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Administrative Hearings

​​​​​​​​​​​Frequently Asked Questions About Administrative Hearings

​The administrative record is the official record of the hearing, which includes notices, documents, evidence, filings, motions, reports, orders, recordings of the hearing, and all information relevant to the issue for which you requested an administrative hearing. The parties can discuss documents or evidence that needs to be added to the administrative record during the prehearing conference.​

​KPPA uses Box.com which is an online portal that electronically stores and tracks all records related to your administrative hearing. You must log into Box.com to access these records electronically. You will receive a notice by mail that an invitation to join Box.com has been sent to your email address KPPA has on file. Follow the instructions in that invitation to gain access to the record.

​Your attorney should submit an Entry of Appearance to the Office of Legal Services by email to KPPAHearingFilings@kyret.ky.gov, mail or in person to 1260 Louisville Road, Frankfort, Kentucky 40601, or fax to (502) 696-8615. After that, the attorney for KPPA will communicate with your attorney about matters related to your hearing.

​Prehearing conferences and status conferences are held by telephone and are an opportunity for all parties to confirm receipt of the administrative record, discuss agreement on certain factual matters, clarify the issues to be decided, request issuance of subpoenas and orders, and any other matters that will promote the orderly and prompt conduct of the hearing.  

You (or an attorney on your behalf), the Hearing Officer, and an attorney representing the KPPA will attend telephonic prehearing conferences and status conferences. Please be aware that the KPPA attorney is not your attorney and cannot provide you with legal advice.

​The prehearing conference order is the notice you will receive with the date and time of your prehearing conference; it is an important document that kickstarts the administrative hearing process. The prehearing conference order, along with all other communications related to your appeal will be provided to you electronically through Box.com. You will receive email notification from Box.com when the prehearing conference order is available in Box.com.​

​The administrative record is uploaded to Box.com the same day the KPPA mails the letter to you. If you have received the letter indicating the administrative record is available, then you can access it immediately by following the instructions contained in the email sent to you via Box.com notifying you that the administrative record is available.​

If you have additional documents to submit, the documents should be sent via email to KPPAHearingFilings@kyret.ky.gov. You are strongly encouraged to use the KPPA Secure Email Portal (zixmail.net) to protect your information by the use of strong encryption to safeguard the confidentiality of email communications. The KPPA Secure Email Portal User Manual is available on the KPPA website at kyret.ky.gov.

Please note, you cannot upload documents directly to Box.com. ​KPPA Office of Legal Services staff will process documents received through the KPPAHearingFilings@kyret.ky.gov email account and upload them to Box.com.​​

You can also mail or deliver your documents to 1260 Louisville Road, Frankfort, Kentucky 40601. If your document is not more than 50 pages, you may fax your document to (502) 696-8615.

​A Hearing Officer is a neutral third-party that will oversee the administrative hearing process, similar to a judge.​

​Administrative hearings at the KPPA are held at the KPPA's office in Frankfort, Kentucky, or via Zoom. The Hearing Officer overseeing your administrative hearing, an attorney representing the KPPA, a KPPA court reporter, you, and your attorney (if you choose to have an attorney represent you) will be present during your administrative hearing. Other witnesses may also testify at your administrative hearing.

The Hearing Officer will listen to both sides and review the evidence. The findings from the administrative hearing will come in the form of a Recommended Order by the Hearing Officer after both sides have had the chance to submit a Position Statement and Reply Position Statement. Note that this Recommended Order is not the final decision. Please be aware that the KPPA attorney is not your attorney and cannot provide you with legal counsel or advice. See the Administrative Appeal Flow Chart for an overview of the administrative hearing process.

​Position Statements and Reply Position Statement are detailed written statements that each party uses to present their position at the end of the administrative hearing explaining their arguments based on fact and law.

