Designated Agent

With changing legislation and complex regulations and procedures, KPERS staff is not able to keep all members up to date on what’s going on. That’s where you come in. Here are some of the responsibilities of a KPERS designated agent.

• Distributing information to employees in a timely manner. Examples of information requiring immediate distribution are:
• Notices of legislative changes that could affect member benefits.
• Notices of upcoming KPERS informational meetings.
• Member newsletter and other e-mails.
• Using the employer web portal (EWP) to:
• Enroll employees working in KPERS-covered positions.
• Report pay and send contributions to KPERS.
• Report wages for employees working after-retirement and send employer contributions.
• Provide end dates for employees leaving employment.
• Process retirement certifications.
• Adding EWP users.

For more, see the EWP Section of the Employer Manual. Quick Vid: Home Page Tour

• Attend the KPERS Employer Conference

KPERS hosts an Employer Conference for all designated agents and additional contacts from every employer across the state. Visit the Webinars and Workshops page for more info. KPERS will promote the upcoming conference and how to register with emails and EWP messages.

For more training, we offer topic-driven webinars throughout the year.

Your employer may need additional help with KPERS matters. Designated agents can assign EWP user roles to staff to help with duties involving:

• Bank - access and change bank info for employer
• Death & Disability - report death or disability of member
• Enrollment - enroll new members, access to Employee Info screen, and end dates
• Invoice - pay invoices
• Message Admin - read & send via Message Board
• OGLI - access member premium info, create reports and pay invoices, add end dates
• Pay Reports - create & submit pay reports
• POS (Service Quarters) Certify - certify service quarters for the employer for the year
• Rate Certify - certify contribution rates for the year
• Read Only - no access to processes

Adding contacts and assigning roles is not required, but it is highly recommended. Additional contacts are also encouraged to attend the Employer Conference and other education events as needed.

As the designated agent, only you can add and delete contacts and assign roles. KPERS can no longer do this.

Adding Contacts

1. In the EWP, click Employer Info.
2. Under the Details tab, click New.
3. Enter the new contact's name, title, individual email address and work phone.
4. Click on the role(s) you want to assign to the contact (see roles, above).
5. Click Save. You'll receive and email to confirm the contact was added.
   If new contact's email address is not in the system, you'll see a new screen.
6. On the new screen, click Create EWP User to activate the email address. The new contact will receive a temporary password to set up their EWP account.

Changing Contact's Info

1. In the EWP, click Employer Info.
2. Click on contact's name to open his or her details.
3. Make needed changes (roles and/or phone number).*
4. Click Save.

Unlocking and Resetting Login for Contacts

If a contact is locked out of his or her account, click Unlock User. The contact will receive a temporary password and you'll receive a conformation email.

If a contact can’t remember the security info to get into his or her account, click Reset User. The contact will receive a temporary password, and you’ll receive a confirmation email. The contact can then set up new security info.

• KPERS Employer Manual
• KP&F Employer Manual (PDF)
• Welcome to the Team (PDF)
• Membership Guides KPERS | KP&F | Judges (PDFs)
• Benefits at a Glance Fliers KPERS 1 | KPERS 2 | KPERS 3 | KP&F | Judges | Correctional KPERS 1 | Correctional KPERS 2 (PDFs)
• Leaving Employment
• Pre-Retirement Planning Guides KPERS | KP&F (PDFs)
• Optional Life Employee Booklet (PDF - leaves KPERS site)
• Long-Term Disability (PDF)
• Important Tax Information