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Transmittal Electronic Payment System (TEPS)
Procedure Guide

Introduction

The Transmittal Electronic Payment System (TEPS) is a safe and efficient system that allows you as the employer to authorize payments from your bank account to the Division of Pensions and Benefits by using the Internet or by placing a toll free telephone call. TEPS is used for making your remittance for several payment types to the Division. The enhanced TEPS will continue to be expanded to accept all payment types listed below:

• Employee Pension Payments
• Contributory Insurance Payments
•  SACT Deductions
• Tax Sheltered Annuity Payments
• Transmittal shortages, which occur when the sum of the transmittals for the quarter does not equal the due figure on the Report of Contributions (not member's shortages)
• Annual Employer Appropriation Bills
• Health Benefits Premium Payments for Both Active and Retired Personnel
• Delayed Enrollments  (future implementation date)
• Age 70 Contributory Group Insurance Bills  (future implementation date)
• Delinquent ROC and Monthly Transmittal Bills  (future implementation date)

This Procedure Guide details all the information you need to initiate and apply your TEPS ACH Debit payment to your account easily and efficiently. Please read this entire guide before initiating your first payment. To obtain a full and detailed understanding of the ACH rules and regulations as managed by the National Automated Clearing House Association (NACHA), please contact the NACHA, your financial institution, or your local ACH association directly.

Cost

The cost of reporting an ACH Debit transaction is assumed by the Division of Pensions and Benefits. However, financial institution fees for the actual transfer of funds, should any apply, are not covered by the Division. We urge you; therefore, to check with your financial institution to get a complete understanding of their fee structure, since ACH processing policies and charges do vary across the financial industry.

Daily Cutoff Time

For your payment to be timely, you must complete your call to the TEPS program by 5:30 p.m. EST/EDT, one business day prior to the day you wish to transfer the funds. Payments completed after this deadline will not be processed on the next business day, but on the second succeeding banking date.

Holidays and Weekends

TEPS is accessible to you 24 hours a day; however, the days of ACH settlement opportunity (i.e. debit) days are restricted to the legal business days of Monday through Friday, all holidays excluded. Calls made on Saturday or Sunday are subject to settle on the next banking date. Those holiday dates observed by the Federal Reserve System and the Division of Pensions and Benefits, when payments cannot be processed, are:

Payment Cancellations and/or Inquiries

Should you ever question an amount, or discover that you made an error in reporting; the TEPS program is capable of recalling your payment and supporting a cancellation of any unsettled payment. You may call and cancel a payment subject to next-day settlement or inquire on any payment made up to 60 days earlier. On the Internet, your payment history will be displayed for the last 100 transactions or 360 days, whichever occurs first. On the Web site, you will find a user friendly program that will guide you through the payment cancellation and/or inquiry processes. Cancellations must be completed before the 5:30 p.m. EST/EDT cutoff deadline on the day the payment was reported. Once a payment has been canceled, it must be re-reported in its entirety before the 5:30 p.m. EST/EDT cutoff deadline, to settle on the next business day.

Proof of Payment

Once you have completed the payment through one of the payment methods in the TEPS program, you will be given a Reference Number as proof of your payment. This 8- or 9-digit Reference Number serves as the payment's tracking number should you later wish to inquire, cancel, or research the item. For this reason, please retain the Reference Number, given by the system at the end of each call, in your records. On the Internet, simply print the page.

Registration Changes

Any modifications to your financial institution information on file must be promptly forwarded in writing.

You must complete and return a new TEPS TEPS Employer Authorization Form. You can obtain this form by calling the TEPS Hotline at 1-888-835-3345 or by downloading the form from the Division's Web site. The link above will take you to a version of this form that you can fill in by typing on your computer and printing for faxing. For employers who do not have Adobe Reader Acrobat 4.0 or higher, the write in version of the form is also available: TEPS Employer Authorization Form.
(Acrobat Reader is available free from Adobe through the State's Acrobat link at: www.state.nj.us/acrobat.htm )

Please note: When completing the TEPS Employer Authorization Form, it is essential that you insert the correct employer location number.  Pensions Employer Location Numbers and Health Benefits Identification Numbers are different.  For details regarding these numbers, please refer to the different payments types in this guide.

Forward all Employer Authorization Forms by FAX to:

Fax number: (866) 568-2495.

Using TEPS for Pension Payment

Whether you are making payments through the Internet or placing a phone call, payment information is be required. The following section details the required information for each payment type. Before initiating your ACH debit payment through TEPS, make sure all of the information required is readily available.

