Employer Pensions and Benefits Information Connection (EPIC)

EPIC User's Information Guide
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EPIC Registration Information

PART I - Welcome to EPIC

The Employer Pensions and Benefits Information Connection (EPIC) is a set of Internet based applications that allow registered employers access to their employees' pension and, if applicable, health benefit account information. The Division of Pensions and Benefits has designed EPIC to be both fast and easy to use. Once you begin to use EPIC, we believe you will find it to be one of your most useful resources for the accurate information you need for the day-to-day administration of your employees' pensions and benefits.

Access to EPIC is granted through the MyNewJersey Web site (www.state.nj.us). MyNewJersey is the platform through which the State of New Jersey provides a variety of e-business services and online information. By routing access to EPIC through MyNewJersey, the Division of Pensions and Benefits is able to provide registered employers with a technology platform that is secure, efficient, and easy to use.

For more about becoming a registered user of EPIC and MyNewJersey, see the EPIC Registration Information page.

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The EPIC Home Page

When you first sign onto EPIC you are taken to the EPIC Home Page.

On the left side of the EPIC Home Page you will find "Employer Information" that identifies the employer through which you have access and helpful links — the online help screen is available by clicking the "Search Help" button.

• A drop-down box identifies the pension fund and employer location number and name through which you are logged onto EPIC.
  
  
• If you have EPIC access to other pension funds or employing locations, you may select them by clicking on the arrow at the right of the drop-down listing. Once you select another location number from the list, the employer information for that employing location will be displayed on the left side of the EPIC Home Page.
  

Note: As an EPIC user, you are only permitted access to information about employees of the employing location shown in the drop-down box at the top of the "Employer Information" area. The single exception to this security precaution is the "Check for Existing Account" application described below in Part II.

Note: If you are registered with multiple roles through EPIC and/or MBOS, you may click the "Select MBOS Role" button on the EPIC Home Page to leave the current EPIC session and access your MBOS account.

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EPIC Support

If, after reading this EPIC User's Guide, you still have questions about or difficulty accessing or using EPIC, registered users may contact the Division's EPIC Help Desk at (609) 777-0534 or send e-mail to: pensions.nj@treas.state.nj.us.

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PART II - EPIC Applications

Navigating Between Applications

All of EPIC's Employer Applications contain a navigation bar at the top of the page that allows you to begin a new search in the current application or access other EPIC applications without having to return to the EPIC Home Page.

To begin a new search in the same application, enter the employee's membership number or Social Security number in the appropriate field and click the "New Search" button. To go to another application, click the application name which is found in the "Select Application" drop-down box.

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Check for Existing Account

In most cases, EPIC users are only permitted access to information about employees at their employing location. An exception to this is provided for the Check for Existing Account application. This application is designed to allow employers to check for an existing pension account and determine the status of any prior pension accounts (active, expired, withdrawn, retired, etc.) when hiring new employees.

• Knowledge of an existing active pension account is important so that the employer and employee can complete the appropriate enrollment or transfer application.
  
  
• Knowledge of retiree status is important because of salary or position limitations that can affect retirees who return to public employment.

Access to the application requires the employee's Social Security number. Enter the Social Security number on the EPIC Home Page and click the "Check for Existing Account" button.

The page that appears will show the status of any New Jersey State-administered pension account listed for that Social Security number. If the account listed was with your employer it is marked with an asterisk.

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Membership Account Information

The Membership Account Information application allows you to view pension account information for any of your enrolled employees.

Access to the application requires the employee's membership number, Social Security number, or name. Enter the membership number, Social Security number, or name on the EPIC Home Page and click the "Membership Account Information" button.

The page that appears will show account information current as of the last quarterly posting by the Division of Pensions and Benefits.

On the left side of the page you will find information that identifies the employee and information on the current status of any loan, arrears/purchase, or back deduction amounts due to the Division.

On the right side of the page is account information including the date of the last reported contribution, total employee contributions to the pension fund, pension service credit, life insurance coverage status, and - if available to your employees - information for the State Employees Deferred Compensation Plan and Supplemental Annuity Collective Trust of New Jersey.

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Payroll Certifications

The Payroll Certifications application allows you to view the Certifications of Payroll Deductions issued by the Division of Pensions and Benefits for your employees. Payroll certifications are issued to authorize the start of pension deductions for new employees, for back deductions due to the Division, pension loan payments, or arrears/purchase payments.

To access the application, click the "Payroll Certifications" button on the EPIC Home Page. On the page that appears you can request all certifications or choose only a specific type of certification (loans, back deduction, etc.). You may also request certifications for all employees or view certifications for an individual employee by entering a membership number, Social Security number, or name.

When all selections have been made, click the "Submit" button and a page will load with a list of certifications that met the selected criteria (past certifications are archived for up to two years).

Certifications are retrieved in groups of 25 and presented five at a time. If the certification you are looking for is not in the first five returned, click the "Next" button to view the next five certifications in the group.

