The Employer Administrator is responsible for authorizing access to the applications available on the ASRS secure employer website for registered employer users.
By giving an employer user access to one or more of the following online applications, or "roles," you are acknowledging that the employer user is authorized to view all data contained within each online application. Following is a list of roles and a brief description of the information accessible by these roles. Please take note of the information these roles have access to and make sure to deactivate the web user accounts for those who no longer work for your organization.
- Employer Administrator – Those with this designation can add new employer users, authorize and remove access to any available online applications, deactivate employer users, authorize and remove LTD and Executive contacts, manage employer addresses and email address domains, and view recent activity of these changes.
- Ending Payroll Verifications – Authorized users are responsible for responding to Ending Payroll Verification (EPV) requests for employees who have applied to retire or refund from ASRS or who died prior to retiring. The EPV displays the member's name and Social Security Number (SSN).
- Online Contribution Reporting – Those in this role maintain the Contribution Summary reports, which include the name, SSN, employee status, salary, contributions, service purchase deductions, employee type, member type, employee classification, and hours worked each pay period for all actively contributing employees. The name, social security number, salary, alternate contribution rate (ACR) amount, employee type, and return to work date for return-to-work retirees will be displayed through this access. Bank account and routing numbers from which contributions are paid are also accessible.
- PDA and Term Pay Specialist – This specialist receives direct messages that include either a member's Payroll Deduction Authorization or an Authorization for Termination Payment service purchase form that has to be implemented.
- Online Enrollments – Authorized users have access to the name, date of birth, and SSN of new employees who go through the online enrollment process. The name and SSN will also be displayed for employees who have contributed but not enrolled, and who have enrolled but not yet contributed.
- HI Premium Benefit Specialist – This role is authorized to access the Health Insurance Premium Benefit report, which contains the names, SSNs, and health insurance elections for certain retirees and LTD participants.
- Return to Work – Users with this role are required to evaluate Working After Retirement forms that display the name, SSN, termination date, normal or early retirement status, return to work date, and the intent of their employment.
- CNW and Military Call Up – Authorized users have access to request and view the status of a CNW and/or Military Call Up request.
- Leave of Absence – Those with this access can initiate and view requests that display the name, SSN, and certain employment dates for members requesting to purchase an unpaid leave of absence.
The importance of properly managing employer roles:
Data security and privacy are of utmost importance to the ASRS. As the ASRS Secure Employer Website Administrator (Employer Administrator), you have a very significant responsibility to ensure that only authorized employer users can access the ASRS secure employer website. You can fulfill this responsibility by:
- Deactivating employer users when they are no longer authorized to access the site
- Preventing employer users from sharing login IDs and passwords by ensuring each user has a unique login ID and password
- Monitoring the activity report, which will display the last 60 days of employer user activity
Deactivating the accounts of former employees is simple and one of the most important ways to help protect the integrity of ASRS member accounts. Detailed instructions for deactivating employer user accounts is available beginning on page 21 of the ASRS Secure Employer Website Administrator Guide.
If you have any questions about deactivating employer user accounts or other responsibilities of the Employer Administrator, please get in touch with the Employer Relations team.
by William Roberts, Employer Relations
