HR Update

The SAM II payroll reports for the April 16-30 pay period, as well as any outstanding supplemental payroll reports, are due by the end of day on Thursday, May 15.

Need help? The fastest way to get assistance is by calling an employer services analyst at (800) 827-1063, option 2. We're happy to walk through your payroll report with you!

We are happy to announce the newest members of the Employer Services team: Jonathon Imhoff and Forrest Luck. Jonathon and Forrest are employer services analysts who work alongside our existing team.

Meet Jonathon Imhoff: Jonathon brings significant experience in public service, including roles in accounting, payroll, and human resources. He most recently worked at the Department of Mental Health, where he managed payroll corrections for over 25 facilities. Jonathon is excited to support employers as part of the MOSERS Employer Services team.

Meet Forrest Luck: Forrest joins MOSERS with a strong background in state government human resources. He previously served as a human relations specialist at the Department of Natural Resources, where he specialized in leave administration, employee relations, and HR systems. Forrest looks forward to helping employers navigate their reporting requirements.

Please email employers@mosers.org or call us at (800) 827-1063, option 2, to reach Jonathon, Forrest, or any member of the Employer Services team. We're here to help with any questions you may have!

We are excited to host our fifth annual MOSERS Month in June!

Encourage your employees to join us this year to learn more about their benefits and plan for retirement with the MOSERS team. Each week, they will meet familiar "office characters" and learn about the new myMOSERS member portal, their MOSERS defined benefit pension, and MO Deferred Comp benefits.

We may not know much about selling paper, but we know retirement benefits! Let your employees know that MOSERS Month is coming soon, directly to their inbox!

Enrolling in a Webinar via myMOSERS instructions - May 2025

Online Office Hours continue daily from 11 a.m. to 12 p.m. and alternate between employer types. Your questions drive these sessions—drop in to get help with Phoenix, clarify processes, or ask anything you need. There is no formal agenda.

• SAM II Employers: May 9 and May 12-15
• Local Employers: May 16

On the fifth of every month, Phoenix will send an automated message alerting you to the Retiree Sick Leave Report. This report identifies employees from your agency who have recently retired.

• Use the report to zero out the unused sick leave balance in your payroll system for recent retirees.
• Only clear sick leave for employees who retired during the previous month or any earlier period, if not already processed.
• Do not clear leave for members retiring in the current month.

• If running the report in May, only clear sick leave for employees who retired in April or earlier.
• Set your report dates from April 1 through April 30 to capture April retirees.

If a retiree returns to benefit-eligible employment after meeting MOSERS' termination and reemployment rules, they are not eligible to receive service credit for any unused sick leave from before retirement.

• Payroll reports for the April 28 and May 2 supplemental payroll cycles were released into Phoenix on Tuesday, May 6.
• Payroll reports for the April 16-30 regular payroll cycle will be released into Phoenix on Thursday, May 8.
• Any payroll reports that did not auto-submit (due to errors or warnings) must be manually submitted by the end of the day on Thursday, May 15.

Need help? If you have questions, the fastest way to get assistance is by calling an employer services analyst at (800) 827-1063, option 2. We're happy to walk through your payroll report with you.

Please upload your payroll files and work the resulting payroll reports on a regular schedule. This ensures employee benefits remain current and are administered accurately.

Need help? Call us at (800) 827-1063, option 2. We're here to help with any questions you may have.

We are continuing to offer Online Office Hours to assist you as you navigate Phoenix. If you do not have the link to join, please email us at employers@mosers.org.

• SAM II Employers: April 30, May 9, and May 12-15
• Local Employers: May 1-2, May 5-7, and May 16

These sessions are driven by your questions and participation. Please bring any specific topics or issues you would like to discuss. Your engagement will help ensure that both you and your peers get the most out of these sessions.

Please remember that payroll reports must be submitted by the close of business on Wednesday, April 30. Due to the SAM II processing schedule, there are no exceptions to this deadline.