When you reach the end of the first group of 25, the "Next" button will not be visible. To view the next group of 25 certifications, click the "Next Group" button. The next 25 certifications will then be loaded and displayed five at a time.

The total number of records available for viewing will be listed in the bottom right table cell.

To view a specific certification, click the check box that corresponds to the certification you want and then click the "Details" button. You may also request to view more than one certification by clicking on several check boxes (or click the "Select All" box to view all certifications from this search). Selected certifications are presented one at a time with navigation buttons to go to the "Next" or "Previous" certification.

Note: The payroll certification for newly hired employees can be viewed only upon the completion of the enrollment process. You may check the enrollment status using the "Enrollment Application Status" application.

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Enrollment Application Status

The Enrollment Application Status application allows you to check the enrollment status of newly hired employees. Once an Enrollment Application is received by the Division, and processing has begun, it will be accessible by this application.

Access to the application requires the employee's Social Security number. Enter the Social Security number on the EPIC Home Page and click the "Enrollment Application Status" button.

The page that appears will show any Enrollment Applications processed for the individual along with the current processing status. If the processing of the enrollment has been delayed pending the need for additional information, the pending reason will be displayed.

If processing is complete and a Certification of Payroll Deductions is pending or has been issued, the certification date will be displayed (see above for Payroll Certifications).

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PERS Enrollment Application

The online PERS Enrollment Application allows employers to enroll eligible, newly hired employees into the Public Employees' Retirement System (PERS).

To access the application, click the "PERS Enrollments" button on the EPIC Home Page.

On the page that appears:

• Enter the information for the employee who you wish to enroll.


• Be sure to carefully answer all the questions. Questions marked with an asterisk * are required.


• Include the employer Payroll or Benefits office telephone number.


• When all the information is entered, click the "Continue" button.
  

Additional pages will be presented to request additional details about the applicant and the position.

Please check any of the items that apply.

• To return to a previous page, click the "Back" button.
  
  
• When all applicable questions on a page have been answered, click the "Continue" button to proceed to the next page.

When all applicable questions on a page have been answered, click the "Continue" button to proceed to the next page.

Please Note:

• If the employee's enrollment cannot be processed online, you will see a message explaining the reason and providing further instructions on how to proceed with the enrollment.


• If it is determined that the employee' may be eligible for a Interfund Transfer, you will see a message indicating to complete an Interfund Transfer form and send it to the Division of Pensions and Benefits. You will be able to click the "Continue" button to complete the online enrollment process.


• In certain cases, online enrollments may require additional review. If this is the case, you will see a message indicating that the Division of Pensions and Benefits will notify you of the final enrollment status within 30 days. You will be able to click the "Continue" button to complete the submission of the enrollment data.


• Do Not submit paper enrollment applications for PERS employees who are processed through the online application.


• Do Not submit TPAF or PFRS enrollment requests through the online PERS application.

When all applicable questions have been answered you will see a Summary Page. Please review the information to verify that it is correct.

• If you need to make any changes, click the "Modify" button to return to previous pages.
  
  
• If all of the information is correct, click the "Submit" button to complete the enrollment process.

When a submission is successfully completed, you will see a confirmation message.

At the top of the page is a link to a printable version of the completed PERS enrollment information. Print 2 copies of this information and give one copy to the newly enrolled member and keep the other copy for your records.

Please go over the information contained on the Enrollment Application with the member.

IMPORTANT: The online PERS Enrollment Application does not include the Designation of Beneficiary page that had been part of previous versions of the paper enrollment application. Until the member designates his or her beneficiary, the member’s estate will be the beneficiary of record.

• Once members are enrolled, they will have the opportunity to open a Member Benefits Online System (MBOS) account and update their Designation of Beneficiary online. Details about MBOS are provided on the application printout.


• Members may also choose to complete and mail the standard Designation of Beneficiary form to the Division.

This enrollment is now complete. Click the "Home" button to exit the application.

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TPAF Enrollment Application

The online TPAF Enrollment Application allows education employers to enroll eligible, newly hired employees into the Teachers' Pension and Annuity Fund (TPAF).

To access the application, click the "TPAF Enrollments" button on the EPIC Home Page.

On the page that appears:

• Enter the information for the employee who you wish to enroll.


• Be sure to carefully answer questions 1 through 8.


• Include the employer Payroll or Benefits office telephone number.


• When all the information is entered, click the "Submit" button.
  

Please Note:

• If the employee's enrollment cannot be processed online, you will see a message explaining the reason and providing further instructions on how to proceed with the enrollment.


• If it is determined that the employee' may be eligible for a Interfund Transfer, you will see a message indicating to complete an Interfund Transfer form and send it to the Division of Pensions and Benefits. You will be able to click the "Continue" button to complete the online enrollment process.


• In certain cases, online enrollments may require additional review. If this is the case, you will see a message indicating that the Division of Pensions and Benefits will notify you of the final enrollment status within 30 days. You will be able to click the "Continue" button to complete the submission of the enrollment data.


