STRS Ohio Employer Self Service (ESS) Instructions Table of Contents

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1 STRS Ohio Employer Self Service (ESS) Instructions Table of Contents Log in to ESS... 1 Account Settings... 2 Navigating ESS... 3 Additional Tips and Suggestions... 4 New Hire Information... 6 Reemployed Retiree Notification Employer Reports A. Payroll Report B. Payroll Adjustment C. Backposting D. Annual Report E. Service Credit Verification For Credit Calculated Using Days F. Service Credit Verification For Credit Calculated Using FTE G. Accrued Verification Report H. Purchase Service Credit Reports Retirement Reporting Withdrawal Certification Estimated Annual Payroll Making a Direct Debit Payment A. Bank Account Setup B. Making a Payment Employment Verification Additional Tools A. Payroll Report Summary B. Documents C. GASB 68 Reports D. Employer Education Registration Updated Oct. 19, 2017

2 Log in to ESS Go to It is very important that you have your own user name and password to submit information via ESS. If you do not have an ESS account, please contact your STRS Ohio employer advisor to set up your account today. Do not submit any information to STRS Ohio using anyone else s user name. If you have difficulty logging in to ESS, here are some helpful hints to remember: 1. Be sure you are on the employer website, not the member website. The Web address is 2. Passwords are case sensitive. Make sure your caps lock key is not on. 3. Your account will be automatically suspended (locked) if you have not accessed ESS in the last six months. 4. If you cannot remember your user name or password, please contact STRS Ohio toll-free at

3 Account Settings Upon logging in to ESS for the first time, you will be asked to reset your password and answer two security questions. You will automatically be directed to the page in the screenshot below. Follow the instructions to reset your password and update your security questions. If you wish to reset your password or security questions in the future, click on Account Settings at the top of any page or navigate to the Application Menu and choose Account Settings (see screenshot below). Once you click Account Settings, you will be redirected to the page shown in the screenshot above. Follow the instructions outlined in the screenshot. 2

4 Navigating ESS After logging in to ESS, you will see the home page. Your Application Menu may or may not have all of the applications listed in the screenshot below depending on the type of access you have been granted. To navigate ESS, choose the proper topic from the Application Menu to find the report you need or use the I Want To drop-down menu at the top of the screen. 3

5 Additional Tips and Suggestions Listed below are some additional tips and suggestions to follow if you experience difficulty when using ESS. 1. Never use the back button on your Web browser. This will result in an error message and automatically terminate your session without saving information. 2. Ensure your pop-up blocker is turned off when using ESS. 4

6 3. If the system won t allow you to hand-key data into date boxes or if you are experiencing any other problems after turning off your pop-up blockers, ensure your system is compatible with our website. To do so, follow the steps in the screenshots below. 5

7 New Hire Information If you need to enter a new hire notification, click on New Hire Notification under the Application Menu. 6

8 This will bring up the screen below. Enter the following information for each member on the Demographics tab: 1. SSN 4. Gender 2. First and last name 5. Street address 3. Birth date 6. ZIP code Once you enter the ZIP code, click on the black triangle. This will automatically populate the city and county. If additional city/county options are listed, be sure you choose the correct city. STRS Ohio does not currently track county. If you are unable to type in the Birth Date field, please check your compatibility view settings (see Page 5). 7

9 Clicking Save will automatically take you to the Employment tab. On the Employment tab, you will need to enter the First Date on Payroll. College and university employers should also check the box if the member is ARP Eligible. Click Save. Once you click Save, a pop-up window may appear asking if you want to open the document or the document will automatically open depending on your computer s pop-up preferences. If you receive the pop-up window and want to print out the notification, click Open. 8

10 The document will appear as follows. To print a copy for your files, click the printer icon. 9

11 If you forget to print a copy or you need to find a new hire notification at a later date, you can navigate through the I Want To drop-down menu at the top of the screen or go back to the home page and choose Documents. Once in Documents, click on the PDF of the new hire notification you wish to view. 10

12 Reemployed Retiree Notification If you need to enter a reemployed retiree notification, click on Reemployed Retiree Notification under the Application Menu. 11