Note: It is important that you select the correct payment type when initiating a payment. Member's shortages are not remitted through TEPS.

New Jersey Pensions

Transmittal Payment

1. Location Number (6 Digits)

PLEASE NOTE that this number consists of the retirement system number below plus your Employer Location Number which is the number located in the upper left corner of the Report of Contributions.

TPAF Locations: If the Employer Location Number is less than 5-digits, add one or two zero's in front of the number to make it a 5-digit number.

Retirement Systems:

1=TPAF,

2=PERS,

3=PFRS.

For example: TPAF location 123 would require the following entry: "100123".

2. Password

When a new reporting district submits a TEPS Employer Authorization Form, they will receive the TEPS Procedure Guide, system instructions, and a 4-digit temporary password. When prompted on your first call or initiating your first Internet transaction, enter the initial password sent with this packet.

You can maintain the assigned password or change this initial value to a 4-digit numeric password of your choice. Once your selected 4-digit password has been confirmed, you should make a note of your selection.

3. Transmittal Month, Quarter, and Year

The Transmittal Month, Quarter, and Year must be entered as a 7-digit value, in the sequence of MMQYYYY:

MM = two digit "month" (01-12)

Q = one digit "quarter" (1-4)

YYYY = four digit "year" such as 2005.

Examples:

• January Transmittal = 0112005
• February Transmittal = 0212005
• March Transmittal = 0312005

4. Pension Payment Amount (Includes Normal Pension, Back Deductions, Loans and Arrears/Purchases)

This amount must be entered as dollars and cents, even when the cents are zero.

If paying by phone and you do not wish to report any Pension Payment Amount, enter "zero", then "pound" (0#) to skip. If paying over the Internet and you do not wish to report any Pension Payment Amount, enter zeros in the form field.

5. Contributory Insurance Amount

This amount must be entered as dollars and cents, even when the cents are zero.

If paying by phone and you do not wish to report any Contributory Insurance Amount, enter "0#" to skip. If paying over the Internet and you do not wish to report any Contributory Insurance Amount, enter zeros in the form field.

6. SACT Amount

This amount must be entered as dollars and cents, even when the cents are zero.

If paying by phone and you do not wish to report any SACT Amount, enter "0#" to skip. If paying over the Internet and you do not wish to report any SACT Amount, enter zeros in the form field.

7. Tax Sheltered Annuity Amount

This amount must be entered as dollars and cents, even if the cents are zero.

If paying by phone and you do not wish to report any Tax Sheltered Annuity, enter "0#" to skip. If paying over the Internet and you do not wish to report any Tax Sheltered Annuity, enter zeros in the form field.

8. Total Payment Amount

TEPS will communicate the Total Payment Amount to you as the sum of the four previous amounts. You too must calculate the Total Payment Amount to confirm that the system's Total matches to your desired Total exactly.

If the system's Total is not what you expected, you must take the opportunity given at this prompt to correct the Total by reentering all four amounts again.

Transmittal Shortages (Not Member's Shortages)

Preparing for Your Transmittal Shortage Statement Call

Before initiating your ACH debit payment through TEPS for the Transmittal Shortage Statement remittance, please have the following information readily available:

1. Location Number (6-digits)

Please Note that this number consists of the retirement system number below plus your Employer Location Number which is the number located in the upper left corner of the Report of Contributions.

TPAF Locations: If the Employer Location Number is less than 5-digits, add one or two zeros in front of the number to make it a 5-digit number.

Retirement Systems:

1=TPAF

2=PERS

3=PFRS

For example: TPAF location 123 would require the following entry: "100123".

2. Password

When a new reporting district submits a TEPS Employer Authorization Form, they will receive the TEPS Procedure Guide, system instructions, and a 4-digit password. When prompted on your first call, enter the initial password sent with this packet.

You can maintain the assigned password, or change this initial value to a 4-digit numeric password of your choice. Once your selected 4-digit password has been confirmed, you must make a note of your selection.

3. Transmittal Shortage Quarter and Year

The Transmittal Shortage Quarter and Year must be entered as a 5-digit value, in the sequence of QYYYY. The transmittal shortage quarter and year is located in the upper right portion on the Transmittal Shortage Statement.

Q = a one-digit quarter (1-4)

YYYY = 4-digit century and year (e.g. 2005).

Examples: 4th Quarter 2004= 42004 or 1st Quarter 2005 = 12005

4. Transmittal Shortage Notice Number

The transmittal shortage notice number must be entered as a 4-digit value. It is located in the upper right portion on the Transmittal Shortage Statement.