• Do Not submit paper enrollment applications for TPAF employees who are processed through the online application.


• Do Not submit PERS enrollment requests through the online TPAF application.

When a submission is successfully completed, you will see a confirmation message.

Upon successful submission of an online TPAF Enrollment Application, click the "Continue" button.

A printable PDF version of the completed TPAF Enrollment Application will open. Print 2 copies of this application and give one to the newly enrolled member and keep the other copy for your records. (PDF files require Acrobat Reader which is available free from Adobe.)

Please go over the information contained on the Enrollment Application with the member.

IMPORTANT: The online TPAF Enrollment Application does not include the Designation of Beneficiary page that was part of the paper enrollment application. Until the member designates his or her beneficiary, the member’s estate will be the beneficiary of record.

• Once members are enrolled, they will have the opportunity to open a Member Benefits Online System (MBOS) account and update their Designation of Beneficiary online. Details about MBOS are provided on the application printout.


• Members may also choose to complete and mail the standard Designation of Beneficiary form to the Division.

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PFRS Enrollment Application (State Employers Only)

The online PFRS Enrollment Application allows State employers to enroll eligible, newly hired employees into the Police and Firemen's Retirement System (PFRS).

Please Note:

• The online application is designed for new hires to the PFRS. 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 paper enrollment applications for employees who are processed through the online application.
  
  
• Do Not submit the Report of the Examining Physician 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.
  
  
• 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.

To access the application, click the "PFRS Enrollments" button on the EPIC Home Page.

On the page that appears, enter the information for the employee who you wish to enroll.

• Be sure to carefully answer the questions regarding medical requirements, the type of employment, and police training.
  
  
• When all the information is entered, click the "Next" button to go to page 2 of the application.
  
  
• If the employee's enrollment cannot be processed online, you will see a message explaining the reason and providing further instructions on enrollment.

On page 2 of the Enrollment Application, enter the home address information of the employee. Please also validate all previously entered information. When done, click the "Submit" button.

Upon completion, you will see an enrollment confirmation page (below). If enrollment was successful, the message will show the newly issued PFRS membership number of the individual.

Click the "Print" button to open a printable PDF version of the completed PFRS Enrollment Application form. A copy of this form must be printed for the employee and for your own records.

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DCRP Enrollment Application

The online DCRP Enrollment Application allows employers to enroll:

• Eligible Elected or Appointed Officials into the Defined Contribution Retirement Program (DCRP); or
  
  
• Other employees who are ineligible for PERS or TPAF enrollment because they do not meet the minimum salary requirements for the PERS or TPAF.

The DCRP was created under the provisions of Chapter 92, P.L. 2007 and extended under the provisions of Chapter 103, P.L. 2007, and Chapter 89. P.L. 2008. Specific guidelines on elligibility and enrollment are available in the Employers Pension and Benefits Administration Manual (EPBAM) or in Fact Sheet #80, DCRP for Elected or Appointed Officials, and Fact Sheet #82, DCRP if Ineligible for the PERS or TPAF.

To access the application, click the "DCRP Enrollments" button on the EPIC Home Page.

On the page that appears:

• Enter the information for the elected or appointed official who you wish to enroll.


• Be sure to carefully answer all the questions. Questions marked with an asterisk * are required.


• Include the employer Payroll or Benefits office telephone number.


• When all the information is entered, click the "Continue" button.

You will be shown a Summary Page. Please review the information to verify that it is correct.

• If you need to make any changes, click the "Modify" button to return to the previous page.
  
  
• If all of the information is correct, click the "Submit" button to complete the enrollment process.

When a submission is successfully completed, you will see a confirmation page.

At the top of the page is a link to a printable version of the completed DCRP enrollment information. Print 2 copies of this information and give one copy to the newly enrolled member and keep the other copy for your records.

Please go over the information contained on the Enrollment Application with the member.

IMPORTANT: The online DCRP Enrollment Application does not include a Designation of Beneficiary page. Until the member designates his or her beneficiary, the member’s estate will be the beneficiary of record. Members should complete and mail the standard ABP/DCRP Designation of Beneficiary form to the Division of Pensions and Benefits as soon after enrollment as possible.

This enrollment is now complete. Click the "Return" button to exit the application.

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Delayed Enrollments

The Delayed Enrollments application allows employers to view amounts currently due and/or past payments made for delayed enrollments.

To access to the application click the "Delayed Enrollments" button on the EPIC Home Page.

The page that appears will show any current delayed enrollment balance(s) that is due. If there is no current balance due, a message to that effect will appear instead.

Click on the "Paid Invoices" button to view past, paid Delayed Enrollment Bill information.
Click the "Frequently Asked Questions" link to view more information about Delayed Enrollments.

Clicking on the "Unpaid Invoices" button will return you to the previous screen.

Click on any "Invoice Number" to view the billing information in more detail.

