| You hire an IPERS-eligible employee |
Provide the employee with an Enrollment/Beneficiary Designation form and return the completed form to IPERS, or instruct the employee to return it to IPERS upon completion.
Ask for and make a copy of the employee's social security card, and verify you are using the employee's correct social security number when filing IPERS reports. |
| A member requests a beneficiary change |
Provide the member with an Enrollment/Beneficiary Designation form and instruct the member to return the revised form to IPERS upon completion. |
| A member moves |
If signed up for ICON, reporting officials may update member addresses through the "Member Maintenance" feature. Otherwise, provide the member with an IPERS Member Address Change form and instruct the member to return it to IPERS, or instruct the member to submit the address change request through the IPERS Web site. |
| A member terminates after completing six months of employment but before retirement eligibility |
Complete a Notification of Terminating Employee(s) form and submit it to IPERS, unless you know the member has been hired by another covered employer or is retiring.
If the member requests an IPERS refund, instruct the member to complete an Application for IPERS Refund form. Complete the employer section of this form, as appropriate.
Note: A member who takes an IPERS refund is not considered terminated if the member accepts other covered employment within 30 days of termination. Returning to work within this 30-day window revokes the member's right to an IPERS refund, requiring IPERS to recover the refund. |
| A permanent employee terminates before completing six months of employment |
Employers have the choice to leave the covered wages on the member's account or remove the covered wages from the member's account. If you choose to remove the covered wages:
- Complete and file a Wage Reporting Adjustments form to remove the covered wages.
- Employer and member contributions will be returned to the employer on a credit memo; you return the member's contributions to the member after you receive a credit memo from IPERS.
- Remember to apply appropriate tax withholding laws, as discussed in this section.
Note: If you sign an Application for IPERS Refund form for such individuals, you forfeit your employer contributions. |
| A member terminates at retirement eligibility |
Encourage the member to write or call IPERS for retirement counseling. Avoid providing advice, as your organization could be held legally liable for any information you provide.
At the member's request, complete the employer portion of the Application for Retirement Benefits form.
Note: Current legislation states that a retiree can return to a noncovered position after receipt of one IPERS benefit check or to a covered position after receipt of four benefit checks. However, a retiree cannot enter into a written or verbal agreement to return to covered employment until after receipt of the first IPERS benefit check. Returning to work too soon revokes the member's retirement application, requiring IPERS to recover prior distributions to the member. |
| A member who was involuntarily terminated is retroactively reinstated |
Notify IPERS immediately of the reinstatement.
If IPERS refunded a member's contributions during the period between termination and reinstatement, the member has 90 days from the date of the reinstatement agreement to repay the refund plus accrued interest. If the member repays the refund, service credit will be reinstated.
You need to provide IPERS with a signed copy of the order or agreement to return to employment. If the member does not pay back the refund plus interest within the 90-day period, the member is required to pay the actuarial cost of an IPERS buy-back to receive credit for the refunded period. The actuarial cost may be substantially greater than repaying the refund plus interest.
If the order or agreement includes back pay to the member, the back pay may be considered IPERS-covered compensation, depending on the terms of the agreement or reinstatement. See "Back Pay and Legal Settlements" in Section 4 of this handbook for more information. |
| A member requests to purchase IPERS service credit for a leave of absence |
For members on eligible military leaves, submit the Application for Free Military Credit and a copy of Form DD214 (supplied by the member), or other documentation from the military that verifies the member's military service. If the member wishes to make up contributions missed during their qualified military leave, the employer and member must complete and submit the Application for Military Leave Contributions.
For leaves of absence due to FMLA or other leaves commenced prior to July 1, 1998, and approved annually in increments of 12 months of less, submit a completed Leave of Absence Affidavit and supporting documentation regarding the need for and approval of the leave.
For all other leaves of absence commencing on or after July 1, 1998, complete and submit the "Leave of Absence/Workers' Compensation Buy-In" portion of the Application for Service Purchase along with supporting documentation regarding the need for and approval of the leave.
Be sure to maintain board minutes, resolutions, personnel records, military orders, and any written correspondence relating to the leave. |
| A member does not have a social security number |
Instruct the member to contact the nearest Social Security Administration office. |
| Wages are reported under the wrong social security number |
Provide IPERS with the following information:
- Member's name
- Incorrect social security number
- Correct social security number
- Quarter(s) and year(s) reported incorrectly
- Dollar amount of wages involved by quarter
- A copy of the member's social security card
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| A member asks you to falsely report wages |
Refuse! You are responsible for ensuring the accuracy of wage reports. You commit fraud under Iowa Code 97B.40 when you knowingly report incorrect wages or any other false information to IPERS that impact the benefits paid to a member. Incorrect wages include, but are not limited to, funds reported in violation of the Iowa Administrative Code. See 495 IAC 6.3(97B) and Section 4 of this handbook for more information. |
| Someone other than an IPERS representative requests to speak to your employees about IPERS |
Refuse and report the inquiry to IPERS. IPERS is not affiliated with any insurance firm or financial planner. No one other than IPERS staff is authorized to counsel members about IPERS. |
| A member dies |
Promptly provide IPERS with the following information:
- Member's name
- Member's social security number
- Date of death
- Name, address, and phone number of a family member or other contact person
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