13 This will bring up the screen below. Enter the following information for each reemployed retiree on the Demographics tab: 1. SSN 4. Gender 2. First and last name 5. Street address 3. Birth date 6. ZIP code Once you enter the ZIP code, click on the black triangle. This will automatically populate the city and county. If additional city/county options are listed, be sure you choose the correct city. STRS Ohio does not currently track county. If you are unable to type in the Birth Date field, please check your compatibility view settings (see Page 5). 12

14 Clicking Save will automatically take you to the Employment tab as shown below. Enter the following information: 1. First date of service with your district after retirement. 2. Retirement System Paying the Benefit. (It will be STRS, OPERS, SERS, OP&F, SHP, CRS or ARP.) 3. Effective Date of Retirement. (If the member is an STRS Ohio retiree, then the retirement date will always be the first day of the month in which the benefit became effective, e.g., 07/01/2016). 4. Type of Benefit. 5. For college and university employers only. Check the box if the reemployed retiree is ARP eligible. Also, be sure to answer the questions related to public notices and meeting requirements set forth in Section of the Revised Code. More information can be found in Section 16 of the Employers Manual on our website. 13

15 Once you click Save, a pop-up window may appear asking if you want to open the document or the document will automatically open depending on your computer s pop-up preferences. If you receive the pop-up window and want to print out the notification, click Open. The document will appear as follows. To print a copy for your files, click the printer icon. 14

16 If you forget to print a copy or you need to find a reemployed retiree notification at a later date, you can navigate through the I Want To drop-down menu at the top of the screen or go back to the home page and choose Documents. Once in Documents, click on the PDF of the reemployed retiree notification you wish to view. 15

17 Employer Reports Under the Application Menu, there is a link to Employer Reports as shown below. This section of ESS will contain a variety of reports for employers to view and complete as needed. These include annual reports, payroll reports, purchase service credit reports, payroll adjustments, backpostings, service credit verification reports and accrued verification reports. If your computer is set to block pop-ups, you will need to temporarily allow pop-ups to be able to submit payroll adjustments and backposting reports on ESS (see Page 4). Once you click on Employer Reports, a screen will appear showing many different kinds of work reports. To access reports prior to December 2009, click on the Converted Reports box to show these older reports. 16

18 Before learning to complete the reports, let s look at the screen itself and learn the best way to sort the reports to find what you need quickly. There are two ways to sort the reports so that the most recent report appears at the top of the list. The first option is to click on the words at the top of the column you wish to sort by. For example, if you wish to sort by the inserted date, click on the words Inserted Date. If you wish to change the order from ascending to descending, click on the words again. A green triangle will appear in the header of the columns that are being used to sort. If the triangle is upside down, items will be listed in descending order. If the triangle is upright, items will be listed from earliest to latest (if on a column containing numbers or dates) or in alphabetical order (if on a column containing words). 17

19 You can also sort by clicking the + button next to the word Controls so that it is a - symbol. This will open your option to sort. Click Sort and a box will appear. Check mark the boxes to sort documents to your preference. If you place a check mark in the Desc column, the documents will be listed in descending order. Click Execute. 18

20 Users can also filter documents by type. Once the controls menu is open (by changing the + to next to Controls ), you will see the option to Filter. After clicking on Filter, drop-down boxes will appear at the top of the columns labeled Work Report Type, Work Report Status, Report Source and Pay Date. You can then filter the documents by your preference by selecting from the options in the drop-down box and clicking Execute. 19

21 If you prefer, you can search for a document by Work Report Status. There are three possible document status categories: 1. Initial This means that a report has been posted for the employer to review, edit and complete. 2. Submitted This means the employer has completed the report and submitted it to STRS Ohio for review and processing. 3. Complete This means STRS Ohio has reviewed the report and all processing has been completed. Once you have been notified a report is available to complete, such as a service credit verification report, it is best to search by status because there are likely only a few documents in Initial status. To search by status, follow the steps in the screenshot below. Once sorted, only the documents in Initial status will appear. 20

