Employer Manual
Revised:
With each pay period, you report employee pay information for each employee. KPERS’ system uses percentages of employee wages to calculate employee contributions, employer contributions, and the amount owed for employer-paid insurance.
The system will generate reports for each plan and pay cycle you have (e.g. KPERS, KP&F, After Retirement). You’ll need to submit a report for each.
Employees do not pay contributions to after-retirement plans, but the wage information must still be reported. See the Working After Retirement section of the Employer Manual for more info.
Making a Payment
After the report is submitted, an invoice is generated and you make a payment
Deadline
You have 3 business days after each pay date to pay. "Pay date" means the date employees are actually paid. Some call it a payroll warrant date or payroll date.
Get more info about making payments by watching Quick Vid: Pay Reports
Making Perfect Cents
Try to pay the exact amount you owe. As a last resort, you can round to the nearest dollar (up or down) on your payment amount.
Choose a method that's best for you.
| Method | Description |
| Manual Entry | Through the EWP, manually key in pay information for each employee. Quick Vid: Pay Reports |
| Use Your File | Create a file from your payroll system and upload it to KPERS. See file format requirements. |
| Use a KPERS File | Download a file from KPERS with your employee data. Enter your pay information and upload the file to KPERS. |
If an employee gets paid for work outside his or her normal payroll cycle, you’ll need to create an off-cycle pay period. It’s often used for lump-sum, bonus or extra-duty payments. Do not use the off-cycle process for a payroll adjustment.
Submitted reports are archived in the History section. Quick Vid: History Reports can be retrieved from history and exported at any time.
After you submit the pay report, the system creates an invoice and you make a payment based on the contributions you reported and employer insurance. Payments are made in the employer web portal using an electronic funds transfer (EFT) from your bank to KPERS’ bank.
Q. Why don’t I see any past pay reports?
A. All completed transactions are in the History section.
Q. Why do I only see 25 records?
A. Look for the page advance near the top. Click arrows or numbers to move to next list of records.
Q. After I uploaded the file, why did the system jump to Step 3?
A. Step 2 is for fixing errors. If your file had no errors, you’re ready for Step 3.
Q. How do I know if I successfully submitted my report?
A. If you can see the invoice after clicking the “Submit & View Invoice” button, you’ve successfully submitted to pay report.
Q. Why is there only one pay report at a time?
A. The system will only show you the reports that are due at that moment. The next report will appear when the current one is processed.
Q. What if an employee is on disability leave?
A. There are a few reporting rules you need to follow in this situation. Get the details here, under “Breaking school contacts".