General Session NYSLRS Retirement Online Employer Workshop Presented - - PowerPoint PPT Presentation

Office of the New York State Comptroller

Thomas P. DiNapoli

General Session

NYSLRS Retirement Online Employer Workshop

Presented by: New York State & Local Retirement System

Workshop Agenda

Start Time End Time Topic 10:00am 12:00pm General Session

• Welcome & Project Overview
• Employer Repor:ng in Re#rement

Online

• Enhanced Repor:ng
• Preparing for Release 2
• Ques:ons and Answers

12:00pm 12:45pm Lunch 1:00pm 3:45pm Breakout Sessions 3:45pm 4:15pm Closing Remarks

• Timeline and Key Ac:ons
• Ques:ons and Answers

• Each aIendee will aIend three 45-minute breakout

sessions this aMernoon

• Please refer to your individual agenda for you breakout

topics and room loca:ons

• Breakout Session Topics:
• Member Enrollment
• Data Mapping for Employer Repor:ng
• Employer Contacts and Authoriza:on

Workshop Agenda

Our Vision for the New Re#rement Online

Self-Service OpEons on the Web

2017 2018 2019

Member and Employer Processes Member Self Service Employer Self Service ReEree Processes (Pension Payroll)

Release 1 Release 2 Release 3

Where Are We?

Employer ReporEng Today

MulEple ApplicaEons Limited Data Job Status Changes Not Indicated Lack of Real-Time Error Messages AddiEonal Follow Up Lack of Immediate DeducEon InformaEon

Employer TransacEons Today

NYSLRS requests data from employers for: ü Re:rement calcula:ons ü Service Credit Purchase for

• p:onal members

Enrollment of members is through a paper process Incorrect deduc:ons are accepted through the repor:ng process Employers receive no:fica:on of failed valida:ons aMer report submission

Re#rement Online for Employers 2018

Changing the way employers conduct business with the NYSLRS, including:

• Comple:ng all employer func:ons through

Re#rement Online

• Employer repor:ng through Re#rement Online
• New repor:ng format & popula:on
• Member enrollment

Re#rement Online for Employers 2018

• Interact with NYSLRS in a single system
• Employer repor:ng completed in Re#rement Online
• Enroll members through electronic channels
• Reduce requests to employers
• Real :me no:fica:ons and follow-ups

Key Takeaways

EMPLOYER REPORTING IN RETIREMENT ONLINE

Employer ReporEng in 2018

All Reporting Through Retirement Online 1

Employers log into Retirement Online

2

They can submit regular reports, adjustment reports, and enroll a member

Enhanced Reporting File Format

Ability to report the following: Earnings breakdown Job status changes All employees Trigger automatic enrollment

Employer ReporEng in 2018

Automatic Enrollment Enroll a Member Functionality Employers will report new hires on the Enhanced Reporting File Format Mandatory members are automatically enrolled Employers on the Legacy Format and Optional Members can be enrolled through Retirement Online

Employer ReporEng in 2018

Real Time ValidaEons and Messages

Error Messages Warning Messages

View / Edit CapabiliEes Pages to view and edit data Delete Report Prior to submission without contac:ng NYSLRS

Two repor:ng formats accepted through Re#rement Online:

• Legacy File Format
• Enhanced File Format

Employer ReporEng through Re#rement Online

Employer ReporEng through Re#rement Online

RegistraEon Number

Iden:fies a person

LocaEon Code Report Code

Iden:fies the employer

Legacy File Format

Days Arrears and Loans Salary Contribu:ons

Employer ReporEng through Re#rement Online

Enhanced File Format

Four transac:on types Biographical Data Job Data Days & Contribu:on Earnings Details

LocaEon Code

Iden:fies the Employer

NYSLRS ID and Employment Instance

Iden:fies the employee and the specific job

Pre and Post Tax Amounts Earnings Codes

In addi:on to earnings amounts For Contribu:ons and Service Credit Purchase Payments

• Real :me informa:on delivered during repor:ng
• Funds are pulled through electronic debit for total deduc:ons
• wed
• New Func:onality through Re#rement Online:
• View / Edit pages for data correc:on
• Ability to delete reports prior to submission
• View reports for prior periods
• View Improper Withholdings

Key Benefits

1 2 3 4

Account Portal Homepage

ILLUSTRATIVE

Accessing the Employer ReporEng Dashboard

Employer ReporEng Dashboard

Access Retirement Online Navigate to the Reporting Dashboard View Summary Information for All Reports Select a Report from the List Access Details for the Report

IniEaEng an Employer Report

File Upload

Access Retirement Online Navigate to the Reporting Dashboard Select File Upload Complete Control Totals & Upload File Initiate Report

