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Employer credits — Some employers who submit payments to NYSLRS using Automated Clearing House (ACH) have found that the amount debited from their account does not match what they calculated as being withheld from their employee’s paychecks.
There are two reasons this could occur:
- When your report was submitted for posting, NYSLRS did not accept a contribution, loan or service credit payment on behalf of a member because it was not owed; this is considered an “improper withholding”. To learn more, view the improper withholdings quick guide ; it will show you how to view any deductions that were identified as improperly withheld, as well as understand how to prevent them in the future.
- When an employer submits an adjustment to remove pensionable wages from a member’s reported data and requests a refund of the associated contributions, NYSLRS will create a credit to your employer reporting account. This is a change from our past practice of mailing you a refund check and letter with details so you could return the money to the member. The payroll contact at your organization will receive a letter with the member’s information along with the amount of the contributions you must refund to them. The credit will be applied to the first report you submit 15 days after the refund is processed.
Please note that the amount debited from your account is equal to the amount owed (which is the value displayed on the report summary page) minus any credits.
If you have questions about your monthly report or the amount that was debited from your account, please contact our Employer Reporting unit by calling 866-805-0990. Have your location code ready when you call.
How to handle deficiencies — Deficiencies are created as a result of under-contributing on a previous monthly report. In general, if you see a warning regarding too few contributions for a member on a monthly report, you should expect a future deficiency. You will be notified of the deficiency amount through a deficiency notification. You should report the deficiency to NYSLRS as a one-time payment service credit purchase on your employer report as soon as possible to minimize any interest owed. Always wait for the deficiency notification prior to sending the money to NYSLRS to prevent the funds being labeled as improper withholdings.
If you receive a deficiency notification about a particular member that member will be notified of the deficiency in a letter from NYSLRS.
Sometimes, members work for more than one NYSLRS employer. If you are a member’s primary employer, and the member’s other employer has under-withheld, you will receive a notification to take a one-time SCP/deficiency payment. The member’s other employer will receive a warning and is responsible to begin taking the contributions at the correct rate.
Learn how to view and prevent improper withholdings — If you deduct too much in retirement contributions, or overpay the member’s loan or service credit purchase account, you will receive a warning when submitting your file. This is known as an improper withholding. NYSLRS can only accept money that’s owed, so any deductions that were not accepted by NYSLRS will need to be returned to your employee.
You’ll know if there’s an improper withholding because you’ll receive a warning when posting your report. Since these are payroll deductions, refunds of improper amounts must be issued by the employer, not by NYSLRS. Local employers are responsible for refunding the money themselves. For State employers, the money is refunded through State payroll.
To view the details of any improper withholdings, click the Access Reporting Dashboard button on your Account Homepage, and click the Improper Withholdings link found near the top right of the page. This page is accessible to the Employer Reporting (uploader and submitter) and Payroll security holders.
Read our quick guide to learn more about viewing improper withholdings.