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EMPLOYER PENSIONS AND BENEFITS
INFORMATION CONNECTION
(EPIC)

EPIC E-Mail Message Archive 2005 - 2007

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MESSAGE TOPIC
DATE
CERTIFYING OFFICER LETTER — Announcement of New State Health Benefits Program (SHBP) Medical Plans December 20, 2007
CERTIFYING OFFICER LETTER — Pension Loan Interest Rate and Administrative Processing Fee — Chapter 92, P.L. 2007 (All Funds) December 4, 2007
SEMINARS AND WORKSHOPS FOR 2008 November 26, 2007
CERTIFYING OFFICER LETTER — Maximum Age Limits on Hiring and Enrollment into the Police and Firemen’s Retirement System (PFRS) October 31, 2007
SHBP OPEN ENROLLMENT DENTAL PLAN REMINDER — State Employers and Local Employers who participate in the SHBP Dental Plans October 18, 2007
UPDATE TO Tax$ave 2008 Open Enrollment Information — State Employers October 1, 2007
SHBP OPEN ENROLLMENT — Local Government Employers September 25, 2007
SHBP OPEN ENROLLMENT — Local Education Employers September 25, 2007
SHBP OPEN ENROLLMENT — State Biweekly Employers
September 17, 2007
SHBP OPEN ENROLLMENT — State Monthly Employers
September 17, 2007
CERTIFYING OFFICER LETTER — Disability Retirement Guidelines (PFRS, SPRS, PERS, and TPAF)
September 17, 2007
PENSION LOAN REPAYMENT ISSUES, IRS REQUIREMENTS, AND LOAN PAYOFF POSTER
September 10, 2007
CERTIFYING OFFICER LETTERTax$ave 2008 Open Enrollment Announcement (State Employers)
August 22, 2007
CERTIFYING OFFICER LETTER — Pension Changes Under Chapters 92 and 103, P.L. 2007
August 2007
SEMINARS AND WORKSHOPS FOR 2007
July 30, 2007
LEGISLATION NOTICE — Chapter 103, P.L. 2007
July 3, 2007
CERTIFYING OFFICER LETTER — Chapter 62, P.L. 2007
June 25, 2007
SHBP NEWSLETTER UPDATE — Revised Health Capsule Newsletter
June 21, 2007
NEW APPLICATIONS ON EPIC AND MBOS — Retirement and Purchase Applications and Certifications
June 15, 2007
SHBP Frequently Asked Questions / Health Capsule Newsletter
State Biweekly EmployersState Monthly Employers
June 14, 2007
CERTIFYING OFFICER LETTER — State Health Benefits Program Plan Changes
June 5, 2007
ENHANCEMENT TO DEATH CLAIM CERTIFICATION APPLICATION EPIC
May 31, 2007
CERTIFYING OFFICER LETTER — Procedural Change, Submission of Member Pension and Insurance Shortage Payments
(Employers on ROSC Cycle I and ROSC Cycle II)
May 23, 2007
CERTIFYING OFFICER LETTER — New Secure File Transfer, Report of Salary Change Instructions
(Employers on ROSC Cycle I and ROSC Cycle II)
May 1, 2007

CERTIFYING OFFICER LETTER — Chapter 381, P.L. 2005, Mandatory Retirement Under the PFRS

April 17, 2007
CERTIFYING OFFICER LETTER — Leaves of Absence and SHBP Coverage
April 10, 2007
CERTIFYING OFFICER LETTER — Chapter 103, P.L. 2006, New Jersey Civil Unions: Health Benefits and Pension Implications
March 8, 2007
SEMINARS FOR MEMBERS OF ALL RETIREMENT SYSTEMS
March 7, 2007
SEMINARS AND WORKSHOPS FOR 2007
December 27, 2006
SHBP EMPLOYER SEMINARS (and Update Nov. 13, 2006)
November 8, 2006
NEW APPLICATION ON EPIC — Employers' Certification of Death Claim
October 25, 2006
ONLINE SEMINAR REGISTRATION SYSTEM
October 17, 2006
SHBP OPEN ENROLLMENT State Biweekly
September 25, 2006
SHBP OPEN ENROLLMENT State Monthly
September 25, 2006
SHBP OPEN ENROLLMENT Local Governmental
September 25, 2006
SHBP OPEN ENROLLMENT Local Educational
September 25, 2006
SHBP OPEN ENROLLMENT Information for Part-time Employees
September 25, 2006
FAX NUMBER CHANGE FOR TEPS AUTHORIZATION
September 19, 2006
COVERAGE OF CHILDREN TO AGE 30 — Under Chapter 375, P.L. 2005
September 18, 2006
UPDATES NEWSLETTER
September 5, 2006
TAX$AVE OPEN ENROLLMENT
August 17, 2006
EPIC/MBOS MAINTENANCE
August 3, 2006
NEW APPLICATION ON EPIC — SHBP Transmittal of Deletion Form
August 1, 2006
ASSIGNING EMPLOYEES ACCESS TO APPLICATIONS ON EPIC
July 24, 2006
SYSTEM UPGRADE
July 21, 2006
CERTIFYING OFFICER LETTER — Chapter 336, P.L. 2005
July 17, 2006
CURRENT AND PENDING APPLICATIONS ON EPIC AND MBOS
April 19, 2006
IROC AND EPIC MAINTENANCE
March 29, 2006
NEW APPLICATIONS ON EPIC AND MBOS — Member Application for Withdrawal/Employer Certification for Withdrawal — Change to Deferred Compensation Plan Application
March 21, 2006
NEW APPLICATION ON EPIC — PFRS Enrollment Application
December 21, 2005
SHIPS TRANSITION TO EPIC
November 23, 2005
IROC NOW AVAILABLE ON EPIC
September 20, 2005
E-MAIL ADDRESSES NEEDED ON EPIC September 20, 2005

View archived EPIC e-mail messages from
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CERTIFYING OFFICER LETTER — December 20, 2007

TO: SHBP Participating Certifying Officers, Human Resources Representatives, and Benefit Administrators

FROM: Florence J. Sheppard, Deputy Director, Benefit Operations

SUBJECT: Announcement of New State Health Benefits Program (SHBP) Medical Plans

The attached Certifying Officer Letter has been issued by the New Jersey State Health Benefits Program to notify SHBP participating employers of the new SHBP medical plans to become effective as of April 2008.

Certifying Officers should forward this letter to their Human Resources staff, Benefits Administrators, and any other staff members responsible for assisting employees with health benefits or related administrative procedures.

The letter is in PDF format and requires the Acrobat Reader which is available free from Adobe at: www.state.nj.us/acrobat.htm

If you are unable to open the attachment, current and archived Certifying Officer Letters are available for viewing on the Division’s Web site at: www.state.nj.us/treasury/pensions. At the home page, go to “Links for Employers” and then select “Certifying Officer Letters” from the “Letters, Laws, Boards & Other Resources” drop down list.

Please note: It is important that the Certifying Officer’s e-mail address is kept current with the Employer Pensions and Benefits Information Connection (EPIC) to assure the accurate and timely delivery of this information. For more information about EPIC or to update your information contact the Division’s Employer Education Unit at (609) 292-7524 or send e-mail to the Division of Pensions and Benefits at: https://www.state.nj.us/treas/pensions/epicmail.shtml

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CERTIFYING OFFICER LETTER — December 4, 2007

TO: Certifying Officers, Human Resources Representatives, and Benefit Administrators

FROM: Frederick J. Beaver, Director, Division of Pensions and Benefits

SUBJECT: PENSION LOAN INTEREST RATE AND ADMINISTRATIVE PROCESSING FEE — CHAPTER 92, P.L. 2007

The attached Certifying Officer Letter has been issued by the New Jersey Division of Pensions and Benefits to notify employers of the new interest rate and new administrative processing fee for pension loans taken in 2008.

Certifying Officers should forward this letter to their Human Resources staff, Benefits Administrators, and any other staff members responsible for assisting employees with pension loan applications or related procedures.

The letter is in PDF format and requires the Acrobat Reader which is available free from Adobe at: www.state.nj.us/acrobat.htm

If you are unable to open the attachment, current and archived Certifying Officer Letters are also available for viewing on the Division’s Web site at: www.state.nj.us/treasury/pensions. At the home page, go to “Links for Employers” and then select “Certifying Officer Letters” from the “Letters, Laws, Boards & Other Resources” drop down list.

Please note: It is important that the Certifying Officer’s e-mail address is kept current with the Employer Pensions and Benefits Information Connection (EPIC) to assure the accurate and timely delivery of this information. For more information about EPIC or to update your information contact the Division’s Employer Education Unit at (609) 292-7524 or send e-mail to the Division of Pensions and Benefits at: https://www.state.nj.us/treas/pensions/epicmail.shtml

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SEMINARS AND WORKSHOPS FOR 2008 — November 26, 2007

TO: Certifying Officers

FROM: The New Jersey Division of Pensions and Benefits

SUBJECT: SEMINARS AND WORKSHOPS FOR 2008

Please make your employees aware of the seminars and workshops provided by the Division of Pensions and Benefits.

THE DIVISION OF PENSIONS AND BENEFITS — HELPING MEMBERS PLAN FOR THEIR FUTURE

  • For Public Employees’ Retirement System (PERS) and Teachers’ Pension and Annuity Fund (TPAF) members in the first half of their careers we suggest The EDGE seminar.  This seminar includes new information on protection from identity theft.

  • For PERS and TPAF members approaching retirement eligibility, we recommend attending a one-day or two-day PRE-RETIREMENT SEMINAR.

  • When retirement is just around the corner, PERS and TPAF members can get the facts at a RETIREMENT WORKSHOP.

  • Police and Firemen’s Retirement System (PFRS) members can attend a RETIREMENT PLANNING SEMINAR at any stage of their career or get everything in order for retirement at a RETIREMENT WORKSHOP.

  • Employees attending a RETIREMENT SEMINAR OR WORKSHOP may bring a guest (spouse, friend, financial advisor).  Please be sure that you indicate this on the Registration Form so we can assure that there is enough seating for all attendees.

  • Our staff is also available to come to your location and present any of our seminar programs for your employees.  For details please contact us at: https://www.nj.gov/treas/pensions/pensionmail.shtml

  • Certifying Officers and Human Resource personnel who are responsible for Pension administration or reporting should attend one of our EMPLOYER TRAINING CLASSES or request that we come to their location for more personalized assistance.

  • Seminar schedules for the remainder of 2008 and registration information can be found on our Internet site at: www.state.nj.us/treasury/pensions/ — click on SEMINARS AND WORKSHOPS.

Enclosure: Seminar and Workshop Flier

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CERTIFYING OFFICER LETTER — October 31, 2007

TO: Certifying Officers of the Police and Firemen’s Retirement System (PFRS)

FROM: Wendy Jamison, Secretary, PFRS Board of Trustees

SUBJECT: Maximum Age Limits on Hiring and Enrollment into the PFRS

The attached Certifying Officer Letter has been issued by the New Jersey Division of Pensions and Benefits to remind employers of the maximum age requirements for enrollment into the Police and Firemen’s Retirement System (PFRS).

Certifying Officers should forward this letter to their Human Resources staff and any other staff members responsible for the administration of police or firefighter hiring or enrollment.

The letter is in PDF format and requires the Acrobat Reader which is available free from Adobe at: www.state.nj.us/acrobat.htm

If you are unable to open the attachment, current and archived Certifying Officer Letters are also available for viewing on the Division’s Web site at: www.state.nj.us/treasury/pensions. At the home page, go to “Links for Employers” and then select “Certifying Officer Letters” from the “Letters, Laws, Boards & Other Resources” drop down list.