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Purchase Certification

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 (or former employee's) request to purchase service credit. This application replaces the need for employers to submit a paper certification (formerly the 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, click the "Purchase Certification" button on the EPIC Home Page.

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.

If the Purchase Type is listed as "Uncredited" the Add Title page will open.

Indicate the Official Payroll Title of the position, the Dates of Employment (including Appointment Date, Hire date, etc.), and salary information requested.

Please complete all required fields on the verification page.

In the "Title Classification" field, select a classification from the list that best represents the type of position held by the employee.   If the Purchase Type is listed as "Leave of Absence" the Add Leave of Absence page will open. Indicate the Dates and Reason of the Leave of Absence. Please complete all required fields on the page.

In the "Reason" field, select a reason for the Leave of absence from the list provided.   When all of the information has been entered, click the "Continue" button and you will be shown a Summary Page.

Please review the information on the Summary Page to verify that it is correct.

• If you need to make changes click the "Modify" button.
  
  
• To add another Payroll Title for this employee , click the "Add Another Title" button.
  
  
• If the information is correct, enter a contact telephone number in case there are additional questions about information submitted and click the "Submit" button

You will be shown a confirmation that the Purchase Certification was submitted successfully.

A link at the top of this page will open a "Printable Version" of the Summary Page information that you can print for your records.

To exit the application, click the "Home" button near the EPIC page header. You will be returned to the menu page that lists requested certifications.

From here you can complete another employee's certification, or click the "Home" button again to exit the application and return to the EPIC Home Page.

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Retirement Certification

The Retirement Certification application allows for online submission of the Certification of Service and Final Salary for Retirement.

When an employee submits an Application for Retirement, the Certifying Officer will receive an e-mail message that the certification is requested. 

On the page that appears, the employer will see the names of any employees for whom there is an outstanding request for a Certification. 

Clicking on the member's name will open the online form and permit the certification of service and salary.

Buttons are also provided that allow employers to add a Certification for a retiring employee who is not yet on the list, or a Certification of Retroactive Salary for a previously retired employee.

On the Certification Page, you will answer questions about the employee's retirement.

Please provide an answer for all questions that are shown.

You will also be asked to indicate whether or not the employee had a significant increase in salary within the last 5 years of employment, and supply salary information as appropriate.

A contact telephone number is also required in case there are additional questions about information submitted.

When all of the information is submitted, you will be shown a Summary Page.

Please review the information on the Summary Page to verify that it is correct. Then click the "Submit" button.

You will be shown a confirmation that the Retirement Certification was submitted successfully. A separate e-mail confirmation will also be sent.

A link at the top of this page will open a "Printable Version" of the Summary Page information that you can print for your records. It is also advisable to print a copy and give it to the employee who is retiring for his or her records.

To exit the application, click the "Home" button near the EPIC page header. You will be returned to the menu page that lists requested certifications.

From here you can complete another employee's certification, or click the "Home" button again to exit the application and return to the EPIC Home Page.

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Retirement Estimate Calculator

The Retirement Calculator application allows you to estimate how much employees may be eligible to receive at retirement for any retirement date up to two years in the future.

Access to the application requires the employee's membership number, Social Security number, or name. Enter the membership number, Social Security number, or name on the EPIC Home Page and click the "Retirement Calculator" button.

On the page that appears:

• Select the type of retirement from the drop-down menu.
  
  
  
• Enter the employee's planned retirement date (All retirements must be for a date no more than two years in the future and must start on the first of a month).
  
  
• Enter the date on which the employee will terminate employment (must be prior to the retirement date).
  
  
• If the employee is planning to purchase additional service credit, enter the service in the "Additional Service" field (optional).
  
  
• By clicking "Yes" in the "Add Beneficiary" area, a box will open where you may include the employee's beneficiary's name, date of birth, and spouse information. Note: By providing this information we will be able to calculate additional pension payment options that include survivor payments (optional).

• When all of the information has been entered, click the "Submit" button.

The page that appears will show the retirement estimate.

Note: All calculations are ESTIMATES ONLY and are based on service and salary information currently posted to your pension account by the Division of Pensions and Benefits.

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Application for Retirement — Employer version

The online Application for Retirement permits an employer to submit an Application for Retirement for one of their employees in cases of an “involuntary retirement” application or when assisting an employee who is applying for retirement.

Note: As a general rule, a member who is not being retired Involuntarily and capable of completing the application on their own, should submit their application using their personal MBOS account.

Access to the application requires the employee's membership number or Social Security number, and name. Enter the employee’s pension membership number or Social Security number and first and last name on the EPIC Home Page. Then click the "Application for Retirement" button.

The first page will ask for the employee’s e-mail address. Please enter the e-mail address and click the "Continue" button.

Note: While not required, it is highly recommended that the e-mail address be provided for electronic confirmation or in cases where follow-up contact with the employee is needed.