22 A. Payroll Report This section only applies to employers who submit their weekly, biweekly or monthly payroll report through ESS. If you submit your payroll report through an Information Technology Center (ITC) or secure file upload, please disregard these instructions, as they do not apply to you. To enter a payroll report, you will first need to create a new work report. In the Work History tab of the Employer Reports page, click on New Work Report. This will bring up the screen below. Follow the steps outlined in the screenshot. 21

23 Once you click Close, the system will automatically return to the Work Reports page. Note that your payroll report will now appear in the list of work reports. Click on that report to highlight your payroll report in brown and click Edit Work Report. 22

24 If your school has previously submitted a payroll report, each member s name, SSN and amount of contributions made on the prior payroll report will appear. Edit the amount of contributions as needed for the current payroll. Remember to review each page of the report. Employers are required to report accrued contributions at the time they are paid, as well as on the annual report. Accrued contributions are contributions that are earned by June 30 of the fiscal year, but not paid until after July 1 of the next fiscal year. To indicate contributions as accrued, you must mark a Y for yes in the Accrued Indicator field, meaning the contributions being reported are accrued (see the yellow highlight in the screenshot below). This column should only be used during the months of July and August. If contributions are not accrued, but earned in the fiscal year in which they are being paid, leave the box blank. If a member is being paid current year contributions as well as accrued contributions on the same payroll report, you must have two payroll report lines one for current year contributions and one for accrued. To add a line or a member to the report, see the instructions on Page 24. Important: When a new payroll report is created based on the prior payroll report, the accrued indicator will appear as it was entered on the prior report. Therefore, you will need to remember to ensure the Accrued Indicator field is blank if contributions were earned and paid during the same fiscal year. For example, if your school year begins in late August, payrolls from September to June will not have accrued contributions and there should not be a Y in the Accrued Indicator field. 23

25 If you need to add members to the report, follow the instructions in the screenshot below. (Note: If you have not entered new hire or reemployed retiree notification information for the members, you will not be able to add them to the payroll report.) Once the member s SSN is entered, the participant name will populate automatically. If the name does not match, please ensure you are using the correct SSN. Once you click Save, the system will remain on the same page, offering you the choice to Edit or Close. If you need to make further changes, click Edit and then remember to click Save. Once you are finished working, click Close. Once you click Close, the system will automatically return to the Work Reports screen. Please note that you still need to submit your payroll report. If you see the payroll report is still in Initial status, that means you have not submitted it. Be sure to click the appropriate report so it is highlighted in brown and click Submit as indicated in the screenshot below. 24

26 B. Payroll Adjustment To enter a payroll adjustment, you will first need to create a new adjustment. In the Work History tab of the Employer Reports page, click on New Adjustment. This will bring up the following window. Follow the steps outlined in the screenshot. 25

27 Once you click Close, the system will automatically return to the Work Reports page. Note that your payroll adjustment report will now appear in the list of work reports. Click on that report to highlight your payroll adjustment report in brown and click Edit Work Report. This will bring up a new window for you to enter the payroll adjustment for each member. In the new window, enter an SSN in the Member field and click Add. You should repeat this step as necessary for multiple member payroll adjustments. If nothing happens, please be sure to turn off your pop-up blocker (see Page 4). 26

28 Once you click Add, a new window will appear. Click Done and the window will close. Once this window is closed, the report will appear with the member listed under Billing History. Enter the amount of the payroll adjustment in the Adjustment field under the Pretax employee contribution column. The Accrued Indicator field should only be marked if these contributions are being reported on a July or August payroll adjustment and the amount has been included on the annual report as part of the accrued contributions. Add any important information in the Notes field. Click Save and then click Close. 27

29 The screen will return to the Work Reports page. Be sure to click the appropriate report so it is highlighted in brown. Please note that it will indicate the total amount of all adjustments. Don t forget to click Submit as indicated in the screenshot below. Once submitted, the Work Report Status will change to Submitted. 28

30 C. Backposting To enter a backposting, you will first need to create a new adjustment. In the Work History tab of the Employer Reports page, click on New Adjustment. This will bring up the following window. Follow the steps outlined in the screenshot. 29

