Post-launch Frequently Asked Questions

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1 The questions addressed in these FAQs are listed below. Click a topic link to view answers to questions for that topic. Help Who can I contact for additional help or answers to questions about using myvrs Navigator? I have taken the training recommended for my role(s), but I would appreciate additional help to complete tasks in myvrs Navigator. What is available? Is there a guide or handbook to help me perform tasks in myvrs Navigator? Logging In I received log-in credentials to myvrs Navigator. Should I wait to be contacted by VRS before I begin submitting employee data? Secure Messages I received an that a new message is available for me in myvrs Navigator. How do I access it? Enrolling Employees myvrs Navigator reports that the employee I am trying to enroll is employed by another VRS employer. What do I do? What is the difference between employment start date, contract start date and coverage date? What does number of months paid mean? Updating Existing Members Are existing employees pre-loaded into the system? Will Plan 1 members who were not vested by December 31 show up as Plan 2 in myvrs Navigator? Can I create a report of employees who are missing employee ID numbers? How do I add my own employee ID numbers in myvrs Navigator for employees who are missing them?

2 Contribution Snapshot Is there a report of the data in my snapshot that I can download or print for reconciling and/or recordkeeping? What is the layout for the snapshot file? When I regenerated my snapshot, it showed only zeros for the contributions I owed. What happened? My records show a slight difference in the amount I owe compared to myvrs Navigator. What should I do? I confirmed the snapshot but then realized I have a few more changes to make. What should I do? Payments How do I make a payment in myvrs Navigator? Are there any time constraints for scheduling ACH debit payments? How soon can I schedule an ACH debit payment? How do I send an ACH credit payment to VRS? Where do I mail check payments? Can I pay for a month s contributions using multiple checks? Security Roles Can a primary administrator delegate this role to another employee? Can my organization designate more than one security administrator? The information I can view or actions I can complete do not match the duties my employer expects of me. What do I do? January 9,

3 Help Who can I contact for additional help or answers to questions about using myvrs Navigator? Contact the Employer Transition Team toll free at or via the Contact the Modernization Team form. The Employer Transition Team is available Monday through Friday from 8:30 a.m. to 5:00 p.m. You also can attend the transition webinars where VRS instructors demonstrate processes and answer participants questions. View the webinar schedule and register. Another resource is the online help system built into myvrs Navigator. This system provides information about VRS processes, procedures and tasks. If you need assistance at any time while using myvrs Navigator, click the help button at the top of the screen to open the support information for the page you are viewing. I have taken the training recommended for my role(s), but I would appreciate additional help to complete tasks in myvrs Navigator. What is available? You may wish to participate in the daily transition webinars. In these interactive 45-minute webinars, a VRS instructor will demonstrate a process step by step. Sessions are available for creating contacts; enrolling and maintaining employees; and confirming the contribution snapshot. View the webinar schedule and register. Another resource is the online help system built into myvrs Navigator. This system provides information about VRS processes, procedures and tasks. If you need assistance at any time while using myvrs Navigator, click the help button at the top of the screen to open the support information for the page you are viewing. Is there a guide or handbook to help me perform tasks in myvrs Navigator? Supplementary materials such as job aids and process guides are available through VRS University. If you prefer, you can print hard copies of this information. View a list of process guides and job aids available on pages 4 and 5 of the myvrs Navigator Training Course Catalog. Then find them in VRS University by selecting Collaboration Center from your blue menu bar and choosing team rooms. Search for VRS_N to locate the myvrs Navigator team room for employers. Another resource is the online help system built into myvrs Navigator. This system provides information about VRS processes, procedures and tasks. If you need assistance at any time while using myvrs Navigator, click the help button at the top of the screen to open the support information for the page you are viewing. January 9,

4 Logging In I received log-in credentials to myvrs Navigator. Should I wait to be contacted by VRS before I begin submitting employee data? Once you receive your log-in credentials, please move forward unless you have been advised by VRS to wait for a specific reason. Secure Messages I received an that a new message is available for me in myvrs Navigator. How do I access it? This was sent from myvrs Navigator s secure message system. If you have received your log-in credentials to myvrs Navigator, you have two options to view the message: A. Click the words myvrs Navigator under New Message Notification in the . Then enter your user name and password to login and view the message. B. Or, log into myvrs Navigator separately and click Secure Message in the accordion panel on the left side of the screen. Click the message title to view it. If you do not have access to myvrs Navigator yet, view the message when you are able to log in. January 9,