Before applying for retirement, all members should receive an Estimate of Retirement Benefits and consider the pension payment options available to them and any beneficiary.  The online Retirement Application provides a link to the Retirement Estimate Calculator.

• To calculate an estimate of benefits for the employee prior to completing an application, click the "Yes" button.
  
  
• If the employee already has an estimate and you are ready to complete the application, click “No” and the application form will open.

Member Information

The Member Information page asks about the retiree. Please complete all of the requested fields.

• Some fields may be pre-filled.
  
  
• If any of the pre-filled information is incorrect, it can be corrected.

After you have entered all of the information for this page, click the “Continue” button.

Retirement Type

On the Select Retirement Type page, choose the employee’s “Retirement Date” and “Retirement Type”. 

Because all retirements begin the first day of the month select only the Retirement  Month and Retirement Year from the drop down lists.

Then select the employee’s “Retirement Type” by clicking a selection button. Only ONE type of retirement may be selected.

Note: Click on the “question mark” icon next to “Retirement Type” to open a page with detailed explanations of each type of retirement.

• If you select Ordinary Disability or Accidental Disability Retirement, a field will open where you should enter additional information about the employee’s disability.  Please note that all disability retirement information submitted to the Division is kept strictly confidential.

You must also answer the question about any pending purchase of service credit.

For PERS and TPAF retirements, you must also answer the question about the last or highest years of salary.

• Most PERS and TPAF retirements are calculated using the employee’s last 3 years of salary – which are usually the highest. If the employee’s last 3 years are not the highest salary years, select “No” and additional fields will open where you will enter the highest three fiscal years of salary. A fiscal year runs from July 1st through to June 30th.

After you have entered all of the information for this page, click the “Continue” button.

PERS and TPAF Retirements

The Option Selection page will open. You will need to select the member's pension option and list a pension beneficiary.

• The pension options provide for varying amounts that can be paid to the retiree, and to a named beneficiary after the retiree’s death. Click on the “question mark” icon next to “Select Pension Option” to view detailed explanations of each pension option.
  
  
• You may choose only ONE of the 9 different options that are offered.
  
  
• IMPORTANT: Please be certain that the employee understands the options available and that it is chosen carefully. The retiree has the opportunity to change the option selection until at least 30 days after the retirement date, however, once the retirement becomes “Due and Payable” the option CANNOT be changed.

When this section is completed, click the "Continue" button at the bottom of the page and you will go to the Life Insurance Beneficiary page.

PFRS and SPRS Retirements

The Marital Status page will open. List the name and other requested information as appropriate for a spouse, civil union partner, or eligible same-sex domestic partner. (If the employee is single or divorced, select “None of the Above”.)

On a following page you will also be asked to list information for any dependent children.

Life Insurance Beneficiaries

On the Life Insurance Beneficiary page, all retirees are required to list information about one or more beneficiaries for any Group Life Insurance payable upon the retiree's death.

When you have entered all of the information for this page, click the “Continue” button.

View Summary and Submit

All of the information needed for the Retirement Application should now be entered, and you will be shown the Summary Page.  

Please review the summary information and selections carefully as this is what will be submitted to the Division of Pensions and Benefits to begin processing the retirement.

• If you need to change any of the information shown, click on the heading of any section to go back and make changes.
  
  
• If all of the information displayed on the Summary Page is correct, click the “Yes” button at the bottom of the page to submit the application.

You will see a Confirmation Page indicating that the application has been submitted successfully. In addition, both you and the employee will receive a separate e-mail confirmation. 

At the top of the Confirmation Page, there is a link to a “Printable Version” of the Summary Page information.  You should click this link and print the summary information for your records AND provide a copy to the employee.

To exit the application, click the "Home" button near the EPIC page header.

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Retirement Application Status

The Retirement Application Status application allows you to check the status of employees who have submitted a retirement application to the Division of Pensions and Benefits.

Click the "Retirement Application Status" button to request information on all retiring employees, or enter a membership number, Social Security number, or name on the EPIC Home Page and click the "Retirement Application Status" button to request the retirement application status for an individual employee.

The page that appears will show the date the retirement application was received from the employee, the retirement date, and the date of receipt of the employer's Certification of Service and Final Salary. If available, the list will also include the date the quote letter was prepared and mailed to the member and the date the retirement will be presented for approval to the pension fund's Board of Trustees.

Retirement information records are retrieved in groups of 25 and presented five at a time. If the retirement information you are looking for is not in the first five records returned, click the "Next" button to view the next five records in the group.

When you reach the end of the first group of 25, the "Next" button will not be visible. To view the next group of 25 records, click the "Next Group" button. The next 25 records will then be loaded and displayed five at a time.

The total number of records available for viewing will be listed in the bottom right table cell.

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Death Claim Certification

The Employers' Death Claim Certification application allows online submission of the service and salary information required by the Division of Pensions and Benefits following the death of an employee.

To access the application, click the "Death Claim Certification" button on the EPIC Home Page.

