Section 2 - Enrolling New Members

Transcription

1 Section 2 - Enrolling New Members 2.a. 2.b. 2.c. 2.d. 2.e. 2.f. 2.g. 2.h. Eligibility for Enrolment Enrolling an Employee The Enrolment Form Completing the Enrolment Form Designation of Beneficiary Completing the Designation of Beneficiary Form Spousal Waiver of Pre-Retirement Death Benefits Completing the Spousal Waiver of Pre-Retirement Death Benefits

2 2.a. Eligibility for Enrolment All employees of MEPP participating employers are eligible to participate in the Plan. MEPP divides members into two groups: permanent and non-permanent. Permanent Employees: When to enrol Enrolment in MEPP is mandatory for all employees designated as permanent. Permanent employees are employed on an ongoing basis. This includes: full-time employees; part-time employees; seasonal employees whose employment is expected to continue from year to year; or employees who work more than 700 hours in each of two consecutive years. Enrol permanent employees on their first day of employment. If there is a probation period, an employee can be designated as non-permanent until the end of the probation period. A non-permanent employee still has the option to join the Plan. The permanent employee must be enrolled upon completion of the probation period. A probation period cannot exceed one year. Tips Do not enrol employees who are: already receiving a pension or allowance from MEPP; or over 71 years of age. 2-2 Enrolling New Members

3 Nonpermanent Employees: When to enrol Non-permanent employees must be informed of the option to join MEPP. It is the employee s choice whether or not to join MEPP. Non-permanent employees are employed on a term or temporary basis with a definite end date. This includes: employees who are full-time students; full or part-time employees hired for a specific term with a definite end date, for example to backfill for a maternity leave; seasonal employees who are not expected to be hired again the next season; or employees who work less than 700 hours Enrol non-permanent employees as soon as: the non-permanent employee chooses to join MEPP; the non-permanent employee has worked at least 700 hours in each of two consecutive calendar years. They are then deemed to be permanent and must join MEPP; the non-permanent employee who is working for two participating employers begins contributing to MEPP with one employer. When this occurs, the employee must begin contributing to MEPP with the other employer as well; or the non-permanent employee becomes a permanent employee. Enrolling New Members 2-3

4 Enrolment declined Non-permanent employees may decline enrolment until they reach the point when enrolment becomes mandatory. Employers are required to monitor the employment (hours worked) of non- permanent employees who have declined enrolment. If the employee completes 700 hours in two consecutive years from employment date, the employee must be enrolled in MEPP. Tips Do not send in contributions for non-permanent employees until they have joined the Plan. Upon enrolment in the Plan all members, whether permanent or non-permanent, remain contributing members until termination of employment. A reclassification from permanent to non-permanent or a reduction in work hours does not affect membership in the Plan. If a contributing MEPP member is hired by a second participating employer, the member must begin contributing to MEPP immediately with the second employer, regardless of whether the member is permanent or non-permanent with the second employer. If a MEPP member terminates employment and later starts working for a MEPP employer again, the member must start contributing immediately, unless the termination occurred more than two years earlier or s/he received a refund from the Plan. You may call MEPP to inquire about or verify this information. Failure to Enrol Employees If an employer fails to enrol an employee who is eligible for mandatory enrolment, or fails to enrol an employee who chooses to participate in MEPP, the employer will be required to remit contributions in arrears, plus interest. 2-4 Enrolling New Members

5 2.b. Enrolling an Employee Quick 1. The employer and employee must complete and submit an Enrolment form to MEPP. Some certified documents may be required at enrolment. 2. Supply and ask the member to complete a Designation of Beneficiary form at enrolment. The member may submit the original Designation of Beneficiary form directly to MEPP. 3. If the member requests, please supply a Spousal Waiver of Pre-Retirement Death Benefit form. The member s spouse may complete this form and send the original directly to MEPP. Steps 2.c. The Enrolment Form Information from the Enrolment form establishes an employee as a member of MEPP on the Plan s pension administration system. Enrolment in MEPP allows employees to make regular contributions to MEPP. Employers must also make regular contributions on behalf of your members. Once an employee is enrolled in MEPP, they continue to participate in the Plan until employment ends or until the end of the calendar year in which they turn age 71. The Enrolment form is available by contacting MEPP. You can request a fillable version of this form from MEPP. You can complete the form using the computer and then print it out and sign it. Enrolling New Members 2-5

