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e-access Update

Welcome to the e-access Information Portal

Your feedback is shaping the future of our administration system. Our Products & Technology team is hard at work revamping e-access into a system that’s built with you in mind.

As the e-access subject matter experts, you had a lot to say about what works and what can be improved – and it’s clear that we have a lot to do! Therefore, implementation of the new system will follow an iterative approach, transitioning functionality over piece-by-piece to provide you with the highest value features as soon as possible. Although this means you will be working in two systems for a while, it will be a great opportunity for you to get used to the new look and feel.

This site will be your source for information, training materials and important dates. Be sure to bookmark this page and stay tuned! If you have any questions, please contact Employer Services.

Check out our progress to date with the illustration below.

Graphic to show the progress of the development of the new e-access system.

Links to the e-access site

e-access System


Links


Supported Browsers


Legacy (old) e-access portal

Access legacy (old) e-access portal here

Only available with the Internet Explorer browser


New e-access portal


Access new e-access portal here


Available in Google Chrome, Microsoft Edge, FireFox and Safari


Training Materials

The following chart outlines the training available for features that are currently available in both legacy (old) e-access, and the new portal. For training on features that have not yet been introduced to the new portal, please reference here.

If you require additional training, you can also register for an e-Tutoring session here.

Feature

Training in legacy (old) e-access

Training in new e-access

Changing Member Information – e-Form 106

Training available upon request or contact Employer Services for assistance

Annual Reconciliation – e-Form 119

Coming to new portal January 2021

Access guide to completing Batch submission here

Additional training available upon request or contact Employer Services for assistance

e-Learning modules, webinar registration and tip sheets can all be found here

Leave Period Reporting - e-Form 165a

Coming to new portal December 2020

Request Search

Training available upon request or contact Employer Services for assistance

Home Page and Login

Training available upon request or contact Employer Services for assistance

Member Search

Training available upon request or contact Employer Services for assistance

Member Profile

Training available upon request or contact Employer Services for assistance

e-Correspondence

Access e-Correspondence guide here

e-access News Updates

November 11, 2020

Preparing for your next annual reconciliation

In 2021, there will be two ways that you can submit the e-Form 119.

While you can continue to use the legacy e-access system, we’re excited to announce that the Annual reporting of membership information (e-Form 119) will also be available in the new e-access.

You can use the new e-access to submit enrolments and change member information. You can also send and receive attachments directly through e-access using the new e-Correspondence. At this time, all other processes must be done in the legacy system. This means that if you choose to use the new e-access system to submit your e-Form 119, you may also need to access the legacy e-access system to work through some of your reconciliation processes.


October 16, 2020

Check out the newest e-access features!

As we continue our transition to the new e-access system, we have released new features that are now available for you to use. We continue to work on additional updates that will also be released later this year. In the meantime, you’ll find the following new features included in this release:

Convenient access to news on the home page
We created a news section on the e-access home page that provides you with important information about your role in OMERS administration.

An easy-to-view earnings tab
An earnings tab has been added to the member’s profile page. Now, the same details are on display in both the legacy system and the new system. We will continue to look for ways to enhance the member profiles in the future.

An easier way to provide consent to release information (Form 132)
You can now report a member’s consent (or withdrawal of consent) to release information directly in the member’s profile. If a member provides you with an updated Authorization for Disclosure of Personal Information - Form 132, please use the new system to make the update.

For training on this new process and how to use the new earnings tab, please view the Member Profile e-Learning Module.


August 24, 2020

e-access is live!

We’re very excited to share the first release of the new e-access system with you. Your feedback helped create a new system that will improve your day-to-day work with OMERS – try it now. Even if you don’t have specific work to submit in the new system, we encourage you to explore the new interface!


August 19, 2020

The e-access User Guides are available now!

For a quick reference, please find user guides posted above to help navigate through the new e-access portal.


August 14, 2020

The e-Correspondence e-Learning Module is available now!

To familiarize yourself with the e-Correspondence in the new system, please take some time to review the e-Learning module posted above. Although the functionality remains similar, it will provide a sneak peek of how to navigate through the new system.


August 7, 2020

The Member Profile e-Learning Module is available now!

To familiarize yourself with the a member profile in the new system, please take some time to review the e-Learning module posted above. Although the functionality remains similar, it will provide a sneak peek of how to navigate through the new system.


July 31, 2020

The Homepage and Login & Member Search e-Learning Modules are available now!

To familiarize yourself with the homepage, login page, and searching for members in the new system, please take some time to review the e-Learning modules posted above. Although the functionality remains similar, it will provide a sneak peek of how to navigate through the new system.


July 23, 2020

The Request Search e-Learning Module is available now!

To familiarize yourself with searching member requests in the new system, please take some time to review the e-Learning module posted above. Although the functionality remains similar, it will provide a sneak peek of how to navigate through the new system.


Webinars for the new e-access portal are here! Register now to participate in live walk-throughs

Explore the new e-access portal by registering for a live webinar, where an OMERS Education & Training Specialist will walk you through everything the first launch has to offer. These virtual sessions will provide you with a sneak peak of the new e-access and give you the opportunity to ask any questions you may have throughout.


July 21, 2020

The Changing Member Information e-Learning Module is available now!

To familiarize yourself with changing a member's information in the new system, please take some time to review the e-Learning module posted above. Although most content in the form remains the same, it will provide a sneak peek into the way forms will function in the new system.


July 7, 2020

The Enrolment e-Learning Module is available now!

To familiarize yourself with enrolling a member in the new system, please take some time to review the e-Learning module posted above. Although most content in the form remains the same, it will provide a sneak peek into the way forms will function in the new system.