• If you encounter any difficulties completing your report, contact Employer Services as soon as possible at (573) 632-6100, option 2.
• We are happy to assist you over the phone to resolve any issues and ensure your report is finalized.

Phoenix identifies employees designated in SAM II as 50% FTE or greater as benefit-eligible. This first payroll report has revealed instances where benefit-eligible employees hired more than 31 days ago were not entered into SEBES.

If you missed enrolling a benefit-eligible employee through SEBES within 31 days of their hire date, please follow these steps:

• Enter the employee into SEBES using the first date of the current payroll reporting period as the employee’s start date.
• SEBES enrollments are imported into Phoenix approximately every five minutes, allowing you to clear the related error shortly after the enrollment is processed.
• Submit an Application to Correct Service to MOSERS. We will coordinate with OA to review the request. If approved, we will work with OA to add the retroactive service credit and collect any required back contributions.

Thanks to the daily exchange of information between SAM II and Phoenix, we do not anticipate late SEBES enrollments being a recurring issue in Phoenix. Going forward, MOSERS staff will be alerted to new benefit-eligible employees and may contact you if a SEBES enrollment needs to be submitted.

A Local Employer Payroll Reporting FAQ is now available within Phoenix. We encourage you to review the FAQ as you continue working in Phoenix. This resource may help answer many of your questions and will be updated as new questions arise.

Glossary of Terms - April 2025

Total Compensation Calculator - April 2025

Phoenix Update: Important Reminders and Resources

Thank you to everyone who logged in to Phoenix last week and began familiarizing themselves with the system layout. We appreciate your time and effort during this important transition.

If you are experiencing login or access issues, please contact MOSERS at employers@mosers.org or (573) 632-6100, option 2.

SEBES Reminders

We are aware some users have encountered login issues with SEBES, and we apologize for the inconvenience. Please note:

• You can no longer log in to SEBES using your Social Security number and MOSERS password.
• If you are using your MOSERS credentials to access SEBES, use your work email address as the User ID.

SAM II HR/Payroll Representatives Serving Multiple State Agencies

If you are responsible for reporting on behalf of more than one agency, you must use the following email format when logging in to SEBES to ensure proper access for each reporting group:

• email+PhoenixReportingGroupNumber@domain.com
• Example: Jane.doe+111@agency.mo.gov

Office Hours Reminder

Online Office Hours are now underway and alternate between SAM II and local employers. These sessions are guided by your questions and are designed to provide real-time support. Please note that these sessions may end early if all questions have been addressed. If you did not receive an invitation, please contact MOSERS.

Time: 11:00 a.m. - 12:00 p.m.

SAM II EMPLOYERS:

Payroll Report Availability

• Payroll reports for the April 1-15 pay cycle will be available in Phoenix for your reporting groups around 8 a.m. on Thursday, April 24.
• All reports must be submitted before the end of the day on Wednesday, April 30.

Report Submission Deadline Reminder

Due to the SAM II processing schedule, a hard deadline applies to the completion of payroll reports for each pay cycle.

• Refer to the SAM II Payroll Reporting Calendar in Phoenix for deadline information.
• We strongly encourage you to begin reviewing reports as soon as they are available to allow sufficient time for questions and assistance.

Supplemental Payroll Reports

• Phoenix will generate supplemental payroll reports for any reporting groups that include individuals impacted by the supplemental pay cycle.
• Please be sure to complete the supplemental reports alongside your regular payroll report for the same period, if applicable.

Reporting Group Access

If you do not have access to a reporting group you should see, or if you have access to a group in error, please contact MOSERS immediately. We will work with your agency's HR manager to correct reporting group assignments.

Employee Status Changes

As a reminder, we're capturing employee status changes entered into SAM II in two ways:

1. Daily ESMT Updates:

• Status changes entered on the ESMT screen in SAM II will be captured daily and reported to Phoenix.
• This includes updates to the Personnel Action/Reason and Employment Status fields, such as employee transfers, terminations, leave of absence, or changes in benefit eligibility.
• These updates in SAM II will automatically update the employee's status in Phoenix, ensuring a correct service record with MOSERS.