6 Please note that the Enrolment, Leave/Layoff Return to Work, and Termination form can be completed online using the Employer Remittance System. Section 1: Employer fully completes Section 1. Enrolment 1 Member Information - To be Completed by Employer (Please Print) Name of Current Employer: Employer Number: Hamilton Street REGINA SK S4P 4W3 Phone: (306) in Regina (Toll free) Fax: mepp@peba.gov.sk.ca Name of Previous Employer: Last Name: Mailing Address: Social Insurance Number: First Name and Initial: Birthdate(dd/mm/yyyy): / / Employer Signature: Employer signs and dates the form after completing Section 1. Section 2: Member completes Section 2. Members who meet the guidelines for mandatory enrolment must check Mandatory Enrolment. Members who do not meet the guidelines for mandatory enrolment but choose to join MEPP would check Optional Enrolment. Members who do not meet the guidelines for mandatory enrolment and choose not to join MEPP would check Enrolment Declined. City/Town/Village: Province: Postal Code: Date of Employment (dd/mm/yyyy): Date of Enrolment (dd/mm/yyyy): / / 2 To be completed by the Employee If you are currently contributing to MEPP, enrolment is mandatory. If you are currently working for another MEPP participating employer, please provide the name of your other employer: Mandatory Enrolment - I understand that, as a permanent employee, participation in the Municipal Employees Pension Plan (MEPP) is required under The Municipal Employees Pension Act and subsequent amendments thereto. I understand my employer will deduct from my salary such amounts as may be required for contributions. I authorize the Municipal Employees Pension Commission (the Commission) or its agents to use my Social Insurance Number as my personal identification number. Optional Enrolment - As a non-permanent employee, I choose to participate in MEPP and authorize my employer to deduct from my salary such amounts as may be required under The Municipal Employee s Pension Act and its related regulations. I understand that by completion of this form, my decision to participate in the pension plan is irrevocable. I authorize the Commission or its agents to use my Social Insurance Number as my personal identification number. Enrolment Declined - I choose not to participate in MEPP. I understand that I may be required to join MEPP after completing 700 hours in each of two consecutive years. (Note: Human resources must retain the original form where an employee elects not to participate in MEPP.) I also understand that I may join MEPP at any time by completing another enrolment form. Ineligible for Enrolment - I am ineligible to participate in MEPP because I am receiving a pension from MEPP, or I am age 69 or older. Signature of Employee Primary Phone Number: If date of enrolment is more than 24 months past the date of employment, please provide an explanation below. Please place an X in the applicable box for each of the five following items of employee information: This employee was hired as a: permanent employee (enrolment is mandatory) non-permanent employee (enrolment is optional until employee completes 700 hours in each of two consecutive years) non-permanent employee and became a permanent employee on: Gender: Male Female Member Type: General Designated Police Officer or Firefigher Marital Status: Single Married Common-law Please enclose the following with the completed enrolment form: Date (dd/mm/yyyy) Employment Type: Full-time 12 Full- time 10 Part-time 12 Part-time 10 certified copy of employee s and spouse s (if applicable) birth certificate, baptismal certificate, a valid Canadian passport or a valid Saskatchewan driver s license; completed and signed original Designation of Beneficiary form; certified copy of employee s marriage certificate (if applicable). I certify the above information to be correct. Signature of Employer Members are ineligible to enrol if they are already receiving a MEPP pension or are over age 71. / / Date (dd/mm/yyyy) Seasonal Casual Designated Full-time Designated Part-time Office Use Only: Yes Yes Yes No No No September 2016 Employee signs and dates the form upon completion of Section Enrolling New Members

7 2.d. Completing the Enrolment Form This form should be easily understood, so not all areas are explained here. Section 1: Employee Information Date of Employment Date of Enrolment Permanent/ Non-Permanent An authorized representative of the participating employer is to complete this section. The completed form should be submitted to MEPP within five days of hire. The employee must also submit a completed Designation of Beneficiary form. The date the employee began actively working for you. The date the employee enrols in MEPP. The employee must be classified as either a permanent or a non-permanent employee. Tips Please call MEPP if you are unsure if the employee should enrol. Member Type There are two types of members in MEPP: Designated Police Officers and Firefighters; and General Members. If your organization has designated police officers and firefighters under section 40(2) of the Act, classify these employees as Designated Police Officers and Firefighters. Classify all other employees as General Members. Enrolling New Members 2-7

