Purpose

The purpose of this bulletin is to notify agencies of the PayServ procedural changes required as a result of the NYSLRS Redesign Project.

Affected Employees

All employees including NYSLRS Reportable Employees and New York State employees who are enrolled in the New York State Employees Retirement System (ERS) (Retirement Plan 7Y) and the New York State Police and Fire Retirement System (PFRS) (Retirement Plan 7W) are affected.

Background

When hiring employees in PayServ, Agencies must only enter the employee’s government issued Social Security Number (SSN) or Tax Identification Number (TIN) in the national ID field in PayServ. To minimize timing issues, this information should be entered at the time of hire. If the employee is unable to supply this information at the time of hire, agencies are to leave the SSN field in PayServ blank until they have the ability to populate the correct SSN/TIN. Do NOT enter a placeholder or false SSN/TIN. Agencies may incur penalties for failure to enter an employee’s correct government issued SSN/TIN or for entering a number that is not government issued into the payroll system per IRS Publication 1586.

The SSN/TIN is exchanged with NYSLRS as a part of automated system processing and is used to create retirement records, enroll members (if applicable), and store retirement information for your employees. Entering anything other than the employee’s government issued SSN/TIN may result in an inaccurate NYSLRS membership status being assigned, retirement information being incorrectly reported to NYSLRS, and deficiencies on member accounts due to the manual time spent fixing issues resulting from the incorrect SSN/TIN.

Date of Birth (DOB) is a required field when creating a new employee in PayServ.  Agencies should always enter the correct DOB, not a temporary DOB. NYSLRS is not able to enroll a member without a DOB.

Effective Date(s)

Effective immediately

OSC Actions

State Payroll will provide NYSLRS with job, biographical, and payment data for all NYSLRS Reportable Employees.

Agency Actions

Agencies must verify each employee’s SSN/TIN and DOB before creating the individual in PayServ or entering a job transaction for them.

Agencies must review and update (if needed) each employee’s SSN/TIN and DOB on the Modify a Person panel each time they process a hire, rehire, concurrent hire, or transfer in PayServ.

Agencies must continue to review the NPAY752 Control-D report and take the following action as outlined in Bulletin No. 1768.

Questions

Employees with questions regarding retirement information may contact NYSLRS by filling out NYSLRS’ secure online Contact Us form at https://www.osc.state.ny.us/retire/contact_us/index.php. Employees may also be directed to the NYSLRS Call Center at 1-866-805-0990 or 518-474-7736.