General Memo 591

Paperwork

IMRF policy: enrollment, termination, wage adjustment or member information changes are to be submitted electronically from employers with Internet access

December 16, 2009


Executive Summary

For almost a decade employers have been submitting information to IMRF electronically via Employer Access. You can access many IMRF functions online—from enrolling a member, through wage reporting and adjustments, member information changes and termination of participation.

Response from employers who use Employer Access has been very positive; online transactions are more accurate, more efficient, and faster than submitting member information to IMRF via paper forms.

Because of the advantages Employer Access offers both employers and IMRF, it is IMRF policy that member enrollments, terminations, wage adjustments, and member information changes are to be submitted electronically from employers with Internet access.

Between now and March 1, 2010, IMRF will monitor compliance with this policy. After March 1, 2010, IMRF will institute a $25 processing fee for employers with Internet access that do not comply with this policy.

If your employer has Internet access but you don’t have an Employer Access account, you can register for an account online—no paper form to complete.


For almost a decade employers have been submitting information to IMRF electronically via Employer Access: online terminations since 2000, web wage reports since 2006, and online enrollments since 2008.

You can access many IMRF functions online—from enrolling a member, through wage reporting and adjustments, member information changes and termination of participation. In November 2009, more than 90 percent of enrollments and terminations were submitted via Employer Access.

Response from employers who use Employer Access has been very positive; online transactions are more accurate, more efficient, and faster than submitting member information to IMRF via paper forms. For example:

Document archive
A confirmation page links to an image (a PDF file) of the electronic form you submitted which—if desired—you can print and keep for your files.

You can also view and print copies of documents and correspondence you’ve received from IMRF via the Document Archive, e.g., employer copies of Member Statements.

No paper 6.10, 6.20, 6.41, or 3.20 
Because of the advantages Employer Access offers both employers and IMRF, it is IMRF policy that member enrollments, terminations, wage adjustments, and member information changes be submitted electronically from employers with Internet access.

Between now and March 1, 2010, IMRF will monitor compliance with this policy. After March 1, 2010, IMRF will institute a $25 processing fee for employers with Internet access that do not comply with this policy.

If your employer has Internet access but you don’t have an Employer Access account, you can register for an account online.

Employees who administer IMRF should have access to online functions
Your Employer Access User ID functions as an electronic signature. Each employee who submits information to IMRF through Employer Access should have his or her own Employer Access account. Using another employee’s account to submit information to IMRF is the same as signing that employee’s name—instead of your own—on a form.

Once an employer establishes an Employer Access account, IMRF strongly recommends the employer create a Security Administrator and/or one or more Web Assistants.

  1. Security Administrator has the same permissions as the Authorized Agent and can use all Employer Access functions, including creating Web Assistant accounts. 

  2. Web Assistant is given specific permissions by the Authorized Agent (or Security Administrator) to perform certain tasks for the Authorized Agent using Employer Access. 
    When setting up a Web Assistant account, the Authorized Agent (or Security Administrator), determines which function(s) the Web Assistant will be able to use, e.g., enrollment, termination, wage reporting, wage adjustments and/or member information changes. 

    Web Assistants also have access to your employer’s online account information, but they cannot create additional Web Assistant accounts.

Questions?
Whether submitting member information, reading or sending secure email, viewing your employer account, or downloading your employer rate, reserve or funding information from the Document Archive, Employer Access offers employers the tools to administer the IMRF plan quickly, securely and accurately.

If you have any questions, please call an IMRF Member Services Representative at 
1-800-ASK-IMRF (1-800-275-4673) 7:30 A.M. to 5:30 P.M., Monday through Friday or send us a secure email.

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