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Employer Reporting Work Group

Date: February 28, 2008

Location: MainePERS, 96 Sewall Street, Augusta, Maine

Attendees: Alley, Kathy; Blair, Ellen; Bowen, Sue; Dembowski, Theresa; Deprey, Sue; Fournier, Jill; Gianopolous, Chris; Hingos, Barbara; Larochelle, Danette; McMullen-Pelsor, Marlene, Olum, Julie; Padham, Sandra; Raymond, Vicki; Wilson, Lori

Presenters: Paul Panella, Vi-Tech, Brett Hoskins, MainePERS, Kathy Alley, MainePERS and Lynn Pease, MainePERS

1. Employer Self-Service Demonstration [Vitech]

Paul Panella, Senior Operations Manager from Vitech Systems Group, gave an initial demonstration of the ER (Employer) self-service soon to be available to employers offering simplifications to their monthly reporting. The most immediate change will be that the product will be web-based. Some hi-lights of the demonstration were:

MainePERS staff will be able to provide real-time assistance should an ER need it. The software will allow the ER and MainePERS staff to have identical screens to view in order to trouble-shoot any problems [almost like calling computer technical support and being walked through the solution].

An ER may manage the access to the product in so far as who will have permission for which tasks and viewing of what information.

ER will be able to view their payment/billing history.

ER will be able to perform on-line edits to the reported history.

ER will have the capability to re-set passwords or delete should an employee forget their password or terminate.

This product is also useful for smaller employers. Although EPF [electronic payroll filing] is not mandatory except for Teacher employers, with the new product any ER may use the software as a form of template to complete their monthly report and then submit via a web based upload, sending payment as they have in the past.

Additional Discussion Points:

  • Approximate roll-out date: Late 2009
  • Extent of employee record access to ER is still under development.

2. MainePERS Web Tour

The ER site of the MainePERS web site was explored.

MainePERS has created a web-site specifically for its ER Work Group at:

3. Charter

ER Work Group Charter is available on the ER Work group’s website. This document outlines the basis for the group’s existence, its need to partner with ER’s, critical communication. New deliverable dates will be updated, as needed.

4. Compliance Manual

Compliance Manual discussed and Kathy Alley, ES/PA/PPU Supervisor, walked the group through current compliance guidelines. Attendees were shown current payroll reporting aspects, then new ones. One of the biggest changes with the up coming LOB (line of business), will be that the ER will be doing more “hands on” “self-service” and MainePERS will provide support and trouble shooting.

Additional Discussion Points:

  • Check with DOE [Department of Education] regarding school position codes [possible reduction of number of codes?]
  • Simplification of PSC codes – ES will distribute the “short” list of codes to group (See recently issued March Employer Update)
  • Missing member paperwork (such as a Membership Application) will stop the processing of a monthly payroll file.
  • Contract reporting will be available to PLD members.
  • Retirees Returned to Work will only be reported as “hourly” or “daily”.

5. MainePERS Rule Chapter 410 – Retirees Returning To Work [RRTW}

Brett Hoskins, Teacher Retirement Specialists, discussed Chapter 410 and its ER Reporting implications.

Additional Discussion Points:

  • Employers are required to report MainePERS retirees who return to work on their monthly payroll reports with a PSC of 53.
  • Employers should contact the appropriate Retirement Services Business Unit with questions concerning the applicability of this rule on retirees who return to work due to age or grand-parented status.
  • < NRA [normal retirement age] = Hourly or Daily
  • Recommendation: MainePERS set reporting standard. Inform ER on how to report retirees returning to work as Substitute Teachers subject to MainePERS Rule Chapter 410.

6. Group Life Insurance [GLI]

MainePERS is offering Supplemental Age-based insurance effective with the pay period that includes April 1, 2008. The prices are much lower than current prices, for most.

Additional Discussion Points:

  • Will MainePERS need to be notified by ER’s if member going out on leave? When the employer notifies MainePERS that an employee with coverage is on leave, MainePERS will bill. If the employee does not pay, then MainePERS will notify both employee and employer that coverage is cancelled/suspended (depending on leave type).
  • MainePERS w/new system: MainePERS will automatically bill if payment is missed; if payment is not received a cancellation letter to be sent to member with a copy to ER.
  • Life Insurance Edits: Will this effect payroll as well? Unresolved group life insurance payroll discrepancies will prevent the payroll from processing.

GLI Self-Service Discussion Points:

  • ER will be able to enter leaves on-line
  • On-line GLI beneficiary change
  • Teacher pay for summer – spread out . As far as we know now,new system will look for the monthly submission of a group life premium.

7. Next Meeting:

  • Date – Thursday, May 22, 2008
  • Time – 1:30 p.m.
  • Place – MainePERS, 96 Sewall St., Augusta

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