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NYS Comptroller

Thomas P. DiNapoli

Retirement Online

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Contact and Security Administrator Roles

Contact and Security AdministratorYour organization has at least one employee who is designated as a Contact Administrator and at least one Security Administrator.

Contact Administrator

  • Maintains employer contact information for all individuals who communicate and work with NYSLRS.
  • Reviews and updates contact information in Retirement Online. This includes adding new contacts, removing old contacts, and modifying information for existing contacts.

Your organization must have one Contact Administrator; we recommend that you also have a designated back-up.

Examples of employer contacts that need to be maintained in Retirement Online include: Chief Executive Officer (CEO), Chief Fiscal Officer (CFO), Personnel Officer, Civil Service Administrator, Payroll Contact, Billing, Service Provider, and Board Clerk or Secretary. If you have questions, our list of contact types for Local employers Adobe pdf or contact types for State employers Adobe pdf may help.

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.

Resources

Security Administrator

Access to functions inside Retirement Online is determined by a user’s security roles. Having the correct role is critical. Employers will receive notifications from NYSLRS through Retirement Online based on their role. The Security Administrator:

  • Is responsible for granting and maintaining employee access to Retirement Online.
  • Determines which contacts are assigned Retirement Online roles and will assign access accordingly. Not all employer contacts have access to Retirement Online. In order to have access, your employee must first be designated as a Contact.
  • Works with your Contact Administrator to confirm 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 activity, and reports unusual activities to NYSLRS.

Your employees may be assigned more than one security role, and there are different security roles for State Adobe pdf and for local Adobe pdf employers.

Examples of security roles include Employer Reporting Submitter, Billing, Employer Reporting Uploader, Payroll, Personnel and Board Clerk.

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 the head of your organization authorizes it, one individual can fulfill both roles.

Resources

If You Need to Change Your Administrator

If you need to 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.

Local Employers

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. You may also send it by fax or mail; the fax number and address are on the form.

State Employers

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. You may also send it by fax or mail; the fax number and address are on the form.

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Contact Us

If you have questions about designating a Contact or Security Administrator or their responsibilities, please email NYSLRS_Employer_Access@osc.ny.gov. You can also send us a message using our help desk form (select “Employer Contact Information & Retirement Online Security Access” from the dropdown) or call 844-619-9614 (press 1, then 6).