Please note: It is important that the Certifying Officer’s e-mail address is kept current with the Employer Pensions and Benefits Information Connection (EPIC) to assure the accurate and timely delivery of this information. For more information about EPIC or to update your information contact the Division’s Employer Education Unit at (609) 292-7524 or send e-mail to the Division of Pensions and Benefits at: https://www.state.nj.us/treas/pensions/epicmail.shtml

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OPEN ENROLLMENT REMINDER — DENTAL PLAN CHANGES DUE BY WEDNESDAY, OCTOBER 31, 2007

The SHBP Open Enrollment ends on Wednesday, October 31, 2007, so there are only a few days left for making a change to SHBP dental coverage. Please remind your employees who are enrolled in:

  • Assurant Employee Benefits;

  • Flagship Health Systems, Inc.;

  • Group Dental Health Administrators, Inc.; or

  • Dental Group of New Jersey, Inc.

that these Dental Plan Organizations (DPOs) will be terminated from the SHBP as of January 2008.

DPO members affected by the termination must choose a new dental plan and return a dental enrollment application to their human resources representative or benefits administrator by October 31.

The new dental plan the employee chooses will become effective January 1, 2008. (January 5, 2008 for State employees paid through the State Centralized Payroll Unit.)

If an employee does not transfer to another dental plan the employee and their covered dependents will be without dental coverage as of January 2008.

Employees should also be reminded to:

  • Check with their current dentist to find out if the dentist participates in one of the SHBP's remaining DPOs.

  • If selecting a new dentist, verify with that dentist or the DPO that the dentist is accepting new patients.

Additional information and enrollment forms are available on the Division of Pensions and Benefits Web site at: www.state.nj.us/treasury/pensions/health-benefits.shtml

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UPDATE TO TAX$AVE 2008 OPEN ENROLLMENT INFORMATION — October 1, 2007

TO: State Biweekly Certifying Officers, State Monthly Agency and Authority Certifying Officers, State College and University Certifying Officers, State Human Resource and Benefit Administrators

FROM:  Timothy McMullen, Tax$ave, Plan Administrator

SUBJECT: Update to Tax$ave FSA Plan Enrollment Telephone Number

Due to unexpected circumstances, the toll-free number published for telephone enrollment into the new Tax$ave Flexible Spending Account plans has been changed.

To enroll in a Tax$ave Unreimbursed Medical Flexible Spending Account or Dependent Care Flexible Spending Account, please instruct your employees to call Fringe Benefits Management Company (FBMC) at: 1-866-440-7150.

The dates for the Open Enrollment are October 1 — 31, 2007 with plan benefits and changes effective January 1, 2008.

Employees can also enroll on the Web, or  enroll by completing an FBMC Enrollment Form and sending it to: FBMC, Enrollment Processing P.O. Box 1800, Tallahassee, Florida 32302-1800 or Faxing it toll-free to 1-850-514-5806.

Certifying Officers should forward this letter and flier to their Human Resources staff, benefit administrators, and any other staff members responsible for the administration of pension or health benefits.  

Additional information about Tax$ave and the Flexible Spending Accounts is available on the Division of Pensions and benefits Web site at: www.state.nj.us/treasury/pensions/taxsave.shtml 

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SHBP OPEN ENROLLMENT — September 25, 2007

TO: State Health Benefits Program Participating Local Government Employers

FROM: The New Jersey State Health Benefits Program (SHBP)

SUBJECT: SHBP Open Enrollment — Local Government Employers

Attached is the Local Government Announcement Letter and samples of the informational materials for the State Health Benefits Program (SHBP) Open Enrollment. The Open Enrollment is scheduled for October 1, 2007, through October 31, 2007.

Certifying Officers should forward this letter as soon as possible to Human Resource Representatives, Benefit Administrators, and any other individuals on your staff who would require this information in their administrative duties.

If you are unable to open the attachment, current and archived Certifying Officer Letters are also available for viewing on the Division’s Web site at: www.state.nj.us/treasury/pensions.  At the home page, go to “Links for Employers” and then select “Certifying Officer Letters” from the “Letters, Laws, Boards & Other Resources” drop down list.

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SHBP OPEN ENROLLMENT — September 25, 2007

TO: State Health Benefits Program Participating Local Education Employers

FROM: The New Jersey State Health Benefits Program (SHBP)

SUBJECT: SHBP Open Enrollment — Local Education Employers

Attached is the Local Education Group Announcement Letter and samples of the informational materials for the State Health Benefits Program (SHBP) Open Enrollment. The Open Enrollment is scheduled for October 1, 2007, through October 31, 2007.

Certifying Officers should forward this letter as soon as possible to Human Resource Representatives, Benefit Administrators, and any other individuals on your staff who would require this information in their administrative duties.

The attached letter includes information about SHBP Open Enrollment for full-time employees. County Colleges will receive information for part-time employees in a separate mailing.

If you are unable to open the attachment, current and archived Certifying Officer Letters are also available for viewing on the Division’s Web site at: www.state.nj.us/treasury/pensions.  At the home page, go to “Links for Employers” and then select “Certifying Officer Letters” from the “Letters, Laws, Boards & Other Resources” drop down list.

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SHBP OPEN ENROLLMENT — September 17, 2007

TO: State Departmental Certifying Officers, State Human Resources Directors, State Biweekly Human Resources Representatives

FROM: The New Jersey State Health Benefits Program (SHBP)

SUBJECT: SHBP Open Enrollment — State Biweekly Employers

Attached are the Announcement Letters and samples of the informational materials for the State Health Benefits Program (SHBP) Open Enrollment.  The Open Enrollment is scheduled for October 1, 2007, through October 31, 2007.

Certifying Officers should forward this letter as soon as possible to Human Resource Representatives, Benefit Administrators, and any other individuals on your staff who would require this information in their administrative duties.

Attached letters include information about SHBP Open Enrollment for Full-time employees and Open Enrollment for Part-time employees.

If you are unable to open the attachments, current and archived Certifying Officer Letters are also available for viewing on the Division’s Web site at: www.state.nj.us/treasury/pensions.  At the home page, go to “Links for Employers” and then select “Certifying Officer Letters” from the “Letters, Laws, Boards & Other Resources” drop down list.

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SHBP OPEN ENROLLMENT — September 17, 2007

TO: SHBP-Participating State Monthly Certifying Officers, State Monthly Human Resources and Benefit Administrators

FROM: The New Jersey State Health Benefits Program (SHBP)

SUBJECT: SHBP Open Enrollment — State Monthly Employers

Attached are the Announcement Letters and samples of the informational materials for the State Health Benefits Program (SHBP) Open Enrollment.  The Open Enrollment is scheduled for October 1, 2007, through October 31, 2007.

Certifying Officers should forward this letter as soon as possible to Human Resource Representatives, Benefit Administrators, and any other individuals on your staff who would require this information in their administrative duties.

Attached letters include information about SHBP Open Enrollment for Full-time employees and Open Enrollment for Part-time employees.

If you are unable to open the attachments, current and archived Certifying Officer Letters are also available for viewing on the Division’s Web site at: www.state.nj.us/treasury/pensions.  At the home page, go to “Links for Employers” and then select “Certifying Officer Letters” from the “Letters, Laws, Boards & Other Resources” drop down list.

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CERTIFYING OFFICER LETTER — September 17, 2007

TO: Certifying Officers of the Public Employees’ Retirement System (PERS), Teachers’ Pension and Annuity Fund (TPAF), Police and Firemen’s Retirement System (PFRS), and State Police Retirement System (SPRS)

FROM: Virginia Martucci, Chief, Retirement Bureau

SUBJECT: Disability Retirement Guidelines

The attached Certifying Officer Letter has been issued by the New Jersey Division of Pensions and Benefits to inform employers and provide guidance regarding recent changes to the standard definitions and administrative procedures used to determine eligibility for disability retirement benefits. 

Certifying Officers should forward this letter to their Human Resources staff and any other staff members responsible for the administration of pension benefits to your employees.

The letter is in PDF format and requires the Acrobat Reader which is available free from Adobe at: www.state.nj.us/acrobat.htm

If you are unable to open the attachment, current and archived Certifying Officer Letters are also available for viewing on the Division’s Web site at: www.state.nj.us/treasury/pensions. At the home page, go to “Links for Employers” and then select “Certifying Officer Letters” from the “Letters, Laws, Boards & Other Resources” drop down list.

Please note: It is important that the Certifying Officer’s e-mail address is kept current with the Employer Pensions and Benefits Information Connection (EPIC) to assure the accurate and timely delivery of this information. For more information about EPIC or to update your information contact the Division’s Employer Education Unit at (609) 292-7524 or send e-mail to the Division of Pensions and Benefits at: https://www.state.nj.us/treas/pensions/epicmail.shtml

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EPIC E-MAIL MESSAGE TO EMPLOYERS – September 10, 2007

TO: Certifying Officers

FROM: Division of Pensions and Benefits

SUBJECT: PENSION LOAN REPAYMENT ISSUES, IRS REQUIREMENTS, AND LOAN PAYOFF POSTER

Beginning in 2004, Internal Revenue Service (IRS) regulations required that pension loans must repaid within 5 years.

The Division of Pensions and Benefits wants to make employers and employees aware of additional issues arising for members who borrow against their pensions, multiple times within the 5-year payoff window.

IRS regulations require that members who have multiple loans outstanding must repay the balance of all loans taken within a period not to exceed 5 years from the issuance of the first loan taken after January 1, 2004.

Some members with multiple outstanding loans may be required to pay more than the minimum deduction, so that repayment of the full outstanding balance will not exceed 5 years from the date of the first loan.

Furthermore, under state law, loan repayments cannot exceed 25 percent of base salary. If a loan cannot be fully repaid within the five years when paid at 25 percent of base salary, the loan request may be denied or the member may be issued a loan in a smaller amount than originally requested.  Members are notified in writing should the Division deny a loan as the result of the minimum repayment exceeding 25 percent of the member’s base salary.

The attached Loan Payoff Poster provides an illustrative example for employees to consider before taking multiple pension loans.  If you are unable to open the attachment, you can view the Loan Payoff Poster on the Division of Pensions and Benefits Web site at: www.state.nj.us/treasury/pensions/pdf/cl0678.pdf

Or review additional loan payoff information at: www.state.nj.us/treasury/pensions/loans-home.shtml

Certifying Officers should post this information for employees and forward this message to any appropriate staff members responsible for the distribution of pension information to employees.

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CERTIFYING OFFICER LETTER — August 22, 2007

TO: State Biweekly Certifying Officers, State Monthly Agency and Authority Certifying Officers, State College and University Certifying Officers, State Human Resource and Benefit Administrators

FROM:  John D. Megariotis, Deputy Director, Finance

SUBJECT:  TAX$AVE 2008 — OPEN ENROLLMENT FOR THE NEW JERSEY STATE EMPLOYEES TAX SAVINGS PROGRAM

The attached Certifying Officer Letter has been issued by the Division of Pensions and Benefits to announce the Open Enrollment for the New Jersey State Employees Tax Savings Program (Tax$ave 2008).

The dates for the Open Enrollment are October 1 — 31, 2007 with plan benefits and changes effective January 1, 2008.

Among the changes for Tax$ave 2008 is the introduction of Fringe Benefits Management Company (FBMC), the new administrator for the Tax$ave Flexible Savings Account Plans. Read more about FBMC, the FSA plans, and the other benefits available to your employees through Tax$ave in the letter and related attachments.

Note: Information on the State Health Benefits Program’s Open Enrollment for medical, prescription drug, and dental plans for the 2008 plan year will follow in a separate letter.

