STRS Ohio Update for Reporting Employers
STRS Ohio Employer News
Your Feedback Is Important to STRS Ohio
Employer representatives received an email last month requesting completion of a survey to rate the services received from the STRS Ohio Employer Reporting Department. The survey can be completed using SurveyMonkey, an online survey administrator.
Your feedback helps us evaluate and provide the assistance you need to fulfill your obligations to STRS Ohio members. We will use the information we gather from your responses to improve current services and evaluate new services. Survey results will be shared in a future issue of this newsletter. The last day to complete the survey is Nov. 16, and all responses are anonymous.
To take the 2018 Employer Satisfaction Survey, click here.
Employment Verifications Due by End of Year
To comply with Internal Revenue Service regulations, STRS Ohio is required annually to identify members who have reached the age of 70-1/2 and are not actively employed in an STRS Ohio-covered position. As required by law, members meeting these criteria must withdraw their accounts or begin receiving a required minimum distribution as part of a monthly annuity.
Employers may receive a request from STRS Ohio before the end of the year to complete employment verifications to confirm identified individuals are no longer working. STRS Ohio needs your assistance in providing final contributions and pay date information.
In an effort to reduce paper and complete the process in a timely and efficient manner, employers will be asked to complete this verification online in Employer Self Service (ESS). The “Employment Verification (Formerly Reemployed Retiree Certification)” tutorial is available to assist you. Step-by-step instructions including screenshots are also available in the ESS Instructions.
Find Updated Materials on the STRS Ohio Employer Website
STRS Ohio frequently updates reference materials such as the Employers Manual and ESS Instructions. If you are using a paper copy of any STRS Ohio materials, the information may be out of date. You can find updated copies of all materials online, including copies of workbooks from recent employer workshops.
STRS Ohio Representatives Available to Present Retirement Information
If employees in your district have questions about STRS Ohio benefits and retirement information, we are available to help! Representatives are available to travel to your school to present programs when it is convenient for your employees — whether that is during the school day, after school hours or on an in-service day. STRS Ohio offers a variety of programs, or representatives can customize presentations based on need.
It is strongly recommended you invite STRS Ohio representatives to any meetings where STRS Ohio benefits are being discussed. Information presented by third parties often have out-of-date or incorrect information about STRS Ohio benefits, which may lead members to make uninformed decisions about retirement. Contact Member Education at 614‑227‑4082 to schedule a presentation or request a representative to speak at a meeting.
Thank You — We Couldn’t Do It Without You!
We’d like to say, “Nice job!” to all 1,140 STRS Ohio employers who submitted timely reporting information to help ensure our members’ accounts and benefits are accurate. By providing the requested information on the annual report, service credit verification reports and accrued verification reports, STRS Ohio is able to post validated information on member statements that are generated annually in the fall.
Reporting Requirements
Service Credit Calculation Change Effective July 1, 2019
The State Teachers Retirement Board recently approved changes to STRS Ohio’s service credit calculation. The changes will affect calculations for part-time employees only. The new calculation will be in effect for service performed July 1, 2019, and after. The current service credit calculation should be used for service performed through June 30, 2019 — therefore, the annual report you will complete in August of 2019 will use the current calculation.
To assist you, STRS Ohio has produced a new version of the Service Credit Decision Tree (Effective July 1, 2019) that reflects the changes. The current Service Credit Decision Tree will remain available as well. The online Service Credit Calculator will be updated with the new calculation after July 1, 2019.
Backpostings Are Required to Move Contributions to a Different Fiscal Year
If an employee is listed on the service credit verification report and your records indicate that employee was not paid in the fiscal year in question, a backposting is needed to move contributions submitted to STRS Ohio to the correct fiscal year. Entering a “0” for the individual will not move the reported contributions. If you are unsure how to enter a backposting or complete the service credit verification report, take a moment to watch the tutorials available on the employer website.
Employer Self Service (ESS) Updates
Since the upgrade to the ESS system earlier this year, STRS Ohio has been paying attention to how employers use ESS to see if there are ways to improve reporting processes. The withdrawal certification screen has been updated with new fields to streamline the process and a print function is provided directly on the screen. Other ESS updates also include a new method for printing reports in ESS. For more information and step-by-step instructions, see the Withdrawal Certification and Additional Tools sections of the ESS Instructions.
