Contact and Security Administrator Roles
For employers who work with NYSLRS, your contact and security information must be kept up to date. This ensures that you receive the information you need and that you have the appropriate access to Retirement Online.
Your organization should have at least one employee who is designated as a Contact Administrator and at least one Security Administrator.
Your Contact Administrator maintains employer contact information for all individuals who communicate and work with NYSLRS.
Your Security Administrator is responsible for granting and maintaining employee access to Retirement Online.
Some employers report to NYSLRS on behalf of multiple municipalities. Retirement Online has been designed so that employer contacts can have a single user ID and password that allows you to be granted access for one or more organizations or location codes. The access each employer contact has is controlled by the Security Administrator for each location code.
If your organization needs to change their Contact or Security Administrator, visit the Change Your Administrator section below.
We also recommend that you designate more than one Contact Administrator and Security Administrator.
Information for Contact Administrators
It’s important that you regularly review and update contact information in Retirement Online. This includes adding new contacts, removing old contacts, and modifying information for existing contacts.
Sign in to your Retirement Online account. From your Retirement Online Account Homepage, in the ‘I want to…’ section, click the “Manage Contact List” link.
Employer contacts that need to be maintained in Retirement Online are: Chief Executive Officer (CEO), Chief Fiscal Officer (CFO), Personnel Officer, Payroll Contact and Billing. Review our list of contact types for local employers 
or contact types for State employers for a description of each contact type and the correspondence they receive.
Resources
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Quick Guide to Adding and Removing an Employer Contact Using Retirement Online
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Quick Guide to Modifying an Employer Contact Using Retirement Online
You can also click “Help” in Retirement Online to review step-by-step guides for adding, removing or modifying contact information in Retirement Online.
Information for Security Administrators
Access to functions inside Retirement Online is determined by a user’s security role or roles. Having the correct roles is critical. Employers will receive notifications from NYSLRS through Retirement Online based on their roles. The Security Administrator:
- Determines which contacts are assigned Retirement Online security roles and assigns access accordingly. Examples of security roles include Employer Reporting Submitter, Billing, Employer Reporting Uploader, Payroll, Personnel and Board Clerk.
- Ensures that roles are properly assigned and fully staffed.
- Removes access for employees who should no longer have access to Retirement Online (retired, resigned, etc.).
- Monitors for fraud and suspicious contact or security role activity and reports unusual activities to NYSLRS.
Sign in to your Retirement Online account. From your Retirement Online Account Homepage, in the ‘I want to…’ section, click the “Manage Security Access” link.
Review the names listed on the ‘Employer Retirement Online Access’ page to make sure the appropriate staff are listed with role assignments. Refer to our list of security roles for local employers or security roles for State employers for a description of each role and the notifications they receive. All of the roles listed need to be assigned.
In order to be assigned a security role, your employee must first be designated as a Contact. Your employees may be assigned more than one security role. Not all employer contacts need access to Retirement Online.
Resources
- Quick Guide to Requesting Access and Assigning Security Roles to Retirement Online
- Quick Guide to Removing Security Roles in Retirement Online
You can also click “Help” in Retirement Online to review step-by-step guides for adding or removing access to Retirement Online.
If You Need to Change Your Administrator
If you need to designate or change your Contact Administrator or your Security Administrator, please download the appropriate form below and review the instructions before completing the form. They must be signed by your CEO or CFO and returned.
You should designate two different individuals to be your Security Administrator and your Contact Administrator as this allows for a separation of duties. However, if your office structure does not support this, and your CEO or CFO authorizes it, one individual can fulfill both roles.
Local Employers
- Retirement Online Contact Administrator Authorization Form
- Retirement Online Security Administrator Authorization Form
Instructions for Completing Forms
- Each location may have up to four Contact Administrators, but only one Primary Security Administrator and one Alternate Security Administrator.
- When replacing an Administrator, select the “change/replace” box and provide the name of the Administrator who is being removed. The “add” box should only be selected to add an additional Administrator without removing a current Administrator. The “delete” box should only be selected to remove an Administrator without adding a new Administrator.
- If the incoming Administrator is a member of NYSLRS and/or currently has an EROL ID assigned from another location, provide their Registration number/NYSLRS ID and/or the EROL ID.
- Security Code Contact information no longer permits landline phone extensions. Do not include an extension for security code access delivery if you use a landline.
- Forms must be authorized by both the incoming Administrator, as well as the CEO or CFO of record, as listed in the contact summary in Retirement Online. Be sure to use the correct signature and date fields for each signor.
The best way to return the form is to email NYSLRS_Employer_Access@osc.ny.gov and attach a scanned copy of the completed form. You can also send it by fax or mail. The fax number and address are on the form.
State Employers
- Retirement Online Contact Administrator Authorization Form
- Retirement Online Security Administrator Authorization Form
Instructions for Completing Forms
- Select either the “BSC” or “NON BSC” check box on the top of page 2, in accordance with your Agency’s affiliation.
- Each location may have up to four Contact Administrators, but only one Primary Security Administrator and one Alternate Security Administrator.
- When replacing an Administrator, select the “change/replace” box and provide the name of the Administrator who is being removed. The “add” box should only be selected to add an additional Administrator without removing a current Administrator. The “delete” box should only be selected to remove an Administrator without adding a new Administrator.
- If the incoming Administrator is a member of NYSLRS and/or currently has an EROL ID assigned from another location, provide their Registration number/NYSLRS ID and/or the EROL ID.
- Security Code Contact information no longer permits landline phone extensions. Do not include an extension for security code access delivery if you use a landline.
- Forms must be authorized by both the incoming Administrator, as well as an Agency Administrator, such as a Director, Assistant Director, Commissioner, etc. Be sure to include the title and business contact information of the authorized signor.
The best way to return the form is to email NYSLRS_Employer_Access@osc.ny.gov and attach a scanned copy of the completed form. You can also send it by fax or mail. The fax number and address are on the form.
Rev. 3/23
