NHRS will no longer accept paper member enrollment forms from participating employers effective with the October reporting due in November.

Going forward, employers should submit enrollments through their monthly reporting in the Data Reporting System (DRS).

This change, which is part of the retirement system’s transition to a new DRS, was announced last year. It is intended to improve efficiency, reduce paper, and provide a more secure method of submitting personal information to NHRS.

The XML file layout contains fields for employers to add newly hired members through the regular monthly file upload.

If you report by web entry or if your payroll software vendor was unable to program this process in your software, enrollments can be done manually.

• Web entry employers can add members as soon as they copy the batch or build the batch manually.
• Employers who report by file upload must wait until after their file is submitted for upload and a trial has been run. Members can then be enrolled before or after exceptions are cleared, but prior to the file being submitted for posting.

Instructions for enrolling members are available here:
https://www.nhrs.org/docs/default-source/employer-education/pgv3-upgrade/how-to-enroll-a-member.pdf

Because of this change to the enrollment process, employers should wait to submit documents associated with a new hire – Social Security card, birth certificate, beneficiary form – until the file containing the new hire has posted. The preferred, most secure method of sending these documents is uploading them to the DRS. However, at this time, NHRS will still accept these documents via secure email.

Instructions for submitting member documentation are available here:
https://www.nhrs.org/docs/default-source/employer-education/uploading-a-document-to-the-drs.pdf

NHRS has created a list of frequently asked questions regarding this transition. If you have additional questions, please contact your NHRS employer reporting relationship manager.