Employer Self Service Frequently Asked Questions
Revised: August 2011

 Security and Information Access

Q)  Who will assign my user name and security access level?
A)  MainePERS will issue a user name and initial password to an Employer Security Administrator at each Employer.  The Employer Security Administrator will issue user names, initial passwords, and security access level to all users at your employer.

Q)  Who do I contact if I cannot connect to the ESS website?
A)  Depending on the issue, your employer’s IT support person may be able to help you.  Or, contact MainePERS for specification requirements or general assistance.

Q) Who do I contact if I lock myself out of the system or need different security?
A) You should contact your Employer Security Administrator. 

Q) If I am responsible for more than one Employer Code (for example Teacher and PLD School Support) can I have access to both Employers under one user name?
A) No.  Each different Employer will require a separate user name. However, a user can access more than one location under the same Employer. 

Q) I work at the school but submit data for the school support that is under the Town.  How do I get access to both Employers?
A) The Security Administrator for the school will issue you user access to the school employer location.  The Security Administrator for the Town/City will need to provide you with a different user name to access the school support employer location.

Q) Will an employer have the ability to limit their own users’ access to certain groups of employees within the same employer location?
A) No, a user has access, based upon the privileges granted, to all employees under that employer location.

Q) Can ESS user privileges be removed from the system?
A) Yes.  The Employer Security Administrator will have the authority to add, delete or change privileges of a user.  MainePERS will have the authority to add, delete or change privileges of an Employer Security Administrator.

 Forms

Q) If I submit a form on-line through the ESS system, do I need to send MainePERS a paper copy?
A) No

Q) Some forms ask for the employee’s signature.  Does MainePERS need the employee to sign the form?
A) MainePERS does not require an employee’s signature on any form submitted through ESS.  The Employer, however, may be responsible to obtain an employee’s authorization before submitting the form.  Employers may wish to print a copy of the form and have the employee sign it for your internal records.

Q) Member Beneficiary Forms are not listed in ESS?
A) Beneficiary forms are member forms, not employer forms.  Members should submit paper beneficiary forms directly to MainePERS.

Q) If I submit a Membership Application in ESS, does the member information update immediately so that I can report that member on payroll?
A) Yes.

Q) Do I need to submit a Membership Application on an employee who is declining membership?
A) Yes

Q) How do I “transfer-in” a current teacher member to my employer?
A) You must enter a Membership Application on all new employees that are eligible for membership.  Changes to a current employee’s Member Contract may also require submission of a Membership Application.

 Payroll Reporting

Q) How do I submit my payroll report if I currently send MainePERS a “paper” report?
A) You will need to enter the payroll data directly into ESS.

Q) What should an employer do to change from paper to uploading a payroll file electronically?
A) Let your vendor know that you want to change to electronic payroll filing format (EPF). Then, contact MainePERS who will work with you and/or your vendor.

Q) Will my current EPF file be accepted in ESS?
A) The file format has not changed.  Group Life Insurance data, however, cannot be included on your EPF file. Also, you may need to change the values being reported for some data elements on the file.  These are detailed in the ESS EPF manual and specific changes will be communicated to you if applicable.

Q) What should I do if the system will not allow me to process my file because of “errors”?
A) The Validation Guides for EPF and Manual Payroll Reports will help you decide what data must be corrected on your file.  Employer Services Technicians can also assist you with interpreting edit messages.

Q) If my vendor currently uploads my EPF file on my behalf, will my vendor still be allowed to upload into ESS?
A) Yes.  Your Security Administrator would be responsible for giving the vendor security access by setting the vendor up as a user.  You should also consider who will make corrections, if needed, to the file during the validation process.  That is up to you.

Q) If one payroll clerk is responsible for submitting more than one payroll report, such as a Town/City and a School Support, can these reports be combined?
A) No.  Each employer location must be reported separately.

Q) If I discover that data on a previously submitted payroll was incorrect, how do I report this and who corrects the incorrect data?
A) You must submit a Payroll Adjustment Form through ESS.  These forms can be found in the Member Forms area of the ESS site.  Based on the information submitted on your Payroll Adjustment Form, MainePERS will adjust your employee’s record.

 Payments

Q) Will I be required to submit payment by Electronic Funds Transfer (EFT)?
A) While we strongly encourage you to consider EFT payments, MainePERS will accept paper checks.

Q) Do I still need to mail a Summary Report with my check or EFT payment?
A) Remittance Reports have replaced the Summary Reports in ESS. All payments, made by EFT or check must include a Payment Identifier in the description.  Your Payroll Identifier will appear on your Remittance Report.  If you mail a check you may include a copy of the remittance Report but it is not required.

Q) Does a payment identifier need to be included on a payment not related to payroll filing?
A) Yes

Q) Will the Remittance Report show me a breakdown of the amount due for the payroll submitted?
A) Yes

Q Will I receive Credit or Debit Memos and a Monthly Statement in the mail?
A) No.  Employer Statements of Account will be available for your review in the Reports area of ESS soon after the first of each month.  These monthly statements will reflect all transactions and any outstanding balances.