2. Payroll Processing of Leave Events:

• Daily unpaid leave events (CPERs/PPERs) entered in SAM II will be reported to Phoenix when payroll is processed in SAM II.
• Certain leave types that may impact an employee's MOSERS service and salary credit, such as LNP and LNPS, which impact MOSERS service and salary credit, will require additional details on the payroll report in Phoenix.
• Specifically, you must indicate the reason for the leave (e.g., member medical or member FMLA, family FMLA, other/non-illness, etc.) to ensure accurate credit toward the employee's future retirement.

Please refer to the Leaves of Absence - Impact on MOSERS Benefits flyer, which outlines the types of leave, associated leave events, and personnel action/reason codes, and how they affect MOSERS service credit.

FAQ Resource

A SAM II Payroll Reporting FAQ document will be available within Phoenix when payroll reports are ready. This resource may help answer many of your questions.

The FAQ will be updated frequently as new questions arise, so we encourage you to check it regularly for the most up-to-date information.

Need Assistance?

If you have questions regarding your payroll reports, we encourage you to:

• Attend online office hours for live support.
• Contact MOSERS directly for additional assistance.

LOCAL EMPLOYERS:

Thank you to those who have already successfully uploaded payroll files and completed payroll reports. We appreciate your continued efforts during this transition!

Please continue to attend office hours and reach out to MOSERS if you have any questions.

Report Submission Deadline

While there is no hard deadline for payroll report submission in Phoenix, please note:

• You cannot upload your next payroll file until the report for the previous pay period has been submitted.
• Refer to the Local Payroll Cycles in Phoenix document for guidance on timing and submission.

Reporting Reminders:

• If an employee included on your report was on an unpaid leave of absence, be sure to record the leave in your payroll report.
• Please refer to the Leaves of Absence - Impact on MOSERS Benefits flyer to understand how each type of leave affects service and salary credit.
• If an employee on your report has ended their benefit-eligible employment, record the termination in your payroll report and enter the employee's final unused sick leave balance.

Thank you again for your time and attention during this important transition. We are committed to supporting you every step of the way. Please don't hesitate to reach out!

HR Update Distribution Update

We recently updated the HR Update email distribution list. If you have co-workers who do not have employer login access to Phoenix but previously received HR Update and would like to continue receiving it, please encourage them to resubscribe on the HR Update web page.

Phoenix is Now Live!

We are excited to announce that Phoenix is officially live! Thank you for your support and preparation leading up to this important step forward in how we serve you and our members.

HR/Payroll Representative Access

All HR/payroll representatives have been sent their Phoenix login credentials via email. If you did not receive a login email or are experiencing issues accessing the system, please contact us at employers@mosers.org or (800) 827-1063, option 2. We’re here to help ensure you have access to get started in Phoenix

Online Office Hours Start Next Week

To support you during this transition, we are offering online office hours beginning next week. These sessions are a great opportunity to ask MOSERS staff your questions in real time. Each session will be held virtually from 11:00 a.m. to 12:00 p.m. in Microsoft Teams. Look for your link to join the Teams meeting in your calendar invite. If there are no further questions during a session, it may conclude before the scheduled end time. See the schedule below:

Local Employers: April 21–23, May 1–2, May 5–7, May 16

SAM II Employers: April 24–25, April 28–30, May 8–9, May 12–15

We will send invitations for these online sessions by the end of this week to SAM II and Local employer representatives who have authorized access to Phoenix.

Action Required for SAM II Employers

If you have non-benefit-eligible employees listed as 50% FTE or more in SAM II, action is required to avoid payroll errors in Phoenix and potential retirement contribution withholding for those employees.

Option 1 (preferred): Update the employee’s FTE to 49% or less in SAM II.

Option 2: If the FTE must remain at 50% or more, email employers@mosers.org so we can add the employee to the Upload Override Table in Phoenix.

Payroll Reporting Reminders

Every time you pay your employees, you must submit your reporting group(s) payroll report in Phoenix.