5 Enrolling Employees myvrs Navigator reports that the employee I am trying to enroll is employed by another VRS employer. What do I do? Members may only be reported for one VRS-covered position at a time. myvrs Navigator will offer you the option to terminate the employee from the current employer. If you select yes, myvrs Navigator will notify the current employer of this action. After that employer confirms the month s snapshot, the employee will appear on your snapshot as an active employee. Do not worry if the other employer confirms their snapshot after you confirm yours; myvrs Navigator will apply the change to your next snapshot and update the member s record retroactively. If you select no, myvrs navigator sends an inquiry to the current employer to give them the opportunity to terminate the employee from their side. What is the difference between employment start date, contract start date and coverage date? Employment start date is the date an employee actually began working. Contract start date is the date the contract started at the beginning of the school year. This usually coincides with employment start date. However, if an employee begins employment mid-year, the contract start date will be earlier. Coverage date is an option you can use if your employees must work a certain period before being eligible for benefits. If you don t require this, enter the employment start date. What does number of months paid mean? Number of months paid is similar to the times reported to VRS you may have used before myvrs Navigator launched. You can choose 12 or the number of months the employee works (contract period).the choice impacts the amount of contributions myvrs Navigator bills for each month, although the total for the year is the same. If you choose 12, you will pay the same contribution amount each month for 12 months. If you choose contract period, you pay a higher contribution during the months the employee is working and none during the summer months. For more information, please review Understanding Modernization s New Calculations to Reconcile in Your Payroll System. January 9,

6 Updating Existing Members Are existing employees pre-loaded into the system? VRS converted all existing employer and member data and loaded it into myvrs Navigator in October Will Plan 1 members who were not vested by December 31, 2012 show up as Plan 2 in myvrs Navigator? In myvrs Navigator, Plan 1 members who were not vested by December 31, 2012 will continue to be designated as Plan 1 members until a system update takes place in The system uses data you report for employees as well as service they have purchased to determine vesting. After the system update, the designation for those members who did not have 60 months of service as of December 31, 2012 will display as Plan 2. Although these employees are eligible for Plan 2 benefits, they will continue to pay the Plan 1 member contribution rate you elected effective July 1, 2012 as a result of Senate Bill 497. Can I create a report of employees who are missing employee ID numbers? View a list of employees without an ID number using the Employer myvrs Navigator Launch Data Validation Report in myvrs Navigator. This report also lists new employees and existing employees whose VRS job names require your review. Access the report by following these steps: Select Report from the top navigation menu. Then select Report Repository and select the report from the available list. How do I add my own employee ID numbers in myvrs Navigator for employees who are missing them? To enter an employee ID number, follow these steps: Hover your mouse over Person in the top navigation, then select Person Search. On the next screen, enter the employee s name and select Search. Select the appropriate employee from the search results. On the Person Maintenance Screen, go to the Employee tab and open the active record. On the next page, the Person Employment Maintenance screen, enter the ID number in the Employment Details panel and select save. January 9,

7 Contribution Snapshot Is there a report of the data in my snapshot that I can download or print for reconciling and/or recordkeeping? You can download the snapshot file. Follow these steps: Hover your mouse over Contribution Confirmation in the top navigation, then select Snapshot. On the next page, select your plan. Open the snapshot and select Request Snapshot File at the top of the page. The file will take a few seconds to a few minutes to generate. Then search for that same snapshot again and open it. Check the box for the security terms and conditions at the top. The file will appear on the screen. Select download. The file will open as a.txt file. To open it in Microsoft Excel, save the file and rename it with the extension.csv. For example: October 2012.csv. Change the file type to All. What is the layout for the snapshot file? Request the file layout by sending a secure message to VRS from within myvrs Navigator. VRS will reply using secure message. When I regenerated my snapshot, it showed only zeros for the contributions I owed. What happened? The snapshot may take several minutes to generate depending on the size of your data. When the snapshot is ready, myvrs Navigator will send you a notification. If you attempt to review the snapshot before it s complete, you may get a report with zeros. For best results, wait to receive the notification before opening the snapshot. My records show a slight difference in the amount I owe compared to myvrs Navigator. What should I do? Small differences in contribution calculations are probably the result of rounding differences in the two programs. Please confirm the snapshot despite these differences. When you schedule the payment, enter the amount shown by your calculations. VRS will write off differences of $5 or less in contributions. January 9,

