District Financial Reporting

Federal Reimbursement of Health Benefits

Published: 5/22/2023 8:17 AM
The Kentucky Department of Education (KDE) receives reimbursement from the local school districts for the school district employer's portion of Health Insurance, Life Insurance, Administrative Fees, Health Reimbursement Account (HRA), and Dental and Vision Reimbursement Account paid for federally funded district employees. 
Federal Reimbursement of Health Benefits NEW Submission Process

The Federal Reimbursement of Heal​th Benefits NEW Submission process will begin February 1, 2023. Below you will find the instructions on how to upload the report into SharePoint. To upload the Federal Reimbursement of Health Benefits Excel Report go to the K​DE SharePoint ​site. Please note that SharePoint works better in a modern web browser like Microsoft Edge or Google Chrome. Provided below is a list of the district numbers. There were changes made to steps 9 & 10 on the summer files per Kim York.

Federal Reimbursement of Health Benefits File Submission Instructions 5-18-23​​

NOTE: 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.

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

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. Please see the document below for guidance on how to setup ACH Pay, make a payment, or make a change to the bank account and contact information. Here is the link to the secure website to make the payment: https://secure.kentucky.gov/ACHPay/shoppingcart ​

Administration Fee & Life Insurance Premium
The below is the current rates for the Administrative Fees and Life Insurance Premiums. NOTE: When there is a change in these rates please remember to change the rates in MUNIS before generating Federal Reimbursement file according to the effective date of the change.​​​
January 1, 2023 (no change)
Administrictive Fee - $8.00 - effective 1/1/21
Life Insurance Premium - $1.00 - effective 7/1/15
NOTE: The Federal Reimbursement of Health Benefit payments are posted to the "On Behalf Payments" webpage quarterly. 
For more information contact:
Jackie Chism                                        
Office of Finance and Operations             
Division of District Support                      
300 Sower Blvd, 4th Floor                      
Frankfort, KY 40601                               
Phone: 502-564-3846 x4445                 
Gail Cox
Office of Finance and Operations
Division of District Support
300 Sower Blvd, 4th Floor
Frankfort, KY 40601
Phone: 502-564-3846 x4462

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