8 Marital Status Employment Type The member is required to declare their current marital status to MEPP. The member is either: Single, divorced or widow(er): The member does not currently have either a legally married or common-law spouse. Married: The member has a spouse by legal marriage. A member who has become legally separated from their spouse is considered to be still legally married until divorce proceedings are final. Common-law: The member has been cohabiting in a conjugal relationship for at least one year; or the member is in a common-law relationship in which each of the two individuals is the natural or adoptive parents of the same child. Employment Type relates to an employee s term of employment. When enrolling an employee, the employee must be classified as one of the following employment types: Full-Time 12 (FT12): employee is expected to work for 12 months each year at 100 per cent of full-time hours. Part-Time 12 (PT12): employee is expected to work for 12 months each year at less than 100 per cent of full-time hours. Full-Time 10 (FT10): an education sector employee expected to work 10-months at 100 per cent of fulltime hours. Part-Time 10 (PT10): is an education sector employee expected to work 10-months at less than 100 per cent of full-time hours. Seasonal: employee works less than 12 months per year regardless of whether or not they work 100 per cent. 2-8 Enrolling New Members

9 Casual: employee works as required on a nonregular basis. Full-Time Emergency (FTE): employee is a designated police officer or firefighter who works 100 per cent of full time hours. Part-time Emergency (PTE): employee is a designated police officer or firefighter who works less than 100 per cent of full-time hours Employer Signature An employer representative must sign and date Section 1 of the Enrolment form. Section 2: To be completed by the employee Name of Employer Employee Signature The employee must identify if they are currently working for another MEPP employer and the name of the employer. The employee must check the appropriate box relating to the reason for completing the Enrolment form and sign and date the form. Tips A Designation of Beneficiary form must be completed. The employee may submit the original Designation of Beneficiary form separate from the Enrolment form. Form Distribution MEPP will accept faxes or copies of Enrolment forms. Enrolling New Members 2-9

10 MEPP does not require a copy of the Enrolment form when an employee declines enrolment. Retain the original Enrolment form when a non-permanent employee elects not to participate in MEPP. This provides a record showing that the employee declined enrolment. A copy of the form should be retained by the employee as well as the employer for their records. Quick Check Employer completes Section 1 of the Application for Enrolment form. Employee completes, signs and dates Section 2. Employer signs and dates the form. Employer distributes copies of the form to required recipients. Ensure the required documentation (see list on Enrolment form) is enclosed. Tips MEMBER BOOKLET To provide the member with information on Plan provisions, please visit our website at and/or refer to the Employee Booklet and issues of MEPP In-Depth on various Plan provisions. Termination Options Introduction This bulletin provides information about your options if you terminate employment before you are eligible to retire. Inside... Introduction Your plan Designation of Beneficiary for Your plan The Municipal Employees Members Termination Pension Plan Who (MEPP) is a Have defined benefit Not Retired Introduction This bulletin provides information about designating a beneficiary who will receive the death benefit if you die before starting your pension. Your plan The Municipal Employees Pension Plan (MEPP) is a defined benefit pension plan administered by the Public Employees Benefits Agency (PEBA) with over 20,000 members and pensioners and 700 participating employers. MEPP is a healthy and well-managed plan, with a long history of exceptional financial health. Defined benefit plans provide a pension benefit based on a formula. MEPP s pension formula uses your highest average salary (HAS), your pensionable service and the accrual rate in effect during your years of service. MEPP will send a Municipal Employees Pension Plan Booklet to all new MEPP was designed to provide pension benefits to members who leave the work force for retirement. The Plan also provides benefits in the event of death, disability and termination of employment. If you have a spouse when you retire, your spouse is your joint pensioner. members. S/he will be able to continue collecting a portion of your monthly pension after your death. Inside... Introduction Your plan Death benefit If you have a spouse Definition of spouse Naming beneficiaries Witholding tax Glossary MEPP administration For more information contact Death Benefit If you have earned a pension benefit with MEPP and die before you start receiving your pension, your beneficiary will receive a death benefit. The death benefit is the amount you would have been eligible to receive from the Plan if you had terminated employment on the date of your death. The Municipal Employees Pension Plan Public Employees Benefits Agency Hamilton Street REGINA SK S4P 4W3 Phone: (in Regina) Toll-free: Fax: mepp@peba.gov.sk.ca 2-10 Enrolling New Members

