NYS Comptroller Seal  

Bureau of State Payroll Services

Date:  March 10, 2003

Bulletin No. 370 

Subject Telephone and Fax Requests for Membership in the New York State and Local Retirement Systems (ERS and PRFS only)
Purpose To provide instructions to agency personnel and payroll staff.
To ensure that each new or rehired employee has a valid retirement record on the system when the employee's first paycheck is processed.
To reduce or eliminate the need for arrears payments for contributing members.
To provide prompt, complete reporting of retirement contributions.
To ensure employees receive the retirement benefits to which they are entitled.
Affected Employees Employees who are required to join or who choose to join the New York State and Local Employees' Retirement System.

All employees in police and fire titles who are required to join the NYS Police and Fire Retirement System.
Effective Date Immediately
Background Information The Bureau of State Payroll Services reports employee earnings, service days and contributions to the New York State and Local Retirement Systems (ERS and PFRS) for each pay period. Contributions, earnings and service days are not reported to the retirement systems until a retirement record has been added to the employee's record on the payroll system.
Agency Actions
1.   Review the Employer's Guide for the New York State and Local Retirement Systems on the OSC web site. The web site address is: http://www.osc.state.ny.us/retire/employers/index.htm
2.   Obtain a completed Retirement Registration form from the employee (or a declination if membership is optional) as soon as possible after the employee's start date. Employees in the unclassified service of SUNY have 30 days to elect the retirement system they wish to join.
3.   To obtain a membership number for the employee, contact the New York State and Local Retirement Systems by telephone at (518) 474-3081 or submit the Fax Registration Form (RS5494) to the fax number at (518) 486-4382. The agency can also fax the front of the employee's completed registration form with a cover letter. A membership number will be sent to the agency within 24 hours. Please note that the Retirement System must receive a notarized copy of the registration application within 30 days for the membership to be considered valid.
4.   Add the retirement record for the employee on the payroll system on or before the payroll closing date in the same payroll period the employee is hired or rehired, if possible.

Plan Type: Select appropriate two digit code 
7Y = ERS 
Begin Date: Enter the first day of the pay period in which the first deduction will be taken or the hire date if later. Do not enter a retroactive date.
Participation Election: Select "Elect"
Elect Date: Enter Employee Membership Date
Benefit Plan: If employee is subject to mandatory contributions select "ERSBEF". If employee is not mandated to contribute select "ERSAFT"
Tier: Enter Tier provided at registration.
Reg Number: Enter number provided at registration
Contribution Status: Select appropriate option
Option Code: Select available code
Percent: Accept Default for Benefit Plan ERSBEF or modify as appropriate for Benefit Plan ERSAFT

5.   Use the Reveal Report, No Retirement Selection Made Report (nben730) or a public PS Query, such as UG_00_NO_RETIRE_RECORD, to identify employees who do not have a retirement record on the payroll system. A retirement row should appear in Paycheck Data under the Deductions Tab for all members of the retirement system, even if there is no contribution.
6.   Provide a copy of this bulletin to your personnel office and review your agency's procedures for enrolling new employees in the appropriate retirement system.

Questions concerning telephone or fax enrollments may be directed to the New York State and Local Retirement Systems at 866-805-0990 or (518) 474-3081.

Questions concerning agency procedures for enrolling employees in the retirement systems may be directed to the Payroll Deductions mailbox.

Link to Form on web site:  http://www.osc.state.ny.us/retire/index.php