Report Details

Click the Report Details Tab View all Transactions included in the Report Selected Select the View/ Edit link to Edit a Transaction Select the Validate Button Control Totals Automatically Updated

Report Details

Report Summary

Report Summary

Navigate to the Report Summary Tab Check for Error or Warning Messages Submit the Report

ENHANCED REPORTING

Enhanced Report Overview

• Collect more detailed data for a larger popula:on
• Reduces the need to request this informa:on later from

employers

• Decreases benefit calcula:on and service credit purchase

calcula:on processing :me

• Support automated enrollment for mandatory members
• Reduces :ming issues and mandatory arrears at :me of

enrollment

• Ability to report job status changes such as leave of

absence, return from leave, or change in job data

• The NYSLRS ID is the new unique iden:fier for people

in the NYSLRS system

• The NYSLRS ID is replacing Registra:on Number
• It is a 9 digit # star:ng with an R (R00112233)
• Employers need to report employees using the

NYSLRS ID once they transi:on to the Enhanced File Format

• Legacy reporters will con:nue to use Registra:on Nu
• mbers. NYSLRS will s:ll issue Registra:on Num

bers for this purpose.

NYSLRS ID

• Employment Instance is the unique iden:fier for each job

that a person has held at par:cipa:ng employers

• The Employment Instance is used to determine which job

is being reported on the Enhanced File Format

• It is a sequen:al number based on the number of jobs an

employee has held at par:cipa:ng employers. ERS and PFRS instances start with a different range of numbers

• Employers need to report employees using the NYSLRS ID

and Employment Instance once they transi:on to the Enhanced File Format

• NYSLRS IDs and Employment Instances for exis:ng

employees will be provided to employers as part of the cer:fica:on process

Employment Instance

NYSLRS ID & Employment Instance

REPORT WITH LEGACY FILE FORMAT ON DAY 1 REPORT WITH ENHANCED FILE FORMAT ON DAY 1

Con:nue to report Registra:on Number Complete Legacy Format test file during training and cer:fica:on Report NYSLRS IDs and Employment Instances Complete Enhanced Format test file during training and cer:fica:on

NYSLRS ID & Employment Instance

• Loca:on Code: 00100
• NYSLRS ID: R00112233
• Employment Instance: 0
• Repor:ng Data (Days,

Contribu:ons, Earnings Breakdown

JOB 1

• Loca:on Code: 00100
• NYSLRS ID: R00112233
• Employment Instance: 2
• Repor:ng Data (Days,

Contribu:ons, Earnings Breakdown)

JOB 2

If you are reporEng an employee with two jobs at your

• rganizaEon, report the data separately

• Going forward, all employees should be included on

the report

• What do we mean by ‘all?’
• Current members of NYSLRS
• Mandatory Members
• Op:onal Members that have chosen to join
• Op:onal employees that have not joined NYSLRS
• Re:rees that have returned to work (212, 211)
• Employees eligible for alterna:ve re:rement benefit

programs (Voluntary Defined Contribu:on Plan)

Who Do I Report?

• Mandatory Members
• New Mandatory Members are automa:cally enrolled

when included on the Enhanced File Format

• Biographical and Job Data needs to be included to trigger

enrollment

• Employees eligible for alternaEve reErement benefit

programs

• Business rules do not trigger enrollment un:l the required

wai:ng period has passed

• If the person opts into NYSLRS the Days and Earnings

informa:on has already been collected

Who Do I Report?

• OpEonal Members
• NYSLRS now has the Days and Earnings informa:on for

the op:onal :me period

• Correspondence is sent informing them of their op:on to

join NYSLRS the first :me the employee is reported

• ReErees that have returned to work
• Monitor earnings limit
• Eliminates the need for separate Post Re:rement

Repor:ng

Who Do I Report?

Enhanced File Format

• 4 TransacEon Types
• (1) Biographical Data
• (2) Job Data
• (3) Days & Contribu:ons
• (4) Earnings Details
• Required fields for Exis:ng Employees:
• NYSLRS ID
• Employment Instance
• Last 4 of Social Security Number
• First 3 Characters of the First Name
• The file can contain regular and adjustment transac:ons

TransacEon 1 – Biographical Data

Complete Social Security Number Name Prefix Country Date of Birth

UNIQUE ID NAME INFORMATION ADDRESS INFORMATION OTHER DATA

First Name Middle Name Last Name Name Suffix Address (Lines 1, 2, 3) City State Zip Code Gender

TransacEon 2 – Job Data

JOB STATUS JOB INFORMATION OTHER ENROLLMENT FACTORS

Job Code Pay Frequency Standard Work Day Annualized Rate of Pay Employee Class Regular / Temporary Full Time / Part Time Effec:ve Date HR Transac:on Type Eligible for VDC Elec:on Date for VDC Enrollment in Other System Re:red from Other System Name of Other System

