Contact and Security Administrators

Overview

CEOs and CFOs: You should review who is authorized as a Contact Administrator and Security Administrator at your organization and authorize administrator access to more than one employee for each of the administrator roles.

Contact and Security Administrators: It’s important to regularly review and update contact types, contact information and security roles for individuals at your organization who work with NYSLRS. Doing so ensures they receive important correspondence, emails and notifications from NYSLRS and that they have proper access in Retirement Online.

Important: Retirement Online access is individually assigned. Do not allow employees to share user IDs or passwords.

 

Administrator Authorization

Only individuals designated as the CEO or CFO on the Employer Contact Summary page in Retirement Online can authorize administrator access.

What You Need to Do

You should:

  • Review who is currently designated as a Contact Administrator or Security Administrator to ensure this level of access is still appropriate.
  • Authorize administrator access to more than one employee for each of the administrator roles. Each location may have up to four Contact Administrators and four Security Administrators.
  • Designate different individuals as your Contact Administrator and your Security Administrator to ensure a separation of duties. However, if your office structure does not support this or if you (as the CEO/CFO) authorize it, one individual can fulfill both administrator roles.

Adding, Deleting, Changing or Replacing Administrators

You cannot grant administrator access in Retirement Online.

Forms

Download the applicable Administrator Authorization form:

Local

State

Instructions

Before completing the form, review the information on the form as well as the following instructions:

  • For State agencies, select either the BSC check box (for agencies supported by OGS’ Business Service Center) or NON BSC check box on the top of both pages 1 and 2.
  • The Add check box is used to add an Administrator without removing a current Administrator.
  • The Delete check box is used to remove an Administrator without adding a new Administrator.
  • The Change or Replace check box is used to replace an Administrator with another individual. Be sure to provide the name of the Administrator who is being removed.
  • If the incoming Administrator is a member of NYSLRS and/or currently has an EROL ID assigned from another location, provide their NYSLRS ID and/or EROL ID.
  • The Security Code Contact Information does not permit landline phone extensions. Do not include an extension if you use a landline.
  • The employee must complete the form using their business contact information and sign under the Administrator section.
  • You (as the CEO or CFO) must sign the form under the Authorized Signer section.

Submitting Authorization Forms to NYSLRS

You can submit your completed authorization form by:

  • Email: [email protected]
  • Fax: 518-257-1578
  • Mail:
    Attn: Employer Services, Mail Drop 5-1
    NYSLRS
    110 State Street
    Albany, NY 12244-0001

 

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Contact Administrators

As a Contact Administrator, you are responsible for:

  • Adding new contacts;
  • Removing contacts when an employee retires or resigns; and
  • Ensuring contact information is up to date.

What You Need to Do

  • Sign in to Retirement Online.
  • From Account Homepage, click Manage Contact List link.
  • Review individuals listed on Employer Contact Summary page.
  • Update contact information (for example, phone numbers and emails), if needed.
  • Ensure each of the following contact types is assigned to at least one individual at your organization:

For a description of each contact type and the correspondence they receive, refer to:

Note: If you need to change the contact type assigned to an individual, you must first remove them as a contact, then re-add them and assign a contact type.

Adding Contacts

  • If an employee works with NYSLRS on behalf of multiple employers (location codes), they will have a single user ID and password for Retirement Online.
    • Their access for will be determined by the security roles they are assigned by the Security Administrator at each employer location.
    • When accessing pages or performing tasks in Retirement Online, they will select which location code they’re completing work for.
  • If you are adding an individual whose membership is optional and they chose to join NYSLRS, be sure they have been assigned a NYSLRS ID as part of the enrollment process before you add them as a contact. This will prevent multiple IDs from being created.
  • Adding an individual as a contact does not grant access to Retirement Online.
    • The Security Administrator must assign a security role for an individual to access pages and perform tasks in Retirement Online.
    • If an individual does not need access to pages or functions in Retirement Online, they may be added as a contact and not assigned any security roles.

Removing Contacts

  • If any employee leaves your organization, coordinate with your organization’s Security Administrator to immediately remove their security roles. Then, remove them from the Employer Contact Summary page. (Important: If a former employee still has access to Retirement Online, they can retrieve member information and perform unauthorized tasks, resulting in a security breach.)

Updating Contact Information

  • You can update a contact’s title, phone number, email and/or mailing address. However, you cannot update their name (first and/or last).

    • If the individual is not a NYSLRS member, contact NYSLRS (see If You Need Help).
    • If the individual is a NYSLRS member, they must submit a name change directly to NYSLRS.

    • Notify the individual and direct them to:

      • Use Retirement Online, which is the fastest and most convenient way for NYSLRS members to update their personal information:

        • Sign in to Retirement Online.
        • Click Customer Sign In button.
        • Enter credentials for member Retirement Online account, not EROL account.
        • Look under My Profile Information.
        • Click update next to name.
        • Complete required fields and upload required documentation.
        • Click Save button.

        OR

      • Complete and submit a Name Change Notice (RS5483) as well as any required documentation to NYSLRS. However, please be aware, paper forms take longer to process.

     

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    Security Administrators

    As a Security Administrator, you are responsible for:

    • Requesting user access which creates an Employer Retirement Online (EROL) account;*
    • Adding security roles to grant access to pages and functions in Retirement Online; and
    • Removing security roles when an employee retires or resigns, or if they no longer need a security role.

    * Once your request is approved by NYSLRS, the individual will receive their EROL user ID by email and a temporary password by mail.

    What You Need to Do

    • Sign in to Retirement Online.
    • From Account Homepage, click Manage Security Access link.
    • Review individuals listed on Employer Retirement Online Access page.
    • Ensure each of the following security roles is assigned to at least one individual at your organization:

    For a description of each role and the notifications they receive, refer to:

    Requesting User Access and Assigning Security Roles

    • An individual must first be added as a contact by your organization’s Contact Administrator before you can request user access and assign a security role.
    • An individual can have more than one security role.
    • If an individual does not need access to pages or functions in Retirement Online and they do not need to receive Retirement Online notifications, you do not need to request user access and assign any security roles.

    Removing Security Roles

    • If any employee leaves your organization, immediately remove their security roles and notify your organization’s Contact Administrator once complete so they can remove them as a contact. (Important: If a former employee still has access to Retirement Online, they can retrieve member information and perform unauthorized tasks, resulting in a security breach.)
    • You cannot remove the Personnel Security Role in Retirement Online. To remove the Personnel Security Role, contact NYSLRS (see If You Need Help).

     

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    If You Need Help

    If you have a question or need assistance, you can:

    • Complete our help desk form. From the topic dropdown, select:
      • Employer Contact Information & Retirement Online Security Access for help adding or removing contact types or security roles, or if you have a question about your responsibilities as an administrator.
      • Retirement Online Troubleshooting for help accessing Retirement Online.
    • Call 866-805-0990 (press 1 to access the employer menu, then follow the prompts).

    Rev. 5/26