DISTRIBUTION OF THIS LETTER

Certifying Officers should forward this letter and flier to their Human Resources staff, benefit administrators, and any other staff members responsible for the administration of pension or health benefits.

The letter and attachments are in PDF format and require Acrobat Reader which is available free from Adobe at: http://www.state.nj.us/acrobat.htm

If you are unable to open the PDF file, current and archived Certifying Officer Letters and individual attachments are available for viewing on the Division’s Web site (or from the Pensions and benefits home page: http://www.state.nj.us/treasury/pensions/ go to “Links for Employers” and then select “Certifying Officer Letters” from the “Letters, Laws, Boards & Other Resources” drop down list).

Please note: It is important that the Certifying Officer’s e-mail address is kept current with the Employer Pensions and Benefits Information Connection (EPIC) to assure the accurate and timely delivery of this information. For more information about EPIC or to update your information contact the Division’s Employer Education Unit at (609) 292-7524 or send e-mail to the Division of Pensions and Benefits at: https://www.state.nj.us/treas/pensions/epicmail.shtml

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CERTIFYING OFFICER LETTER — August 2007

TO: State Biweekly Certifying Officers, State-Administered Retirement Systems;
State Monthly and Independent Authority Certifying Officers, State-Administered Retirement Systems;
Local Educational and Governmental Certifying Officers, State-Administered Retirement Systems;

FROM:  Florence J. Sheppard, Deputy Director, Benefit Operations

SUBJECT:  CHAPTER 92, P.L. 2007 and CHAPTER 103, P.L. 2007

The attached Certifying Officer Letter has been issued by the Division of Pensions and Benefits to inform employers of recent changes in the administration of the Public Employees’ Retirement System (PERS), Teachers’ Pension and Annuity Fund (TPAF), and newly created Defined Contribution Retirement Program (DCRP).

CONTRIBUTION RATE CHANGE

Among the changes noted in this letter, is an increase in the member contribution rate to 5.5% of salary for employees enrolled in the PERS and TPAF.

  • FOR STATE EMPLOYEES (EXCEPT JUDICIAL BRANCH AND UNIVERSITY OF MEDICINE AND DENTISTRY OF NEW JERSEY) AND LOCAL EDUCATIONAL EMPLOYEES THE RATE CHANGE WAS EFFECTIVE AS OF JULY 1, 2007  (Pay Period #15 for State biweekly employees, which began July 7, 2007).

  • FOR JUDICIAL BRANCH AND UNIVERSITY OF MEDICINE AND DENTISTRY OF NEW JERSEY EMPLOYEES AND LOCAL GOVERNMENTAL EMPLOYEES THE RATE CHANGE IS EFFECTIVE AS OF JULY 1, 2008  (Pay Period #15 for State biweekly employees, which begins July 5, 2008).

DISTRIBUTION OF THIS LETTER

Certifying Officers should forward this letter to their Human Resources staff and any other staff members responsible for the administration of pension benefits.

The letter is in PDF format and requires Acrobat Reader which is available free from Adobe at: http://www.state.nj.us/acrobat.htm

If you are unable to open the attachment, current and archived Certifying Officer Letters are available for viewing on the Division’s Web site at: http://www.state.nj.us/treasury/pensions. At the home page, go to “Links for Employers” and then select “Certifying Officer Letters” from the “Letters, Laws, Boards & Other Resources” drop down list.

Please note: It is important that the Certifying Officer’s e-mail address is kept current with the Employer Pensions and Benefits Information Connection (EPIC) to assure the accurate and timely delivery of this information. For more information about EPIC or to update your information contact the Division’s Employer Education Unit at (609) 292-7524 or send e-mail to the Division of Pensions and Benefits at: https://www.state.nj.us/treas/pensions/epicmail.shtml

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SEMINARS AND WORKSHOPS FOR 2007 — July 30, 2007

TO: Certifying Officers

FROM: The New Jersey Division of Pensions and Benefits

SUBJECT: SEMINARS AND WORKSHOPS FOR 2007

THE DIVISION OF PENSIONS AND BENEFITS — HELPING MEMBERS PLAN FOR THEIR FUTURE

  • For Public Employees’ Retirement System (PERS) and Teachers’ Pension and Annuity Fund (TPAF) members in the first half of their careers we suggest The EDGE seminar.  This seminar now includes a presentation on Identity Theft.

  • For PERS and TPAF members approaching retirement eligibility, we recommend attending a one-day or two-day PRE-RETIREMENT SEMINAR.

  • When retirement is just around the corner, PERS and TPAF members can get the facts at a RETIREMENT WORKSHOP.

  • Police and Firemen’s Retirement System (PFRS) members can attend a RETIREMENT PLANNING SEMINAR at any stage of their career or get everything in order for retirement at a RETIREMENT WORKSHOP.

  • Employees attending a RETIREMENT SEMINAR OR WORKSHOP may bring a guest (spouse, friend, financial advisor).  Please be sure that you indicate this on the Registration Form so we can assure that there is enough seating for all attendees.

  • Our staff is also available to come to your location and present any of our seminar programs for your employees.  For details please contact us at: https://www.state.nj.us/treas/pensions/pensionmail.shtml

  • Certifying Officers and Human Resource personnel who are responsible for Pension administration or reporting should attend one of our EMPLOYER TRAINING CLASSES or request that we come to their location for more personalized assistance.

  • Seminar schedules for the remainder of 2007 and registration information can be found on our Internet site at: www.state.nj.us/treasury/pensions — click on SEMINARS AND WORKSHOPS.

Enclosure: Seminar and Workshop Flier

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LEGISLATION NOTICE, CHAPTER 103, P.L. 2007 — July 3, 2007

TO: Certifying Officers of the Public Employees’ Retirement System (PERS), Teachers’ Pension and Annuity Fund (TPAF), and Defined Contribution Retirement Plan (DCRP)

FROM:  The New Jersey Division of Pensions and Benefits

SUBJECT: Chapter 103, P.L. 2007, Pension Changes for Public Employees’ Retirement System (PERS), Teachers’ Pension and Annuity Fund (TPAF), and Defined Contribution Retirement Program (DCRP)

Governor Corzine recently signed Chapter 103, P.L. 2007 into law, which provides for changes to the administration of the PERS, TPAF, and newly created DCRP — Including increases to employee pension contributions effective July 2007.

The Division of Pensions and Benefits has posted information about this legislation to its Web site at: http://www.state.nj.us/treasury/pensions — click the link for "Chapter 103, P.L. 2007".

Please review this information regarding important and timely changes that may be required for the pension administration of your employees. Certifying Officers should forward this link to their Human Resources staff and any other staff members responsible for the administration of pension benefits to your employees.

A Certifying Officers' Letter is also being prepared to address in detail the pension provisions of both Chapter 92, P.L. 2007 and Chapter 103, P.L. 2007. This letter will be forwarded to Certifying Officers under separate cover, as soon as it is available for release.

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CERTIFYING OFFICER LETTER — June 25, 2007

TO: Benefits Administrators, Participating SHBP Local Employers; and Certifying Officers, State-Administered Retirement Systems

FROM: Florence J. Sheppard, Deputy Director, Benefit Operations

SUBJECT: CHAPTER 62, P.L. 2007

The attached Certifying Officer Letter has been issued by the New Jersey State Health Benefits Program (SHBP) to inform Benefits Administrators of Local SHBP Participating Employers — as well as Certifying Officers of other Local Employers — of significant changes which broaden the ability of local employers to negotiate by bargaining unit for the employee contributions to the cost of SHBP coverage.

Certifying Officers should forward this letter to their Human Resources staff and any other staff members responsible for the administration of health benefits to your employees.

The letter is in PDF format and requires the Acrobat Reader which is available free from Adobe at: www.state.nj.us/acrobat.htm

If you are unable to open the attachment, current and archived Certifying Officer Letters are also available for viewing on the Division’s Web site at: www.state.nj.us/treasury/pensions. At the home page, go to “Links for Employers” and then select “Certifying Officer Letters” from the “Letters, Laws, Boards & Other Resources” drop down list.

Please note: It is important that the Certifying Officer’s e-mail address is kept current with the Employer Pensions and Benefits Information Connection (EPIC) to assure the accurate and timely delivery of this information. For more information about EPIC or to update your information contact the Division’s Employer Education Unit at (609) 292-7524 or send e-mail to the Division of Pensions and Benefits at: https://www.state.nj.us/treas/pensions/epicmail.shtml

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SHBP NEWSLETTER UPDATE — REVISED HEALTH CAPSULE NEWSLETTER — June 21, 2007

TO: State Departmental Certifying Officers, State Human Resources Directors, State Biweekly Human Resources Representative, State Monthly Certifying Officers, State Monthly Human Resources Representatives

FROM: David J. Pointer, CEBS, Chief, State Health Benefits Program

SUBJECT: SHBP HEALTH CAPSULE NEWSLETTER — IMPORTANT UPDATE

You are receiving this e-mail because on Thursday, June 14 you were sent a preview mailing of the SHBP Health Capsule newsletter.

Information in that newsletter regarding retired SHBP coverage may soon be incorrect due to the unexpected introduction of additional, proposed legislation. This has necessitated a revision to the Health Capsule.

  • The Division is currently printing the revised Health Capsule newsletter which will be distributed to employees paid through State Centralized Payroll with the June 29, 2007 pay checks as a payroll insert.

  • The Division requests that State Monthly employers make the revised State Monthly Edition of the Health Capsule be made available to your employees — in either print or electronic form — prior to the July 1, 2007 effective date of the changes.  

In addition, to avoid confusion or the accidental distribution of incorrect information, the Division requests that you and your staff also delete the earlier version of the newsletter from your computers or network and that you immediately discard any copies that may have been printed.

The Division apologizes for any inconvenience this late change may have caused, and thanks you for your prompt assistance in providing your employees with the most accurate information available at this time.

The attachment is in PDF format and requires the Acrobat Reader which is available free from Adobe at: http://www.state.nj.us/acrobat.htm

If you are unable to open the attachment, it is available on the Division of Pensions and Benefits Web site at: http://www.state.nj.us/treasury/pensions/pubslist.shtml  using the “Newsletters” drop down list.

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NEW APPLICATIONS ON EPIC AND MBOS — June 15, 2007

TO: Certifying Officers and Security Officers

FROM: The New Jersey Division of Pensions and Benefits

SUBJECT: NEW ONLINE APPLICATIONS AVAILABLE ON EPIC AND MBOS

The Division of Pensions and Benefits is pleased to announce the introduction of online Applications and Certifications for the Purchase of Service Credit and Retirement which are now accessible through the Employer Pension and Benefit Information Connection (EPIC) and Member Benefits Online System (MBOS).

ONLINE APPLICATION FOR PURCHASE OF SERVICE CREDIT

Members enrolled in the Member Benefits Online System (MBOS) now have access to the new online Application for Purchase of Service which allows employees to submit a request for the purchase of service credit directly to the Division of Pensions and Benefits or view the status of a previously submitted request.  Members can access the application by signing onto their MBOS accounts and clicking the “Purchase Application” button.  Please notify your employees of the availability of this new online application.

PURCHASE CERTIFICATION — EMPLOYMENT VERIFICATION FOR PURCHASE OF SERVICE CREDIT

The Purchase Certification application allows for online submission of the employment information required by the Division of Pensions and Benefits when processing an employee’s request to purchase service credit. This application replaces the need for employers to submit a paper Employment Verification Form.

When a new Purchase Certification is required, the Certifying Officer will receive e-mail notification from the Division of Pensions and Benefits. To access the application and complete the verification, log on to EPIC and click the "Purchase Certification" button on the EPIC home page (the application must be assigned to registered users by the EPIC Security Officer, see below).

