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Screen Descriptions:

Enrollment

As an ECLIPSE Employer Web Portal user, you can submit enrollment applications online and find/view enrollment applications that you submitted previously. Employers should submit enrollment applications for any new hires that are eligible for LAGERS. If the enrollment application is submitted promptly upon hire, the employee will be added to the ‘Free 6 Months Schedule’ to ensure the timely reporting of wages. The new employees will automatically be added to your Payroll Summary when their free 6 months has expired. To submit an enrollment application using ECLIPSE, you will need employee information such as First Name, Last Name, SSN, Dept classification, Birth Date, Gender, and Date Employed. The following provide step by step instructions for creating and maintaining your enrollment information.

Search for Existing Enrollment Record

  1. Login.

  2. ECLIPSE displays the Message Board screen.

  3. Navigate to Monthly Reporting.

  4. Click the 'Enrollment' link.

  5. ECLIPSE displays the Enrollment Lookup screen.

  6. Enter one or more pieces of information into the 'Search Criteria' panel. (NOTE: You do not need to complete every field provided.)

  7. Click the 'Search' button.

  8. ECLIPSE displays the results in the 'Search Results' panel.

NOTE:  To open a record displayed in the 'Search Results' panel, click the 'SSN' link in the first column.

NOTE:  You cannot make changes to an enrollment record once it has been posted (i.e., Once you've clicked the 'Submit to LAGERS' button); however, you can make changes to enrollment records that you previously saved and are in 'Valid' status.

 

Create New Enrollment Record

  1. Login.

  2. ECLIPSE displays the Message Board screen.

  3. Click the 'Enrollment' link.

  4. ECLIPSE displays the Enrollment Lookup screen.

NOTE:  It's good practice to perform a search and ensure an enrollment record does not already exist for this person (see 'Search for Existing Enrollment Record'). You can do this by entering the SSN and clicking the ‘Search’ button

  1. Enter the 'SSN' in the field provided in the 'Search Criteria' panel.

  2. Click ‘Search’. (NOTE:  It is important to search to avoid creating duplicate enrollments.)

  3. If no search results are displayed, click the 'New' button.

  4. ECLIPSE displays the Enrollment Maintenance screen.

  5. Enter all required fields:

    • First Name

    • Last Name

    • Social Security Number

    • Employee Classification (Dept ID)

    • Date of Birth

    • Gender

    • Date Employed Fulltime

  6. Click the 'Save & Validate' button.

  7. Enter any other option information including previous employment history and beneficiary information.

  8. Click the 'Save & Validate' button.

  9. Reference the 'Validation Info' panel to ensure no errors exist.

  10. Click the 'Submit to LAGERS' button.

  11. Click 'OK' in the confirmation message box.

  12. The LAGERS ID number will display as a hyperlink.

NOTE:  You do not need to mail in a paper copy of the enrollment application. Please be sure to note the LAGERS ID number for your records, if needed. Once submitted, the employee will be displayed on the Free 6 Months Schedule and will be automatically added to your Payroll Summary on the date listed. Also, if you do not have all of the necessary enrollment information at the time you are entering, such as beneficiary information, you may choose to save the application by clicking ‘Save and Validate’ and submit the enrollment application at a later date (see ‘Submit a Previously Saved Enrollment Record to LAGERS’) . Keep in mind that the employee will only be added to the Free 6 Months Schedule upon submission of the enrollment application.

 

Submit Previously Saved Enrollment Record to LAGERS

  1. Search for and open an Enrollment Record:

    • Login.

    • Click the 'Enrollment' link from the left menu.

    • Search for the enrollment record.

    • Click the 'SSN' hyperlink.

  2. The system displays the Enrollment Maintenance screen.

  3. Click the 'Submit to LAGERS' button.

  4. ECLIPSE will display a confirmation message.

  5. Click the 'OK' button in the confirmation message.

  6. ECLIPSE will process the submitted enrollment to LAGERS.

  7. The LAGERS ID will display as a hyperlink and you may note the ID for your records.

  8. ECLIPSE will update the enrollment record to 'Posted'.

 

Download Enrollment Application for your Records

  1. Search for and open an Enrollment Record:

    • Login.

    • Click the 'Enrollment' link from the left menu.

    • Search for the enrollment record.

    • Click the 'SSN' hyperlink.

  2. The system displays the Enrollment Maintenance screen.

  3. Click the 'Download PDF' button.

  4. The internet browser will prompt you to either open or save the file.

  5. Select the appropriate open or save option and print the application if desired.

NOTE:  You must have Adobe Reader on your computer in order to download and print the enrollment application.

 

Enrollment Statuses

Enrollment records can be in three statuses: Valid, Review, and Posted. A status of 'Valid' indicates that the record is ready to submit and that no errors exist. If you have an enrollment record in 'Review' status, LAGERS will contact you for resolution. A status of 'Posted' indicates that the enrollment is complete and no changes can be made to the record. If you need to make a change you will need to contact LAGERS.

 

For more information about buttons mentioned in this topic, see "Common Buttons".