On the page that appears, you will see the names of any employees for whom there is an outstanding request for an Employer Certification for Death Claim.

• Click on the member's name to continue with completing 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.
  
  
• Note: When a new Death Claim Certification is required, employers will receive an e-mail notification from the Division of Pensions and Benefits.

Upon making your selection to complete an existing or new certification, the Certification Form will appear.

After you have entered the information that is requested on the form, click the "Continue" button. You will have a chance to review the information to make changes or complete the submission.

Upon completion, you will see a confirmation page to indicate that the Death Claim Certification has been submitted successfully. An e-mail confirmation is also sent to confirm the transaction.

At the top of the page is a link to a "printable version" of the confirmation page. You should print and keep a copy on this confirmation for your records.

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Employer Appropriations Bill

The Employer Appropriations Bill application allows employers to view amounts currently due and/or past payments made for pension system employer appropriations.

To access to the application click the "Employer Appropriations Bill" button on the EPIC Home Page.

The page that appears will show the current Employer Appropriations bill.

To view Employer Appropriations bill for another year, select the year/date from the drop down list at the top of the Employer Appropriations Bill page.

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Transmittal Electronic Payment System (TEPS)

The Transmittal Electronic Payment System (TEPS) application allows you to view past payments that have been made through TEPS. To access to the application, click the "Transmittal Electronic Payment" button on the EPIC Home Page.

The page that appears will show the current quarterly posting of account information by the Division of Pensions and Benefits.

By clicking on the "Select Period" drop-down box, you can access TEPS payment records from previous quarters.

You can print the TEPS information page by clicking the "Printable Version" link at the top of the TEPS page. Clicking on the link, will take you to the TEPS Online Payment System where you can make payments over the Internet (instead of payments over the phone).

Note: You must be a registered user to make TEPS payments online — your Location Number and TEPS Password are required to access the Online Payment System.

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Internet-based Report of Contributions (IROC) Click here to view the IROC Users Guide

The Internet-based Report of Contributions (IROC) application allows you to view, update, and submit your quarterly Report of Contributions over the Internet. To access to the application, click the "Report of Contributions" button on the EPIC Home Page.

Detailed instructions on using the IROC application are contained in the IROC Users Guide.

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Employer Certification of Withdrawal

The Employer Certification of Withdrawal application allows employers to complete and certify the withdrawal information for retirement system members who have terminated employment (but who have not applied for retirement). This information is used to verify eligibility for a withdrawal and to calculate the withdrawal payment due to the member.

To access the application, click the "Certification of Withdrawal" button on the EPIC Home Page.

On the page that appears, you will see the names of any of your employees who have submitted an Application for Withdrawal where the Employer Certification is still outstanding.

Click on the member's name to continue with completing that certification.

By clicking the "Add New Part II" button, employers may also submit a "new certification" for a member who is not listed but who is in the process of submitting an Application for Withdrawal.

When submitting a "new certification", enter the member's ID number and name on the "Member Search" page.

On the Certification Page, indicate the reason and dates for the employee's termination, the status of any Workers' Compensation claim, and a contact telephone number for the employer representative completing the certification.

When done, click the "Submit Certification" button.

You will see a confirmation page to indicate that the certification has been submitted successfully.

At the top of the page is a link to a "printable version" of the confirmation page. You should print and keep a copy on this confirmation for your records.

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Supplemental Annuity Collective Trust (SACT) (If applicable)

The Supplemental Annuity Collective Trust (SACT) Plan Information application allows you to view SACT account information for any of your employees who participate in SACT.

Access to the application requires the employee's Social Security number or name. Enter the Social Security number or name on the EPIC Home Page and click the "Supplemental Annuity Collective Trust" button.

The page that appears will show account information current as of the last quarterly posting by the Division of Pensions and Benefits.

By clicking on the "SACT Unit Values" box, you can access the unit values of the investment fund for the past quarter.

To begin a new search in the same application, click the "back" button until you reach the EPIC Home Page. Enter the employee's Social Security number or name in the appropriate field and click the "Supplemental Annuity Collective Trust" button.

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Alternate Benefit Program (ABP) Applications (If applicable)

ABP Annual Report of Covered Lives

Each year the Division of Pensions and Benefits asks Colleges and Universities that participate in the New Jersey Alternate Benefit Program (ABP) to provide updated salary information for active members of the ABP. The ABP Report of Covered Lives application has been designed to allow employers to provide salary information online.

Choose your location from the drop-down menu" box, and click the "Alternate Benefit Program" button to access the application.

The application will present up to five (5) ABP members per screen. Individuals are listed in order by ABP member number. You can advance through the list by using the "Next" and/or "Previous" buttons located at the bottom of the page.

For each active member, indicate the member's contractual base salary as of June 30, of the report year, and modify vesting status if necessary. Salaries must be included for any member who terminated employment on or after June 30, of the report year. Salaries are to be reported in whole dollars only and corrections may be made online until September 30, of the report year, or until you choose to submit the report (See IMPORTANT NOTICE below).

