General Session NYSLRS Retirement Online Employer Workshop Presented by: New York State & Local Retirement System Office of the New York State Comptroller Thomas P. DiNapoli
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 •
Workshop Agenda • 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
Our Vision for the New Re#rement Online Self-Service OpEons on the Web
Where Are We? Release 1 Release 2 Release 3 2018 2017 2019 Member Self Service Member and ReEree Processes Employer Self Service Employer Processes (Pension Payroll)
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: Enrollment of members is ü Re:rement calcula:ons through a paper process ü Service Credit Purchase for op:onal members Employers receive Incorrect deduc:ons are no:fica:on of failed accepted through the valida:ons aMer report repor:ng process 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 Key Takeaways • 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
EMPLOYER REPORTING IN RETIREMENT ONLINE
Employer ReporEng in 2018 All Reporting Through Enhanced Reporting File Retirement Online Format Ability to report the following: Employers log into 1 Retirement Online Earnings breakdown Job status changes They can submit regular 2 reports, adjustment All employees reports, and enroll a member Trigger automatic enrollment
Employer ReporEng in 2018 Enroll a Member Automatic Enrollment Functionality Employers will report Employers on new hires on the the Legacy Enhanced Reporting Format and File Format Optional Members can be Mandatory members enrolled through are automatically Retirement enrolled Online
Employer ReporEng in 2018 Real Time ValidaEons and Error Warning Messages Messages Messages Pages to view and edit View / Edit CapabiliEes data Prior to submission Delete Report without contac:ng NYSLRS
Employer ReporEng through Re#rement Online Two repor:ng formats accepted through Re#rement Online : • Legacy File Format • Enhanced File Format
Employer ReporEng through Re#rement Online Days Salary Legacy File Format Arrears and Contribu:ons Loans LocaEon Code Iden:fies the employer Report Code RegistraEon Number Iden:fies a person
Employer ReporEng through Re#rement Online Biographical Days & Enhanced File Format Data Contribu:on Four transac:on types Job Data Earnings Details LocaEon Code Iden:fies the Employer NYSLRS ID and Iden:fies the employee and Employment Instance the specific job Pre and Post Tax For Contribu:ons and Service Amounts Credit Purchase Payments Earnings Codes In addi:on to earnings amounts
Key Benefits • Real :me informa:on delivered during repor:ng • Funds are pulled through electronic debit for total deduc:ons owed • 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
Account Portal Homepage 3 2 1 4 ILLUSTRATIVE
Accessing the Employer ReporEng Dashboard Employer ReporEng Dashboard Navigate to the View Summary Access Select a Report Access Details for Reporting Information for All Retirement Online from the List the Report Dashboard Reports
IniEaEng an Employer Report File Upload Complete Navigate to the Control Access Retirement Select File Reporting Initiate Report Totals & Online Upload Dashboard Upload File
Report Details Report Details Select the View/ View all Click the Control Totals Select the Edit link to Edit a Transactions Report Details Automatically Validate Button Transaction included in the Tab Updated Report Selected
Report Summary Report Summary Navigate to the Report Check for Error or Submit the Report Summary Tab Warning Messages
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
NYSLRS ID • 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 (R0 0 112233) • 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.
Employment Instance 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
NYSLRS ID & Employment Instance REPORT WITH REPORT WITH ENHANCED FILE LEGACY FILE FORMAT ON DAY 1 FORMAT ON DAY 1 Report NYSLRS IDs Con:nue to report and Employment Registra:on Number Instances Complete Legacy Complete Enhanced Format test file Format test file during training and during training and cer:fica:on cer:fica:on
NYSLRS ID & Employment Instance If you are reporEng an employee with two jobs at your organizaEon, report the data separately JOB 1 JOB 2 • Loca:on Code: 00100 • Loca:on Code: 00100 • NYSLRS ID: R0 0 112233 • NYSLRS ID: R0 0 112233 • Employment Instance: 0 • Employment Instance: 2 • Repor:ng Data (Days, • Repor:ng Data (Days, Contribu:ons, Earnings Contribu:ons, Earnings Breakdown Breakdown)
Who Do I Report? • 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
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 OTHER NAME ADDRESS UNIQUE ID DATA INFORMATION INFORMATION Complete Social Name Prefix Country Date of Birth Security Number Address (Lines 1, 2, First Name Gender 3) Middle Name City Last Name State Name Suffix Zip Code
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