What Employers Need to Know
As employers continue to modernize onboarding processes, the use of electronic signatures has become increasingly common and often encouraged. However, when it comes to the ASRS 65+ Membership Waiver, it is essential that digital signatures meet specific standards to ensure the form is valid and can be accepted without delay.
This article outlines acceptable electronic signature methods, employer responsibilities, and key compliance requirements to help prevent rejected forms and support a smooth onboarding experience.
Why Signature Verification Matters
The 65+ waiver is a legally significant document. By signing it, an eligible employee formally elects to waive participation in the Arizona State Retirement System (ASRS). Because of this, ASRS must be able to clearly and confidently verify:
• That the employee personally signed the waiver
• That an authorized employer representative also signed the form
If ASRS cannot distinguish between the two signers or cannot validate the authenticity of the signatures, the form will be rejected.
Acceptable vs. Unacceptable Electronic Signatures
Not all electronic signatures meet ASRS requirements. Employers should ensure they are using tools that provide verifiable and secure documentation.
Unacceptable Signatures
• Typed names in a signature field (e.g., “John Smith” typed in cursive font)
• Copy-and-pasted images of signatures
• Simple e-signatures without supporting metadata
• Any format where ASRS cannot confirm that two distinct individuals signed the form
Acceptable Signatures:
• Secure digital signature platforms (e.g., Docusign or similar tools)
• Signatures that include verifiable metadata, such as:
o Timestamp of signature
o Signer’s email address or unique identifier
o Audit trail showing the sequence of signatures
These features allow ASRS to validate both the identity of the signers and the integrity of the document.
Key Reminder: If there is any doubt about whether two different individuals signed the form, it will not be accepted.
Employer Responsibilities
Employers play a critical role in ensuring the waiver process is completed correctly and in compliance with statutory requirements.
1. Provide the Waiver Timely
The 65+ waiver must be completed by eligible employees and received by ASRS within 30 days of their start date. Delays can impact compliance and employee eligibility.
2. Confirm Eligibility Before Issuing the Waiver
Not all employees qualify to waive ASRS membership. Employers should use the Membership Eligibility Tool before providing the form.
If there is any uncertainty, please contact the Employer Relations team through your secure account via:
• Secure Message
• Chat
3. Ensure Proper Completion
• Both the employee and employer representative must complete their respective sections
• Signatures must be clearly attributable and verifiable
• Do not provide partially completed forms to employees
Statutory Guidance
Under Arizona Revised Statutes § 38-727, eligible employees who meet specific criteria, including being age 65 or older at the time of hire, may elect to waive ASRS membership by submitting a properly completed waiver form.
Additionally, ASRS Administrative Rules R2-8-1002 require that:
• The waiver election must be made in writing
The form must be properly executed and verifiable. If these requirements are not met, the employee must be enrolled in ASRS, and applicable contributions will be required.
Avoiding Delays and Rejections
To ensure a smooth process:
• Use secure, traceable e-signature platforms
• Verify that both signatures are clearly distinguishable
• Confirm eligibility before issuing the waiver
• Submit fully completed forms
Taking these steps up front helps prevent delays and reduce the risk of rejected forms.
We’re Here to Help
ASRS is committed to supporting employers in navigating these requirements. If you have questions about eligibility, acceptable signatures, or the waiver process, please reach out to the Employer Relations team through your secure account.
By ensuring that electronic signatures are secure, verifiable, and properly executed, employers can streamline onboarding while maintaining compliance and, most importantly, avoid unnecessary form rejections.
