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Employers

More than 1,000 public schools within the state’s cities, villages, and counties, as well as local school districts, vocational and technical schools, community schools, community colleges, and the University of Akron, employ SERS’ active members. Employers are responsible for creating member enrollments for all SERS members, reporting contribution detail for each member, submitting employee contributions, and processing all contributions that are allocated to the Employer Trust Fund.

These functions are done using SERS' secure Electronic reporting system (eSERS) website. Just click on the Employer Account Login button to get started.

Looking for information on the eSERS upgrade? You can access the eSERS page from the tab on the side navigation menu or click here.

Need help applying credit memos? Click here for an eSERS How-To for credit memos

Important Reminder 

To ensure that member accounts are properly updated for FY2017, it is imperative that all contribution reporting and payments are received and posted by Friday, July 10, 2017. This includes contractor files and payments.

Please follow the helpful tips below to ensure that your school is up-to-date with both contribution reporting and payments by July 10:

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  1. Verify all contribution files have been uploaded and posted.
    • There should be no files in "review" status- To check if you have files in "review" status, please go to the Contribution File Correction and Manual Contribution Entry application on eSERS. If there are files that are in "review" status, they will show in the Unposted Employer Reporting Header panel. All warnings and/or errors must be corrected or resolved. Once all errors have been corrected, the file must be submitted for posting by clicking the "submit for posting" button.
       
  2. If you have any files in "review" status that were submitted in error, please make sure to "void" them.
    • To void a file that is in "review" status, go to the Contribution File Correction and Manual Contribution Entry application on eSERS and click on the Header ID link for the file that is in review status. This will open the Employer Reporting Header Maintenance screen. Click the "void" button above theEmployer Reporting Header Information panel.
       
  3. For all payments, including payments from contractors, a payment remittance must be completed through eSERS.

If you have any questions, please contact Employer Services

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This summer, Employer Outreach will be hosting a number of statewide workshops to help employers better understand the new eSERS system.
 
In addition to a demonstration on uploading a contribution file and fixing errors, Employer Outreach will cover important topics, such as payroll schedules, payment remittance, wage certifications, and creating and maintaining contact information, including information for your contractors.
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Along with an updated eSERS guidebook, attendees will receive personalized instruction from the Employer Outreach team.
 
The registration fee for the workshop is $30. This fee is nonrefundable.
 
Workshops will be held from 9:00 a.m.–3:30 p.m. Registration will begin at 8:30 a.m. A continental breakfast and a lunch will be provided.
 
 Space is limited at each location. Please register in advance to ensure the date and location you desire is available.
 
If you have questions, please call Employer Services toll-free at 877-213-0861, or email us at employerservices@ohsers.org. 
 
eSERS Training Workshop Dates and Locations:
 

July 17, 2017

Four Points by Sheraton Cincinnati North
7500 Tylers Place Blvd.
West Chester, Ohio 45069

Register Now

July 18, 2017

Four Points by Sheraton Cincinnati North
7500 Tylers Place Blvd.
West Chester, Ohio 45069

Full

July 19, 2017
 
Courtyard by Marriott Lima
936 Greeley Chapel Road
Lima, Ohio 45804
 
July 20, 2017
 
Hampton Inn & Suites Toledo-Perrysburg
9753 Clark Drive
Rossford, Ohio 43460
 

July 24, 2017
 
Sheraton Suites Akron/Cuyahoga Falls
1989 Front Street
Cuyahoga Falls, OH 44221 
 
Full
 
July 25, 2017
 
Embassy Suites Cleveland-Beachwood
3775 Park East Drive
Beachwood, Ohio 44122
 
Full
 
July 26, 2017
 
Courtyard by Marriott Canton
4375 Metro Circle NW
Canton, Ohio 44720
 
Full
 
 
July 27, 2017
 
Ohio University Inn
331 Richland Avenue
Athens, Ohio 45701
 
 
 
August 1, 2017
 
Christopher Conference Center
20 North Plaza Blvd.
Chillicothe, Ohio 45601
 
 
August 2, 2017
 
The Conference Center at OCLC
6600 Kilgour Place
Dublin, Ohio 43017
 
Full
August 3, 2017
 
The Conference Center at OCLC
6600 Kilgour Place
Dublin, Ohio 43017
 
 
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Employer Services is aware that many employers use the old SERS Membership Record to gather the needed enrollment information from their employees. If you are one of those employers, you can continue to use the form for your records if this process works best for you; however, SERS asks that you don’t mail or fax the form to us. Instead, once you have entered the enrollment information into eSERS, please keep the form for your records or shred it.
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Employer Services reminds you to make sure that all of our contact information for your staff is accurate and up to date.

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Your Employer Web Administrator can review and make changes to the listed "Users" by logging into eSERS and opening the "Contacts/Web User Maintenance" application.

If you need further assistance, please call Employer Services at 877-213-0861.

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While contractors may report information to SERS directly, it is up to the district to make sure that all information is reported to SERS. This information includes any and all payment information, all contribution detail reporting, and member enrollment.

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Please remember that unreported information could lead to the accrual of penalties. Under the law, the school district is the employer of record. When questions arise regarding missing or incorrect information from the contractor, we contact the district directly.

If you have any questions, please call Employer Services at 877-213-0861.

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If you contract directly with a person to provide services, and the nature of the person's relationship to you is that of an employee - not independent contractor - that person must contribute to SERS. Simply including language in the agreement stating the relationship is that of an independent contractor does not determine the classification.

If you contract with an entity to provide workers for a service "common to the normal daily operation" of a school, those workers should contribute to SERS.

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According to the Ohio Revised Code, SERS membership is required for "Any person who performs a service common to the normal daily operation of an educational unit even though the person is employed and paid by one who has contracted with an employer to perform the service, and the contracting board or educational unit shall be the employer for the purposes of administering the provisions of this chapter."


"Service common to the normal daily operation of an educational unit" is more than just transportation, food service, and custodial functions. It is defined as any service:

Required to be provided by an educational unit or the provision of which is governed by law, statute, or rule, or

Necessary on a regular continuous basis to the efficient operation of an educational unit, or

Through custom and usage, has become a service commonly provided or used by an educational unit on a regular or continuous basis


Contract Employees who provide services that help in the planning, supervision, direction, management of, assistance in, and/or responsibility of their service in the educational unit are subject to membership in SERS.

When you have a question whether an employee should report to SERS, you should always request a membership determination. SERS always requires a copy of the job description and/or the contract. Depending on the type of membership determination, we may request that you fill out the new Membership Determination Form (75.768). You can find the form here.

The law places the risk of an incorrect membership determination on the employer. This means if a membership question arises, and SERS determines the person is an employee and should be contributing to SERS, you are responsible for the employer and employee contributions, plus interest.

If you have any questions about membership, contact Employer Services at employerservices@ohsers.org.

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The Governmental Accounting Standards Board (GASB) has the authority to establish standards of accounting and reporting for state and local governmental entities. GASB 68, Accounting and Financial Reporting for Pensions, addresses the accounting and financial reporting requirements for pension expense and unfunded pensions liabilities.

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The information employers need to implement GASB 68 is available now on SERS’ website at www.ohsers.org/GASB-68. If you have any questions, please call 614-340-1823 or email SERSGASBreports@ohsers.org.

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Join the thousands of other SERS members, retirees, and employers who are already getting the monthly Board Meeting Highlights.

If you care about your SERS health care news, fund status, and financial updates, just subscribe to our email list. 

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