Employer Self Service
Frequently Asked Questions
Revised: May 2013
Security and Information Access
Q) Who assigns user names and security access levels?
MainePERS issues a user name and
initial password to employer Security Administrators at each
employer. In turn, the Security Administrator issues a user
names, initial passwords, and security access levels to the
employer’s individual users. Specifics are detailed in the
ESS User Guide for Security Administrators.
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
Q) Who do I contact if I lock myself out of the system or need
A) If you are the Security Administrator, please
call MainePERS Employer Services at 1-800-451-9800.
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
A) No, a user has access, based upon the
privileges granted, to all employees under that employer
Q) Can ESS user privileges be removed from the system?
A) Yes. An employer’s 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 a Security Administrator.
Q) If I submit a form on-line through the ESS system, do I need to
send MainePERS a paper copy?
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?
Q) Do I need to submit a Membership Application on an employee who
is declining membership?
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.
Q) How do I submit payroll data if I used to send MainePERS a
A) You now enter the payroll data directly into
Q) What should an employer do to change from manually entering data
to uploading a payroll file electronically?
A) Let your payroll vendor know that you want to
change to the electronic payroll filing format (EPF). Then,
contact MainePERS who will work with you and/or your vendor.
Q) Did ESS cause changes to be made to the “old” EPF file?
A) The file format has not changed. Group
Life Insurance data, however, cannot be included on your EPF
file now. Also, you may need to change the values being
reported for some data elements on the file. Specifics are
detailed in the
ESS Electronic Payroll Filing Manual.
Q) What should I do if the system will not allow me to process my
file because of “errors”?
Validation Guides for
EPF and Manual Payroll Filing will help you decide what data
must be corrected. And, 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
establishing the vendor 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 person 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
Q) If I discover that data on a previously submitted payroll was
incorrect, how do I report this and who corrects the
A) You must submit a Payroll Adjustment Form
through ESS. These forms can be found in the Employer
Management/Member Forms area of ESS. Based on the
information submitted on your Payroll Adjustment Form,
MainePERS will adjust your employee’s record.
Q) Will I be required to submit payment by Electronic Funds
A) While we strongly encourage you to consider EFT
payments, MainePERS does accept paper checks.
Q) Do I still need to mail a Summary Report with my check or EFT
A) In ESS, the Remittance Report has replaced the
Summary Report. All payments, made by EFT or check, must
include a Payment Identifier in the description. The 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?
Q) Will the Remittance Report show me a breakdown of the amount due
for the payroll submitted?