Transmittal Shortage Statements prior to the 4th quarter 1998 have an 8-digit statement number. Enter the last 4 digits only when making payment. For example, you would enter 1234 for a shortage statement numbered 1-4-97-1234.

5. Pension Payment Shortage Amount (Includes Normal Pension, Back Deductions, Loans and Arrears/Purchases)

This amount must be entered as dollars and cents, even when the cents are zero.

If paying by phone and you do not wish to report any Pension Payment Amount, enter "zero", then "pound" (0#) to skip. If paying over the Internet and you do not wish to report any Pension Payment Amount, enter zeros in the form field.

6. Contributory Insurance Shortage Amount

This amount must be entered as dollars and cents, even when the cents are zero.

If paying by phone and you do not wish to report any Contributory Insurance Amount, enter "zero", then "pound" (0#) to skip. If paying over the Internet and you do not wish to report any Contributory Insurance Amount, enter zeros in the form field.

7. Total Payment Amount

TEPS will communicate the Total Payment Amount to you as the sum of the four previous amounts. You too must calculate the Total Payment Amount to confirm that the system's Total matches your desired Total exactly.

If the system's Total is not what you expected, you must take the opportunity given at this prompt to correct the Total by reentering all four amounts again.

Annual Employer Appropriation

1. Location Number (6 Digits)

Please Note that this number consists of the retirement system number below plus your Employer Location Number which is the number located in the upper left corner of the Annual Employer Appropriation Bill.

TPAF Locations: If the Employer Location Number is less than 5-digits, add one or two zeros in front of the number to make it a 5-digit number.

Retirement Systems:

1=TPAF

2=PERS

3=PFRS

For example: TPAF location 123 would require the following entry: "100123".

2. Password

When a new reporting district submits a TEPS Employer Authorization Form, they will receive the TEPS Procedure Guide, system instructions, and a 4-digit password. When prompted on your first call, enter the initial password sent with this packet.

You can maintain the assigned password, or change this initial value to a 4-digit numeric password of your choice. Once your selected 4-digit password has been confirmed, you must make a note of your selection.

3. Billing Due Date

Please input the date the bill is due. The due date can be found in the upper left hand corner of the bill. Example: "04/01/2005"

4. Payment Amount

The total amount due should be entered as dollars and cents even when the cents are zero. Payment amounts include Normal Contributions, Accrued Liability, and Early Retirement Incentives (ERI).

5. Submit Payment

When you are done imputing the dollar amount, you can click on the submit payment button. If the dollar amount is incorrect you can edit the transaction.

6. Confirmation

When you submit the payment a confirmation number will appear to let you know we received your payment and to keep for your records.

7. Additional Payments

If you need to make another payment for a different Pension Fund please click on the left side options "Return to the New Jersey Division of Pensions and Benefits Menu."

Using TEPS for New Jersey State Health Benefits Program

Whether you are making payments through the Internet or placing a phone call, payment information is required. The following section details the required information for each payment type. Before initiating your ACH debit payment through TEPS, make sure all of the information required is readily available.

State Health Benefits Program (SHBP)

1. SHBP Employer Identification Number (6 digits)

The employer number is the 6 digit Identification Number that appears on your monthly SHBP billing statement.

Please note: The State Health Benefits Program Employer Identification Number is different from your pensions Employer Location Number.

2. Password

When a new reporting district submits a TEPS Authorization Form, they will receive the TEPS Procedure Guide, system instructions, and a 4-digit password. This password is valid for both the Internet and the telephone payment process. When prompted on your first payment enter the password sent with the packet.

You can maintain the assigned password or change this initial value to a 4 digit numeric password of your choice. Once your selected password has been confirmed, you should make note of your selection as a reminder.

3. Select Payment Type

• Local Employer Active Bill - payment code for phone call is 110
• Local Employer Retired Bill - payment code for phone call is 120
• State Monthly Employer Bill - payment code for phone call is 200

Note: It is important that you select the correct payment type when initiating a payment. This information can be found on your monthly SHBP billing statement.

4. Billing Date

The billing date is the date that appears on the monthly SHBP billing statement. Enter using the sequence MMDDYYYY format.

5. Make a Payment

This payment amount must be entered as dollars and cents even when the cents are zero.

