ECS Update

Email has been added as an option for Multi Factor Authentication

An update to the Multi Factor Authentication (MFA) process in ECS was made in mid-March. Email has been added as an option for the MFA process. For those with an ECS account, email address will default as an option in addition to the other options that ECS users can select. For someone who is newly added as an ECS user, the registration factors will default to the email address option. The email option for MFA can no longer be unregistered.

If an email address needs to be updated in ECS, the delegated administrator (DA) for your organization or Employer Outreach will be able to update it. The DA can update ECS users’ profiles as well as add and delete users. If you are using ECS, please be certain you are only using the login assigned to you. If you are a new fiscal officer, contact Employer Outreach so that we may assign you a unique login.

ECS Help menu is a valuable resource

The ECS help menu is an excellent resource if you have questions while navigating ECS and using the various functions. To use the help button, select the function you would like to explore, and there are step by step instructions to complete the task along with an explanation of what the system is looking for in each field. Of course, if you need additional assistance, Employer Outreach is available to assist. You can call us at 1-888-400-0965 for immediate assistance and we offer training on how to navigate and submit in ECS.

Report of Retirement Contributions

Pay period end codes

As mentioned in recent Employer Newsletters, pay period end codes extend to OPERS processes beyond reporting contributions. Some period end codes control the status of a member’s account, some end codes feed to other areas within the retirement system and assist with processes. Over time, we have noticed that some pay period end codes are not being used for their intended purpose.

For example, the “H” pay period end code was designed to notify the system when someone had a change in reporting frequency, a change in the earning dates or a change in the frequency in which someone is paid. At times, a team member from Employer Outreach may ask you to use the “H” code even when there isn’t a pay frequency change. Any other situation would not warrant using the pay period end code "H".

Pay period end code "S" is another period end code that is used more often than intended. The "S" code should only be used when someone is a seasonal or intermittent employee. This tells OPERS that the member is still on the employer’s payroll, just not working consecutive earning periods. This code should not be used for consecutive earning periods as this can update the member’s status to inactive in our system which can then kick off other unintended processes. Please only use this code when an employee is leaving and not returning in the next earning period.

For someone who is retiring and immediately becoming re-employed with your entity, you can use the pay period end code of “P” and the pay period begin code of “E” on the same reporting period.

Taxability and pick-up plans

Has your entity adopted a new pick-up plan or sunset an old plan? Does OPERS have the most recent pick-up plan on file? If you are unsure, please forward a copy of the most recent plan to employeroutreach@opers.org. It is important that you report to OPERS according to your active plans.

Employer codes assigned to your entity end in either a "0" or "8". If your employer code ends in a "0" that means the contributions reported are post tax contributions. Reporting on a post-tax employer code means that you have no pick-up plan in place. If your employer code ends in an "8" the contributions reported are pre-tax contributions which means you have a salary reduction or a fringe benefit plan. It is possible to report an employee on both the pre- and post-tax employer codes if they have a split pick up.

More information can be found under the Employer tab on opers.org including sample resolutions for both salary reduction and fringe benefit plans. The next employer webinar for pick up plans is scheduled July 10, 2024, at 11:00 am.

Supplemental reporting

Retroactive Pay Increase

When an employee receives a pay increase that is retroactive to prior reporting periods, we consider that a retroactive pay increase and the wages should be submitted using a supplemental report for the proper pay periods. If reported accurately, the contributions will not result in a large earning.

This differs from payments that were not reported on time for any reason other than a retroactive pay increase. These wages should be reported using an additional regular report for the proper reporting period.

Forms

It is important to use the most updated OPERS forms

Forms can be found on opers.org under the Employer section. It is important to complete and submit the most recent version of any form because the required information or language may have changed. If you do not submit the most recent version of the form, it will not be accepted. If you are unsure if you have the most recent version of a form, you can access the form on opers.org or contact employeroutreach@opers.org

Authorized Signature vs Fiscal Officer

Each OPERS form requiring a signature will note who should sign and certify that form. Some OPERS forms specify the signature of the fiscal officer and others require an authorized signature. The main contact for the entity provides OPERS with a contact list. This list indicates who can sign forms and in what capacity. If you are unsure who within your entity can provide authorized signatures on OPERS forms, contact your fiscal officer. This is important to know because if the proper signature is not on the form, the form will be rejected.

Form A – Personal History Record/Elected Official Membership form

The Form A must be submitted within the first 30 days of an employee’s hire, before the first contributions are reported, and must be completed in its entirety when submitted. Specifically, it is important that OPERS is provided with the member’s current address. It is important that the employee’s salary begin date on the Form A matches the pay period begin date on the first payroll reported to OPERS. Upon receipt of a completed Form A, a plan selection packet is mailed to the new member. New members must select one of the two available OPERS retirement plans within 180 days from their hire date. If no selection is made, the member will default to the Traditional Pension plan.

Elected Officials and Form A – Personal History Record/Elected Official Membership form

Elected officials have the option to participate in OPERS if they have not previously contributed to OPERS as an elected official and are not a re-employed OPERS retiree. If the elected official has the option and chooses not to participate in OPERS, the retirement system does not need to be notified, and contributions should not be remitted.

If an elected official would like to contribute to OPERS, they, along with their employer, should complete the paper version of the Personal History Record/Elected Official Membership form (Form A) which can be found on opers.org under Employer Forms and Documents. The date that the member signs the form is the date of membership and any contributions made prior to the month the member signed the Form A cannot be accepted.

Once an elected official chooses to contribute to OPERS, the choice is irrevocable, and contributions should be remitted immediately and continue until the individual terminates. If the retirement system receives a Form A and no contributions follow, Employer Outreach will contact the employer to find out why contributions have not been received. In addition, an authorized signer must sign the Form A within the Employer section. If the form is being completed for an elected official who serves as the authorized signer as provided to OPERS on the contact list, there must be a second signature below the authorized signer such as the mayor, a council member, or trustee.

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It is your responsibility to be certain that OPERS has your current physical and e-mail address on file. If OPERS is not made aware of address changes, we cannot guarantee that you will receive important information pertaining to your OPERS account. This publication is written in plain language for use by public employers who are subject to coverage under the Ohio Public Employees Retirement System. It is not intended as a substitute for the federal or state law, namely the Ohio Revised Code, the Ohio Administrative Code, or the Internal Revenue Code, nor will its interpretation prevail should a conflict arise between it and the Ohio Revised Code, Ohio Administrative Code, or Internal Revenue Code. Rules governing the retirement system are subject to change periodically either by statute of the Ohio General Assembly, regulation of the Ohio Public Employees Retirement Board, or regulation of the Internal Revenue Code. If you have questions about this material, please contact our office or seek legal advice from your attorney. OPERS is not required to provide health care coverage to retirees or their dependents and will only do so at the discretion of the Board of Trustees.