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 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 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
Enclosure: Seminar and Workshop Flier 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 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:
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:
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 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 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. 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. 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. 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. 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 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. 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.
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 CERTIFYING OFFICER LETTER — August 2007 TO: State Biweekly 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.
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 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
Enclosure: Seminar and Workshop Flier 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. 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 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.
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. 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
PURCHASE CERTIFICATION — EMPLOYMENT VERIFICATION FOR PURCHASE OF SERVICE CREDIT
ONLINE APPLICATION FOR RETIREMENT
EMPLOYER CERTIFICATION OF SERVICE AND FINAL SALARY FOR RETIREMENT
APPLICATION HELP AND ONLINE TUTORIALS
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. 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):
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. 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. 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 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
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 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. 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. 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. CERTIFYING OFFICER LETTER — April 10, 2007 TO: State Departmental
Certifying Officers, 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. 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. 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. 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
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
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
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 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. 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) 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) 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) 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) 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) 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 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. 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. 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. 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. 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:
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 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. Application access is made through the use of the EPIC Security System and can be assigned as follows:
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 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. 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 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).
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
APPLICATIONS SOON TO BE AVAILABLE THROUGH EPIC
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 to: pensions.nj@treas.state.nj.us. APPLICATIONS CURRENTLY AVAILABLE TO MEMBERS ON MBOS
APPLICATIONS SOON TO BE AVAILABLE THROUGH MBOS
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 to: pensions.nj@treas.state.nj.us. 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. 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 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.
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:
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 to: pensions.nj@treas.state.nj.us. 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 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. 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).
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: 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.
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”. 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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Copyright
© State of New Jersey, 1996-2009
Division of Pensions and Benefits
PO Box 295
Trenton, NJ 08625-0295
Last Updated: May 18, 2010