Phoenix Sneak Peek – Reporting Termination DatesJun 15, 2022, 10:17 AM By MOSERS
In last month’s edition, we reported that leave of absence forms will be a thing of the past when Phoenix launches in 2023. We are excited to announce the same applies to termination forms! Phoenix will streamline the process for reporting employment status changes and eliminate the extra work of submitting termination forms.
For SAM II employers, Phoenix will capture terminations directly from SAM II based on the ESMT personnel action/reason code and employment status. With this, MOSERS will be notified automatically of the reason for a termination, kicking off critical behind-the-scenes processes. For example, terminations due to the death of an employee will initiate the process of contacting surviving beneficiaries to notify them of any benefits due. Therefore, it will be imperative that you enter the correct personnel action/reason code for terminations in SAM II.
For non-SAM II employers, terminations will be captured when your payroll file is submitted. User-friendly errors or warnings during payroll submission will help you identify employees that might need to be terminated if no pay was received.
Just like leaves of absence, capturing terminations is vital to administering an employee’s pension, life, and LTD benefits through MOSERS. When an employee separates, they may be eligible for future retirement benefits or could take a refund of the money they contributed to MOSERS. Capturing employment status changes automatically as they occur, rather than manually through a subsequent form submission, helps to ensure the accuracy of member records and the efficient delivery of important benefits employees rely on.
For additional reference, check out this high-level process map of Reporting Termination Dates. Keep in mind that this is just a “sneak peek,” and we will provide you with training and resources before Phoenix goes live.
Phoenix Sneak Peek – Capturing Leave EventsMay 16, 2022, 3:21 PM By MOSERS
Hello Phoenix, goodbye leave forms! You read that right, upon the launch of Phoenix in 2023, leave forms will be a thing of the past!
For SAM II employers or non-SAM II employers using the expanded file format, Phoenix is designed to capture leave events and other status changes automatically from your payroll system. This efficiency in Phoenix will eliminate the need for you to do the double work of entering leave into your payroll system and then reporting the leave separately to MOSERS. In addition to saving you time, this feature will greatly benefit your employees' by significantly reducing the possibility of variance between your records and the employees' official MOSERS service record. Your employees' future pension is based on their total service credit and average salary. In other words, the greater their service credit, the greater their lifetime pension.
Thus, it is essential that your employees experiencing valid leave events, such as leave due to illness, receive full service and salary credit towards their future pension. Capturing this information automatically, but still giving you the ability to make manual adjustments, if needed, will strengthen data reporting to MOSERS and help ensure the accuracy of employee benefits. For additional reference, check out this high-level overview of the process map of Capturing Leave Events in Phoenix. Keep in mind that this is just a “sneak peek,” and we will provide you with training and resources before Phoenix goes live.
Phoenix Sneak Peek – Payroll ReportsApr 12, 2022, 10:06 AM By MOSERS
You may be familiar with our Aged Accounts Receivable (AAR) error report. The AAR report is one of the ways we reconcile discrepancies in service, salary, and contribution data between MOSERS member records and payroll files received from employers.
The most common discrepancy found is our records reflecting that a member is actively employed, but no pay was reported for that employee on the last payroll file. This likely means the employee is on a leave of absence or terminated, but we have not been notified of such. Another common discrepancy is our records reflecting that an employee has life insurance, but the premium was not deducted from their last paycheck. This could mean the employee recently added coverage and there wasn’t enough time to start the deduction before payroll was processed. These are just a couple of examples of how a discrepancy can occur, but many other examples can be noted.
Fortunately, only 1% of member records require reconciliation after payroll uploads. However, when you consider that there are over 40,000 active state employees covered under MOSERS, this process requires a significant amount of attention each month. Although most state employees are paid twice per month, we currently receive payroll files only once per month. This lag in receiving data delays the process of resolving discrepancies. With the implementation of Phoenix, MOSERS will receive data more frequently. This will lead to increased efficiency and accuracy, and ultimately, better customer service.
Phoenix will eliminate the need for the AAR report. Instead, payroll files will be uploaded to Phoenix as they occur. You, our valued partners, will be asked to reconcile any identified discrepancies before the final submission of payroll to us. Ultimately, Phoenix will facilitate a more efficient exchange of information between MOSERS and its covered employers, resulting in more timely corrections to member data and improved accuracy of member records.
In this brief Prepare Payroll Report video, which applies to SAM II and non-SAM II employers alike, we demonstrate how Phoenix will alert you to potential discrepancies before payroll is finalized. Keep in mind that this is just a quick preview, and thorough training will be provided prior to the implementation of Phoenix.
Phoenix Sneak Peek - New HiresMar 15, 2022, 11:21 AM By MOSERS
When hiring a new employee, your first step with MOSERS, though indirectly, is determining the benefit eligibility of the position. An employee hired into a benefit-eligible position is entitled to service and salary accruals towards the calculation of their future pension and, depending on the agency, may also be eligible for life and long-term disability insurance through MOSERS. Therefore your entry of a new benefit-eligible employee into SEBES establishes the employee’s official record under MOSERS.
The implementation of Phoenix will not change the new hire process as it relates to MOSERS. Phoenix will consume data from SEBES just as our current system does, and benefit-eligible employees entered into SEBES will automatically be recorded under MOSERS. However, a unique feature of Phoenix called the SAM II Daily Feed will improve the accuracy of service, salary, and contribution data of employees paid through the SAM II system by double-checking the benefit-eligibility status of employees.