Who will be the face of e-access?

The classic e-access name will remain, but we are putting a face to the name. Vote on which character you think should be the face of the new e-access. The winning character will be given a digital makeover and will be there to greet you on launch day.

Voting is now closed. Sign in to the new system to see the winning design.


Updates to Disability Elimination Period Reporting and Deadlines

Throughout our discussions with you, several opportunities were identified to enhance administrative processes. In response to your feedback and to streamline administration, OMERS will be improving the reporting process for disability elimination periods.

Beginning July 25, 2020, you will be able to report the disability elimination period using the Leave period reporting/election – Form 165. Integrating the disability elimination period into the Form 165 means a simplified and consistent reporting process for you and provides members with the same period of time as other leaves to finalize the purchase. This change will be available prior to the launch of the new e-access system.

For more information please see the FAQ below. An e-Learning module outlining the  Disability Leave Period Administrative Changes is now available.


Updates to Disability Elimination Period Reporting and Deadlines

Going forward, the disability elimination period will be reported using the Leave period reporting/election – Form 165. We will now be referring to this leave as a Disability Leave. Integrating the disability elimination leave period into the Form 165 means a simpler and consistent reporting process for employers and members.

An elimination period is two things:

Leave period reporting
An absence due to total disability (i.e. the employee is unable to perform their job due to illness or injury as determined by the employer) and no deductions for OMERS pension accruals are taken at 100% pay. This type of leave period has unique reporting and payment deadlines compared to other leaves during which deductions for OMERS do not occur.

If an employer continues to pay/deduct at 100%, then that is considered paid leave and is included as part of the Form 119 reporting (e.g., vacation).

OMERS disability benefit
A period that precedes eligibility for OMERS disability benefits. That condition of total disability must last more than 4 months. The member must pass or “eliminate” this period before applying for OMERS benefits.

After lots of feedback from employers, OMERS will be aligning leave reporting for periods of absence due to total disability with other leaves. The Disability elimination period – Form 164 will be decommissioning.

Alignment for reporting means alignment for purchase deadline
The purchase deadline for Disability Leaves will now be December 31 of the year following the year the member either

  • returns from leave (if they do not start OMERS disability benefit) or;

  • starts OMERS disability benefits based on the same condition.

The employer obligation to match contributions, should the member wish to purchase, will continue until the new deadline.

Frequently Asked Questions

The update will occur on the evening of July 24, 2020. After this, the Disability Leave will be an available “leave type” option on the Leave period reporting/election – Form 165. The Disability elimination period – Form 164 will no longer be available.

While the updates to the forms will be available after July 24 the change will be retroactive to January 1, 2020. Meaning, any disability leave that took place in 2020 should be reported using the Form 165.

Any e-Form 164 that exists in e-access but has not been submitted will be changed by OMERS to an e-Form 165 as of July 24, 2020. Please go in and submit these leaves as election “I don’t know.”

The revised timeline will still apply to these leaves – if a member later decides to purchase within the purchase timeline, please send OMERS an e-Correspondence to change the election.

In these scenarios, the old procedures will be followed, and financials should be added to the 119 or 143 as basic service.

The cost to the member will continue to be single contributions (to be matched by the employer) until the new purchase payment deadline.

After the deadline, a member can purchase the period as a buy-back through OMERS which may be more expensive and does not include any employer matching.

Yes - open-ended reporting will follow the same process as other leaves.

Yes; one new payment option is available. If they elect to purchase the elimination period:

  • Cash (through the employer) or;

  • OMERS Additional Voluntary Contributions (AVCs)

At this time a member cannot pay for a Disability Leave using RRSP.

No, there has not been a change to OMERS disability process. While the name of the leave period has changed to “Disability Leave”, a member must still qualify for an OMERS disability benefit through meeting what is still referred to as the disability elimination period requirements. The elimination period starts on the member’s last day worked due to disability and ends on the day before the 1st of the 5th month following the date start date of the disability.

The only thing that has changed is that that a Disability Leave will now be reported for the duration of the disability elimination period.

PA reporting will follow the same procedure as authorized leave periods.

  • If a member elects to purchase the Disability Leave Period before April 30 following the year the member returned from leave (or went on OMERS disability benefits), the leave will be included in the calculation of the PA for T4 reporting.

  • If a member elects to purchases the Disability Leave Period after April 30 of the year following the year the member returns from leave (or starts OMERS disability benefits), OMERS must apply for a past service pension adjustment (PSPA) for the purchase to be approved.

Important: Making the offer soon after the member returns from leave or coincident with application for OMERS disability benefits is important to ensure the member has the opportunity to make an election before April 30 even though the purchase deadline is later.

If a member does not elect to purchase the Disability Leave Period, the period will be non-eligible service. It will not count towards the determination of early retirement factors. The service will remain purchasable as a leave period until the expiry date, or a buy-back after the deadline.

Batch processing will not be available at this time but is something we are looking to implement in future e-access enhancements.

Yes. You will be able to download leave period information directly from e-access. A leave extract will capture all leave periods (including the Disability Leave Period) regardless of a member’s election status.

If a member elects to purchase the Disability Leave Period, you will not report this period on the Form 119 or Form 143.

As the reporting process for Disability Leave Periods will now align with standard leave period reporting, if a member purchases the period, you will process an election and send the funds to OMERS with your service purchase remittance.

Going forward, employers should use the Form 165 dropdown if they have a message and/or question regarding a Disability Leave Period.

For more information, an e-Learning module outlining the Disability Leave Period Administrative Changes is now available.