11 2.e. Designation of Beneficiary The Designation of Beneficiary form should be completed at the same time the employee completes the Enrolment form. Designating Beneficiary(ies) A designated beneficiary is any individual or entity the member chooses to receive a death benefit in the event of his/her death (for example, spouse, a registered charity or close friend). In the event of a member s death, the Plan pays a death benefit to the member s designated beneficiary(ies) on file with MEPP. If the member: has a spouse, the spouse must be named as the member s beneficiary. If the member wishes to name someone other than the spouse as a beneficiary, the spouse must waive his/her right to all, or a portion of the death benefit. The spouse can waive rights by completing a MEPP Spouse s Waiver of Pre-Retirement Death Benefit form. has named a dependent child(ren) under 18 years of age, then a trustee should be named. In general, provincial legislation does not allow payment of benefits directly to a minor. Therefore, the member should make any arrangements necessary, such as appointing a trustee to ensure the death benefit is paid according to the member s intentions. If no trustee is appointed, the death benefit will be paid to the Public Trustee s Office. does not have a spouse and no beneficiary is named on file with MEPP, the death benefit will be paid to the member s estate. Enrolling New Members 2-11

12 Definition of Spouse Marital Breakdown A spouse is defined as: a person who is married to a member; or if a member is not married: a person in a common-law relationship with a member and who has been cohabiting in a conjugal relationship with a member for at least one year; or a person in a common-law relationship with a member in which each of the two individuals is the natural or adoptive parent (legally or in fact) of the same child. A married spouse takes priority over another person, even if that person meets the definition of a commonlaw spouse. A conjugal relationship implies that the relationship is exclusive, therefore a member cannot have more than one spouse at any given time. If a member is changing beneficiary designation from his/her spouse because of a divorce, MEPP must receive a certified copy of the divorce decree along with any portion of the inter-spousal agreement showing any portion of the document that pertains to the MEPP pension. 2.f. Completing the Designation of Beneficiary Form The Designation of Beneficiary form is available on our website. It is a fillable form.this means the member can complete the form using the computer, then print it out and sign it Enrolling New Members

13 Section 1: Member fully completes Section 1. Designation of Beneficiary When the form is completed and signed by you, return the original form to MEPP. 1 Tell Us About You (Please Print) Hamilton Street REGINA SK S4P 4W3 Phone: (306) in Regina (Toll free) mepp@peba.gov.sk.ca Section 2: Member completes Designation of Beneficiary(ies) with all the required information. If the member has a spouse, the spouse will be the beneficiary regardless of whom the employee has designated as beneficiary. The member may list an alternate beneficiary(ies) in the event the spouse predeceases the employee. The spouse may designate someone other than the spouse to receive all or part of the death benefit if a Spousal Waiver of Pre-Retirement Death Benefit form is on file with MEPP. Member Signature: Member signs the completed form. Social Insurance Number: Last Name: 2 Smith Your Designation of Beneficiary(ies)! First Name & Initial: Jennifer If you have a spouse, your spouse must be named as your beneficiary in the Spouse as Beneficiary area below, unless your spouse completes a waiver. If you wish to designate alternate beneficiaries (in the event of your spouse s death), please indicate that in the Other Beneficiaries area below. If your spouse has waived all or a portion of his or her entitlement, please indicate that you are designating co-beneficiaries. Spouse as Beneficiary Signature of Member Name Relationship Portion* Birthdate (day/month/year) John Smith Legal Marriage 50% 26 /June/1960 Common-law * If your spouse has not signed a waiver, the portion is 100%. If your spouse has signed a waiver, enter the portion your spouse has kept (i.e. if your spouse waived 30%, your spouse will receive 70%). Other Beneficiaries Mary Jane Smith, No Spouse X Alternate Beneficiaries Co- Beneficiaries Name Relationship Portion Birthdate (day/month/year) in trust for my son Kenny Smith Son 50% 06/May/2000 I hereby revoke all previous designations and appointments of beneficiaries and name the above to receive any amount payable from the Municipal Employees Pension Plan in the event of my death. Jennifer Smith Dated at Anytown this 30 day of June, March 2019 In this sample Designation of Beneficiary form, Jennifer has a husband - John Smith. John has waived a portion (50%) of the death benefit by completing a Spousal Waiver of Pre-Retirement Death Benefit form. Jennifer has chosen to name Kenny (her child) as the recipient of the waived portion (50%). Kenny is under the age of 18, so Jennifer has named a trustee for Kenny in the event that she dies prior to Kenny reaching age 18. Enrolling New Members 2-13

