Employer Contacts & Security in Re#rement Online NYSLRS - - PowerPoint PPT Presentation

Office of the New York State Comptroller

Thomas P. DiNapoli

Employer Contacts & Security in Re#rement Online

NYSLRS Retirement Online Employer Workshop

Presented by: New York State & Local Retirement System

Agenda

Topics Time Overview of Employer Contacts 5 minutes Release 1 Roles & Responsibili;es 15 Minutes Release 2 Roles & Responsibili;es 10 Minutes Scenarios, Discussion, Q&A 15 Minutes

• Employer contacts can request a contact change via mul;ple channels
• Changes need to be made by NYSLRS staff and may be delayed in being

updated in the system

Managing Employer Contacts

3

Past Process

Crea:ng a System of Checks & Balances

The assigned roles create an important separa;on of du;es for accessing informa;on. Security Admin roles have been created so that people within the employer organiza;on can have different levels of access including the ability to edit informa;on or view and download informa;on. The roles of Contact Administrator and Security Administrator were

• created. For the new Employer Contact process, security access is a

separate func;on.

New Process

RELEASE 1 ROLES & RESPONSIBILITIES

Authoriza;on forms were mailed to the CEO/CFO of your organiza;ons who appointed Contact and Security Administrators.

Designa:ng Contact & Security Administrators

• Once you have submiQed your authoriza;on forms, NYSLRS will

process the informa;on internally and ensure that all administrators are uploaded to Re#rement Online.

• The creden;als for the Contact & Security Administrators will be

mailed to the addresses provided for these specific individuals using separate delivery methods.

• Once your creden;als have been created, aQend the NYSLRS

Re;rement Online Training (webinar based).

• Upon receiving the creden;als, the Contact & Security

Administrators should log in, view contacts, and make updates to contacts as needed.

• This will help employers prepare for Release 2 and the

assignment security roles.

Next Steps

Contact & Security Administrator Roles

Employer Contact Administrators

• Maintains employer contact

informa;on for individuals with whom NYSLRS communicates about topics including payroll, billing, personnel, security, etc.

• Completes periodic reviews and

updates to employer contacts. This includes adding new contacts, removing old contacts, and modifying the demographic informa;on of exis;ng contacts.

Employer Security Administrators

• Requests Re#rement Online

system access for their loca;on code for users who need it to do business with NYSLRS.

• Monitors for fraud or suspicious

ac;vity.

• Reports unusual ac;vity to

NYSLRS for follow up.

• Remove access when necessary.

Employer Contact Administrator

• A Contact Administrator at each employer will maintain employer contact informa;on via

Re;rement Online.

• If the employer contact is not a NYSLRS member, addi;onal approval may be needed from

NYSLRS before the contact can be set up.

• *Note: When changing Contact and Security Admins, a new authoriza;on form must be

submiQed to NYSLRS signed by the organiza;ons’ CEO, CFO, or authorized requestor.

New Process

Contact Administrator Employer Contact Summary Page

Contact Summary Page

ILLUSTRATIVE

Contact Administrator Iden#fying an Employer Contact

Employer Contact Person Search Window

ILLUSTRATIVE

Contact Administrator Adding Employer Contact Informa#on

Contact Summary Page Contact Add Window

ILLUSTRATIVE

Contact Administrator Edi#ng Employer Contact Informa#on

Contact Summary Page Employer Contacts Edit Window

ILLUSTRATIVE

• Access is requested by the Employer Security Administrator and approved by NYSLRS.
• New employer contacts must be added by Employer Contact Administrators before

Employer Security Administrators request their security access. 14

Employer Security Administrator

Future Process

Security Administrator View Summary Page

Employer Re:rement Online Access Page

ILLUSTRATIVE

Security Administrator Iden#fying an Employer Contact

Employer Contact Person Search Window

ILLUSTRATIVE

Security Administrator Adding a Role

Employer Re:rement Online Access Page Employer Contact Person Search Window (Modify)

ILLUSTRATIVE

Security Administrator Add Account Informa#on for User ID

Enter Security Code Contact Informa:on Window

ILLUSTRATIVE

RELEASE 2 ROLES & RESPONSIBILITIES

Role Descrip:ons - Admins

Role Title Role Descrip:on Contact Administrator

• Maintains the list of employer contacts and contact informa;on
• Responsible for adding any contacts prior to a Security

Administrator being able to grant security access for that contact Security Administrator