8 I confirmed the snapshot but then realized I have a few more changes to make. What should I do? Once a month s snapshot is confirmed, you cannot make additional changes to it. However, myvrs Navigator will apply any adjustments you make now to the next month s snapshot. The system will apply the changes retroactively and incorporate contributions owed for past months in the next snapshot. Payments How do I make a payment in myvrs Navigator? Follow these steps to schedule a payment: Hover over Payments in the top navigation, then select Payment Schedule in the menu that drops down. On the next page, for Plan, select VRS. For Scheduler Option, select Snapshot Payment. Then select New. On the next page, enter the amount of payment for Payment Scheduled, then enter the date and type of payment you are making. Select Other to make a payment via check or ACH credit. Are there any time constraints for scheduling ACH debit payments? Schedule payments via ACH debit only between 8 a.m. and 4 p.m. Monday through Friday. myvrs Navigator transmits all requests for the day to VRS financial institution at 4 p.m. Schedule the payment at least two business days prior to the date the funds are to transfer to allow the financial institution time to process the request. How soon can I schedule an ACH debit payment? When identifying the date for your ACH debit payment to occur, please select a date that is at least three business days in the future from the current date. The first time you schedule a debit payment, you may need to notify your financial institution that you have authorized VRS to debit your account. How do I send an ACH credit payment to VRS? Request VRS banking information by sending an to modernization@varetire.org. VRS will send you the information and instructions via US Mail. January 9,

9 Where do I mail check payments? Send check payments to VRS, Finance Control Department, P.O. Box 361, Richmond, VA Please indicate on your check the plan/benefit for which you are submitting payment. VRS no longer provides or requires a payment coupon or transmittal document to accompany your check. Please note: VRS will phase out use of a lock box as employers transition to electronic payments. Instead, VRS recommends ACH debit payments for their efficiency and security. With ACH debit, VRS withdraws funds each month only upon your approval, only for the amount you specify and only on the date you specify. To sign up for ACH debit payments, submit the Notification of Electronic Payment Information (VRS-61). The first time you schedule a debit payment, you may need to notify your financial institution that you have authorized VRS to debit your account. Can I pay for a month s contributions using multiple checks? VRS no longer requires separate checks by benefit type. If you are accustomed to sending a separate check for each benefit (such as retirement, life insurance and health insurance credit) because you allocate expenses to various cost lines, you may wish to set up a separate disbursement or payroll account with your financial institution specifically for VRS payments. With a disbursement or payroll account, you can expense payments from each benefit program into a single account and then coordinate a single payment from that account to VRS. If you report and pay for more than one VRS-covered entity and pay by check, submit one check for each entity. A single check cannot be used for multiple covered entities If you pay contributions for a month s snapshot via multiple checks, you must schedule the checks individually in myvrs Navigator. For each check: Identify the amount to be paid in the Payment Scheduled field. Then select other for Payment Method and enter the date. Last, save the details and select Submit for Approval. Use the Previous button to return to the Payment Scheduler Search and select New to identify the next check. Repeat for each check. January 9,

10 Security Roles Can a primary administrator delegate this role to another employee? An organization s highest-level decision maker, such as commissioner, city manager or school superintendent, typically fulfills the primary administrative authority role in myvrs Navigator. This person must complete the annual compliance review process and may complete some additional organization maintenance functions such as updating organization contacts. However, your organization s primary administrator may delegate this role to another employee if he/she does not wish to perform these duties. To make this change, the primary administrator simply writes to VRS on the organization s letterhead and provides the name of the individual who will perform these functions. Please contact Modernization for guidance. Please note that delegating the primary administrative authority role to a different person is not the same as appointing a VRS administrator, who acts on behalf of the primary administrative authority in all capacities, excluding the compliance review. Review the functions of the various roles in Employer Roles and myvrs Navigator Security Access, available in VRS University. Can my organization designate more than one security administrator? Yes. Submit a new Authorization of Administrative Contacts (VRS-67A) identifying the employee. To name more than one additional security administrator, list additional employees on a separate page, including all of the required data from the form. You must complete the form in its entirety, even for contacts that do not change, because it will replace any previous ones on file at VRS. Then mail the form to VRS. The information I can view or actions I can complete do not match the duties my employer expects of me. What do I do? Contact your security administrator to discuss the roles he or she has assigned in myvrs Navigator. The roles govern the screens you can access and the actions you can take in the system. To learn more about roles, review Employer Roles and myvrs Navigator Security Access, available in VRS University. January 9,