31 Once you click Close, the system will automatically return to the Work Reports page. Note that your backposting report will now appear in the list of work reports. Click on that report to highlight your backposting report in brown and click Edit Work Report. This will bring up a new window for you to enter the backposting for each member. In the new window, enter an SSN in the Member field and click Add. You should repeat this step as necessary for multiple member backpostings. If nothing happens, please be sure to turn off your pop-up blocker (see Page 4). 30

32 Once you click Add, a new window will appear. Click Done and the window will close. Once this window is closed, the report will appear with the member listed under Billing History. Enter the amount of the backposting in the Adjustment field under the Pretax employee contribution column. Follow the additional steps outlined in the screenshot below. Click Save and then click Close. 31

33 The screen will return to the Work Reports page. Be sure to click the appropriate report so it is highlighted in brown. Please note that a backposting will show the Work Report Total as $0.00. Don t forget to click Submit as indicated in the screenshot below. Once submitted, the Work Report Status will change to Submitted. 32

34 D. Annual Report This section only applies to employers who submit their annual report through ESS. If you submit your report through an Information Technology Center (ITC) or secure file upload, please disregard these instructions, as they do not apply to you. To complete your annual report, find it in the list on the Work Reports page or sort by Work Report Status (see Page 20). Click on the report to highlight your annual report in brown and click on Edit Work Report. 33

35 This will bring up a screen listing each individual member s name, SSN and columns to enter pretax contributions, after-tax contributions, accrued contributions, service credit, member type and any notes for each member. Enter amounts for each as instructed in the screenshot below. If your report is more than one page, remember to complete your full report by moving to the next page as indicated below. Once you have entered all required information for each member on your report, remember to click Save. Once you click Save, the system will remain on the same page, offering you the choice to Edit or Close. If you need to make further changes, click Edit and then remember to click Save. Once you are finished working, click Close. 34

36 Once you click Close, the system will automatically return to the Work Reports screen. Please note that you still need to submit your report. If you see the annual report is still in Initial status that means you have not submitted it. Be sure to click the appropriate report so it is highlighted in brown and click Submit as indicated in the screenshot below. Once submitted, the Work Report Status will change to Submitted. 35

37 E. Service Credit Verification For Credit Calculated Using Days Once your annual report is submitted, STRS Ohio may ask you to verify service credit reported for certain individuals. To do so, we ask that you provide the number of days worked by each individual and their work status (part time or full time based on STRS Ohio definitions). To complete your service credit verification report, sort by Work Report Status (see Page 20). Click on the report to highlight your service credit verification report in brown and click on Edit Work Report. If you need to complete a report prior to December 2009, you must check the Show Converted Reports box to see the report (see Page 16 for additional instructions). 36

38 This will bring up a screen with individual member accounts for which STRS Ohio is requesting service credit be verified. The report also lists the original amount of service credit reported. Complete only the number of days each member worked (or hours if days are not available) and whether or not he or she is part time or full time. Once you have completed this information for all members, remember to click Save. Once you click Save, the system will remain on the same page, offering you the choice to Edit or Close. If you need to make further changes, click Edit and then remember to click Save. Once you are finished working, click Close. Please note that you still need to submit your report. If you see the service credit verification report is still in Initial status, then you have not submitted the report. Be sure to click the appropriate report so it is highlighted in brown and click Submit as indicated in the screenshot below. Once submitted, the Work Report Status will change to Submitted. 37

39 F. Service Credit Verification For Credit Calculated Using FTE These instructions are specific to college and university employers who calculate service using the FTE method. Once your annual report is submitted, STRS Ohio may ask you to verify service credit reported for certain individuals. To complete your service credit verification report, sort by Work Report Status (see Page 20). Click on the report to highlight your service credit verification report in brown and click on Edit Work Report. If you need to complete a report prior to December 2009, you must check the Show Converted Reports box to see the report (see Page 16 for additional instructions). 38

