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11.01: Regular Retirement and Initial Pension applicants

11.01: Regular Retirement and Initial Pension applicants

Follow these steps to complete and submit your retiring employees' final payroll details (FPDs).

Before you begin processing (FPDs), you must determine the order to process applicants when there are more than one. Following this procedure carefully ensures that retiring members' applications are completed in a timely and fair manner.

  1. On the Employer Reporting website, click Retirement Applicants to open the List Of Retirement Applicants page. Check this section regularly for new applicants; the reporting system does not prompt you for each new applicant.
  2. The List Of Retirement Applicants screen shows two separate columns of retirement applicants: Regular Retirement and Initial Pension.
    • The Regular Retirement column on the left shows applicants whose FPDs must be submitted as soon as possible. Their applications will not be processed and the member will not receive a pension check until the information is submitted to ORS.
    • The Initial Pension column on the right shows applicants who are immediately eligible to retire. For these members, the retirement system will do an initial calculation using the wages, hours, and tax-deferred payments (TDP) already reported. You do not have to certify applicant wages prior to a member receiving an estimated pension; however, you must submit the FPD after all wages and hours have been submitted and posted.

    Each list is presented chronologically by retirement effective date and includes all your employees who have submitted a retirement application. A member's name will become an active hyperlink to the FPD 45 days before their retirement effective date.

    Complete the FPDs in the Regular Retirement column as soon as the hyperlink becomes active.

    Do not complete the FPDs in the Initial Pension column until all the applicant's final wages, hours, and TDPs have been posted. The next step provides more detail regarding order within each column.

  3. Complete FPDs in this order:
    1. Always start in the Regular Retirement column and the current month. For example, if today is Aug. 9, complete the available FPDs under August in the Regular Retirement column.
    2. Next, complete any available FPDs under Regular Retirement in the previous months, moving in backward order (complete July, then June, etc.).
    3. Move to the Initial Pension column and complete the available FPDs under the current month. Again, for our example, complete anything available under the month of August in the Initial Pension column.
    4. Next, complete any available FPDs in previous months, moving in backward order under the Initial Pension column (complete July, then June, etc.).
    5. Finally, once all FPDs for current and past months in both columns are complete, return to the Regular Retirement column and complete any FPDs for retirement effective dates in future months. In the example above, this means you would complete the applicant in October next.
    6. Note: the Final payroll detail e-learning module found in section 11.05 Additional resources for completing FPDs provides examples and practice with this step.
  4. Verify the member's retirement plan before completing the FPD. To verify, go to Member Benefit Plans and search for the applicant.
    Note: If the applicant is a member of the Basic DC Converted or MIP DC Converted retirement plan, see 11.03: How to submit FPDs for DC Converted members

Last updated: 04/02/2021