14 Single members The member may designate any individual or entity as beneficiary (for example a friend or relative, or a registered charity). Alternate beneficiary(ies) An alternate beneficiary is like having a backup. Just in case the member s spouse dies before the member there is someone else named to receive the death benefit. For example I want to name Sandra Smith as an alternate beneficiary in case my spouse dies before me. Anyone can name an alternate beneficiary. Co-beneficiaries Members can name co-beneficiary(ies) when they want the death benefit shared. For example, I am a single parent of three children and I would like to divide the death benefit among my three children. When a spouse waives a portion of the death beneift to be shared with someone else, they would be co-beneficiary(ies). Tips Remind members that their beneficiary designations should be reviewed in conjunction with life events (for example, a new spouse, a breakdown of a spousal relationship or death of a designated beneficiary). Form Distribution The employee may send in the Designation of Beneficiary form separate from the Enrolment form. This is a personal decision. If the employee chooses to share the form with the employer, you may perform a Quick Check. MEPP requires the original form for the member s file; The member should keep a copy of the original Designation of Beneficiary form for his/her records. This is a personal form. You must ask the member s permission if you would like to retain a copy for personnel records Enrolling New Members

15 If the member has a spouse, is the spouse the named beneficiary? If the member has a spouse and the spouse is not the named beneficiary, has a Spouse s Waiver of Death Benefit Prior to Retirement form been completed? Trustees should be named for beneficiaries under 18 years of age. Member has signed and dated the form. Witness has signed the form. Quick Check Send original form to MEPP. Provide the member with a copy. 2.g. Spousal Waiver of Pre-Retirement Death Benefits In some cases, the member may wish to designate all or a portion of the death benefit to someone other than his/her spouse. MEPP must be confident that the spouse is fully aware of the rights being waived and the implications of signing the waiver. The spouse is required to obtain independent legal advice and must complete the form outside the presence of the member. The lawyer is required to complete the Certificate of Independent Legal Advice, which is part of the Spousal Waiver of Pre-Retirement Death Benefits form. The spouse may waive the right to a percentage of the death benefits (between 10 per cent and 100 per cent). In the event of the member s death prior to retirement, the spouse s death benefit from MEPP will be reduced to reflect the portion waived. Once the spouse has waived the right to a portion of the death benefit, it is important for the member to designate a beneficiary for the portion waived by the spouse by completing a Designation of Beneficiary form. These are examples of situations in which the member and spouse may make the decision to waive the spouse s entitlement to all or a portion of the death benefit: The member and the spouse agree that benefits should be paid to the member s children. This is a common conclusion in a common-law relationship or a second marriage. The member and the spouse have separated but have not formally Enrolling New Members 2-15

16 dissolved the marriage. The member and the spouse agree that the death benefit should be paid to an organization or institution they want to support. 2.h. Completing the Spousal Waiver of Pre-Retirement Death Benefits The spouse must complete the MEPP Spousal Waiver of Pre-Retirement Death Benefits form. The form must be signed by the spouse in the presence of a lawyer licensed or otherwise entitled to practice law in Saskatchewan. The member must not be present when the form is signed. The lawyer must complete the Certificate of Independent Legal Advice, which is part of the form. This certifies that the lawyer has fully explained the spouse s rights and that the spouse has had the opportunity to ask questions about the rights being waived. Once a completed waiver is filed with the Plan, the member must complete a Designation of Beneficiary form directing the payment of any death benefit. Any death benefit paid to a beneficiary other than his/her spouse is taxable to the person receiving the benefit. The Plan will deduct and remit to Canada Revenue Agency (CRA) the required amount of tax on payments to non-spousal beneficiaries. This waiver may be revoked by the spouse at anytime prior to the date of the member s death Enrolling New Members