Enter payment amount for Local Employer Active Bill (include health, dental, and prescription drug premiums into one easy payment amount).

or

Enter payment amount for Local Employer Retired Bill.

or

Enter payment amounts for member contributions for State Monthly Employer Bill (includes premium share, prepaid premiums, leave of absence premiums. You must enter health, dental, and prescription drug amounts separately).

6. Enter Amount for Health

This payment amount must be entered as dollars and cents even when the cents are zero.

If paying by phone and you do not wish to report any Health Payment Amount, enter "zero", then "pound" (0#) to skip. If paying over the Internet and you do not wish to report any Health Payment Amount, enter zeros in the form field.

7. Enter Amount for Dental

This payment amount must be entered as dollars and cents even when the cents are zero.

If paying by phone and you do not wish to report any Dental Payment Amount, enter "zero", then "pound" (0#) to skip. If paying over the Internet and you do not wish to report any Dental Payment Amount, enter zeros in the form field.

8. Enter Amount for Prescription Drug

This payment amount must be entered as dollars and cents even when the cents are zero.

If paying by phone and you do not wish to report any Prescription Drug Payment Amount, enter "zero", then "pound" (0#) to skip. If paying over the Internet and you do not wish to report any Prescription Drug Payment Amount, enter zeros in the form field.

9. Total Payment Amount

TEPS will communicate the Total Payment Amount to you as the sum of the three previous amounts. You too must calculate the Total Payment Amount to confirm that the system's Total matches to your desired Total exactly.

If the system's Total is not what you expected, you must take the opportunity given at this prompt to correct the Total by reentering all three amounts again.

10. Reference Number

Once you have submitted the payment the system provides you with a reference number. The reference number is an identification confirming that all the information you have entered has been processed.

Operating Rules

Internet Operations

The basic rules of operating TEPS over the Internet are as follows:

Log On

To start using TEPS over the Internet, log on to www.payments-govonesolutions.com/njpenmenu. Once you have logged on to TEPS, enter your location number and current password, which is the same used with the telephone application. You will find a user friendly program that will guide you through the payment, inquiry or payment cancellation process.

Navigating the Web Site

On the first page of the TEPS Internet application, you have two options: New Jersey Pensions and New Jersey State Health Benefits Program.

After selecting a link, the Web site will guide you through the payment process. Once the payment has been processed and the reference number has been provided, you can proceed to make another payment.

If needed, the following functions are located on the top and bottom of the screen.

Make a Payment

This prompts the user to return to the Select Payment Type screen (see below). This allows the user to make multiple payments with the same employer location ID number.

Making a Payment for New Jersey Pensions

Note: It is important that you select the correct payment type when initiating a payment. Member's shortages are not remitted through TEPS.

Select Payment Type

Please select one of the following payment options:

TPAF, PERS and PFRS Payment
Transmittal Payment
Transmittal Shortage Payment
Annual Employer Appropriation

Note: Delayed Enrollment, Age 70 Contributory Group Insurance Bill, Delinquent ROC, and Monthly Transmittal Bills have future implementation dates. These payment types will appear at a later date.

1. Payment Inquiry

This prompts the user to the Payment Inquiry screen (see below). This allows the user to view all the payment activities.

2. Cancel Payments

This prompts the user to the Cancel Payments screen (see below). This allows the user to view items that they would like cancel.

Reference Number Payment Date Payment Time (MT) Bank Account Debit Date Payment Type Date Payment Amount Status   33830081 12/03/2004 07:06 12/06/2004 Appropriation 12/15/2005 $1,000.00 Scheduled 33830075 12/03/2004 06:59 12/06/2004 Transmittal 1242004 $25,0897.55 Scheduled 33830036 12/03/2004 06:30 12/06/2004 Shortage 32004 $100.00 Scheduled

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Making Payment for the New Jersey State Health Benefits Program

Note: It is important that you select the correct payment type when initiating a payment. This information can be found on your monthly SHBP billing statement.

Select Payment Type 

Please select one of the following payment options:

New Jersey Health Benefits

Local Employer Active Bill
Local Employer Retired Bill
State Monthly Employer

1. Payment Inquiry

This prompts the user to the Payment Inquiry screen (see below). This allows the user to view all the payment activities for one employer ID number.

2. Cancel Payments

This prompts the user to the Cancel Payments screen (see below). This allows the user to view items that they would like cancel.

Reference Number Payment Date Payment Time (MT) Bank Account Debit Date Payment Type Date Payment Amount Status   33830081 12/03/2004 07:06 12/06/2004 Local Employer Retired Bill 12/15/2005 $1,000.00 Scheduled 33000075 12/03/2004 06:59 12/06/2004 Local Employer Retired Bill 11/23/2005 $250.00 Scheduled 32000036 12/03/2004 06:30 12/06/2004 Local Employer Retired Bill 11/25/2005 $100.00 Scheduled

Note: Canceling a payment, once confirmed, cannot be undone.