For members absent from the online list, but employed at your institution prior to June 30, of the report year, please provide an ABP Enrollment Application (PDF - size 496K) or Intra-fund Transfer Form (PDF - size 68K) indicating the individual's hire date. If this information has previously been submitted to the Division, please contact the Defined Contribution Plans Unit at (609) 777-0887 to resolve the matter.

No salary information should be entered for members ceasing employment prior to June 30, of the report year. However, leave or termination information must be submitted and may be done so through this on-line application as described below.

Reporting Employment Status Changes — If a member has had a change in employment status and is no longer actively employed, report that information to the Division by using the member-specific update screen. To access the member-specific screen, click the individual's name, for you wish to report the change, where it appears in the list on the Report of Covered Lives list.

In the window that opens (below), you can select a leave or termination reason from a drop-down menu and insert the effective date for the leave (start date). If the individual has returned from a leave, the return date (end date) may be entered in the field provided. Fields are also provided for updates to the member's name.

Once you have completed updating the individual member's record, click the "Submit" button and you will be returned to the Report of Covered Lives screen where you may select another member, continue entering annual salary information, updating vesting status, or end your session.

Ending Your Session — You may leave the ABP application by using the "Home" and/or "Logout" buttons at the top of the page.

IMPORTANT NOTICE — When you decide to leave the ABP Report of Covered Lives application you will be presented with a question: "Are you finished updating the ABP?" ONLY answer "YES" if you have completed all entries and wish to submit your entire salary report for processing. Answering "YES" to this question will also prohibit any further updates to the Annual Salary data field. Selecting "NO" will save your entries but permit you to return later to continue or review your work before final submission.

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Health Benefits Applications — SHBP/SEHBP Reports, Transmittal of Deletions, and Member Inquiry
Available only to SHBP/SEHBP participating employers

The Health Benefits applications are for employers that participate in the State Health Benefits Program (SHBP) or the School Employees' Health Benefits Program (SEHBP). To access the applications click the "SHBP/SEHBP" button on the EPIC Home Page.

The screen that appears is the SHBP/SEHBP Home Page.

Here you will find buttons for the SHBP/SEHBP applications. The application buttons that appear will vary based upon the type of employer (State, Local Government, Local Educatio, etc.) as well as your individual access as assigned by your EPIC Security Officer.

Note: Pages for the School Employees' Health Benefits Program (SEHBP) may continue to display SHBP headings until full programming updates can be made.

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SHBP/SEHBP Reports

The SHBP/SEHBP Reports application allows employers to view, print, or download (and save) the Health Benefits List of Covered Employees, Alpha List, Activity Report, and (if applicable) the Local or State Monthly Bill.

To access the application click the "Reports" button on the SHBP/SEHBP Home Page in EPIC.

Local Government, Local Education, and State Monthly Employers — This section describes Reports for Local and State Monthly employers — State biweekly employers click here.

Depending on the health benefits coverage agreements of your employing entity, the first page of the application may ask you to select reports for either the Active or Retired health benefits group. If requested, select the appropriate group and click the "Submit" button.

Reports for local government/education or State monthly employers are provided by month. The page that opens lists the current monthly report cycle, a summary of costs, and up to 11 months of prior reports and costs.

Click on the linked month/year for the reports you wish to view.

The page that opens contains buttons for the selected month's reports and monthly bill.

To view the information click the button for the report or bill. The Reports open in PDF format.

(PDF requires Acrobat Reader which is available free from Adobe).

You can view or print the PDF report or download and save the report to your own files. (Downloading may be restricted on some employer networks - check with your Network Administrator if you experience problems.)

State Biweekly Employers — Reports for State biweekly employers are provided by pay period. The opening page of the application lists the current report cycle, a summary of costs, and up to 25 pay periods of prior reports and costs.

To view reports for a particular pay period, click on the linked date and pay period number.

The page that opens contains buttons for the available reports.

Click the button for the report you wish to view. The Reports open in PDF format.

(PDF requires Acrobat Reader which is available free from Adobe).

You can view or print the report, or you can download and save the report to your own files. (Downloading may be restricted on some employer networks - check with your Network Administrator if you experience problems.)

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SHBP/SEHBP Transmittal of Deletions

The SHBP/SEHBP Transmittal of Deletions application allows you to submit employee coverage termination information (health, prescription drug, and/or dental) to the Health Benefits Bureau online — rather than by completing the paper Transmittal of Deletions form. To access the application click the "Transmittal of Deletions " button on the SHBP/SEHBP Home Page in EPIC.

If you administer SHBP or SEHBP information under more than one SHBP/SEHBP Employer Identification Number, you will be asked to select the appropriate Employer Identification Number as shown below.

The Online Transmittal of Deletions form mirrors the layout of the paper version and should be completed as soon as the terminating event occurs. The application allows you to enter up to ten termination records at one time.