17 Section 1: Complete with the MEPP Member s applicable information in Section 1. Section 2: Member s Spouse completes applicable information in section 2. The member s spouse may waive rights to all, or only a certain percentage, of the death benefit. The member s spouse must sign the form in the presence of a lawyer licensed to practice Saskatchewan law and the member must not be present when the form is signed. Section 3: The lawyer must complete the Certificate of Independent Legal Advice. This certifies that the lawyer has fully explained the spouse s rights and that the spouse has had the opportunity to ask questions about the rights being waived Hamilton Street REGINA SK S4P 4W3 Phone: (306) in Regina (Toll free) mepp@peba.gov.sk.ca Spousal Waiver of Pre-Retirement Death Benefits 1 Tell Us About You (Please Print) Social Insurance Number: Last Name: Smith Name of Current Employer: 2 Waiver of Benefits (To be completed by spouse) I, John Smith (Print Full Name of Spouse and his/her Social Insurance Number) of 123 Anystreet Anytown SK S4S 4S4 Mailing Address City Province Postal Code certify that I am the spouse of the above named member (hereafter called the member ) of the Municipal Employees Pension Plan bearing Registration Number I understand that, in the absence of this waiver, on the death of the member, I am entitled to a pre-retirement death benefit payable as either a lump-sum payment or in the form of a deferred or immediate pension. I understand and declare that, by signing this waiver I am giving up my entitlement, on the death of the member, to 50 % of the pre-retirement death benefit payable pursuant to subsection 20.1(2) of The Municipal Employees Pension Act. I understand that by signing this waiver: I will not be paid the portion of the pre-retirement death benefit I have waived pursuant to subsection 20.1(2) of The Municipal Employees Pension Act and the payment of the portion of the pre-retirement death benefit I have waived pursuant to subsection 20.1(2) of The Municipal Employees Pension Act will be made to either: a beneficiary designated by the member; or the estate of the member if there is no validly designated beneficiary. I certify that this waiver is being signed freely and voluntarily without any compulsion on the part of the member and outside the immediate presence of the member. I understand that this waiver is not valid unless it is signed and witnessed before the date of the member s death. I understand that I may revoke this waiver at any time prior to the date of the member s death by providing written notice to the administrator of the Plan. John Smith 31/Nov/2003 Signature of Spouse Date (dd/mm/yyyy) 3 Certificate of Independent Legal Advice Signature of Lawyer! First Name & Initial: (Complies with Form 2.1 PBA) I, Jane Law, a lawyer licensed or otherwise entitled to practice law in Saskatchewan have explained the rights and entitlements to the aforementioned spouse under The Municipal Employees Pension Act, and I witnessed the spouse s signature to waive % his/her rights under this Act through the signing of this document. Jane Law 31/Nov/2003 Date (dd/mm/yyyy) School Division Law and Associates Name of Law Firm 123 Right Around the Corner Address Anytown SK S4T 4S4 City, Province, Postal Code Tips Jennifer March 2016 Members may designate a beneficiary(ies) for the portion of the death benefit waived by the spouse by completing a Designation of Beneficiary form. Enrolling New Members 2-17

18 Form Distribution The member may send in the Spousal Waiver of Pre- Retirement Death Benefits form separately or independent of the employer. This is a personal decision. If the member chooses to share the form with the employer, you may perform a Quick Check. MEPP requires the original waiver for the member s file. The member should keep a copy of the original waiver for his/her records. The Spousal Waiver of Pre-Retirement Death Benefits is a personal form. You must ask the member s permission to retain a copy for personnel records. Quick Check Explain who is to complete specific areas of the waiver. Make member aware that the spouse has the option to waive all or just a portion of his/her entitlement to death benefit. Explain that Section 3 of the waiver must be completed by a lawyer licensed or otherwise entitled to p ractice law in Saskatchewan. Make member aware that MEPP requires the original waiver for administration purposes. Have the member retain a completed copy of the waiver for their personal records. If you have any questions about enrolling member, designating beneficiaries, or spousal waivers, contact MEPP Enrolling New Members