SAM II Employers: Follow the SAM II Payroll Reporting Calendar in Phoenix to meet deadlines and avoid disruptions.

• If your reporting group(s) is impacted by a supplemental payroll cycle, Phoenix will generate a supplemental payroll report that must be submitted according to the same schedule as your regular payroll reports.
• Leaves of absence, terminations, and transfers are now reported to MOSERS through the SAM II daily file and will automatically update employee records in Phoenix. You no longer need to report employee status changes to MOSERS outside of the payroll reporting process in Phoenix.

Local Employers: You cannot upload your next payroll file into Phoenix until the payroll report for the prior pay period has been submitted. Refer to the Local Payroll Cycles in Phoenix flyer for timing guidance.

Phoenix Launches Next Week!

Recently Updated Resources

We are thrilled to confirm that Phoenix is going live next week, April 14–18! This marks a major milestone in our modernization journey, and we can’t wait for you to begin using the new system.

What to Expect the Week of Go-Live

• Most HR/payroll representatives will automatically migrate to Phoenix and will receive an email from MOSERS on or around April 14 with instructions on how to log in.
• Please log in as soon as possible during the first week to ensure your access is working before payroll reporting begins.
• A small number of HR/payroll reps will receive their login email later in the week as we finalize their organizational access and reporting group assignments. We will reach out directly to these employers if additional verification is needed.

Action Required for SAM II Employers

If you have non-benefit-eligible employees listed as 50% FTE or more in SAM II, you must take action to avoid payroll errors in Phoenix and potential retirement contribution withholding for non-benefit-eligible employees.

• Option 1 (preferred): Update the non-benefit-eligible employee’s FTE to 49% or less in SAM II.
• Option 2: If the non-benefit-eligible employee's FTE must remain at 50% or more, email us at employers@mosers.org so we can add them to the Upload Override Table in Phoenix.

SEBES Downtime This Weekend

The MOSERS portion of SEBES will be unavailable starting the evening of Friday, April 11, through Sunday, April 13. Please make sure to inform new employees of this downtime so they can plan accordingly when completing their benefit elections. During this time, SEBES will remain available for employees to enroll in other eligible benefits.

Training Materials Available in Phoenix

Training videos and reference materials will be available inside the Phoenix Employer Login. These will help guide you through common tasks and ensure you're set up for success.

Payroll Reporting Reminders

• Every time you pay your employees, you must submit your reporting group(s) payroll report in Phoenix.
• SAM II Employers: Follow the SAM II Payroll Reporting Calendar in Phoenix to meet deadlines and avoid disruptions.
• Local Employers: You cannot upload your next payroll file into Phoenix until the payroll report for the prior pay period has been submitted. For help with timing, refer to the Local Payroll Cycles in Phoenix flyer.

Post Go-Live Office Hours – Coming Soon

To support a smooth transition after Phoenix goes live, MOSERS will begin offering online office hours starting the week of April 21. These sessions will provide real-time support and an opportunity to ask questions. We will alternate between sessions geared toward SAM II and Local employers. The schedule and format will be announced next week.

Change to ESS for SAM II Employees

Please share the following with your team members:

The single sign-on option in the Employer Self-Service (ESS) portal at ess.mo.gov will no longer be available. If you have historically accessed myMOSERS through ESS, you will need to set up your login credentials the first time you log in at mymosers.mosers.org on or AFTER April 14, 2025. The ESS portal will have a link to myMOSERS that will direct you to the MOSERS website. See the ESS Login Flyer for directions.

IMPORTANT: The myMOSERS site will be unavailable from 4:30 p.m. on April 11 until 8 a.m. on April 14, as we update our system.

We're almost there! Thank you for your continued partnership and preparation as we enter this exciting new chapter with Phoenix.

Questions? Reach out anytime to employers@mosers.org or call (800) 827-1063, option 2.

Request for Refund of Employee Contributions - Beneficiary form - March 2025

Request for Refund of Employee Contributions - Member form - March 2025

Phoenix Go-Live Readiness & Critical Actions