​The Hearing Officer's Recommended Order is a recommendation to DAC/AAC (defined below on this page) which includes the evidence presented and the findings of fact and conclusions of law. The Recommended Order will include information on the right of both parties to file exceptions to the Recommended Order as permitted by law.​

Exceptions to the Recommended Order are a written statement each party is allowed to file explaining the party’s disagreements with the Recommended Order. Exceptions must be received by KPPA within fifteen (15) calendar days from the date the Recommended Order is provided. See the Administrative Appeal Flow Chart for an overview of the administrative hearing process.​

"​DAC/AAC" stands for the Joint Disability Appeals Committee/Joint Administrative Appeals Committee of the Board of Trustees of the Kentucky Retirement Systems and the Board of Trustees of the County Employees Retirement System. DAC/AAC will make a final decision on your administrative hearing appeal. You will receive the final decision in Box.com and by certified mail. DAC/AAC's final decision can be appealed to the Franklin Circuit Court as permitted by law.

​Contact the Office of Legal Services at (502) 696-8800, ext. 5501.​​

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Frequently Asked Questions about Box.com

  1. ​Follow the link in the email you received.
  2. Complete your full name, email address, and password.

Select “I am human" and “Get Started". Remember to save your password in a secure location so that you have it for the next time you log in.


​If your email address is correct and you don't see the email, check your spam or junk email box. If you are still unable to locate the email, contact the Appeals Coordinator in the Office of Legal Services at (502) 696-8800, ext. 5501.​

​KPPA uses the email address the claimant has on file with the KPPA, unless it is a work email. You can check what email address is on file through Member or Retiree Self Service Login, or by reviewing the details on the letter you received providing information on the use of Box.com.

If your email address is incorrect, please update it via Member or Retiree Self Service Login or by calling 502-696-8800 or 1-800-928-4646 with your member ID and PIN. You also MUST contact the Appeals Coordinator in the Office of Legal Services at (502) 696-8800, ext. 5501 to ensure the updated email address is added to Box.com.

​KPPA'​s secure online administrative hearing records are located at Box.com and can be accessed by ​any mobile device connected to the internet including a computer, tablet, or iPad.​

​If you have trouble accessing the system, contact the Appeals Coordinator in the Office of Legal Services at (502) 696-8800, ext. 5501. In very limited circumstances, KPPA will make an exception for a claimant without an attorney who does not have access to a computer, smart phone, or tablet capable of allowing him or her to adequately use Box.com.​

​Once a claimant has access to Box.com, they can see their entire administrative hearing record, including documentary evidence, the notices, orders, and other documents related to the administrative hearing. From there, the claimant can view, download, save or print the record, notices, orders, and other documents.​

​No. If you have trouble accessing the system or have questions about the process, you should contact the Appeals Coordinator in the Office of Legal Services at (502) 696-8800, ext. 5501 prior to the prehearing conference.​

​The prehearing conference order is the notice you will receive with the date and time of your prehearing conference; it is an important document that kickstarts the administrative hearing process. The prehearing conference order, along with all other communications related to your appeal will be provided to you electronically through Box.com. You will receive email notification from Box.com when the prehearing conference order is available in Box.com.​

​The administrative record is uploaded to Box.com the same day the KPPA mails the letter to you. If you have received the letter indicating the administrative record is available, then you can access it immediately by following the instructions contained in the email sent to you via Box.com notifying you that the administrative record is available.

Please ensure that you can access your administrative record as soon as you receive the letter from the KPPA or email notification from Box.com. Remember, it is important to know the date and time of your prehearing conference and the prehearing conference order containing that information is located in Box.com.  If you cannot find the email notification from Box.com, please see question number 4 for what to do.

​Once you are logged in to your Box.com account, go to the icon in the top right corner of the screen. From there, select ​"Account settings," then select "Notifications,​" and check both boxes for "Uploads." Finally, select "Save Changes."

​Contact the Office of Legal Services at (502) 696-8800, ext. 5501.​

​​Administrative Appeal Flow Chart

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