TransacEon 3 – Days & ContribuEons

PAY PERIOD DAYS DEDUCTIONS

Payroll End Date Number of Pay Cycles in Period Days Pre Tax Contribu:ons Loan Payments Post Tax Service Credit Purchase Pre Tax Service Credit Purchase Post Tax Contribu:ons

TransacEon 4 – Earnings Details

PAY PERIOD EARNINGS INFORMATION

Payroll End Date Earnings Code Earnings Amount Earnings Hours

Key Takeaways

• The Enhanced file format collects detailed data for a

larger popula:on of employees

• NYSLRS ID and Employment Instance are the iden:fiers

for the employee and the job on the employer report

• The Biographical and Job Data Transac:ons automate

enrollment of mandatory members

• Job Data Transac:ons can also be used to report job

status changes

• Gold Cer:fica:on must be completed prior to repor:ng

with the Enhanced file format

• Employers can begin repor:ng with the Enhanced File

Format as soon as May 2018

Key Benefits

• Reduces the need to request informa:on from employers

when an employee applies for re:rement

• Decreases processing :mes for re:rement and service

credit purchase calcula:ons

• Eliminates the need for a paper enrollment form to be

submiIed to NYSLRS for mandatory members

• Returns contribu:on rate when the employer report is

submiIed for employees that were automa:cally enrolled

• Allows employers to report data for each job that a

person has at that organiza:on using Employment Instance

PREPARING FOR RELEASE 2

Virtual Instructor-Led Training

• Employer Reporting
• Legacy
• Enhanced

Self-Paced Training

• Member Enrollment
• Notifications

Awareness AcEviEes

• State Employer Sessions
• Local/Municipal Webinars
• Fall Employer Workshops

Geeng Ready for Release 2 for Employers

Pre- Training Activities Training Activities

We Are Here

Post Go- Live Support

• Help Desk
• Job Aids
• Online help

Post- Training Activities

Employer CerEficaEon

Bronze Silver Gold

• Iden:fy/Provision a

Security Admin and Contact Admin

• Request Access for

Appropriate Employer Contacts

• Complete first-:me

login

• AIend Virtual

Instructor Led Training

• Successfully submit a

Legacy report to the training environment

• Prac:ce enrolling a

new member

• AIend Virtual

Instructor Led Training

• Successfully submit

an Enhanced Report to the training environment

• Prac:ce enrolling a

new member

Bronze CerEficaEon

• Iden:fy/Provision Security and Contact Admins
• Request Access for Appropriate Employer Contacts
• Complete first-:me login

Employer CerEficaEon

Silver CerEficaEon (Legacy Report Format)

• AIend Virtual Instructor Led Training
• Successfully submit a Legacy report to the

training environment

• Prac:ce enrolling a new member

Employer CerEficaEon

Gold CerEficaEon (Enhanced Report Format)

• AIend Virtual Instructor Led Training
• Successfully submit an Enhanced Report to

the training environment

• Prac:ce enrolling a new member

Employer CerEficaEon

• All employers are placed into a Transi:on Group to

prepare for Release 2

• Smaller groupings of employers with specific :melines

for cer:fica:on and support from Transi:on Coaches

• Each transi:on group will have a :meline to move to

the Enhanced file format

• We es:mate all employers will transi:on to the

Enhanced file format by May 2020

Employer TransiEon Groups

www.osc.state.ny.us/reEre/reErement_online/employers.php

• Project & Release 2 Func:onality Informa:on
• Transi:on Group Informa:on
• Training & Cer:fica:on Details
• Re#rement Online Events & Presenta:ons
• Re#rement Online Help Desk form

Employer Website

Re#rement Online Help Desk for Employers and Business Partners

1-844-619-9614

• Calls regarding the use of the new Re#rement Online

func:onality from par:cipa:ng employers and business partners

• Report any issues or problems regarding the

func:onality of Re#rement Online

• Please contact the Re:rement Online Help Desk:
• Call us at 1-844-619-9614
• Email us at Re:rementHelpDesk@osc.state.ny.us
• Use the Online Contact Form on the NYSLRS webpage

Timeline & Key AcEons

Timeline Key AcEon September 2017

• Complete the employer authoriza:on process to

prepare for Release 2 September 2017 – January 2018

• Think about what the employer repor:ng

changes mean for your organiza:on

• Review and understand Transi:on Group

placement and :meline January – April 2018

• Complete Bronze Cer:fica:on
• Compete Silver or Gold Cer:fica:on based on

Transi:on Group April 2018

• Submit your final report in Re:rement Internet

Repor:ng (RIR) May 2018

• Begin submiqng April 2018 reports in Re#rement

Online

QUESTIONS ON RETIREMENT ONLINE FOR EMPLOYERS?