Fee Increase - Curtis Building Garage – FY2009

Pursuant to Kansas Administrative Regulation 1-45-22(b)(2), parking fees for the Curtis Building Garage will increase by 2% effective with the start of fiscal year 2009. To facilitate this change, the following payroll deduction codes and associated administrative fee code will increase effective with the payroll period beginning June 15, 2008 and ending June 28, 2008, paid July 11, 2008:

Deduction Code New bi-weekly rate for pped 6/30/08
PKT08B 23.86
PPKT08 23.86
PKAD05 (admin fee) 1.83 ($23.86 * .0765)

Employees with the Department of Commerce, Attorney General, and Board of Pharmacy who park in the Curtis Building Garage under parking deduction codes PKT10B and PPKT10 will see their bi-weekly deduction and associated administrative fee increase as follows:

Deduction Code New bi-weekly rate for pped 6/30/08
PKT10B 11.92
PPKT10 11.92
PKAD07 (admin fee) 0.91 ($11.92 * .0765)

The Division of Accounts and Reports, Payroll Systems Team will make the necessary updates to the SHARP payroll system to effect this change for all employees for whom SHARP calculates pay. Regents’ institutions are responsible for ensuring that this change is made in their individual systems.

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08-P-034 Fiscal Year 2009 Payroll Contribution Rates (Supersedes 07-P-032)
DATE: June 18, 2008
SUBJECT: Fiscal Year 2009 Payroll Contribution Rates
EFFECTIVE DATE: Pay Period Beginning June 15, 2008; Ending June 28, 2008;
Paid July 11, 2008
CONTACT: Earl Brynds (785) 296-5376 Earl.Brynds@da.ks.gov
APPROVAL: Image of approval signature.
SUMMARY: Fiscal Year 2009-Employee/Employer Matching Share of Payroll Contributions and Retirement Plans

The attached schedules contain employer’s contribution rates for KPERS, unemployment insurance, state leave assessment, group health insurance, and worker’s compensation insurance for fiscal year 2009. The fiscal year 2009 rates will become effective with the on-cycle payroll period beginning June 15, 2008, ending June 28, 2008 and paid July 11, 2008. The withholding rates for OASDI, Medicare, federal income taxes, and Kansas income taxes remain unchanged for the remainder of calendar year 2008.

In FY2009, the employer’s contribution to KPERS Death and Disability Insurance remains at 1.00% (except for retirement codes J1, J2, J3 which are .4%). Agencies are reminded of the moratoriums for KPERS Death and Disability Insurance contribution that were in place for payroll periods with an original check date between April 1, 2000 and December 31, 2001; between July 1, 2002 and December 31, 2002; and between April 1, 2003 and June 30, 2004. Since SHARP uses pay period end dates to determine if the KPERS Death and Disability Insurance contribution is taken, no contribution will be taken for paycheck adjustments with payroll period end dates that contain an original check date within the moratorium period.

Legislation passed in 2006 changed rules about KPERS retirees who work after retirement for the same or a different KPERS employer. More detailed information on these changes can be found in the KPERS DA Memo – April 21, 2006, located at http://www.kpers.org/damemos042106.htm. These changes do not affect KP&F or the Retirement System for Judges. For retirees who begin work for a different KPERS employer, the employer must make contributions based on retiree compensation. This includes all retirees who first begin actively working in KPERS-covered positions on or after July 1, 2006. Employees who meet these criteria should be enrolled in Benefit Plan ‘PR’ and Deduction Code ‘RETRET’. For fiscal year 2009, employer rates are 7.35% Actuarial Employer Rate, 4.00% Statutory Employer Rate, for a Total Combined Rate of 11.35%. Retirees enrolled in the ‘PR’ benefit plan are not subject to KPERS life and disability insurance.

The Division of Accounts and Reports, Payroll Systems Team will update the SHARP system to reflect the changes in employer’s contribution rates. Regents’ institutions are responsible for ensuring the changes in rates are made in their individual systems. Regents’ institutions are also responsible for ensuring that the STARS funding file and DA175/176 impact the correct fiscal year expenditures, and that all appropriate payroll clearing fund indexes are established for fiscal year 2009.

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Attachments A, B & C (.pdf)

08-P-035 Employee Taxability of State-Owned or Leased Vehicles (Supersedes 08-P-016)
DATE: June 25, 2008
SUBJECT: Employee Taxability of State-Owned or Leased Vehicles
EFFECTIVE DATE: July 1, 2008
CONTACT: Nancy Ruoff (785) 296-5369 nancy.ruoff@da.ks.gov
APPROVAL: Image of approval signature.
SUMMARY: IRS Changes Cents-Per-Mile Valuation Rule for
Calendar Year 2008

The Internal Revenue Service (IRS) has increased the standard mileage rate from 50.5 cents to 58.5 cents beginning July 1, 2008 under the Cents-Per-Mile method of valuing an employee’s personal (commuting) use of a state-owned or leased vehicle. The standard mileage rate of 50.5 cents is effective for miles driven between January 1 – June 30, 2008 and 58.5 cents for miles driven on or after July 1, 2008. The standard mileage rate for business is based on an annual study of the fixed and variable costs of operating an automobile. The Cents-Per-Mile valuation is one of several methodologies that can be used to calculate fringe benefit income. See Informational Circular No. 05-P-023*. Using this methodology, fringe benefit income is calculated by multiplying the 58.5 cents rate by the number of personal (commuting) miles driven by the employee in the state-owned or leased vehicle. To be eligible to use the Cents-Per-Mile method, at least 50% of the vehicle’s total mileage is used for the employer’s trade or business, or the vehicle is primarily used by employees and the total mileage for the vehicle exceeds 10,000 miles per year. The Cents-Per-Mile method may not be used for ‘luxury’ vehicles. If a vehicle is first made available to an employee for personal (commuting) use in calendar year 2008 and the agency wishes to use the Cents-Per-Mile method, the fair market value of the vehicle cannot exceed $15,000. Agencies and employees are also reminded that the only personal use of a state-owned or leased vehicle allowed under state law is to commute between the employee’s work station and home, and then in only limited situations.

Please note that this Informational Circular does not impact the State’s privately owned vehicle mileage reimbursement rate.

*Informational Circular No. 05-P-023 contains an incorrect K.A.R. reference number in the next to the last paragraph of the POLICY section. The reference should be: Kansas Administrative Regulation 1-17-2a(b)(1).

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08-P-036 Organization Dues Change for ORG500 (Supersedes 07-P-031)
DATE: June 26, 2008
SUBJECT: Organization Dues Change for ORG500
EFFECTIVE DATE: Payroll Period Ending July 12, 2008
CONTACT: Janice Wolfley (785) 296-3699 janice.wolfley@da.ks.gov
APPROVAL: Image of approval signature.
SUMMARY: Change in Organization Dues Deduction for Kansas Organization of State Employees (KOSE)

The organization dues for members of the Kansas Organization of State Employees, ORG500, will be increased from $13.61 to $13.96 per biweekly payroll period. The new rate will become effective with the payroll period beginning June 29, 2008 and ending July 12, 2008, paid July 25, 2008.

The Division of Accounts and Reports, Payroll Systems Team is responsible for making this change in the SHARP system. Regent’s institutions are responsible for ensuring this change is reflected in their individual systems and is effective for paychecks issued on or after July 25, 2008.

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