• Grants security access to employer contacts for Release 2 roles

to complete transac;ons with NYSLRS through Re#rement Online

Role Descrip:ons - Repor:ng

Role Title Role Descrip:on Employer Repor:ng Uploader

• Accesses the File Upload Page and ini;ates the employer

report

• View error and warnings messages
• View data in the ini;ated report

Employer Repor:ng Approver

• Edits employer repor;ng data prior to submission to

resolve error and warning messages

• Ability to delete employer reports prior to submission
• Cer;fies and submits the employer report

Employer Repor:ng View Only

• View only access to the employer repor;ng data for

current and historical reports

Role Descrip:ons - Other

Role Title Role Descrip:on Employer Billing

• Able to all employer billing func;onality and billing data for a

Loca;on Code

• Access to the es;mated invoice and actual invoice

Payroll

• Ability to access a lis;ng of all contribu;on rates for employees

for a Loca;on Code Personnel

• Can access the Enroll a Member func;onality and complete

enrollment for employees under their Loca;on Code

• Receives confirma;on of the member's NYSLRS ID, Employment

Instance, Tier, and Contribu;on Rate upon successful submission

• Can upload Op;onal Enrollment forms

Plan Upgrade User

• Ability to request an es;mate for a plan upgrade
• Can ini;ate the plan upgrade request

Board Clerk

• Ability to add and update Elected and Appointed Official

Resolu;on informa;on electronically

• Receives final confirma;on that the informa;on was submiQed

successfully and informa;on on how to report the official

Role Descrip:ons

Role Title Update Data Upload Files View Error Messages View Only/ Can Download Employer Repor:ng Uploader ü ü Employer Repor:ng Approver ü ü Employer Repor:ng View Only ü ü Employer Billing ü Payroll ü Personnel ü Plan Upgrade User ü Board Clerk ü ü

• No;fica;ons will be sent based on Release 2 security roles
• There are two types of no;fica;ons an employee can see:
• NYSLRS reques;ng informa;on from employer contact
• Informa;onal no;fica;ons for employers
• No;fica;on can be viewed on the Account Portal Homepage
• When a no;fica;on is generated, an email is also sent to the user

Employer No:fica:ons

SCENARIOS & DISCUSSION

Scenario: Employer Repor:ng Approver

Location 00156 State Energy Office Report Date 10/31/2016 Report Format Enhanced Return to Dashboard Report Code 010 ERS Monthly Report ID 789 Report Type Regular Report Status Initiated Total Days Reported 18,455.13 Total Earnings Reported *Does not include error transactions Total Contributions Reported Error Transactions Total 1,567.20 Total Loan Payments Reported 35 Total Service Credit Payments Reported Comments Pre Tax Service Credit Payments Post Tax Service Credit Payments Errors and Warnings Count Message Type Count Calculated Days amount differs from reported days Error Reported Contribution is less than the required amount Warning No record of an arrears payment due exists in the system Warning

I agee to the submission of this Employer Report.

Record Count 375,839.98 17,359.01 Total Payments Report Summary Report Details Errors and Warnings Report Summary 2,080.00

I agree to the submission of this Employer Report and certify that that the information contained in the electronically transmitted data is the true and correct statement pertaining to all employees who are lawfully members of the Retirement System. I further certify that each person actually worked the number of days reported, which number was computed as is prescribed by part 315 of Title 2 of the New York State Codes, Rules and Regulations.

Submit 197.00 899.12 784.12 2 2 Delete 1 115.00

ILLUSTRATIVE

• Please refer to the handout with each of the security roles and a

descrip;on of what they will do in Release 2.

• In the blank column ;tled “Employer Contact,” fill in the person

in your organiza;on who would fill this role (either by name or by ;tle).

Ac:vity

• Security roles have been created in an effort to establish a formal

review process

• Contact administrators at each employer are responsible for

maintaining employer contact informa;on

• Security administrators at each employer are responsible for

reques;ng appropriate Re#rement Online system access

• Release 2 roles have been created, each with different access

levels and func;onali;es in Re#rement Online

Key Takeaways

• For ques;ons regarding Security and Contact Administrator

request status, please contact the Employer Access team:

• Email Inbox: NYSLRS_Employer_Access@osc.state.ny.us
• For general Employer Re;rement Online issues, support, or

ques;ons, please contact the Re;rement Online Employer Help Desk:

• Email Inbox: Re;rementHelpDesk@osc.state.ny.us
• Phone Number: 844-619-9614

For Inquiries

QUESTIONS