40 This will bring up a screen with individual member accounts for which STRS Ohio is requesting service credit be verified. The report also lists the original amount of service credit reported. For colleges and universities that calculate service credit using FTEs, we ask that you provide the percentage of FTE for each semester worked by each individual. For example, if a professor was 50% FTE in the fall, then you would enter 50 in the column labeled Fall FTE. In addition, you will need to provide their work status (part time or full time based on STRS Ohio definitions). Once you have completed this information for all members, remember to click Save. 39

41 Once you click Save, the system will remain on the same page, offering you the choice to Edit or Close. If you need to make further changes, click Edit and then remember to click Save. Once you are finished working, click Close. Please note that you still need to submit your report. If you see the service credit verification report is still in Initial status, then you have not submitted the report. Be sure to click the appropriate report so it is highlighted in brown and click Submit as indicated in the screenshot below. Once submitted, the Work Report Status will change to Submitted. 40

42 G. Accrued Verification Report Once your annual report and summer payroll reports have been processed, STRS Ohio may request you complete an accrued verification report for certain individuals. Employers will receive this report if the accrued contributions reported on the annual report do not match the total contributions reported as accrued in summer payroll reports. To complete the report, sort by Work Report Status (see Page 20). Click on the report to highlight your accrued verification report in brown and click on Edit Work Report. This will bring up a screen with individual member accounts for which STRS Ohio is requesting accrued contributions be verified. In the drop-down box, choose the report title that shows the correct amount of accrued contributions (either Annual or Payroll). If neither amount is correct, choose neither and indicate the correct amount of accrued contributions in the Notes field for that particular member. Once you have completed this information for all members, remember to click Save. 41

43 Once you click Save, the system will remain on the same page, offering you the choice to Edit or Close. If you need to make further changes, click Edit and then remember to click Save. Once you are finished working, click Close. Please note that you still need to submit your report. If you see the accrued verification report is still in Initial status, then you have not submitted the report. Be sure to click the appropriate report so it is highlighted in brown and click Submit as indicated in the screenshot below. Once submitted, the Work Report Status will change to Submitted. 42

44 H. Purchase Service Credit Reports If a member is purchasing service credit through payroll deduction and you are registered to complete this report electronically, STRS Ohio will notify you via when a purchase service credit report is available in ESS to complete. (This report is abbreviated in ESS as PSC. ) These reports are available by the 20th of each month. To complete your purchase service credit report in ESS, sort by Work Report Status (see Page 20). Click on the report to highlight your purchase service credit report in brown and click on Edit Work Report. 43

45 The report will list all members currently participating in payroll deduction, the amount STRS Ohio is expecting to receive, the actual amount you are sending, and whether the deduction is tax-deferred (TD) or post-tax/after-tax (PT). Follow the instructions in the screenshot below. If you need to add a member to the report, click Add in the Controls box. This will create a new line highlighted in yellow at the top of the Billing History area of the screen. Follow the steps indicated in the screenshot to complete the report for a new member. It is likely that no changes will need to be made to this report. However, be sure to verify expected amounts, actual amounts and tax election for each member. Be sure to click Save once you are finished reviewing and, if necessary, adding members to the report. 44

46 Once you click Save, the system will remain on the same page, offering you the choice to Edit or Close. If you need to make further changes, click Edit and then remember to click Save. Once you are finished working, click Close. Please note that you still need to submit your report. Be sure to click the appropriate report so it is highlighted in brown and click Submit as indicated in the screenshot below. Once submitted, the Work Report Status will change to Submitted. It is very important that you remember to submit your report for the data to be transferred to STRS Ohio for processing. Payment cannot be applied until the report is submitted and processed. Questions regarding purchase service credit through payroll deduction should be directed to Jenny Peery or Keirra Karshner at

47 Retirement Reporting Once you have received an from STRS Ohio indicating that a deposit and service report is available online for you to complete, log in to ESS and click on the Retirement Reporting link under the Application Menu. This will bring up the screen below. The first thing to note is that there are three tabs Reports To Be Completed, Available for Updates and Submitted Reports. You are automatically routed to the Reports To Be Completed tab. If you need to correct a report you have already submitted, click on the Available for Updates tab. The Available for Updates tab lists reports that you have submitted in case you need to make a correction. The Submitted Reports tab lists reports that have previously been submitted and are available for you to view or print if needed. Also, you may notice there is more than one report available to complete for some employees. When a member s effective retirement date is between Aug. 1 and Oct. 1, STRS Ohio requires you to complete the deposit and service report for the current and prior fiscal year while the annual report is being processed. 46

