We have compiled a list of questions for employers along with our responses. Simply click on the question you are interested in to reveal the answer.
How do employees begin, change, and stop their contributions?
Employees may begin, make changes to, and stop their contributions by using the Program's website at www.Ohio457.org or by contacting the Service Center toll-free at 877-644-6457.
What if I have an employee who is already participating in another deferred compensation program?
Each type of plan has annual contribution limits. An employee contributing to a 403(b) plan will have a contribution limit for that plan that is not considered for other types of plans. Employees may contribute to more than one 457(b) deferred compensation plan as long as the combined contribution total does not exceed the annual contribution limit.
What are the procedures for an employee to contribute in the "50 plus" and "Catchup" designations?
Employees need to contact our Service Center for details by calling 877-644-6457. To be transferred to an Account Executive - press 3 after the recording begins.
What if I am unable to remit a contribution for an employee?
This can happen due to:
What if I receive my change report too late to take a deduction for an employee?
The deduction should be taken at the next payroll cycle. If the employee does not wish to "miss" the deduction, the amount may be doubled on the next payroll cycle and then set back to the regular amount thereafter.
If I miss sending a contribution for an employee, is it OK if I send it along with the next payroll contribution?
As long as the employee will not exceed his or her contribution limit for the calendar year, we can accept a missed contribution with the next payroll.
Is there a method for sending my billing reports and deductions to Ohio Deferred Compensation electronically?
Yes. The Ohio Business Gateway allows you to file and pay several payroll withholdings, including Ohio Deferred Compensation. Visit www.ohiobusinessgateway.ohio.gov for more information or contact the Finance Department at 614-466-7245 for more details.
How do I get a contribution back from Ohio Deferred Compensation if I send it in error for an employee?
To obtain a refund, a Refund Request Form must be completed with the following information
When an employee is using accumulated leave time to make a "lump-sum" contribution from his or her final contribution, the contribution amount may not be the same as what appeared on the Employee Contribution Billing.
If the amount received by Ohio Deferred Compensation is less than the amount billed, the lower amount will be accepted.
I usually have 26 payroll dates in a year, but this year I have 27. How do I handle contributions for this extra date?
In order to prevent employees who are contributing the maximum amount from exceeding the annual limit, a deduction may not be taken for these employees with the 27th pay.
If my payroll calendar changes, do I need to inform Ohio Deferred Compensation?
Yes. We will need to make changes to our computer system to reflect the correct payroll dates and number of payroll dates in a year.
What if an Employer has changes in address, phone numbers or payroll contacts?
Our records need to be updated with the current address and contact information. Employers should convey this information to the Program via mail, telephone, fax or email.
I have an employee who is applying for an Unforseeable Emergency withdrawal from the Program. What information does the Program need from me for this employee's request?
Documentation of lost wages is needed from the Employer. Information specified on the Loss of Income form must be supplied to the Program on the Employer's letterhead. This information can then be mailed to:
Ohio Deferred Compensation257 East Town Street, Suite 457Columbus, Ohio 43215
or faxed to: 614-728-2601
As an Employer, can we match the deferrals our employees make to a 457(b) plan such as the Ohio Deferred Compensation Program?
Yes, an Employer may match employee deferrals to a 457(b) plan subject to the normal annual deferral limits.
Why should we offer an Employer match program?
An Employer match program is a relatively low-cost benefit that may help attract and retain quality employees. Also, Employer match programs may be the incentive needed to motivate your employees to begin saving for retirement.1. Attracting and retaining employeesAn Employer match will provide a competitive advantage over many other Employers that can help attract and retain quality employees.
Do I need to amend the Plan Document to offer an Employer matching contribution?
No. There is no Plan Document amendment necessary to provide a matching contribution.
How do we set up and administer an Employer match program?
The simplest way to set up an Employer match program is for the Employer to provide an additional amount of compensation per pay, i.e. the match, to those employees participating in the Program. The additional compensation is only for those employees actively participating, or who choose to participate, and would be discontinued if an employee cancels their contribution. The Program will keep records for the total amount contributed each pay period. Since a vesting schedule is not permitted, the separate sources of these contributions are not segregated on our system. Ohio DC will send a bill to the Employer for each pay period showing the total contribution amount.
Does the Ohio Deferred Compensation Program have a preferred procedure for matching contributions?
Yes. Experience has proven that Employers who match contributions on a per-pay basis find it to be the simplest process for both the Employer and the Program. Under this scenario, the Employer would increase the participating employees’ per-pay compensation, which would then become part of the employee’s contribution. This increase is contingent upon the employee actively participating in the Program. If an employee cancels their contribution, the Employer would simply remove the additional compensation from the employee’s payroll record.
Are there other acceptable methods for an Employer to match contributions?
Yes. We have Employers who provide a one-time, lump-sum match amount. This process is more involved for both the Employer and Ohio Deferred Compensation.The Employer will need to notify the Program prior to the one-time match, so that both parties are aware of the timing and amount. The Employer must send a listing or data file of employees receiving an Employer match separate from the regular payroll deferral listing. The Program will return to the Employer any money received for an employee who has separated from service, or who has reached their annual contribution limit. The Employer will need to reprocess these funds through payroll as income to the employee.
When an employee signs up with Ohio Deferred Compensation, how do they know how much to elect as a deferral amount?
Our Account Executives will enroll each participant using the total combined contribution amount from the Employer and employee. For instance, if the employee wants to contribute $50 per paycheck and the Employer has agreed to match up to $25, the employee should declare a $75 contribution to the Ohio Deferred Compensation Program. The Program will then pre-bill the Employer for the full $75.The Ohio Public Employees Deferred Compensation Program does not give legal or accounting advice. Employers are ultimately responsible for the correct accounting of taxable income and withholdings.Employers interested in matching employee contributions may contact the service center at 877-644-6457 with further questions.
How can I get a copy of my Employee Contribution Billing or Payroll Reduction Change Report?
Employers should call Ohio Deferred Compensation at 614-466-7245 with their Employer number and desired payroll date to request a copy. We will verify the fax number we have on file and fax a copy back to the caller.