On the page that appears, the employer will see the names of any employees for whom there is an outstanding request for a Purchase Certification.  Clicking on the member's name will open the online form and permit the verification of the employment.

ONLINE APPLICATION FOR RETIREMENT

Members and Employers now have access to the new online Application for Retirement which permits the submission of an application for retirement directly to the Division of Pensions and Benefits. 

  • Employers may access the retirement application through EPIC for cases of an “involuntary retirement” application or when assisting an employee who is applying for retirement.

  • Employees may access the application and apply for retirement using their personal MBOS account. 

To access the employers’ version of the application, log on to the EPIC home page (employees log on to MBOS) and click the "Retirement Application" button (For EPIC access the application must be assigned to registered users by the EPIC Security Officer, see below).

EMPLOYER CERTIFICATION OF SERVICE AND FINAL SALARY FOR RETIREMENT

The Employer Certification of Service and Final Salary for Retirement application allows for online submission of the service and salary information required by the Division of Pensions and Benefits when processing the retirement of an employee. This application replaces the need for employers to submit a paper Certification of Service and Final Salary for Retirement.

When a new Retirement Certification is required, the Certifying Officer will receive e-mail notification from the Division of Pensions and Benefits. To access the application and complete the certification, log on to EPIC and click the "Retirement Certification" button on the EPIC home page (the application must be assigned to registered users by the EPIC Security Officer, see below).

On the page that appears, the employer will see the names of any employees for whom there is an outstanding request for a Retirement Certification.  Clicking on the member's name will open the online certification form and permit the completion of that certification.

APPLICATION HELP AND ONLINE TUTORIALS

Information about using EPIC applications — including video presentations on how to use the new online applications — is available in the EPIC User’s Guide at: http://www.state.nj.us/treasury/pensions/epickit.htm   A link to the User’s Guide is found on the EPIC home page.

For video presentations on how to use the Retirement Application, go to: http://www.state.nj.us/treasury/pensions/ret-app-page.shtml.

For video presentations on how to use the Purchase Application, go to: http://www.state.nj.us/treasury/pensions/purchase-service.shtml

If you experience problems logging onto or using EPIC, you may also call the Division's Employer Education Unit at (609) 292-7524 or e-mail the EPIC Help Desk at: https://www.state.nj.us/treas/pensions/epicmail.shtml

ASSIGNING ACCESS TO NEW EPIC APPLICATIONS

Your designated EPIC Security Officer must assign access to new applications to EPIC users registered through your employing location. (Note: the Certifying Officer can assign the applications to the Security Officer.)  For information about how to assign access to new applications, see the EPIC Security Help Page at: http://www.state.nj.us/treasury/pensions/epic-security.htm   A link to the EPIC Security Help Page is also found in the EPIC User’s Guide.

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SHBP FREQUENTLY ASKED QUESTIONS / HEALTH CAPSULE NEWSLETTER — June 14, 2007

TO: State Departmental Certifying Officers, State Human Resources Directors, State Biweekly Human Resources Representatives

FROM: David J. Pointer, CEBS, Chief, State Health Benefits Program

SUBJECT: STATE HEALTH BENEFITS PROGRAM PLAN CHANGES — ADDITIONAL INFORMATION

Attached you will find a list of Frequently Asked Questions and corresponding answers that address the changes to copayment and employee contribution amounts for SHBP medical and prescription drug plans, effective July 2007.

Also attached is a preview copy of the Health Capsule newsletter which will be distributed as a payroll insert to State biweekly employees with the June 29, 2007 pay checks. 

Along with the Health Capsule newsletter, the following check message will appear on pay check statements for Pay Periods # 13, 14, and 15 (pay checks for June 29 and July 13 and 27):

"Effective July 7, 2007 employees covered under labor agreements with the CWA, AFSCME, and IFPTE, and employees not covered by a labor agreement, are required to contribute 1.5% of their annual base salary for health and/or prescription drug coverage under the State Health Benefits Program. Employees affected by this agreement will see the new deduction beginning with pay period #15, and a check date of July 27, 2007."

To assure that your employees are provided with this important information, Certifying Officers should forward this message and attachments to their Human Resources staff and any other staff members responsible for the administration of health benefits or the distribution of information to your employees.

The attachments are in PDF format and requires the Acrobat Reader which is available free from Adobe at: http://www.state.nj.us/acrobat.htm

If you are unable to open the attachments, they are available on the Division of Pensions and Benefits Web site.

Access the Frequently Asked Questions at: http://www.state.nj.us/treasury/pensions/shbp_chgs0707_faq.htm

Access the Health Capsule Newsletter at: http://www.state.nj.us/treasury/pensions/pubslist.shtml  using the “Newsletters” drop down list.

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SHBP FREQUENTLY ASKED QUESTIONS / HEALTH CAPSULE NEWSLETTER — June 14, 2007

TO: State Monthly Certifying Officers, State Monthly Human Resources Representatives

FROM: David J. Pointer, CEBS, Chief, State Health Benefits Program

SUBJECT: STATE HEALTH BENEFITS PROGRAM PLAN CHANGES — ADDITIONAL INFORMATION

Attached you will find a list of Frequently Asked Questions and corresponding answers that address changes to copayment and employee contribution amounts for SHBP medical and prescription drug plans, effective July 2007.

Also attached is a copy of the Health Capsule newsletter for distribution to your employees.

The Division requests that State Monthly Certifying Officers forward this message and attachments to their Human Resources staff or other staff responsible for the administration and distribution of health benefit information and make the newsletter available to their employees — in either print or electronic form — prior to the July 1, 2007 effective date of the changes. 

The attachments are in PDF format and requires the Acrobat Reader which is available free from Adobe at: http://www.state.nj.us/acrobat.htm

If you are unable to open the attachments, they are available on the Division of Pensions and Benefits Web site.

Access the Frequently Asked Questions at: http://www.state.nj.us/treasury/pensions/shbp_chgs0707_faq.htm

Access the Health Capsule Newsletter at: http://www.state.nj.us/treasury/pensions/pubslist.shtml  using the “Newsletters” drop down list.

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CERTIFYING OFFICER LETTER — June 5, 2007

TO: State Departmental Certifying Officers; State Human Resources Directors; State Biweekly Human Resources Representatives; State Monthly Certifying Officers; State Monthly Human Resources Representatives

FROM: Florence J. Sheppard, Deputy Director, Benefit Operations

SUBJECT: STATE HEALTH BENEFITS PROGRAM PLAN CHANGES

The attached Certifying Officer Letter has been issued by the New Jersey State Health Benefits Program to inform State employers of changes to copayments and employee contribution amounts for SHBP medical and prescription drug plans which are effective July 2007.

Certifying Officers should forward this letter to their Human Resources staff and any other staff members responsible for the administration of health benefits to your employees.

This letter is in PDF format and requires the Acrobat Reader which is available free from Adobe at: www.state.nj.us/acrobat.htm

If you are unable to open the attachment, current and archived Certifying Officer Letters are also available for viewing on the Division’s Web site at: www.state.nj.us/treasury/pensions. At the home page, go to “Links for Employers” and then select “Certifying Officer Letters” from the “Letters, Laws, Boards & Other Resources” drop down list.

Please note: It is important that the Certifying Officer’s e-mail address is kept current with the Employer Pensions and Benefits Information Connection (EPIC) to assure the accurate and timely delivery of this information.

For more information about EPIC or to update your information contact the Division’s Employer Education Unit at (609) 292-7524 or send e-mail to the Division of Pensions and Benefits at: https://www.state.nj.us/treas/pensions/epicmail.shtml

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ENHANCEMENT TO DEATH CLAIM CERTIFICATION APPLICATION EPIC — May 31, 2007

TO:  Certifying Officers

FROM: The New Jersey Division of Pensions and Benefits

SUBJECT:  Enhancement to Death Claim Certification Application

The Division of Pensions and Benefits is pleased to announce an enhancement to the Employers’ Death Claim Certification application available through the Employer Pension and Benefit Information Connection (EPIC).

NEW! — E-MAIL NOTIFICATION

Effective June 5, 2007, Certifying Officers will receive e-mail notification when a Death Claim Certification is required by the Division of Pensions and Benefits. The e-mail notification will identify the employee and request that you log on to EPIC and complete the certification online.

E-mail notifications will be sent on Tuesdays and Thursdays for any outstanding death claim requests until the Certification has been received by the Division of Pensions and Benefits. It is important that employers submit this information when requested as delays hinder the payment of death benefits to the employee’s beneficiary.

PLEASE NOTE: It is important that the Certifying Officer’s e-mail address is kept current with the Employer Pensions and Benefits Information Connection (EPIC) to assure the accurate and timely delivery of this information.

Certifying Officers should also note that the current procedure of mailing a letter request for the Employers’ Certification: Death Claims (form P29) will continue for the present time, in conjunction with the start of e-mail notification. 

ACCESSING THE APPLICATION

To access the Death Claim Certification application, log on to EPIC and click the "Death Claim Certification" button on the EPIC home page (the application must be assigned to registered users by the EPIC Security Officer, see below). On the page that appears, the employer will see the names of any employees for whom there is an outstanding request for a Death Claim Certification.  Clicking on the member's name will open the online certification form and permit the completion of that certification.

Information about using EPIC applications is available in the EPIC User’s Guide at: http://www.state.nj.us/treasury/pensions/epickit.htm   A link to the User’s Guide is also found on the EPIC home page.

ASSIGNING ACCESS TO EPIC APPLICATIONS

Your designated EPIC Security Officer must assign access to applications to EPIC users registered through your employing location. (Note: the Certifying Officer can assign the applications to the Security Officer.)  For information about how to assign access to new applications, see the http://www.state.nj.us/treasury/pensions/epic-security.htm   A link to the EPIC Security Help Page is also found in the EPIC User’s Guide.

If you experience problems logging onto or using EPIC, you may also call the Division's Employer Education Unit at (609) 292-7524 or e-mail the EPIC Help Desk at: https://www.state.nj.us/treas/pensions/epicmail.shtml

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CERTIFYING OFFICER LETTERS — May 23, 2007 (Revised May 25, 2007)

TO: Certifying Officers, Public Employees’ Retirement System (PERS), Teachers’ Pension and Annuity Fund (TPAF), and Police and Firemen’s Retirement System (PFRS)

FROM: Peter Groffie, Supervisor, Audit Billing Section, Division of Pension and Benefits

SUBJECT: Procedural Change — Submission Of Member Pension and Insurance Shortage Payments.

Effective immediately, submission of member shortage payments to the Division of Pension and Benefits are restricted to 99 shortage statements per check.

Should the submission exceed this amount, the check and shortage statements will be returned for corrective action and must be resubmitted, delaying posting of the contributions to the member’s accounts.

Thank you in advance for your cooperation.

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CERTIFYING OFFICER LETTERS — May 1, 2007

TO: Certifying Officers, Public Employees’ Retirement System (PERS), Teachers’ Pension and Annuity Fund (TPAF), and Police and Firemen’s Retirement System (PFRS)

FROM: Michael Connolly, Assistant Director, IT and Support Services

SUBJECT: New Secure File Transfer — Report of Salary Change Instructions

The attached Certifying Officer Letters (ROSC Cycle I Letter; and ROSC Cycle II Letter) are being issued by the Division of Pensions and Benefits to notify employers of changes to the procedures for the transfer of the Quarterly Report of Salary Change (ROSC)

Certifying Officers should forward this letter to any appropriate staff members responsible for the administration of the ROSC.  

This letter is in PDF format and requires the Acrobat Reader which is available free from Adobe at: www.state.nj.us/acrobat.htm

If you are unable to open the attachment, current and archived Certifying Officer Letters are also available for viewing on the Division’s Web site at: www.state.nj.us/treasury/pensions. At the home page, go to “Links for Employers” and then select “Certifying Officer Letters” from the “Letters, Laws, Boards & Other Resources” drop down list.

