Federal Reimbursement of Health Benefits

​​The following are necessary steps for the districts processing these payments.

1.   Districts need to complete the processing of the Federal Reimbursement in the Enterprise ERP system (EERP).

Go to the “Enterprise ERP (MUNIS) Support and Guides” website under “Payroll – Statewide”, and chose “KY Employee Benefits Munis EERP Processing Guide” for the most current instructions on processing the Federal Reimbursement in the Enterprise ERP system.

Fiscal YE Reminders 2025​​ - includes guidance for the Summer Federal Reimbursement Process

2.   Districts are required to submit an excel report to KDE for the Federal Reimbursement of the Health Benefits submission process, known as the “File Submission”. Districts will need to assign employee user(s) to upload the excel report to KDE’s SharePoint site. To add or remove a user from the "Federal Reimbursement of Health Benefits" process, please send an email to finance.reports@education.ky.gov with "Federal Reimbursement user change" in the subject line.

Go to the KDE SharePoint site. Please NOTE that SharePoint works better in a modern web browser like "Microsoft Edge" or "Google Chrome". Provided below are instructions on the submission process and a list of the district & coop numbers. As of November 1, 2023, the Cooperatives began the process of uploading their documents. 

Federal Reimbursement File Submission Instructions Dated for Districts 3-5-25

List of District & Coop Numbers

NOTE: The Cooperatives NOT on EERP have separate instructions and a verification form (listed below) that are required to be completed and uploaded into SharePoint. 

Guidance below for Coops NOT on EERP:

Federal Reimbursement File Submission Instructions for Coops Dated 3-5-25

Verification Form for Coops

3.   Districts are to make the Federal Reimbursement ACH payment to the state’s Finance-Controller’s Office (FCO).

Federal Reimbursement Electronic Funds Transfer (EFT) ACH Pay Setup

The Federal Reimbursement payment is to be paid by Electronic Funds Transfer (EFT) ACH Pay. This process is an online transaction through a secure website that is handled by the Finance-Controller's Office (FCO). 

Please see the document below titled "Guidance on ACH Pay Application" for assistance on how to make a change to the ACH Pay account.

Guidance on the ACH Pay Application Dated 10-26-23​

Go to this secure link to make the ACH payment: https://secure.kentucky.gov/achpay​​

 

Federal Reimbursement Specifics​