If you are a SAM II employer representative, please take a moment to view this short demo of the SAM II Daily Feed in Phoenix.
Phoenix Sneak Peek PageFeb 16, 2022, 10:18 AM By MOSERS
As you may know, we are currently building a new pension administration system called Phoenix that is on track for completion in early 2023.
Phoenix is analogous to the central nervous system of MOSERS – it contains all of the demographic, service and salary, and contribution data needed to administer benefits for all MOSERS members.
In the year leading up to the new pension administration system (PAS) launch, we have created a Phoenix webpage specifically for you, that will serve as your go-to place for both background information and ongoing updates about Phoenix from now on. Check it out today!
Phoenix UpdateSep 16, 2021, 8:12 AM By MOSERS
If you attended Benefits U, then you received a sneak peek of Phoenix! Phoenix is the new pension administration system, which you will be using to interact with MOSERS starting in the next 12 to 18 months. Those who were able to join us at Benefits U saw how efficient and automated Phoenix will be as it interacts behind the scenes with SAM II and non-SAM II payroll files. This level of automation will improve the accuracy of our member data which ultimately increases customer service. Although there was a lot to take in with all the Phoenix demos, those that attended noticed the ease of use and how intuitive it is. There are errors and warnings built in to call your attention to invalid pieces of data that do not pass the controls programmed into the system. Phoenix will give you direction on what needs to be addressed and how. Think of it as having a personal assistant coaching you through the process.
If those of you who attended were overwhelmed with all the information, don’t worry! Within the next few weeks, we will upload the recorded video session demonstrations to the Benefits U page. Keep in mind that this was only a sneak peek. Thorough training and ongoing support are in the future and will be provided closer to our go-live date. We cannot do what we do without YOU! Thank you for all of the work you put in to help serve our members.
If you were unable to attend BU this year, stay tuned because we will be posting the recorded sessions in the coming weeks. Check the BU page for updates!
We extended an invitation to attendees of Benefits U to ask for what they would like to see in Phoenix. Carson Lepper, Phoenix Project Manager, asked payroll reps to email PMO@mosers.org with their requests using the following format “As a_______________I want________________so that _______________. To give you an idea of what a completed statement like this might look like here are some examples.
As a payrep/human resource manager
I want to access any member's service history
so that if an employee has breaks in service, I can accurately calculate their Leave Progression Date for SAMII purposes.
As a personnel officer at DPS
I want the Eligible to Retire Report to allow me to select multiple organizations in one run
so that I can run the organizations I am responsible for and see them all at one time.
As a payrep/human resource manager
I want a report of changes made to the submitted payroll file
So that I can accurately request 1DEDs/NDED in SAMII.
As a payrep/human resource manager
I want the Phoenix/PMO support staff to be easily accessible during implementation, either via phone, virtual meeting, or email
so that if I have difficulty uploading payroll, I have the extra support to walk me through the screens.
If you submit an idea to PMO@mosers.org we will reach out to you so we can fully understand your request. Providing your idea in the given format, allows us to begin thinking about the scope, complexity, and value of your idea. We look forward to hearing from you!
Employer SurveyJun 15, 2021, 8:25 AM By MOSERS
Thank you to all who participated in the employer survey regarding our new pension administration system (PAS)! Your input will help us gauge the overall understanding of the PAS among employer representatives and help guide us regarding future communications to you about the PAS. We will continue to update you through HR Update and the upcoming Benefits U conference.
New Pension Administration SystemMar 17, 2020, 3:42 PM By MOSERS
What & Why:
We are building a new pension administration system (PAS)! MOSERS Integrated Benefits System (MIBS), our current PAS, was built in the late 1980s and has served us well for more than 30 years, but it is nearing the end of its life expectancy.
This system is analogous to the central nervous system of MOSERS. Replacement is a significant undertaking. The PAS contains all demographic data (name, address, SSN, Member ID, DOB, bank account numbers, etc.), individual service dates, salary history, employment status, contribution balances and payment history for all members.
It is the central hub for tracking and processing nearly everything MOSERS does related to benefit administration. Staff rely on it for accurately producing everything from routine correspondence, to Annual Benefit Statements, to pension inceptions, to member payments.
Employers interact with the PAS to submit member payroll and service credit information, including the submission of changes such as terminations or leaves of absence.
It is the source of information, which MOSERS uses to interact with members from their date of hire until the final payment has been made to their last living beneficiary — a relationship that often spans many decades.
We began serious discussion, analysis, and information gathering in 2015. In 2017-2018, we issued various requests for proposals and ultimately selected a team of vendors to help us build the new system. It is a multi-year project, which we have dubbed Phoenix. We expect to provide members, staff, and employers with a modernized system on an updated platform in Spring 2023*.
Who Will Be Involved?
We have identified a group of 25 HR staff representing each of our different employers. We have been communicating via email with this group for several months. The HR reps in this group have been engaged, responsive, and provided a lot of valuable feedback. As the project progresses, there will be opportunities for involvement by other payroll/HR staff.
How Can You Help?
We will let you know when there are opportunities to provide input. Some examples include:
- Staying informed – please watch for updates in HR Update and in emails from MOSERS
- Providing input such as responding to surveys and providing information to MOSERS when requested
- Testing and providing feedback as the new PAS is developed
- Potentially incorporating new processes and procedures regarding employer reporting
- Participating in training when the new PAS is ready for implementation
*This article was updated on February 2, 2022
Annual Benefit Statement
Separation of Service