Certifying Officers should watch for future Certifying Officer Letters in their e-mail.

Please note: It is important that the Certifying Officer’s e-mail address is kept current with the Employer Pensions and Benefits Information Connection (EPIC) to assure the accurate and timely delivery of this information.

For more information about EPIC or to update your information contact the Division’s Employer Education Unit at (609) 292-7524 or send e-mail to the Division of Pensions and Benefits at: https://www.state.nj.us/treas/pensions/epicmail.shtml.

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CERTIFYING OFFICER LETTER — April 17, 2007

TO: Certifying Officers, Police and Firemen’s Retirement System (PFRS)

FROM: The New Jersey Division of Pensions and Benefits

SUBJECT: Chapter 381, P.L. 2005 — Mandatory Retirement Under the Police and Firemen’s Retirement System (PFRS)

The attached Certifying Officer Letter is being issued by the Division of Pensions and Benefits to notify PFRS employers of advice, received through the Office of the New Jersey Attorney General, clarifying several administrative details regarding changes to the PFRS mandatory retirement rules under Chapter 381, P.L. 2005.

Certifying Officers should forward this letter to any appropriate staff members responsible for the administration of PFRS retirement for your employees. (This letter is in PDF format and requires the Acrobat Reader which is available free from Adobe at: www.state.nj.us/acrobat.htm)

If you are unable to open the attachment, current and archived Certifying Officer Letters are also available for viewing on the Division’s Web site at: www.state.nj.us/treasury/pensions. At the home page, go to “Links for Employers” and then select “Certifying Officer Letters” from the “Letters, Laws, Boards & Other Resources” drop down list.

Certifying Officers should watch for future Certifying Officer Letters in their e-mail.

Please note: It is important that the Certifying Officer’s e-mail address is kept current with the Employer Pensions and Benefits Information Connection (EPIC) to assure the accurate and timely delivery of this information.

For more information about EPIC or to update your information contact the Division’s Employer Education Unit at (609) 292-7524 or send e-mail to the Division of Pensions and Benefits at: https://www.state.nj.us/treas/pensions/epicmail.shtml.

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CERTIFYING OFFICER LETTER — April 10, 2007

TO: State Departmental Certifying Officers,
       State Human Resources Directors,
       State Biweekly Human Resources Representatives

FROM: The New Jersey Division of Pensions and Benefits, State Health Benefits Program (SHBP)

SUBJECT: Leaves of Absence and SHBP Coverage

The attached Certifying Officer Letter has been issued by the New Jersey State Health Benefits Program to provide clarification to employers of the State Health Benefits Program’s policy on coverage during approved leaves of absence.

Certifying Officers should forward this letter to their Human Resources staff and any other staff members responsible for the administration of health benefits to your employees.

If you are unable to open the attachment, current and archived Certifying Officer Letters are also available for viewing on the Division’s Web site at: www.state.nj.us/treasury/pensions.  At the home page, go to “Links for Employers” and then select “Certifying Officer Letters” from the “Letters, Laws, Boards & Other Resources” drop down list.

Please note: It is important that the Certifying Officer’s e-mail address is kept current with the Employer Pensions and Benefits Information Connection (EPIC) to assure the accurate and timely delivery of this information. 

For more information about EPIC or to update your information contact the Division’s Employer Education Unit at (609) 292-7524 or send e-mail to the Division of Pensions and Benefits at: https://www.state.nj.us/treas/pensions/epicmail.shtml.

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CERTIFYING OFFICER LETTER — March 8, 2007

TO: Certifying Officers

FROM: The New Jersey Division of Pensions and Benefits

SUBJECT: NEW JERSEY CIVIL UNIONS: Health Benefits and Pension Implications

The attached Certifying Officer Letter has been issued by the Division of Pensions and Benefits to notify employers of Chapter 103, P.L. 2006 — recent legislation and procedures for the establishment of Civil Unions and the enrollment of eligible Civil Union Partners for pension and/or State Health Benefits Program coverage.

If you are unable to open the attachment, current and archived Certifying Officer Letters are also available for viewing on the Division’s Web site at: www.state.nj.us/treasury/pensions.  At the home page, go to “Links for Employers” and then select “Certifying Officer Letters” from the “Letters, Laws, Boards & Other Resources” drop down list.

Certifying Officers should watch for future Certifying Officer Letters in their e-mail and forward these letters to any other appropriate individuals on your staff.

Please note: It is important that the Certifying Officer’s e-mail address is kept current with the Employer Pensions and Benefits Information Connection (EPIC) to assure the accurate and timely delivery of this information. 

For more information about EPIC or to update your information contact the Division’s Employer Education Unit at (609) 292-7524 or send e-mail to the Division of Pensions and Benefits at: https://www.state.nj.us/treas/pensions/epicmail.shtml.

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PLANNING SEMINARS FOR MEMBERS OF ALL RETIREMENT SYSTEMS — March 7, 2007

TO: Certifying Officers

FROM: Benefits Education Unit, New Jersey Division of Pensions and Benefits

SUBJECT: Seminars for Members of all Retirement Systems

Understanding retirement benefits becomes more important to your employees as they approach retirement.  Because of this, we offer retirement planning seminars at various locations throughout New Jersey.  All members of our retirement systems should consider attending one of these seminars.  Members will come away with a better understanding of their benefits and a better plan for their future.  Details on our seminars can be found by visiting www.state.nj.us/treasury/pensions 

Clicking the link “Seminars and Workshops” on our home page will allow members to search for the appropriate seminar and register for it right online.  Once a member accesses the online registration system and completes the registration process, the system generates a confirmation message and provides a link for directions to the seminar location.  

Please forward this message to your employees so that they might have an opportunity to better plan for their future. Thank you for your continued support of our programs.

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SEMINARS AND WORKSHOPS FOR 2007 — December 27, 2006

TO: Certifying Officers

FROM: The New Jersey Division of Pensions and Benefits

SUBJECT: SEMINARS AND WORKSHOPS FOR 2007

THE DIVISION OF PENSIONS AND BENEFITS — HELPING MEMBERS PLAN FOR THEIR FUTURE

  • For Public Employees’ Retirement System (PERS) and Teachers’ Pension and Annuity Fund (TPAF) members in the first half of their careers we suggest The EDGE seminar.

  • For PERS and TPAF members approaching retirement eligibility, we recommend attending a one-day or two-day PRE-RETIREMENT SEMINAR.

  • When retirement is just around the corner, PERS and TPAF members can get the facts at a RETIREMENT WORKSHOP.

  • Police and Firemen’s Retirement System (PFRS) members can attend a RETIREMENT PLANNING SEMINAR at any stage of their career or get everything in order for retirement at a RETIREMENT WORKSHOP.

  • Certifying Officers and Human Resource personnel who are responsible for Pension administration or reporting should attend one of our EMPLOYER TRAINING CLASSES or request that we come to their location for more personalized assistance.

  • Seminar schedules for 2007 and registration information can be found on our Internet site at http://www.state.nj.us/treasury/pensions — click on SEMINARS AND WORKSHOPS.

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SHBP EMPLOYER SEMINARS — November 8, 2006

TO: Certifying Officers

FROM: The New Jersey State Health Benefits Program

SUBJECT: SHBP Employer Informational Seminars (November 29 - December 13, 2006)

Human Resource Representatives and Benefit Administrators are invited to attend informational
seminars
designed to explain recent and proposed changes to the State Health Benefits Program (SHBP) and employee health benefits. The seminars are being conducted at regional locations by the Division of Pensions and Benefits and State Health Benefits Program. Topics discussed will include:

  • SHBP Rate Actions for the 2007 Plan Year
  • Copayment Increases for NJ PLUS, HMOs, and Employee Prescription Drug Plan
  • Coverage of Children to Age 30 Under Chapter 375
  • Proposed Limitations on Dual Coverage
  • Proposed Mandatory Generic and Mandatory Mail Order Prescription Drug Requirements
  • Proposed Change on Dependent Cost Sharing
  • Cost Savings Through Disease Management Programs
  • SHBP Information and Online Applications Available through EPIC
  • Overview of Unified Provider Directory
  • Overview of HMOs and Dental Plans
  • Overview of Long Term Care Plan
  • Overview of SHBP Literature

View Seminar dates and register online using the Division of Pensions and Benefits' Online Registration System at: http://www.state.nj.us/treasury/pensions. (Click the "Seminars and Workshops" button on the Division's home page and then select "SHBP Employer Seminars" from the drop-down menu). Or see the attached flier for a listing of Dates and Times.

UPDATE - November 13, 2006

TO: State Certifying Officers

FROM: The State Health Benefits Program

SUBJECT: SHBP Informational Seminars for Local Employers

Please be aware that the State Health Benefits Program Seminars announced by e-mail on Wednesday, November 8, 2006, are intended for LOCAL GOVERNMENT and LOCAL EDUCATIONAL EMPLOYERS ONLY!

The e-mail distribition incorrectly included notification to STATE Certifying Officers and the SHBP requests that State employers not register or attend. The SHBP apologizes for any inconvenience.

If you are a State employer and you or a member of your staff have already registered, you may cancel your registration at https://wwwnet1.state.nj.us/treasury/dpb/PBOSRENROL/SemRegHome.aspx
(Click the "Check registration status" button, enter last name and last 4 digits of SSN to find registration status, then click button to "Cancel")

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NEW APPLICATION ON EPIC — October 25, 2006

TO: Certifying Officers and Security Officers

FROM: The New Jersey Division of Pensions and Benefits

SUBJECT: New Application Available on EPIC

The Division of Pensions and Benefits is pleased to announce a new application that is now accessible through the Employer Pension and Benefit Information Connection (EPIC).

EMPLOYERS’ CERTIFICATION OF DEATH CLAIM

The Employers' Certification of Death Claim application allows online submission of the service and salary information required by the Division of Pensions and Benefits following the death of an employee. This application replaces the need for employers to submit a paper certification — also commonly known as a “P-29” form.

When a new Death Claim Certification is required, employers will receive an e-mail notification from the Division of Pensions and Benefits. To access the application and complete the certification, log on to EPIC and click the "Death Claim Certification" button on the EPIC home page (the application must me assigned to registered users by the EPIC Security Officer, see below).

On the page that appears, the employer will see the names of any employees for whom there is an outstanding request for a Death Claim Certification.  Clicking on the member's namewill open the online certification form and permit the completion of that certification.

By clicking the "Certify a New Death Claim" button, an employer may also enter information on a recent death, thereby generating a "report of death" to the Division.

Additional information about using EPIC applications is available in the EPIC User’s Guide at:

http://www.state.nj.us/treasury/pensions/epickit.htm   A link to the User’s Guide is also found on the EPIC home page.

ASSIGNING ACCESS TO NEW EPIC APPLICATIONS

Your designated EPIC Security Officer must assign access to new applications to EPIC users registered through your employing location. (Note: the Certifying Officer can assign all applications to the Security Officer and to himself or herself.)  For information about how to assign access to new applications, see the EPIC Security Help Page at: http://www.state.nj.us/treasury/pensions/epic-security.htm  A link to the EPIC Security Help Page is also found in the EPIC User’s Guide.

