District Financial Reporting

Federal Reimbursement of Health Benefits

Published: 7/22/2024 8:54 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 began February 1, 2023, for the districts. To upload all required documents for the Federal Reimbursement of Health Benefits submission process 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 are instructions on the submission process and a list of the district & coop numbers. COMING UP! Starting November 1, 2023, the Cooperatives begin the NEW process to upload their documents. NOTE: The Cooperatives that are NOT on Munis have separate instructions and verification form (listed below) that are required to be filled out and uploaded into SharePoint. 

Federal Reimbursement File Submission Instructions Dated for Districts 11-7-23​

Guidance below for Coops NOT on Munis:

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.

Fiscal YE Reminders 2023​ - includes guidance for the Summer Federal Reimbursement Process

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 guidance on how to make a change to the ACH Pay account.

Click on this secure link to make the ACH payment: https://sec​ure.kentucky.gov/achpay

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

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