1. KY Employee Benefits Module
2017 KASBO Spring Conference
Kim York, Business Analyst
KY Department of Education

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

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

4. KY Employee Benefits Main Screen
Payroll >State Specific >South >Kentucky >KY Employee Benefits
If import files exist, a message will display before the program opens. Select OK to the KHR Files Exist message.
Select OK to the KHR Files Exist message to get to the main screen. Then select Benefit Settings.

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

6. Importing a File
After selecting Import/Pending from the main screen, select Import Now to the “Import Files Exist-Process?” message. The files available for importing will be shown on the next screen. Double-click on a file.
Select Load File.

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

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

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

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

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

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

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

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

15. Pending Benefit Records
Double click on an employee’s health record from the Pending Browse screen.
Notice the folders that are yellow. The employee in this example has Optional Life and Health FSA in addition to Health Insurance and Basic Life.
When a folder is gray, that indicates the employee did not have a change to that particular benefit on the import file.

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

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

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

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

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

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

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

23. Set Start Date
The next step is to choose Set Start Date. You will enter the deduction start date for each deduction type into the screen:
Select Move to Active:

24. Set Start Date
Select Yes if you are ready to move the selected records to active:

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

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

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

28. Updating Deductions
Select Current Find to find the record(s) that need to be posted to employee deductions.
Select Update Deds under “More”.

29. Updating Deductions
There are two options to choose from when updating deductions. Select Define then choose an option:
Delete Employee Deduction – This option will delete the existing employee deductions for health, life and FSA and replace with the new amounts. This is the most common option used by districts. When selecting Delete Employee Deduction, no date is entered.
Inactivate Employee Deduction and Populate End Date – This option will keep the existing employee deduction records and establish an end date based on the date that is entered into the Prior Deduction End Date field. KDE does not recommend using this option.
Select Accept and then Output-Post after define has been completed.

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

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

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

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

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

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

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

37. Creating the Annual KGLI Salary File
After the salaries have been calculated, posted and any manual changes have been completed, the file can be generated.
Select Salary Gen and choose an output option. The Action Code listed on the report will be 0035-LIFE SAL C.
Select Create File
A warning message appears reminding users that a Salary Recalc must be completed. Select Yes if the recalc was performed.

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

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

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

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

42. Questions on State Reporting?
The KDE Munis Team has two shared team boxes for support.
Questions to the team box will ensure you get a more timely response as individual team members may be in meetings or working on projects.
Questions on Health Insurance Imports, ACA, or KY Employee Benefits Program?
Any other questions?
KASBO Spring 2017

43. KDE Munis Blog
The KDE Munis Team maintains a blog with all communication that is ed.
Do you think you missed an or deleted an , check the blog!
The blog can be found here KDE Munis Blog or the support box to request the link.
KASBO Spring 2017

44. That’s it!! Have a great evening!!