48 To complete a deposit and service report, click on the employee s SSN. You will then be directed to the deposit and service report as shown below. Complete the required information and click Save Form. For more information on completing a deposit and service report, see the Preparing Deposit and Service Reports On-Demand Webinar in the Education & Training section of our website. If the retiring member had any supplemental contracts or additional earnings in the five previous fiscal years or has a contract that crosses fiscal years, then you must complete the request for additional information form. If the retiring member has no supplemental or additional earnings in the past five fiscal years or does not have a contract that crosses fiscal years, click the Save and Submit button to send the report to STRS Ohio. 47

49 Upon clicking the Request for Additional Information button, the following screen will appear. Again, please provide all information that applies and click Save Form. Once all information is entered and finalized, remember that you must click the Save and Submit button for the data to be transferred to STRS Ohio for processing. If you wish to print a copy of these reports after submission, please be sure to access and print the report from the Submitted Reports tab. To make a correction to a report that has been submitted, access the report on the Available for Updates tab. When all corrections are made, click Save and Submit to submit the corrected report to STRS Ohio. 48

50 Withdrawal Certification Once you have received an from STRS Ohio indicating that a withdrawal certification is available online for you to complete, log in to ESS and click on the Withdrawal Certification link under the Application Menu. This will bring up the screen below. There are three tabs: Reports To Be Completed, Available for Updates and Submitted Certifications. You are automatically routed to the Reports To Be Completed tab. The Available for Updates tab lists existing certifications in need of correction. If a correction is needed on a withdrawal certification, STRS Ohio will notify you. Once you are notified, log in to ESS, click on the Available for Updates tab and make the necessary corrections. The Submitted Certifications tab lists reports that have previously been submitted and are available for you to view or print if needed. 49

51 Under the Reports To Be Completed tab, click on the employee s SSN to complete a withdrawal certification for a member withdrawal. You will then be directed to the withdrawal certification as shown below. Enter the following information for each withdrawal certification: 1. Last Day of Service 3. Employee contributions (for each year listed) 2. Last Day on Payroll 4. Service credit earned (for each year listed, e.g., ) Once all information is entered and finalized, click Save and Submit and the data will be transferred to STRS Ohio for processing. To access and print a copy of these reports after submission, please go to the Submitted Certifications tab. 50

52 To complete a withdrawal certification for a reemployed payment, click on the employee s SSN. You will then be directed to the withdrawal certification as shown below. Enter the following information for each withdrawal certification: 1. Last Day of Service 3. Employee contributions (for each year listed) 2. Last Day on Payroll Once all information is entered and finalized, click Save and Submit and the data will be transferred to STRS Ohio for processing. To access and print a copy of these reports after submission, go to the Submitted Certifications tab. NOTE: If the member is still working, use the current date in both the Last Day of Service and the Last Date on Payroll fields. You will also need to enter a zero in employee contributions, add a note in the comments section stating that the member is still working and click Save and Submit. 51

53 Estimated Annual Payroll Every September, employers who participate in the state foundation program will receive an eupdate for employers indicating it is time to estimate their annual payroll for the fiscal year. This information is used to calculate employer contributions due from the state foundation program. Once you receive this notice, log into ESS and click on the Estimated Payroll link under the Application Menu. This will bring up the screen below. To assist you in preparing an accurate payroll estimate for the current fiscal year, your previous actual payroll amount is listed in the Prior Year Annual Payroll box. Enter your estimate for the current fiscal year in the box labeled Estimated Payroll and click Submit to send the information to STRS Ohio. Please note, once submitted, you cannot make a correction to this figure on ESS. If a correction needs to be made, please send an to report@strsoh.org. 52