Note: When you have completely processed the first ten deletions, you may click the "Home" button to go to a new Deletions Form page.

SHBP/SEHBP Deletions Form

On opening the Deletions Fform page (below) enter the:

• Employee's Social Security number;
• Date of Termination of benefits (or end date of Leave of Absence);
• Reason (Leave of Absence, Death, Termination, or Retirement); and
• Plans to be deleted.

When all employee information is entered, click the "Continue" button.

The second Deletions Form page (below) provides additional employee information and allows you to review and/or change any of the information you have entered.

Note: If an error in the account information is detected it will be displayed in red. Please correct the information, or you may remove the employee from the list. Click on the linked name of the employee to go to a page that shows the employee's current plan information and/or allows you to remove the employee from the list without changing the SHBP/SEHBP status.

When all employee information is correct, click the "Continue" button.

A Summary Page will appear (below).

Please review the information carefully and then either make additional changes or click the "Submit" button to send Transmit the Deletions to the Health Benefits Bureau.

A Confirmation Page will appear with a link to a "Printable Version." You should print and keep a copy of your transmittal for your records.

Note: If additional errors in the transmitted records are detected, these employees will be shown in red on the Confirmation Page, along with additional instructions.

How to Add Additional Deletion Records

To enter more deletion records, click the "Home" button to go to a new Deletions Form page.

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SHBP/SEHBP Member Account Inquiry

The SHBP/SEHBP Member Account Inquiry application allows you to view both active and retiree health benefit account information for any of your employees, as well as COBRA information. To access the application click the "Inquiry" button on the SHBP/SEHBP Home Page in EPIC.

Note: Pages for the School Employees' Health Benefits Program (SEHBP) may continue to display SHBP headings until full programming updates can be made.

The screen that appears is the "Subscriber/Dependent Search" screen. In order to see health benefit information for an employee, you must enter:

• Your Employer ID, Bureau, and Payroll Numbers; and
  
  
• The employee's Social Security number OR the employee's name.

Once you have entered this information, click the "Search" button.

If you enter incorrect information and need to start again, hit the "Reset" button and the information will clear.

If the employee has more than one type of SHBP/SEHBP account (Active, Retired, or COBRA) a page will appear listing the choices. Select the account you wish to view by clicking the link in the Employer ID column.

Subscriber Information

The page that appears will show the Eligibility Summary, Coverage Information, and Dependent Information for that employee/Retiree. Buttons at the top right side of the Eligibility Summary screen allow you to switch from the Active coverage view to a retired or COBRA coverage view.

To view the Expanded Coverage Listing, showing the history of the SHBP/SEHBP account, click the link "Select here to view previous coverage information".

The following information will appear:

Click the "Plan Type" to see billing information.

To return to the Eligibility Summary screen, hit the "Back to Subscriber Information" button at the bottom of the Expanded Coverage Listing.

Provider and Billing Information To view additional information about the current Service Provider, click one of the links under "Plan Type."
The following information will appear:

Use the drop down list to select a specific Billing Period.

If there is a link in the "Type" column, clicking it will show you additional billing details.

To return to the Eligibility Summary screen, hit the "Back to Subscriber Information" button at the bottom of the Service Provider screen.

Dependent Coverage

To view details about a dependent's coverage, click the linked name of a covered dependent.

Information about the dependent's coverage will appear:

Click the "next" button to view additional Dependent Detail.

To return to the Eligibility Summary screen, hit the "Back to Subscriber Information" button at the bottom of the Dependent Detail screen.

Retiree Eligibility

To access Retiree Eligibility (if available), click the "Retiree Account" button when it appears at the top right of the Eligibility Summary screen.

The following information will appear:

To access additional retiree detail, click the "Retiree Information" button when it appears at the top right of the Retiree Eligibility Summary screen.

The following information will appear:

To return to the Eligibility Summary screen, hit the "Back to Subscriber Information" button at the bottom of the Retiree screen.

COBRA Eligibility

To access COBRA information (if available), hit the "COBRA Account" button when it appears at the top right side of the Eligibility Summary screen.

The following information will appear:

To access additional COBRA detail, click the "COBRA Information" button when it appears at the top right of the COBRA Eligibility Summary screen.

The following information will appear:

To return to the Eligibility Summary screen, hit the "Back to Subscriber Information" button at the bottom of the COBRA screen.

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PART III - EPIC Security System — Security Officers, click here for more information

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PART IV- Questions or Comments About EPIC

The Division of Pensions and Benefits wants EPIC to be a tool that employers find useful and choose to use in their daily administrative work. We have made every effort to make EPIC powerful while also keeping it easy to use. We would like to hear about how you liked using EPIC and welcome your suggestions on how EPIC could be made better for the way you work. We will try - based on the response we receive - to include the features you would like to see in future versions of EPIC. Send your questions, comments, and suggestions to the Division of Pensions and Benefits at: pensions.nj@treas.state.nj.us or call the Division's EPIC Help Desk at (609) 777-0534.

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