New Hire and Reemployed Retiree Notifications Require Electronic Submission
Once you have hired someone to an STRS Ohio-covered position, you must notify STRS Ohio within 10 business days of the member’s first date on payroll, which is the first date the teacher worked in your district. STRS Ohio needs this information to establish the employee’s membership in the system and to send retirement plan selection information. Even if the member is a reemployed retiree, employers still need to notify STRS Ohio.
A new hire or reemployed retiree notification is required to be sent electronically. It can be sent online via ESS or as an electronic file via secure file upload on the employer website. If notifications are being sent in an electronic file, use the record layout formats available on the employer website under Publications or on the secure file upload page.
A Member Information form is available online to gather required demographic data. This form was created to help ensure employers had all the information on hand that is required to notify STRS Ohio of a new hire or reemployed retiree. Do not send paper copies.
The Social Security Administration’s SSA-1945 form is required for any new hire who will be contributing to STRS Ohio. Since this federal form requires a member’s signature, STRS Ohio prefers this form to be scanned and uploaded on the secure file upload page. Employers can also mail or fax a completed copy. STRS Ohio’s fax number is 614‑227‑7893. If you have any questions regarding new hire or reemployed retiree notifications, contact Employer Reporting at 888‑535‑4050.
Employer Education
Upcoming Education Opportunities in 2019
STRS Ohio offers group education workshops, hands-on training, tutorials and webinars to help you meet STRS Ohio reporting requirements. Upcoming education opportunities are shown below. You will receive an email from STRS Ohio with time and location information when registration for each event is available. A PDF version of the 2019 Education Opportunities is also available.
Workshops
Higher Education Essentials
This is a comprehensive workshop for new college and university personnel. Topics include membership, compensation, alternative retirement plan reporting, payroll reporting, service credit calculation, annual reporting, retirement reporting, account withdrawal, purchasing leaves of absence and reemployed retiree information. Registration begins Feb. 11.
April 11 — Columbus
Reporting Basics (Part 2)
This K–12 workshop covers summer reporting processes including service credit calculation, retirement reporting, account withdrawal and reemployed retiree information. New personnel or those needing a refresher are welcome. Registration begins March 11.
- May 7 — Southwest
- May 8 — Northwest
- May 14 — Northeast
- May 15 — East
- May 22 — Columbus
Reporting Basics (Part 1)
Processes used at the beginning of the school year are the focus of this K–12 workshop. It will cover membership, compensation, employer pickup and payroll reporting. New personnel or those needing a refresher are welcome. Registration begins July 8.
- Sept. 11 — Southwest
- Sept. 12 — Northwest
- Sept. 18 — TBD
- Sept. 19 — East
- Sept. 25 — Columbus
Training
ESS Training
This training offers personalized assistance to help you navigate the Employer Self Service (ESS) online reporting system. Participants review in-depth ESS instructions for most functions and complete hands-on practice exercises online during class. These half-day sessions are held at STRS Ohio.
Spring session registration begins Jan. 28.
- March 6
- March 12
- March 14
Fall session registration begins Oct. 7.
- Nov. 5
- Nov. 7
- Nov. 13
Live Webinars
Preparing Deposit and Service Reports
Registration begins April 29.
- May 21
- May 23
Annual Reporting Overview and Troubleshooting
Registration begins May 28.
- June 11
- June 19
Calculating Service Credit Using Days
Registration begins June 24.
- July 10
- July 16
Overview of Employer Responsibilities
Registration begins Aug. 5.
Aug. 14
What’s Ahead
December 2018
Retirement Deductions From State Foundation Payments is mailed to applicable employers.
Dec. 11
Employer Detail Listing is mailed to employers.
January 2019
STRS Ohio’s Comprehensive Annual Financial Report is available.
February 2019
Feb. 4
Request for salary schedules is emailed to employers.
April 2019
April 11
Higher Education Essentials employer workshop — Columbus