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 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.

In the meantime, we encourage you to stay engaged with employer training and pre-cutover activities to ensure a smooth transition when Phoenix goes live.

Changes to Payroll Reporting in Phoenix

The move to Phoenix will modernize payroll reporting with enhanced data validation.

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 identified 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.
• LTD Contribution Shutoff for SAM II Employers – Employees eligible for normal retirement do not qualify for long-term disability (LTD) benefits. During the payroll reporting process in Phoenix, the system will automatically turn off employer-paid LTD contributions for employees eligible for normal retirement. For SAM II employers, this is a change from the current environment. If an employee notices that the employer-paid LTD contribution is missing after the transition, it is likely because they are eligible for normal retirement through MOSERS. Local employers will continue to turn off LTD contributions for employees eligible for normal retirement.

The payroll reporting process is covered in detail during HR and payroll representative training.

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, MOSERS is contacting SAM II agency HR/pay reps directly when error resolution is needed. Local 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.

Additionally, we are working with HR managers to migrate existing HR/payroll representatives with secure access to our current system into Phoenix. Employer access templates were sent to HR managers on March 3 and 4, and completed templates are due by Friday, March 21. HR managers are responsible for submitting their online spreadsheets by this deadline.

Once this process is complete, authorized representatives will be added to Phoenix. They can expect to receive an email from MOSERS on or around April 14 with instructions on how to set up account access and log into Phoenix. HR/payroll representatives must log in between April 14 and April 18 to ensure they have access before payroll reporting begins in Phoenix.

Employer Training – March Sessions In Progress

We are conducting SAM II employer training sessions this week and next week. Local employer training has already taken place. Recordings of the training sessions and accompanying materials will be made available and shared with you as soon as possible.

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 is 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.