The Certifying
Officer is the person at each employing location who certifies
the accuracy and validity of all documents and forms sent to the
Division of Pensions and Benefits. Appointed by resolution of
the governing body or board, the Certifying Officer is the "go
to" person for pension correspondence and inquiry. The Division
will often contact this person when seeking information about
employer certifications, needed information about employee accounts,
reporting processes and problems. Similarly, the Certifying Officer
is responsible for checking and signing many forms and documents
submitted to the Division (e.g., the Quarterly Report of Contributions,
Employer Certifications of Service and Final Salary, etc.).
There is a
form that each location is directed to use to inform the Division
whenever there is a change in contact information, when the
Certifying Officer is changed, or when registering for EPIC —the Employer
Data Base Update Form. While the use of this form is encouraged,
a letter from the governing board may be used so long as the following
information is included:
1. Name
of Certifying Officer (usually the Chief Fiscal Officer)
2. Title of Certifying Officer
3. Pension Fund for which the Certifying Officer serves at the
location
4. Mailing address of employer
5. Mailing address of Certifying Officer, if different
6. Phone number where CO may be reached
7. E-mail address (if available)
8. Fax number
9. Name of Personnel Officer or Director (if different)
10. Phone and fax number of Personnel Officer.
11. The Certifying Officer must be identified for each State-administered
retirement system (PERS, TPAF, PFRS, etc.) at the employing
location. It is possible to name one Certifying Officer for
more than one retirement system, or to name a different CO for
different pension funds.
Generally,
it is good practice for the Certifying Officer to be someone other
than the person who completes the pension reports and certifications.
This will help to ensure accuracy in reporting and will decrease
the number of errors.
The Certifying
Officer's signature on the Quarterly Report of Contributions
and other forms and documents submitted to the Division must match
the signature on this form.