[DAS_Centralized_PERS_Services_Team] **Important** Retro PERS IAP Voluntary Deductions

[TOBIASSON Shauna M * DAS]

Payroll Partners,

We continue to learn the intricacies of the new PERS IAP Voluntary Contributions and have some important information to share with you about retroactive elections. This information is based on some of the scenarios we have already encountered and we anticipate you will receive questions from employees. Please read below:


1.     During the month of October, elections can be made retroactively to 7/1/20. If an employee chooses this option to retro back 5 months, all 5 months will be deducted from their pay in the October pay period, and then monthly thereafter. PERS has confirmed that when an employee enrolls in retroactive Voluntary Contributions they receive the following message in OMS: "I confirm I am electing to participate in IAP Voluntary Contributions and I understand my Employer(s) will deduct Member Paid After Tax Voluntary Contributions from each qualifying pay check starting 07/01/2020."



2.     If an employee chooses to elect retroactively and then changes their mind and decides to stop the election, this can only be done on a go-forward basis. Meaning, the employee will still be charged the 5 months of contributions before the stop occurs. If you receive questions or complaints from employees regarding the delay of the "stop" please instruct them to contact PERS Member Services directly at 1-888-320-7377. This is between PERS and the employee.



3.     Under no circumstance is payroll to remove the IAP Voluntary Contribution deduction at the request of the employee.  All removals must come from the CPERS team once the employee cancels their election through PERS.


If you have any questions about this process or anything addressed here, please don't hesitate to contact me.

Thank you,
Shauna Tobiasson | Senior CPERS Analyst | DAS-EGS-CPERS
Shauna.m.tobiasson at oregon.gov<mailto:Shauna.m.tobiasson at oregon.gov> | Cell: 971-719-3173
Website: http://www.oregon.gov/DAS/Financial/payroll/Pages/index.aspx
"With the new day comes new strength and new thoughts." -Eleanor Roosevelt

From: DAS_Centralized_PERS_Services_Team <das_centralized_pers_services_team-bounces at omls.oregon.gov> On Behalf Of TOBIASSON Shauna M * DAS via DAS_Centralized_PERS_Services_Team
Sent: Wednesday, September 30, 2020 11:20 AM
To: das_centralized_pers_services_team at omls.oregon.gov
Subject: [DAS_Centralized_PERS_Services_Team] **NEW PROCESS** Payroll responsibility & PERS IAP Voluntary Deductions
Importance: High


Agency Payroll & HR Partners,


DAS CPERS has been working with OSPA to set up system functionality for the new PERS IAP Voluntary Contributions (VC) process as part of SB1049. PERS has implemented the functionality in their system and employees can now enroll in VC through their PERS Online Member Services Account.

OSPA system functionality was updated last night and payroll will begin receiving requests from CPERS this week.  These request will be sent to payroll as emails with "IAP Voluntary Contributions" in the subject line and a detailed memo attached.  These requests need to be worked immediately to ensure timely deductions from employees' pay and to reconcile with PERS invoicing. By statute, employers are not allowed to pay these contributions on behalf of the employees.



We have created the attached Voluntary Contribution Guide to assist you in understanding the workflow and your responsibility in setting up the VC deduction.



As mentioned in the guide, payroll will receive notice from CPERS to set up the VC deduction for new enrollments. It is important to understand, however, that payroll will NOT receive a work item from CPERS for transfers, or new hires that have previously enrolled in VC with another PERS employer. This makes the status check even more critical as this is the only way of knowing if the employee has enrolled in VC prior to being hired. The status check form has been updated to include this information and is available, along with other resources, on the DAS CPERS website<https://www.oregon.gov/das/Financial/Payroll/Pages/cpers.aspx>.



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If you have any questions regarding this process, please don't hesitate to contact me.



Thank you,


Shauna Tobiasson | Senior CPERS Analyst | DAS-EGS-CPERS
Shauna.m.tobiasson at oregon.gov<mailto:Shauna.m.tobiasson at oregon.gov> | Cell: 971-719-3173
Website: http://www.oregon.gov/DAS/Financial/payroll/Pages/index.aspx
"With the new day comes new strength and new thoughts." -Eleanor Roosevelt



Shauna Tobiasson | Senior CPERS Analyst | DAS-EGS-CPERS
Shauna.m.tobiasson at oregon.gov<mailto:Shauna.m.tobiasson at oregon.gov> | Cell: 971-719-3173
Website: http://www.oregon.gov/DAS/Financial/payroll/Pages/index.aspx
"With the new day comes new strength and new thoughts." -Eleanor Roosevelt

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