Frequently Asked Questions (FAQ)

This prompts the user to the FAQ screen. These are compilations of all the frequently asked questions (and their answers) that are constantly being asked by other users.

Log Off

Clicking the Log Off link, prompts the user back to the Log On screen (see image). This allows the user to make payments for another ID number or location.

If user is processing another payment to the same ID number or location, choosing the Log Off function is NOT necessary. Only use Log Off after each payment entry when processing payments to different ID number or location.

Return to the New Jersey Division of Pensions and Benefits Menu

This link is located at the left hand side of the TEPS screen and prompts the user to return to the main menu (see below). There users can switch between Pension and Health Benefit payment systems.

Telephone Operations

The basic rules of operating TEPS through a touch-tone phone are as follows:

1. Pound ( # ) key:

Press the " # " key after completing each entry. Then press the "#" key again after you hear the system repeat your entry correctly. This will prompt the system that your entry is completed and will guide you to the next step. By not pressing the "#" key you are subject to the standard 4-6 second time delay.

2. Star ( * ) key:

Press the " * " key when you realize an error has been made. The system will then prompt you back to the previous field where you can re-enter the correct information. The valid times to press this key are while you are entering the information into your touch-tone phone, or when the system is repeating your entry and you hear that the entry was not what you wanted. On both occasions, the system will "back-up" and reissue the prompt, thereby giving you another opportunity to re-enter the data correctly.

3. Three stars (***):

By pressing the star " * " key three times in succession at anytime, the system will automatically forward you to a live operator to continue your session.

4. Error Limit:

The system permits two errors per entry field. Exceeding this limit per field will automatically transfer you out of the touch-tone system to a live operator. Once connected, you must start from the beginning.

5. Transfer to an Operator

The operator will prompt you through the same sequence of steps as seen in the touch-tone version for reporting your payment. If you have transferred out of the automated system due to an error in entry, you must start from the beginning (i.e. entering your 6-digit Employer Location Number) with the live operator. Please note that the operator cannot confirm your 6-digit Location Number, nor can they convey your password value. Operators are available 24 hours a day, 7 days a week.

Note on Rotary Phones:  If you call from a Rotary Telephone, hold on the line and your call will be automatically transferred to a TEPS Operator.

TEPS Telephone Procedures Script

Password Changes (Phone Only)

You may change your 4-digit Password as often as you wish. The Division of Pensions and Benefits does not have access to your Password value. Should you ever forget your Password selection, please call the TEPS Help line at 1-888-835-3345 for guidance.

TEPS Assistance

For technical or enrollment assistance, please contact the TEPS Help line, between the hours of 9:00 a.m. and 7:00 p.m. EST/EDT, Monday through Friday at:

TEPS Help Line: 1-888-835-3345

Mailing Address and Fax Number

You may direct your new or "Notice of Change" TEPS Employer Authorization Form to:

State of New Jersey
Department of the Treasury
Division of Pensions and Benefits
PO Box 9581
Trenton, NJ 08650-9581

Fax number: (866) 568-2495.

The Division's Web site offers a version of the TEPS Employer Authorization Form that you can fill in by typing on your computer and printing for mailing. For employers who do not have Adobe Reader Acrobat 4.0 or higher, the write in version of the form is also available: TEPS Employer Authorization Form. (Acrobat Reader is available free from Adobe through the State's Acrobat link at: www.state.nj.us/acrobat.htm )

Overpayments for Pensions

The policy governing refunds for excessive payments remains in force. Refunds of this nature will not be disbursed electronically by the Division of Pensions and Benefits. As in the past, a statement of overpayment will continue to be mailed by the Division and a check would be sent shortly thereafter for the excess amount.

Overpayments for Health Benefits

Health Benefits overpayments will automatically be applied to the next month's premiums.

Monthly Transmittals

Paper monthly transmittals will no longer be used. During your EFT call into the TEPS program, you must provide all necessary information to identify your remittance.

Paper Checks

All routine remittances must now be made through the TEPS program. Paper checks will not be accepted.

Report of Contributions

Pension reports cannot be remitted electronically through the TEPS program at this time. However, this matter is being evaluated by the Division. You must continue to mail your Report of Contributions to the Division as is currently the procedure.

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