Time/Payroll

This branch is responsible for running the state payroll; working with the Department of Treasury and the Finance and Administration Cabinet to ensure all financial information is accurate including tax distribution to local jurisdictions, producing W-2's, and assisting payroll officers throughout the Commonwealth.

See staff listing HERE (Excel - 41 KB).

• 40 Hour Work Week FAQs
• Agency Guidance Regarding State Employees Called to Active Military Duty for Mobilization (Word - 77 KB)
  • Military Leave - Designation Form (Word - 103 KB)
• Blood Leave Policy and Procedure Information (Word - 91 KB)
• Conversion of Military Leave into KHRIS (Word - 585 KB)
• Holding 6ADL on a Split Week (Word - 71 KB)
• Know Difference with Premium Pay with New Overtime Allocation (Word - 278 KB) ---updated 9/5/12
• Leave Accrual and Usage
• Leave Time Template Distribution (Word - 72 KB)
• Reporting Information for TM
• Retirement Sick Conversion Chart
• Timesheet Template - beginning 2013 (Excel - 1496 KB) ---updated 12/4/12
  • Timesheet Template: Instructions for Use (PDF - 1024 KB)
  • Tracking Code Information(Word - 257 KB)
• Transferring Months of Service Chart (Word - 89 KB)
• Voting Leave Policy and Procedure Information (Word - 91 KB)
• Work Schedule Request Form (Excel - 59 KB)

• Annual and Comp Leave Termination or Retirement Payouts (Word - 79 KB)
  • Deferred Compensation Calculation Tool (Excel - 47 KB) ---Updated 1/8/13
  • Quota Compensation Sheet (Word - 81)
• Block 50 Processing Information (Word - 72 KB)
  • Block 50 Processing BPP (PDF - 2663 KB)
• Claims Process (Word - 73 KB)
• Deduction Processing in KHRIS (PDF - 76 KB)
  Direct Deposit & Electronic Salary Statement Information
• • Policy Information for New Employees - Effective 1/1/13
    • Agency Instructions for Implementing Policy (PDF - 80 KB)

• Instructions for 9015 for Employees with KTRS (Word - 117 KB)

• IRS Lock-In Letters and IT0161 (Word - 72 KB)

• Job Classes and Agencies Not Eligible for Block 50 Payments (PDF - 24 KB)

• KECC 2013 Pledge Set-up Instructions (Word - 75 KB)

• Local Tax Information

• Manual Adjustment Form (Excel - 92KB) ---Updated 1/28/13

  • 2012 & Prior Version - Manual Adjustment Form (Excel - 102 KB)  --- 1/28/13             This version of the form is included for use in prior year clean up.  It should not be used for wages paid in 2013.  If you have any question as to which form you should use, please contact your payroll consultant in the Personnel Cabinet.

  • Instructions (PDF - 532)

  • KHRIS SAS - EFT Reversal - Payment Agreement (PDF - 13 KB) --- Updated 1/8/13
• Off-Cycle Requests
• Paying Deceased Employees (Word - 82 KB)
• Payroll Deduction Program (Optional Insurance/Employee Groups)
• Payroll Deferral Information
• Reciprocal State Tax Withholding (Word - 74 KB) ---Updated 1/8/13
• Reduction for Recovery of Incorrectly Paid Furlough Day(s) (Word - 74 KB)
  • Retro-Furlough Gross Wage Reduction QRG (Word - 62 KB)
• Reporting Information for PY
• Start Dates in IT0014: Recurring Payments/Deductions (Word - 71 KB)
• Updates to SAS-27s and ROPs in KHRIS (Word - 72 KB)
• W-2C Process Instructions Beginning Tax Year 2011 (Word - KB)
  • W-2C Adjustment Worksheet (Excel -KB)
  • Refund Certification Form (Word - KB)
• W2 Reprints- Process for Requesting (Word - 82 KB)
• 2013 Tax and Social Security Withholding Changes - American Taxpayer Relief Act of 2012 and Frankfort Occupational Tax

• Detailed Wage Type Listing (Excel - 165 KB) ---updated 9/14/12
• KY Employer ID Numbers [sorted by Cost Ctr #] (Excel - 177 KB)
• KY Employer ID Numbers [sorted by KEIN#] (Excel - 175 KB)
• Payroll Schedules (Archive) - Replaced with KHRIS Operations Calendar 
• Preparing for a State Employee's Mobilization to Fulfill Military Orders
• Quick Reference Guides
• Related Forms
• State Holidays

• Benefits Schedule
• Checkstub Printing/Advertising Request Form (Word - 42 KB)
• Infotype Location Listing (Excel - 49 KB)
• KECC