54 Making a Direct Debit Payment Employers have several options when making payments to STRS Ohio. They can pay via direct debit, check, ACH credit or wire transfer. The preferred method of payment is through direct debit via ESS. Before a direct debit payment can be scheduled, you must first set up bank account details in ESS and execute an Authorization Agreement for Direct Debit Payment Through ACH Debit. A. Bank Account Setup Only treasurers and main contacts have been granted access to set up account information. If you prefer payroll personnel enter this information, the district treasurer or CFO should send an to report@strsoh.org requesting authorization to the direct debit system be granted to that individual. If you wish to set up a bank account for payment, click on Make a Payment under the Application Menu. Next, click on the Bank Info tab. 53

55 This will bring up the screen below. First, click Add to enter bank account details. In the Account Details section of the page, enter the following information: 1. Start Date This will be the date you wish to have the bank account active to make payments. STRS Ohio recommends using today s date. (Please note: It will take up to three business days from the date entered to approve the account before payments can be made.) 2. Draw Limit Enter the maximum amount allowable for an individual payment. For example, if no payment should ever exceed $10,000, then you should set the draw limit to $10,000. The draw limit is set at the employer s discretion. Please note: The Stop Date will only be entered when you wish to cease using this particular account. 54

56 Once Account Details have been entered, begin entering Bank Account Details. Start by clicking Search next to Bank Name. Once the search field appears, enter your bank routing number and click Search. Bank Name and Bank Routing Number will automatically populate assuming you have entered a legitimate bank routing number. We do not recommend searching by name, as some financial institutions have multiple routing numbers. 55

57 Next, enter the bank account number and select Checking or Savings based on the account type. Remember to click Save when complete. 56

58 Once you click Save, the Agreement Confirmation page will appear. Please enter the name of the individual that will be certifying the Authorization Agreement for Direct Payment Through ACH Debit, as well as their title. This should be the treasurer, controller, CFO or other individual responsible for district financial information. Once complete, click Confirm. 57

59 The next screen that appears is a printable version of the authorization agreement. You must print this page, certify and return to STRS Ohio. Click Print and then Finish. Fax the completed authorization agreement to

60 Please note: Online payments cannot be scheduled until STRS Ohio receives the authorization agreement and receives bank approval for your direct debit process request. Generally, this process may take up to two to three business days from the time STRS Ohio receives your signed authorization agreement. Once the bank account has been approved, the school s main contact will receive an from STRS Ohio indicating approval to begin making direct debit payments on ESS. The Account Status on the Bank Info tab will change to Approved. 59

61 B. Making a Payment Once the bank account status shows as Approved, you can begin making payments by direct debit in ESS. To schedule a payment, in the Make a Payment section of ESS, click on the Schedule Payment tab. Begin by clicking on Schedule. 60

62 Next, Payment Schedule Details will appear. Please enter the following information and remember to click Save once all information is entered. 1. Start Date This will be the date you wish to make payment. Please allow up to two business days from the start date indicated for payment to be credited to your STRS Ohio account. 2. Description Enter a brief description of the payment. For example: payroll for 8/28/15 or backposting invoice payment. 3. Payment Amount This should be the total amount of payment you wish to make from this particular bank account. 4. Bank Account Select the bank account you wish to use for this payment. 61

63 After saving, you will notice that a Details button will appear in the bottom right-hand corner of the Payment Schedule Details page. Click on Details to enter payment details similar to the cash remittance form. 62

64 After clicking Details, the following screen will appear. Click Add to populate detailed information. Please note the following choices in the drop-down menu, Payment Order Detail Type column: 1. Employee Contributions Enter pay date and employee contribution amount. 2. Employer Contributions Enter pay date and employer contribution amount. 3. ARP Contributions (for college and university employers only) Enter pay date and amount. 4. Payroll Deduction for Purchase Service Enter pay date and purchase service credit payment amount. 5. Payment for Invoice Enter invoice number and amount. 63

