EMPLOYER MANUAL
Designated Agent
What is a Designated Agent?
CONTENTS
By law, employers affiliated with KPERS are required to name a designated agent. This
is someone from your employer who provides a local contact for Retirement System
information, transactions, forms and member communication. As a designated agent,
you function as a liaison between the Retirement System and your employer. The staff at
KPERS thanks you for all your hard work.
What is a Designated Agent?
The Job of a Designated Agent
With KPERS’ numerous benefits and the complexities and changes in state retirement
statutes, regulations and internal procedures, it is virtually impossible for KPERS staff
to keep all members advised of day-to-day developments. The Retirement System will
communicate information to you that needs to be relayed to your KPERS members.
Some of your responsibilities are:
•
Distributing information to employees in a timely manner. Examples of
information requiring immediate distribution are:
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•
----
The Job of an Additional Signer
The Job of Additional Staff
Contribution reporter
EFT processor
OGLI processor
Inquiry Only
Publications to Help Employers
Changing Designated Agent or
Additional Signer Info
Replace Designated Agent
Add Secondary Signers
Delete Additional Staff
Required Designated Agent
Signature
Add Additional Staff
Using the employer web portal (EWP)
---
•
Notice of legislative changes that could affect the member’s benefits.
Notice of upcoming KPERS informational meetings.
Member newsletters and other e-mails
Member annual statements.
The Job of a Designated Agent
Enroll employees working in KPERS-covered positions on hire date.
Remit employee and employer contributions within three days after each pay
period.
Remit employer working after retirement contributions.
Provide an end date for employees leaving KPERS-covered employment.
Process retirement certifications.
Attending designated agent/employer workshops
KPERS has workshops across the state for designated agents, additional signers
and other staff who work with KPERS. Each workshop lasts about three hours.
Visit the Employer Training Page at kpers.org. Then login to the EWP to register
for a workshop near you.
Designating an Additional Signer is not required but highly recommended.
Update Contact Information
Ounce of Prevention
Avoid Common Problems
EWP
Enroll in EWP & Log In
Look Up Employees
GO TO kpers.org/employers
INFOLINE 1-888-275-5737
EMAIL [email protected]
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EMPLOYER MANUAL
Designated Agent
The Job of an Additional Signer
CONTENTS
Your employer may need an additional signer to help with KPERS matters. Generally
speaking, an additional signer has the same signing authority and EWP access as a designated agent.
What is a Designated Agent?
A designated agent cannot certify his or her own personal member transactions – the additional signer must do it.
The Job of a Designated Agent
The Job of an Additional Signer
The Job of Additional Staff
Contribution reporter
Example
EFT processor
If a designated agent wanted to reduce his or her personal OGLI coverage, he or she
cannot sign as both the member and the designated agent. Instead, the additional
signer would fill out the Employer Certification section of the form and sign it.
OGLI processor
Inquiry Only
Publications to Help Employers
Changing Designated Agent or
Additional Signer Info
Replace Designated Agent
The Job of Additional Staff
Add Secondary Signers
Your employer may need to authorize additional staff to help with employer web portal
duties such as:
Contribution reporter
•
•
•
•
•
•
Update Contact Information
Use the employer remittance function of the EWP to enter employee and employer
contribution information each pay period.
OGLI processor
•
View all pages to assist in processing monthly OGLI premiums.
View all screens in the web portal, but cannot add, change or delete
information.
GO TO kpers.org/employers
Ounce of Prevention
Avoid Common Problems
EWP
Enroll in EWP & Log In
Inquiry only
•
Required Designated Agent
Signature
Add Additional Staff
Inquire or enter detail payroll information
Enter and submit enrollments
Enter and submit adjustments
Enter and submit certifications
Upload payroll files
Enter end dates EWP
EFT processor
•
Delete Additional Staff
INFOLINE 1-888-275-5737
EMAIL [email protected]
2
Look Up Employees
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EMPLOYER MANUAL
Designated Agent
Publications to Help Employers
•
•
•
•
KPERS Employer Manual
KP&F Employer Manual
Welcome to the Team
Membership Guides KPERS | KP&F |
Judges
• Benefits at a Glance Fliers
KPERS 1 | KPERS 2 | KPERS 3
CONTENTS
• Leaving Employment
• Pre-Retirement Planning Guides
KPERS | KP&F
• Optional Life Employee Booklet
• Long-Term Disability
• Important Tax Information
• Member Newsletters
Changing Designated Agent or Additional Signer Info
KPERS-2 Part A – Employer Information – Complete making sure you check the box(es)
for the Retirement System(s) affected. Always complete this section.
What is a Designated Agent?
The Job of a Designated Agent
The Job of an Additional Signer
The Job of Additional Staff
Contribution reporter
EFT processor
OGLI processor
Inquiry Only
Publications to Help Employers
Changing Designated Agent or
Additional Signer Info
Replace Designated Agent
Add Secondary Signers
Delete Additional Staff
Required Designated Agent
Signature
Add Additional Staff
Update Contact Information
Ounce of Prevention
Avoid Common Problems
Hint
Under the Forms & Publications header, at kpers.org, you can choose to view forms
by user or by formnumber. Visit kpers.org/forms.
