As we approach the launch of our new pension administration system, Phoenix, we want to ensure you have the necessary information to prepare for the transition. Phoenix will modernize payroll reporting, enhance data accuracy, and improve the administration of pension, life insurance, and long-term disability benefits. Please review the key updates below.

Phoenix Go-Live Timeline

We are targeting April 14, 2025, for the launch of Phoenix. This remains our goal, and we are working diligently toward that date.

Leading up to this transition, we will provide training, resources, and ongoing communication to support HR and payroll representatives in preparing for the change.

Given the complexity of the transition, we will continue to assess our readiness and communicate any updates if needed. In the meantime, we encourage you to stay engaged with the upcoming training and pre-cutover activities to ensure a smooth transition when Phoenix goes live.

Phoenix Overview with HR Leaders – February 27, 2025

To help HR leaders understand the transition, we will host a Phoenix Overview on Thursday, February 27, from 11 a.m. to 12 p.m. During this session, we will provide a high-level overview of payroll reporting processes in Phoenix and highlight key pre-cutover activities that must be completed to ensure a smooth transition. Invitations have been sent directly to HR leaders, and we strongly encourage attendance to understand the impact on your agency.

Changes to Payroll Reporting in Phoenix

The transition to Phoenix will change payroll reporting between MOSERS and its covered agencies. Phoenix will validate employee data on the front end, as it is transmitted through payroll and other methods, placing a stronger emphasis on data accuracy at the time of submission.

Key changes include:

Front-End Validation – Currently, payroll data is taken as-is, with employee status discrepancies identified and corrected later through status change forms and monthly error reports. With Phoenix, discrepancies will be caught and resolved before payroll data is accepted, reducing errors and minimizing hardship for impacted employees.

Payroll Report Review Required – HR/payroll representatives must review the payroll report in Phoenix for their reporting group(s) every pay period to ensure accuracy.

Timely Submission is Critical – Phoenix cannot accept the next payroll report until the report for the prior pay period has been submitted, making each pay cycle a time-sensitive task.

Increased Efficiency – While this represents a process change, the automation built into Phoenix is expected to save time overall compared to the current manual submission of status change forms and error report resolution.

The exact payroll reporting process will be covered in detail during HR and payroll representative training in March.

Critical Pre-Cutover Actions

To ensure a smooth transition, the following actions must be completed before Phoenix goes live:

Employee Status Change Forms: All leaves of absence/back-to-work, terminations, and transfers effective in March or earlier must be submitted by Friday, April 4, 2025. No status change forms will be accepted after this date. Employee status changes occurring in April and beyond will be processed in Phoenix.

SEBES Enrollments: There will be no interruption to SEBES processing. However, please ensure that new employees and newly benefit-eligible employees are entered into SEBES on their hire date or as soon as possible to maintain data accuracy.

Error Resolution: Errors on the Aged Accounts Receivable (AAR) and Terminated reports must be resolved by March 31, 2025. To help streamline this process, beginning with the February AAR report, MOSERS will contact SAM II agency HR/pay reps directly when error resolution is needed. Local (non-SAM II) employer items will remain on the AAR report as usual. Your prompt attention to resolving errors through March 31 is critical to ensuring accurate employee data before the transition.

Employer Training – Coming in March

We will provide online and in-person training sessions at MOSERS in March for HR and payroll representatives who currently interact with our system. These sessions will ensure you are prepared to use Phoenix effectively. Training invitations and registration details will be sent in late February.

Next Steps & Ongoing Communication

We will continue to share updates as we finalize preparations for the April 14, 2025, go-live date. Your participation in pre-cutover activities and training will be essential to ensuring a successful transition.

If you have any questions, please get in touch with us at employers@mosers.org or call an Employer Services analyst at (800) 827-1063, option 2

Thank you for your partnership during this transition. Your efforts help ensure your employees and our members receive accurate and timely benefits they can depend on.