65 Choose the correct payment type(s) and enter all details. Once payment details are complete, click Ok. 64

66 The system will return the user back to the Payment Schedule Details screen. Click Save to submit your payment request to STRS Ohio. Notice the Payment Order Status changes to Submitted after you click Save. In addition to Initial and Submitted, the Payment Order Status column may reflect one of the following status descriptions: 1. Pending Your scheduled payment has been included in the file currently being transferred to STRS Ohio s bank for processing. 2. Complete STRS Ohio has received credit for your payment. 3. Canceled The payment process could not be completed with your bank and payment must be rescheduled or resent. For example, if a payment is rejected due to insufficient funds, the Payment Order Status will show as Canceled. Please note, it is possible for Payment Order Status to show as Complete initially and later change to Canceled if payment is rejected by the employer s bank. 65

67 Employment Verification In late fall, employers may receive a request to complete employment verification reports. IRS tax regulations require any individual age 70½ who is not actively employed in an STRS Ohio-covered position to take a minimum distribution from his or her retirement plan. To comply with these regulations, STRS Ohio identifies reemployed retirees who may meet these criteria and sends this request to their most recent employers to certify current employment status. STRS Ohio also needs final contribution and pay date information from employers if individuals meeting those qualifications are no longer working. To complete employment verification reports, click on Employment Verification under the Application Menu. This will bring up the screen below. To access the report for each member, you must select the link directly related to the individual s Social Security number (SSN). 66

68 To complete the report, indicate if the member is still working for your school during the specified calendar year by choosing Y for Yes or N for No. If the individual is a substitute and you are unsure whether or not he or she will be providing services, indicate Y for Yes if it is possible he or she may work during the specified calendar year. Select Y if the member is still working for your school during the specified calendar year, then click Save & Submit to send your report to STRS Ohio, as shown in the screenshot below. 67

69 However, if the member is no longer working for your school and you clicked N for No, you will be required to provide the additional information noted in the screenshot below. Once you have completed all information, please click Save & Submit to send your report to STRS Ohio. If you are unsure the information you have provided is correct and need to do more research before submitting, you can click Save to save your work. Once saved, you will be returned to the list of member certifications ready for completion. Please repeat this process for each individual report listed on the Employment Verification Report tab until all reports have been submitted. Once all reports are submitted, the list will be empty as shown in the screenshot below. 68

70 Additional Tools Employer Reports under the Application Menu also features additional tools that employers may find useful especially when preparing deposit and service reports or when determining contribution amounts sent to STRS Ohio for a specific member. A. Payroll Report Summary The Payroll Report Summary is a very useful tool. To access this tool, click on the Payroll Report Summary tab on the Employer Reports page. This will bring up the screen below. Enter the member s SSN, edit the start and stop pay dates, and click Show Report. If no specific member SSN is entered, the report will contain the total amount of member contributions for all of your employees for the selected time period. 69

71 A PDF of all reported member contributions for the time period specified will appear. To print a copy of the report, right click on the screen and select Print. 70

72 B. Documents Employers can access some documents that were previously submitted on ESS or mailed directly to you. These documents include new hire notifications, reemployed retiree notifications, Employer Detail Listings, employer statements and GASB 68 Schedules. Documents can be viewed two ways. The first option is to click on the Documents tab on the Employer Reports page. The second option is to click on Documents under the Application Menu as seen below. This will take you to the screenshot above where documents can be viewed or printed. 71

73 C. GASB 68 Reports GASB 68 established standards for measuring and recognizing pension liabilities, deferred outflows of resources, deferred inflows of resources and expenses for fiscal years beginning after June 15, This section of ESS includes Audited Schedules of Employer Allocations and Pension Amounts by Employer and related notes for the most recent measurement date, as well as prior years. These documents provide employers and their auditors the information necessary to meet GASB 68 requirements. To access these documents, click on GASB 68 Reports under the Application Menu. This will bring up reports shown below. To access, view and print the reports, click on the PDF symbol. These reports can also be found in the Documents section of ESS. 72

74 D. Employer Education Registration To register for STRS Ohio employer training classes and workshops, click on Employer Education Registration under the Application Menu. 73

75 This will bring up the screen below. On the Available Sessions tab, you will notice current training sessions or workshops listed by date and location. To register, click Book It (only click once) to the right of the training or workshop date and location you wish to attend. 74

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