If you experience problems logging onto or using EPIC, you may also call the Division's Employer Education Unit at (609) 292-7524 or e-mail the EPIC Help Desk at: https://www.state.nj.us/treas/pensions/epicmail.shtml

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ONLINE SEMINAR REGISTRATION SYSTEM — October 17, 2006

TO: Certifying Officers

FROM:  Ken Hartman, Supervisor, Education Unit, Division of Pensions and Benefits

SUBJECT: Online Seminar Registration System

The Division of Pensions and Benefits is pleased to introduce a new online Seminar Registration System for our Retirement Planning and Employer Education Seminars.  You may access the Seminar Registration System on October 16, 2006 through the Division of Pensions and Benefits’ public Internet site: http:www.state.nj.us/treasury/pensions.

Clicking the link “Seminars and Workshops” on our home page will take you to the new registration system. Instructions for using the system are provided, however, the online Seminar Registration System is designed to be easy for everyone to use.  This new registration system allows all of our employers to enroll their employees directly.  It also allows pension fund members to enroll themselves.  Once a member or employer accesses the online system and completes the registration process, the system generates a confirmation message and provides a link for directions to the seminar location. 

All members of the pension systems should consider attending one of our retirement planning seminars.  These seminars help members to fully understand their benefits and better plan for their future. 

Certifying Officers and human resource and payroll staff should all attend one of our Employer Education Seminars in order to keep up to date with new developments in pension and benefits administration and to better serve their employees. 

Please do not hesitate to contact me by phone at (609) 292-3452, or e-mail at ken.hartman@treas.state.nj.us, if you have any questions or concerns.  I look forward to your continued support of our programs.

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SHBP OPEN ENROLLMENT — September 25, 2006

TO: SHBP-Participating State Biweekly Certifying Officers

FROM: The New Jersey State Health Benefits Program (SHBP)

SUBJECT: SHBP Open Enrollment

Attached is the Announcement Letter and samples of the informational materials for the 2007 State Health Benefits Program (SHBP) Open Enrollment period.  The Open Enrollment is scheduled for October 1, 2006, through October 31, 2006.

Certifying Officers should forward this letter as soon as possible to Benefit Administrators, Human Resource Representatives, and to any other individuals on your staff who would require this information in their administrative duties.

If you are unable to open the attachments, current and archived Certifying Officer Letters are also available for viewing on the Division’s Web site at: www.state.nj.us/treasury/pensions.  At the home page, go to “Links for Employers” and then select “Certifying Officer Letters” from the “Letters, Laws, Boards & Other Resources” drop down list.

Please note: The Division of Pensions and Benefits has begun the use of e-mail distribution for Certifying Officer Letters whenever possible.  This letter and any enclosures are in PDF format which require the Acrobat Reader (available free from Adobe at: www.state.nj.us/acrobat.htm)

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SHBP OPEN ENROLLMENT — September 25, 2006

TO: SHBP-Participating State Monthly Certifying Officers

FROM: The New Jersey State Health Benefits Program (SHBP)

SUBJECT: SHBP Open Enrollment

Attached is the Announcement Letter and samples of the informational materials for the 2007 State Health Benefits Program (SHBP) Open Enrollment period.  The Open Enrollment is scheduled for October 1, 2006, through October 31, 2006.

Certifying Officers should forward this letter as soon as possible to Benefit Administrators, Human Resource Representatives, and to any other individuals on your staff who would require this information in their administrative duties.

If you are unable to open the attachments, current and archived Certifying Officer Letters are also available for viewing on the Division’s Web site at: www.state.nj.us/treasury/pensions.  At the home page, go to “Links for Employers” and then select “Certifying Officer Letters” from the “Letters, Laws, Boards & Other Resources” drop down list.

Please note: The Division of Pensions and Benefits has begun the use of e-mail distribution for Certifying Officer Letters whenever possible.  This letter and any enclosures are in PDF format which require the Acrobat Reader (available free from Adobe at: www.state.nj.us/acrobat.htm)

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SHBP OPEN ENROLLMENT — September 25, 2006

TO: SHBP-Participating Local Governmental Certifying Officers

FROM: The New Jersey State Health Benefits Program (SHBP)

SUBJECT: SHBP Open Enrollment

Attached is the Announcement Letter and samples of the informational materials for the 2007 State Health Benefits Program (SHBP) Open Enrollment period. The Open Enrollment is scheduled for October 1, 2006, through October 31, 2006.

Certifying Officers should forward this letter as soon as possible to Benefit Administrators, Human Resource Representatives, and to any other individuals on your staff who would require this information in their administrative duties.

If you are unable to open the attachments, current and archived Certifying Officer Letters are also available for viewing on the Division’s Web site at: www.state.nj.us/treasury/pensions. At the home page, go to “Links for Employers” and then select “Certifying Officer Letters” from the “Letters, Laws, Boards & Other Resources” drop down list.

Please note: The Division of Pensions and Benefits has begun the use of e-mail distribution for Certifying Officer Letters whenever possible. This letter and any enclosures are in PDF format which require the Acrobat Reader (available free from Adobe at: www.state.nj.us/acrobat.htm)

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SHBP OPEN ENROLLMENT — September 25, 2006

TO: SHBP-Participating Local Educational Certifying Officers

FROM: The New Jersey State Health Benefits Program (SHBP)

SUBJECT: SHBP Open Enrollment

Attached is the Announcement Letter and samples of the informational materials for the 2007 State Health Benefits Program (SHBP) Open Enrollment period. The Open Enrollment is scheduled for October 1, 2006, through October 31, 2006.

Certifying Officers should forward this letter as soon as possible to Benefit Administrators, Human Resource Representatives, and to any other individuals on your staff who would require this information in their administrative duties.

If you are unable to open the attachments, current and archived Certifying Officer Letters are also available for viewing on the Division’s Web site at: www.state.nj.us/treasury/pensions. At the home page, go to “Links for Employers” and then select “Certifying Officer Letters” from the “Letters, Laws, Boards & Other Resources” drop down list.

Please note: The Division of Pensions and Benefits has begun the use of e-mail distribution for Certifying Officer Letters whenever possible. This letter and any enclosures are in PDF format which require the Acrobat Reader (available free from Adobe at: www.state.nj.us/acrobat.htm)

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SHBP OPEN ENROLLMENT — September 25, 2006

TO: SHBP-Participating State Biweekly, State Monthly, and County College Certifying Officers

FROM: The New Jersey State Health Benefits Program (SHBP)

SUBJECT: SHBP Open Enrollment - Information for Part-time Employees

Attached is SHBP Open enrollment information for Part-time Employees. The SHBP Open Enrollment is scheduled for October 1, 2006, through October 31, 2006.

Certifying Officers should forward this letter as soon as possible to Benefit Administrators, Human Resource Representatives, and to any other individuals on your staff who would require this information in their administrative duties.

If you are unable to open the attachments, current and archived Certifying Officer Letters are also available for viewing on the Division’s Web site at: www.state.nj.us/treasury/pensions. At the home page, go to “Links for Employers” and then select “Certifying Officer Letters” from the “Letters, Laws, Boards & Other Resources” drop down list.

Please note: The Division of Pensions and Benefits has begun the use of e-mail distribution for Certifying Officer Letters whenever possible. This letter and any enclosures are in PDF format which require the Acrobat Reader (available free from Adobe at: www.state.nj.us/acrobat.htm)

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FAX NUMBER CHANGE FOR TEPS AUTHORIZATION — September 19, 2006

TO: IROC and TEPS Users

FROM: The New Jersey Division of Pensions and Benefits

SUBJECT: Fax Number Change for TEPS Authorization

When creating or making changes to a Transmittal Electronic Payment System (TEPS) account, Employers must mail or fax in a “TEPS Employer Authorization Form”.

Effective September 16, 2006, the fax number for TEPS authorizations, currently (720) 332-0039, has changed to 1-866-568-2495.

The TEPS information and forms in the “Employers' Pensions and Benefits Administration Manual” have been updated to include the revised fax number. The Division of Pensions and Benefits asks that employers note the new number and use it when necessary to make changes to TEPS accounts.

More information about TEPS is available in the “Employers' Pensions and Benefits Administration Manual” at: http://www.state.nj.us/treasury/pensions/epbam/finance/tepsintro.htm  and in the 3rd Quarter Report of Contributions Transmittal letter at: http://www.state.nj.us/treasury/pensions/coltr06.shtml#roc3local

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COVERAGE OF CHILDREN TO AGE 30 UNDER CHAPTER 375, P.L. 2005 — September 18, 2006

TO: SHBP-Participating Certifying Officers

FROM: The New Jersey State Health Benefits Program

SUBJECT: Coverage of Children to Age 30 Under Chapter 375, P.L. 2005

Under the provisions of Chapter 375, P.L. 2005, certain over age children may be eligible for coverage under the State Health Benefits Program (SHBP) until age 30. This includes a child by blood or law who is under the age of 30; unmarried; has no dependent(s) of his or her own; is a resident of New Jersey or is a full-time student at an accredited public or private institution of higher education; and is not provided coverage as a subscriber, insured, enrollee, or covered person under a group or individual health benefits plan, church plan, or entitled to benefits under Medicare.

Under Chapter 375, an over age child does not have any choice in the selection of benefits but is enrolled for coverage in exactly the same plan or plans (medical and/or prescription drug) that the covered parent has selected. There is no provision for eligibility for dental or vision benefits.

The covered parent is responsible for the entire cost of coverage. When Chapter 375 coverage is elected, the covered parent will be billed directly by the SHBP for the cost of the coverage.

Attached you will find Fact Sheet #74, SHBP Coverage of Children to Age 30 Under Chapter 375, P.L. 2005, Adobe PDF (31K) and the SHBP Chapter 375 Application for Coverage Adobe PDF (27K). Please review the eligibility and enrollment information provided in the Fact Sheet and application and make them available to your employees.

Please note: If you are unable to open the attachments, this information is also available for viewing on the Division’s Web site at: www.state.nj.us/treasury/pensions.  At the home page, click the “State Health Benefits Program” button and then select “SHBP Coverage for Children to age 30” from the “Quick Links to SHBP Information” drop down list.

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UPDATES NEWSLETTER — September 5, 2006

TO: Certifying Officers

FROM: The New Jersey Division of Pensions and Benefits

SUBJECT: Updates Newsletter

Attached you will find the latest issue of the Updates newsletter for New Jersey public employers.  

Updates is produced by Division of Pensions and Benefits to notify employers of new pension related legislation, administrative and procedural changes, and other important information for public employers.

Certifying Officers should forward this newsletter to any other individuals on their staff who would benefit from the information provided.

This distribution of Updates is part of the Division of Pensions and Benefits’ continuing initiative to move from postal delivery to e-mail distribution whenever possible.  Please watch for future newsletters, announcements, and Certifying Officer Letters in your e-mail.

If you are unable to open the attachment, current and archived editions of Updates are available for viewing on the Division’s Web site at: www.state.nj.us/treasury/pensions.  At the home page, go to “Forms and Publications” and then select from the “Newsetters” drop down list.

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TAX$AVE OPEN ENROLLMENT — August 17, 2006

TO: SHBP-Participating State Biweekly Certifying Officers

FROM: The New Jersey State Health Benefits Program

SUBJECT: Tax$ave Open Enrollment

Attached is the Announcement Letter and samples of the informational materials being distributed for the 2007 Tax$ave Open Enrollment period.  The Open enrollment is scheduled for October 1, 2006, through October 31, 2006.

Certifying Officers should forward this letter to Benefit Administrators and to any other individuals on your staff who would require this information in their administrative duties.

If you are unable to open the attachments, current and archived Certifying Officer Letters are also available for viewing on the Division’s Web site at: www.state.nj.us/treasury/pensions.  At the home page, go to “Links for Employers” and then select “Certifying Officer Letters” from the “Letters, Laws, Boards & Other Resources” drop down list.

