Data Standards

Data Standards

Retirement

Description: The action and reason code selected differentiates a retirement from other types of termination. Enter retirement information by 5:00 p.m. on the Tuesday following the end of the pay period so that the system will automatically calculate vacation and sick leave payouts. Also, the Retirement Reduction Program may require changing the Position Status to Frozen. Please see the information below and refer to Administer Workforce/Plan Salaries CBT for more detailed information.

The last column refers to data interfaced with SHARP by the Regents institutions.

Menu Path: Go, Administer Workforce, Administer Workforce (U.S.), Use, Job Data

Employee ID and Employee Record # - Online agencies must enter in search box; Regents must send in interface file. Incorrect data entry updates the wrong employee.

JOB DATA 1 PANEL

Data Fields	Comments	Impact of Error	Agency Required?	Regents Interface?
Employee Status:	Defaults based on the Action Code selected Verify status is "Retired"		Yes	Yes
Effective Date:	Insert new row Enter effective date of termination (first day employee does not report to work; see NOTE below)	Incorrect "Last Date Worked" defaults to Employment Data Incorrect date defaults to Job Summary and other panels	Yes	Yes
Effective Sequence:	Defaults as "0" Change only if action is not the first transaction to occur on the Effective Date entered	Incorrect sequence of events that occur on same effective date	Yes	Yes
Action/Reason:	Select "Retirement" as Action Select "REG" Reason Code	Selecting wrong Action/Reason may affect data in other panels and summary reporting/analysis used in workforce planning.	Yes	Yes
Action Date:	Automatically displays the date you entered the action		Yes	Yes

JOB DATA 4 PANEL

Data Fields	Comments	Impact of Error	Agency Required?	Regents Interface?
Employment Status:	Defaults value entered on previous job data row Change if needed		Yes	Yes

NOTE: "Date Last Worked" field on Employment Data 1 panel automatically defaults to the day before the effective date of retirement. The system uses the Effective Date to represent the beginning of an action. When an employee terminates or retires, the system treats the Effective Date you enter as the day the termination begins. Therefore, it is the first day the employee is no longer paid.

Change the Position Status to FROZEN if required by Retirement Reduction Program

The Retirement Reduction Program applies to retirement eligible employees who retire or resign from an included position. Employees who voluntarily separate from state service are considered "retirement eligible" if they fall into one of the following categories:

Age 65 or over;
Age 65 or over with 10 years of qualifying state service;
Qualify under "85-point" plan; or
Age 55 or over with 10 years of service taking early retirement with reduced benefits.

Positions excluded from the program are:

Police and fire personnel
Judges and Judicial branch
Unclassified Regents employees covered by annuity plans and not contributing to KPERS
Special Corrections employees
Direct care personnel at state mental hospitals, mental retardation hospitals, University of Kansas Medical Center and Kansas Soldiers’ Home
Direct care personnel at Juvenile Justice Authorities

Please refer to Manage Positions CBT for more detailed information about Managing Frozen Positions, Inactivating a Vacant Position, and Restoring a Frozen Position.

POSITION DATA 1 PANEL

Data Fields	Comments	Impact of Error	Agency Required?	Regents Interface?
Effective Date:	Insert a new row Enter effective date	Transactions will not occur on correct date	Yes	Yes
Position Status:	Change status to FROZEN		Yes	Yes
Action Reason:	Select PSC (Position Status Change)		Yes	Yes

Regents must also send the following information in an interface file:

Annual Benefits Base Rate, Compensation Frequency, Compensation Rate, Position Number, Step, Tax Location Code

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Page last modified on: June 29, 2012