EWP
Enroll in EWP & Log In
Look Up Employees
GO TO kpers.org/employers
INFOLINE 1-888-275-5737
EMAIL [email protected]
3
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EMPLOYER MANUAL
Designated Agent
Replace a Designated Agent
CONTENTS
KPERS-2 Part B – Enter the new designated agent’s information here, and remember to
get an authorized signature.
What is a Designated Agent?
The Job of a Designated Agent
The Job of an Additional Signer
The Job of Additional Staff
Contribution reporter
EFT processor
OGLI processor
Inquiry Only
Publications to Help Employers
Changing Designated Agent or
Additional Signer Info
Replace Designated Agent
Add Secondary Signers
Delete Additional Staff
Required Designated Agent
Signature
Add Additional Staff
Add Secondary Signers
Update Contact Information
KPERS-2 Part C – A designated agent may name additional signers. This person will be
able to sign forms and will have full employer portal access. The additional signer must
have his or her own unique e-mail address. Additional signer must sign and date.
Ounce of Prevention
Avoid Common Problems
Delete Additional Staff
KPERS-2 Part D – It is important to delete additional signers who are being replaced or
are no longer working for your employer.
EWP
Enroll in EWP & Log In
Look Up Employees
GO TO kpers.org/employers
INFOLINE 1-888-275-5737
EMAIL [email protected]
4
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EMPLOYER MANUAL
Designated Agent
Required Designated Agent Signature
CONTENTS
KPERS-2 Part E – If designating a new designated agent, the new designated agent
signature signs, not the one who is leaving this position.
What is a Designated Agent?
The Job of a Designated Agent
The Job of an Additional Signer
The Job of Additional Staff
Add Additional Staff (new form)
Contribution reporter
KPERS-2A Part B – You may assign additional staff to help as a Contribution Reporter,
EFT Processor, Optional Group Life Insurance Processor or the Inquire Only role. Please
mark the appropriate box for the function assigned to this employee.
EFT processor
OGLI processor
Remember to delete employees no longer assigned to these tasks on KPERS 2B Part D Deletions.
Inquiry Only
Publications to Help Employers
The designated agent signature is required.
Changing Designated Agent or
Additional Signer Info
Replace Designated Agent
Add Secondary Signers
Delete Additional Staff
Required Designated Agent
Signature
Add Additional Staff
Update Contact Information
Ounce of Prevention
Avoid Common Problems
EWP
Enroll in EWP & Log In
Look Up Employees
GO TO kpers.org/employers
INFOLINE 1-888-275-5737
EMAIL [email protected]
5
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EMPLOYER MANUAL
Designated Agent
Update Contact Information (new form)
CONTENTS
KPERS-2B Part B, C & D – The information entered will update our records. If changing
your e-mail, we must have a unique e-mail address just for the designated agent listed
or signers listed. One e-mail address cannot be shared.
What is a Designated Agent?
The Job of a Designated Agent
The Job of an Additional Signer
The Job of Additional Staff
Contribution reporter
EFT processor
OGLI processor
Inquiry Only
Publications to Help Employers
Changing Designated Agent or
Additional Signer Info
Replace Designated Agent
Add Secondary Signers
Delete Additional Staff
Required Designated Agent
Signature
Add Additional Staff
Update Contact Information
KPERS-2B Part E - Current designated agent must sign. Additional signers cannot sign.
Ounce of Prevention
Avoid Common Problems
EWP
Enroll in EWP & Log In
Look Up Employees
GO TO kpers.org/employers
INFOLINE 1-888-275-5737
EMAIL [email protected]
6
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EMPLOYER MANUAL
Designated Agent
CONTENTS
An Ounce of Prevention
Avoid Common Problems
What is a Designated Agent?
The Job of a Designated Agent
Problem
Prevention
Not receiving e-mail updates from
KPERS.
Make sure contact information is up-to-date.
Mail, fax or e-mail a completed Change of
Employer Contact Information form (KPERS2B) to the KPERS office.
Lack confidence in what to do as
a designated agent or additional
signer.
Register for a Employer Workshop or Webinar
to get hands-on training. You can also call the
KPERS office to schedule a personal training
session with a field representative. We can
come to you.
Incorrect person receiving
employer e-mails from KPERS.
Always submit the Designation of Agent form
(KPERS-2) when someone leaves the role of
designated agent or additional signer.
The Job of an Additional Signer
Not sure what to do when
employees end employment, go on
leave of absence or move to a noncovered position.
Refer to Leaving KPERS-Covered Employment
section of the online Employer Manual.
Deducting the wrong employee
contribution rate for new
employees.
If unsure about an employee’s plan status,
look up employee records on employer web
portal.
How-To: Look Up Employees
New designated agent or additional
signer.
Login to the EWP and register for an Employer
Workshop, or schedule a training session with
a field representative.
The Job of Additional Staff
Contribution reporter
EFT processor
OGLI processor
Inquiry Only
Publications to Help Employers
Changing Designated Agent or
Additional Signer Info
Replace Designated Agent
Add Secondary Signers
Delete Additional Staff
Required Designated Agent
Signature
Add Additional Staff
Update Contact Information
Ounce of Prevention
Avoid Common Problems
EWP
Enroll in EWP & Log In
Look Up Employees
GO TO kpers.org/employers
INFOLINE 1-888-275-5737
EMAIL [email protected]
7
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