Please note: The Division of Pensions and Benefits has begun the use of e-mail distribution for Certifying Officer Letters whenever possible.  This letter and any enclosures are in PDF format which require the Acrobat Reader (available free from Adobe at: www.state.nj.us/acrobat.htm)

It is important that the Certifying Officer’s e-mail address is kept current with the Employer Pensions and Benefits Information Connection (EPIC) to assure the accurate and timely delivery of this and future information.  For more information about EPIC or to update your information contact the Division’s Employer Education Unit at (609) 292-7524 or send e-mail to the Division of Pensions and Benefits at: https://www.state.nj.us/treas/pensions/epicmail.shtml.

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EPIC/MBOS MAINTENANCE — August 3, 2006

TO: EPIC and MBOS Users

FROM: The New Jersey Division of Pensions and Benefits

SUBJECT: EPIC/MBOS Maintenance

The Employer Pension and Benefit Information Connection (EPIC) and Member Benefits Online System (MBOS) will be unavailable Sunday, August 6, 2006, from 3:30 a.m. until approximately 6:00 p.m.

The Division apologizes for any inconvenience to EPIC users resulting from this service schedule.

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NEW APPLICATION ON EPIC — August 1, 2006

TO: Local Government and Local Educational Certifying Officers

FROM: The New Jersey Division of Pensions and Benefits

SUBJECT: SHBP Transmittal of Deletion Form

The Division of Pensions and Benefits is pleased to announce a new online application now accessible through the Employer Pension and Benefit Information Connection (EPIC).  

SHBP TRANSMITTAL OF DELETIONS

The new, online SHBP Transmittal of Deletions application is available to Local Government and Local Educational employers who participate in the State Health Benefits Program (SHBP). The online application mirrors the paper version of the SHBP Transmittal of Deletions form used for employees who are terminating Health, Prescription Drug, and/or Dental coverage, and should be completed as soon as a terminating event occurs (leave of absence, termination, retirement, or death of the employee).

All fields must be completed in order to successfully submit the Transmittal of Deletions form.  Employers must enter the:

  • Employee’s Social Security number;
  • Last day of employment or date of death;
  • Termination code — provided in a drop down box that lists the codes; and
  • Type(s) of coverage to be deleted.

After completing this form and electronically submitting it to the Division you will receive a confirmation e-mail.

Information about using EPIC applications is available in the EPIC User’s Guide at: http://www.state.nj.us/treasury/pensions/epickit.htm   A link to the User’s Guide is also found on the EPIC home page.

ASSIGNING ACCESS TO NEW EPIC APPLICATIONS

Your designated EPIC Security Officer must assign access to new applications to EPIC users registered through your employing location. (Note: the Certifying Officer can assign the applications to the Security Officer.)  For information about how to assign access to new applications, see the EPIC Security Help Page at: http://www.state.nj.us/treasury/pensions/epic-security.htm   A link to the EPIC Security Help Page is also found in the EPIC User’s Guide.

If you experience problems logging onto or using EPIC, you may also call the Division's Employer Education Unit at (609) 292-7524 or e-mail the EPIC Help Desk at: https://www.state.nj.us/treas/pensions/epicmail.shtml

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ASSIGNING EMPLOYEES ACCESS TO APPLICATIONS ON EPIC — July 24, 2006

TO: Certifying Officers and EPIC Security Officers

FROM: The New Jersey Division of Pensions and Benefits

SUBJECT: Assigning Employees Access to Applications Available on EPIC

Several new online applications have recently been added to the Employer Pension and Benefits Information System (EPIC).  Certifying Officers are notified by the Division of Pensions and Benefits through e-mail when new online applications are added to EPIC.  However, new application buttons are not automatically made available to EPIC users. 
This e-mail explains the procedure for assigning access to these new applications to employees who are designated as registered EPIC users at your Pension Payroll Location.

Application access is made through the use of the EPIC Security System and can be assigned as follows:

  • The Certifying Officer for the Pension Payroll Location can use the EPIC Security System to assign him- or herself the new application button and may also assign application buttons to the EPIC Security Officer, if application access by the Security Officer is required.

  • The EPIC Security Officer at each Pension Payroll Location is the individual responsible for using the EPIC Security System to assign application access to all additional employee users of EPIC. (The Security Officer cannot assign application access to him- or herself, the Certifying Officer must assign application access to the Security Officer.)

Detailed instructions on using the EPIC Security System are provided on the EPIC Security Help Page at: http://www.state.nj.us/treasury/pensions/epic-security.htm   A link to the EPIC Security Help Page is also found in the EPIC User’s Guide (see below).

Once application access has been assigned to an EPIC user, the application button will be visible on the assigned user’s EPIC Home Page.  Information about using the EPIC applications is available in the EPIC User’s Guide at: http://www.state.nj.us/treasury/pensions/epickit.htm   A link to the User’s Guide is also found on the EPIC home page.

Please Note: Because EPIC applications provide access to your employees’ pension, health benefits, and other sensitive personal information, Certifying Officers and EPIC Security Officers should use care in assigning application access ONLY to those registered EPIC users whose administrative duties require access to this information.

If you or your registered employees experience problems logging onto or using EPIC, you may also call the Division's Employer Education Unit at (609) 292-7524 or e-mail the EPIC Help Desk at: https://www.state.nj.us/treas/pensions/epicmail.shtml

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SYSTEM UPGRADE — July 21, 2006

TO: EPIC and MBOS Users

FROM: The New Jersey Division of Pensions and Benefits

SUBJECT: EPIC/MBOS System Upgrade

The New Jersey Office of Information Technology will be making planned service upgrades to the Division of Pensions and Benefits’ Employer Pension and Benefit Information Connection (EPIC) and Member Benefits Online System (MBOS) the weekend of July 22-23, 2006.

This means that EPIC will be unavailable for users starting at 3:00 p.m. Saturday, July 22 until 6:00 p.m. Sunday, July 23, 2006.

The Division apologizes for any inconvenience to EPIC users resulting from this service schedule.

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CERTIFYING OFFICER LETTER — July 17, 2006

TO: County Certifying Officers

FROM: The New Jersey Division of Pensions and Benefits

SUBJECT: Certifying Officer Letter - Chapter 336, P.L. 2005

The attached Certifying Officer Letter has been issued by Division of Pensions and Benefits to notify employers of new pension related legislation and/or other important pension related information.

If you are unable to open the attachment, current and archived Certifying Officer Letters are also available for viewing on the Division’s Web site at: www.state.nj.us/treasury/pensions.  At the home page, go to “Links for Employers” and then select “Certifying Officer Letters” from the “Letters, Laws, Boards & Other Resources” drop down list.

Certifying Officers should watch for future Certifying Officer Letters in their e-mail and forward these letters to any other appropriate individuals on your staff.

Please note: Instead of the time consuming and costly process of postal delivery, the Division of Pensions and Benefits has begun using e-mail distribution of Certifying Officer Letters whenever possible.  It is important that the Certifying Officer’s e-mail address is kept current with the Employer Pensions and Benefits Information Connection (EPIC) to assure the accurate and timely delivery of this information. 

For more information about EPIC or to update your information contact the Division’s Employer Education Unit at (609) 292-7524 or send e-mail to the Division of Pensions and Benefits at: https://www.state.nj.us/treas/pensions/epicmail.shtml

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CURRENT AND PENDING APPLICATIONS ON EPIC AND MBOS — April 19, 2006

TO:  All EPIC Users

FROM: The New Jersey Division of Pensions and Benefits

SUBJECT: Applications Presently and Soon to be Available on EPIC and MBOS

The Division of Pensions and Benefits would like to familiarize you with the online applications currently accessible through the Employer Pension and Benefit Information Connection (EPIC) and the Member Benefits Online System (MBOS).

Both the EPIC and MBOS systems can be reached from the Division’s Web site, at: www.state.nj.us/treasury/pensions and then by clicking the buttons found under the heading, “Online Systems Information” (in the upper right hand corner of the home page).

  • Access to specific EPIC applications must be assigned to EPIC registered employees by your designated EPIC Security Officer. 
  • Employees receive access to all available MBOS applications when they register for MBOS.

Listed below are the applications now available through EPIC and MBOS as well as a list of those to be made available in the near future.

APPLICATIONS CURRENTLY AVAILABLE TO EMPLOYERS THROUGH EPIC

PAYROLL CERTIFICATIONS: Access payroll certifications for loans, arrears, back deductions, and adjustments that are in effect for employees.

ENROLLMENT APPLICATION STATUS: Check on the status of any Enrollment Application submitted for a new employee.

PFRS ENROLLMENT APPLICATION (State Only): State employers may enroll new employees eligible for the PFRS.

DELAYED ENROLLMENTS: View amounts currently due and/or past payments made for delayed enrollments.

MEMBER ACCOUNT INFORMATION: View current account information for any employee, including membership number; date of enrollment; proof of age on file; veteran status; service credit; and loans, arrears, and back deductions in effect.

CHECK FOR EXISTING ACCOUNT: Check for an existing pension account and determine the status of any prior pension accounts (active, expired, withdrawn, retired, etc.) when hiring new employees.

LOAN CALCULATOR: Calculate how much employees may borrow from their pension accounts, and view estimates of different loan and/or repayment amounts.

RETIREMENT CALCULATOR: Estimate how much employees may be eligible to receive at retirement for any retirement date up to two years in the future.

RETIREMENT APPLICATION STATUS: Check on the status of retirement applications filed by employees.

EMPLOYER APPROPRIATIONS BILL (Local Employers Only): Local government and education employers may view amounts currently due and/or past payments made for pension system employer appropriations.

TRANSMITTAL ELECTRONIC PAYMENT SYSTEM (TEPS) (Local Employers Only): Local government and education employers may view past payments made through TEPS.

INTERNET-BASED REPORT OF CONTRIBUTIONS (IROC) (Local Employers Only): Local government and education employers may view, update, and submit the quarterly Report of Contributions.

CERTIFICATION FOR WITHDRAWAL: Complete and certify the withdrawal information for former employees who have terminated employment (but who have not applied for retirement).

SUPPLEMENTAL ANNUITY COLLECTIVE TRUST (SACT): View SACT account information for employees who participate in SACT.

STATE HEALTH BENEFITS PROGRAM (SHBP): For participating SHBP Employers only — View active, retiree, and COBRA health benefit account information of employees who participate in the SHBP.

ABP REPORT OF COVERED LIVES (ABP Employers Only): Employers may provide salary information online for the ABP Report of Covered Lives.

APPLICATIONS SOON TO BE AVAILABLE THROUGH EPIC

  • Online Enrollment Application for TPAF
  • Certification of Service and Final Salary for Retirement
  • Employers’ Certification of Death Claim
  • SHBP Transmittal of Deletions

ADDITIONAL HELP WITH EPIC

Employers who need help with currently available EPIC applications should view the “EPIC User’s Information Kit,” linked from the EPIC home page or from the Division’s Web site, at: www.state.nj.us/treasury/pensions  (Under the heading, “Online Systems Information.”).

If you have registered to use EPIC but still have questions about or difficulty accessing or using EPIC after reading the information provided in the “EPIC User’s Information Kit,” please contact the Division's Employer Education Unit at (609) 292-7524, or send an e-mail.

APPLICATIONS CURRENTLY AVAILABLE TO MEMBERS ON MBOS

MEMBER ACCOUNT INFORMATION: View currently posted pension account information such as membership number; date of enrollment; proof of age on file; veteran status; service credit; and loans, arrears, and back deductions in effect.

PAYROLL CERTIFICATIONS: View payroll certifications currently in effect (such as for loans, purchases, and adjustments).

PENSION LOANS: Submit your loan request online — or calculate how much you may borrow from your pension account, view estimates of different loan and/or repayment amounts, or check the status of a submitted loan request.

