General Session NYSLRS Retirement Online

Transcription

1 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

2 Workshop Agenda Start Time End Time 10:00am Topic 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

3 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

4 Our Vision for the New Re#rement Online Self-Service OpEons on the Web

5 Where Are We? Release 1 Release 2 Release Member Self Service Employer Self Service Member and Employer Processes ReEree Processes (Pension Payroll)

6 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

7 Employer TransacEons Today NYSLRS requests data from employers for: ü Re:rement calcula:ons ü Service Credit Purchase for op: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

8 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

9 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

10 EMPLOYER REPORTING IN RETIREMENT ONLINE

11 Employer ReporEng in 2018 All Reporting Through Retirement Online Enhanced Reporting File Format 1 Employers log into Retirement Online Ability to report the following: Earnings breakdown Job status changes 2 They can submit regular reports, adjustment reports, and enroll a member All employees Trigger automatic enrollment

12 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

13 Employer ReporEng in 2018 Real Time ValidaEons and Messages Error Messages Warning Messages View / Edit CapabiliEes Delete Report Pages to view and edit data Prior to submission without contac:ng NYSLRS

14 Employer ReporEng through Re#rement Online Two repor:ng formats accepted through Re#rement Online: Legacy File Format Enhanced File Format

15 Employer ReporEng through Re#rement Online Legacy File Format Days Contribu:ons Salary Arrears and Loans LocaEon Code Report Code Iden:fies the employer RegistraEon Number Iden:fies a person

16 Employer ReporEng through Re#rement Online Enhanced File Format Four transac:on types Biographical Data Job Data Days & Contribu:on Earnings Details LocaEon Code NYSLRS ID and Employment Instance Pre and Post Tax Amounts Earnings Codes Iden:fies the Employer Iden:fies the employee and the specific job For Contribu:ons and Service Credit Purchase Payments In addi:on to earnings amounts

17 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

18 Account Portal Homepage ILLUSTRATIVE

19 Accessing the Employer Employer ReporEng Dashboard 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

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

21 Report Details 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

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

23 ENHANCED REPORTING

24 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

25 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 (R ) 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.

26 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

27 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 Report NYSLRS IDs and Employment Instances Complete Legacy Format test file during training and cer:fica:on Complete Enhanced Format test file during training and cer:fica:on

28 NYSLRS ID & Employment Instance If you are reporeng an employee with two jobs at your organizaeon, report the data separately JOB 1 Loca:on Code: NYSLRS ID: R Employment Instance: 0 Repor:ng Data (Days, Contribu:ons, Earnings Breakdown JOB 2 Loca:on Code: NYSLRS ID: R Employment Instance: 2 Repor:ng Data (Days, Contribu:ons, Earnings Breakdown)

29 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)

30 Mandatory Members Who Do I Report? 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

31 OpEonal Members Who Do I Report? 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

32 4 TransacEon Types Enhanced File Format (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

33 TransacEon 1 Biographical Data UNIQUE ID NAME INFORMATION ADDRESS INFORMATION OTHER DATA Complete Social Security Number Name Prefix Country Date of Birth First Name Address (Lines 1, 2, 3) Gender Middle Name City Last Name State Name Suffix Zip Code

34 TransacEon 2 Job Data JOB STATUS JOB INFORMATION OTHER ENROLLMENT FACTORS Effec:ve Date Job Code Pay Frequency Eligible for VDC HR Transac:on Type Standard Work Day Annualized Rate of Pay Elec:on Date for VDC Regular / Temporary Full Time / Part Time Enrollment in Other System Employee Class Re:red from Other System Name of Other System

35 TransacEon 3 Days & ContribuEons PAY PERIOD DAYS DEDUCTIONS Payroll End Date Days Pre Tax Contribu:ons Number of Pay Cycles in Period Post Tax Contribu:ons Loan Payments Pre Tax Service Credit Purchase Post Tax Service Credit Purchase

36 TransacEon 4 Earnings Details PAY PERIOD EARNINGS INFORMATION Payroll End Date Earnings Code Earnings Amount Earnings Hours

37 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

38 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

39 PREPARING FOR RELEASE 2

40 Geeng Ready for Release 2 for Employers Pre- Training Activities Awareness AcEviEes State Employer Sessions Local/Municipal Webinars Fall Employer Workshops Training Activities We Are Here Self-Paced Training Member Enrollment Notifications Virtual Instructor-Led Training Employer Reporting Legacy Enhanced Post- Training Activities Post Go- Live Support Help Desk Job Aids Online help

41 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

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

43 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

44 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

45 Employer TransiEon Groups 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

46 Employer Website 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

47 Re#rement Online Help Desk for Employers and Business Partners 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 us at Use the Online Contact Form on the NYSLRS webpage

48 Timeline & Key AcEons Timeline September 2017 September 2017 January 2018 January April 2018 April 2018 May 2018 Key AcEon Complete the employer authoriza:on process to prepare for Release 2 Think about what the employer repor:ng changes mean for your organiza:on Review and understand Transi:on Group placement and :meline Complete Bronze Cer:fica:on Compete Silver or Gold Cer:fica:on based on Transi:on Group Submit your final report in Re:rement Internet Repor:ng (RIR) Begin submiqng April 2018 reports in Re#rement Online

49 QUESTIONS ON RETIREMENT ONLINE FOR EMPLOYERS?