RETIREMENT CALCULATOR: Estimate how much you may be eligible to receive at retirement for any retirement date up to two years in the future.

RETIREMENT APPLICATION STATUS: Check the status of a retirement application that you have already submitted to the Division of pensions and benefits.

APPLICATION FOR WITHDRAWAL: Employees who have terminated their employment (but who are not eligible for or who choose not to apply for retirement) may submit a request for withdrawal from the retirement system.

DEFERRED COMPENSATION PLAN (State Employees Only): Provides a link to Prudential Retirements where participating State Employees can access account information for the New Jersey State Employees Deferred Compensation Plan.

SUPPLEMENTAL ANNUITY COLLECTIVE TRUST (SACT): View SACT account information if you participate in SACT.

STATE HEALTH BENEFITS PROGRAM (SHBP):  Employees who participate in the SHBP may view past and present health benefit account information for themselves and their covered dependents.

APPLICATIONS SOON TO BE AVAILABLE THROUGH MBOS

  • Online Retirement Application
  • Application to Purchase Service Credit

REGISTER OR GET HELP USING MBOS

Employees who wish to register to use MBOS should go to the Division’s Web site, at: www.state.nj.us/treasury/pensions and click on the link, “Sign up for MBOS,” located under the heading, “Online Systems Information.” Please read the registration instruction carefully, as registration requires several steps.

Registered MBOS users who need help using MBOS applications should view the “MBOS User’s Information Guide,” which is linked from the MBOS home page.

If you still have questions about or difficulty accessing or using MBOS after reading the MBOS Registration Information and/or “MBOS User’s Information Guide ,” you may contact the Division's Employer Education Unit at (609) 292-7524, or send an e-mail.

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IROC AND EPIC MAINTENANCE — March 29, 2006

TO: Certifying Officers

FROM: The New Jersey Division of Pensions and Benefits

SUBJECT: IROC and EPIC Maintenance

The State Office of Information Technology (OIT) will be performing scheduled maintenance on the Division of Pensions and Benefits’ EPIC system servers the weekend of April 1, 2006.

As a result, the Internet-based Report Of Contributions (IROC) will be unavailable through EPIC from 4:00 p.m. Saturday, April 1st until 4:00 a.m. Sunday, April 2nd.

Certifying Officers and their staff who complete the IROC should plan any weekend work schedules that include the IROC to account for the system maintenance period.

The Division of Pensions and Benefits apologizes for any inconvenience this scheduled maintenance may cause and appreciates your continued use of EPIC and the IROC.

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NEW APPLICATIONS ON EPIC AND MBOS — March 21, 2006

TO: Certifying Officers

FROM: The New Jersey Division of Pensions and Benefits

SUBJECT: New Applications Available on EPIC and MBOS

The Division of Pensions and Benefits is pleased to announce that two new online applications are now accessible through the Employer Pension and Benefit Information Connection (EPIC) and the Member Benefits Online System (MBOS).

MEMBER APPLICATION FOR WITHDRAWAL

Employees who are terminating their employment and who also wish to withdraw from the retirement system may now submit a request for withdrawal online using the MBOS Withdrawal Application.  When using the online application, members have the full selection of withdrawal distribution and tax withholding options that are available with the paper withdrawal form. 

When a member submits an online withdrawal request, they receive a confirmation of the submission, and a request for the Employer Certification for Withdrawal is posted to the employer’s EPIC account.

EMPLOYER CERTIFICATION FOR WITHDRAWAL

Employers must certify the last day and final salary of terminated employees who wish to withdraw from the retirement system. This can now be done online using the Employer Certification for Withdrawal application in EPIC. When employers enter the new application, a list of requested withdrawal certifications is presented. Employers may submit certifications for the listed members, and may also enter a new certification for a member who is in the process of submitting a Withdrawal Application.

Information about using EPIC applications is available in the EPIC User’s Guide.  The link to the User’s Guide is found on the EPIC home page. 

ACCESSING NEW EPIC APPLICATIONS

Your designated EPIC Security Officer must assign access to new applications to EPIC users registered through your employing location. (Note: the Certifying Officer can assign the applications to the Security Officer.)  For information about how to assign access to new applications, follow the link in the EPIC User’s Kit to the EPIC Security help pages.

DEFERRED COMPENSATION PLAN APPLICATION

Employers should also note that the button for the Deferred Compensation Plan application has been removed from EPIC.  Employees enrolled in the State Employees Deferred Compensation Plan can now access their account information online directly through Prudential at: www.prudential.com/njsedcp

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NEW APPLICATION ON EPIC — December 21, 2005

TO: State PFRS Certifying Officers

FROM: The New Jersey Division of Pensions and Benefits

SUBJECT: Online PFRS Enrollment Application Available on EPIC

The Division of Pensions and Benefits is pleased to announce that selected State employers can now enroll newly hired employees in the Police and Firemen’s Retirement System (PFRS) by accessing the new online PFRS Enrollment Application through the Employer Pension and Benefit Information Connection (EPIC).

The online PFRS Enrollment Application is designed for new hires to the State's pension systems. It is not designed at this time to accept Reports of Transfers, Interfund Transfer Applications, or applications for those who are over the age of 35 and who are requesting age reduction based on supporting documentation. Those applications should continue to be submitted to the Division of Pensions and Benefits through normal processing channels.  

  • Do Not submit a paper PFRS Enrollment Application for employees who are processed through the online system.

  • Do Not submit the Report of the Examining Physician (form PF-10-0061) to the Division. However, a completed Report of the Examining Physician form must be kept on file indefinitely by the employer so that it can be submitted to the Division if requested for any future appeal cases.  

Please be aware that the online PFRS Enrollment Application designates all beneficiaries as the "estate."  Instructions are included in the online system for the completion by the member of the Designation of Beneficiary form should they wish to designate specific beneficiaries for pension and life insurance purposes.

Accessing the New Applications

Certifying Officers and designated EPIC Security Officers should assure that employees assigned with the responsibility of enrolling new employees into the PFRS are:

  1. Registered as EPIC users through your employing location and can access the EPIC system; and

  2. Have been assigned access to the new PFRS Enrollment Application by the Epic Security Officer.  (Note: the Certifying Officer can assign this application to the Security Officer.)

For additional information about how to assign access to EPIC applications, follow the link in the EPIC User’s Kit to the EPIC Security help pages.

Online Training

Online information on how to use the PFRS Enrollment Application is available to employers in the EPIC User’s Guide.  The link to the User’s Guide is found on the EPIC home page.

Note: If you need additional assistance with the application, contact the Division’s Employer Education Unit at (609) 292-7524 or send e-mail.

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SHIPS TRANSITION TO EPIC — November 23, 2005

TO: State Certifying Officers

FROM: The New Jersey State Health Benefits Program

SUBJECT: Transition of SHIPS Inquiry System to EPIC

The State Health Benefits Program (SHBP) is notifying registered users of the SHIPS Inquiry System that SHIPS is now accessible through the Employer Pension and Benefit Information Connection (EPIC).

Using SHIPS on EPIC is fast and easy. 

  • Certifying Officers will automatically find the “State Health Benefits Program” button on the EPIC home page. 

  • Your designated EPIC Security Officer must assign access to the “State Health Benefits Program” button and SHIPS Application to any additional EPIC users registered through your employing location using the EPIC Security Application. (Note: only the Certifying Officer can assign the SHIPS application to the Security Officer.)  For information about how to assign access to new applications, follow the link in the EPIC User’s Kit to the EPIC Security help pages.

  • Once access is assigned, click the “State Health Benefits Program” button, then enter the Social Security number or name of an employee to view the SHIPS information.

Certifying Officers and your EPIC Security Officer should assign access to EPIC SHIPS to any employees who have access to the previous SHIPS Inquiry System.  Please note that the employee health benefit information in SHIPS is subject to the use and access safeguards of the federal Health Insurance Portability and Accountability Act (HIPAA).  Only authorized personnel should have access to SHIPS.

Additional information about EPIC — including information on using SHIPS — is available in the EPIC User’s Guide.  The link to the User’s Guide is found on the EPIC home page.  

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IROC NOW AVAILABLE ON EPIC — September 20, 2005

TO: Certifying Officers

FROM: The New Jersey Division of Pensions and Benefits

SUBJECT: IROC Now Available on EPIC

The Division of Pensions and Benefits is pleased to announce that the Internet-based Report Of Contributions (IROC) is now accessible through the Employer Pension and Benefit Information Connection (EPIC).

  • As the Certifying Officer for your employing location, you can now access the IROC application. 

  • You and your EPIC Security Officer also have the ability to grant your EPIC-registered employees access to view and/or complete the information on the IROC.

ASSIGNING ACCESS TO IROC

Certifying Officers can use the “EPIC Security System” to assign themselves, their EPIC Security Officers, and any other EPIC-registered employees access to the IROC application.  Once assigned, each user will find the IROC button on the EPIC home page.  Clicking the IROC button will open the IROC application. 

The EPIC Security Officer can also use the “EPIC Security System” to assign access to the IROC application for any EPIC-registered employees (other than themselves or the Certifying Officer – see note below).

For more information about using the “EPIC Security System”, click the “Search Help” button on the EPIC home page and then follow the link for the “EPIC Security System”.

Note: If the EPIC Security Officer needs access to view or complete the IROC, that access must be granted by the Certifying Officer using the “EPIC Security System”.

USING THE IROC

The IROC application has been designed to be easy to use. 

Your designated EPIC-registered employees can view and/or complete the information on the IROC.

If you or your employees need help in completing, reviewing, or submitting the IROC to the Division of Pensions and Benefits, please see the IROC Users Guide which is available by clicking the link below:
http://www.state.nj.us/treasury/pensions/irochelp.htm

The IROC Users Guide is also available by clicking the “Search Help” button on the EPIC home page and then following the link for the “Internet-based Report of Contributions”.

OTHER EPIC APPLICATIONS

The Division would also like to announce that several other new applications are now accessible through EPIC.
These new applications include:

  • Loan Estimate Calculator
  • Retirement Estimate Calculator
  • Transmittal Electronic Payment System (TEPS) — All Local and State Monthly Employers
  • Supplemental Annuity Collective Trust (SACT) — If you participate in SACT
  • State Employees Deferred Compensation Plan – State only

Information about using EPIC applications is available by clicking the “EPIC Help” button on the EPIC home page.

Accessing the New Applications

To assign access to these new applications, for any of your EPIC-registered employees, your designated EPIC Security Officer must use the EPIC Security Application.  For more information, click the “Search Help” button on the EPIC home page and then follow the link for the “EPIC Security System”.

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E-MAIL ADDRESSES NEEDED ON EPIC — September 20, 2005

TO:  All EPIC Users

FROM:  The New Jersey Division of Pensions and Benefits

SUBJECT: E-mail Addresses and EPIC

The Division of Pensions and Benefits’ Employer Pension and Benefit Information Connection (EPIC) is an important resource for conducting e-business between the State of New Jersey and its public employers.

As an EPIC-registered user of such an employer, it is imperative that your e-mail address remains up-to-date in the Division’s EPIC data base to ensure the smooth operation of online applications and communication. 

To this end, we ask that all EPIC users contact their Pension Certifying Officer or EPIC Security Officer to verify the accuracy of their e-mail address within EPIC.  If your e-mail address turns out to be incorrect, your Certifying Officer and/or EPIC Security Officer can have this information corrected. 

You should also check your e-mail address for your myNewJersey portal account, by clicking the link “change profile” on the MyNewJersey home page.  Under “role specific information”, click the link for “member-public”.  Your e-mail address will be in the text box to the far right.  If you make changes, click the “Finished” button to update the changes.

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