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NIEMORANDUM
TO: Administrators for all Florida Police or Fire Defiued Benefit Plans
I'ROM: Klausner Kaufinan Jensen& Levinson
R�: New online �lnnual Report requiremenl
DATE: November 23, 20l 6
Effective next year, the 2016 Annual Report to tlze Division of Retirement �vill be rec��iiced to be
submitted electronically usii�g a new online submission process. Attached are instructions and
e�amples that were circulated at the Division of Retirement's conference earlier this month.
While the new online submission process is intended to simplify the process ol� submitting
Annlial Reports, we �nticipate thai there may be a leal•i�ing cui•ve for some plans during tlle f rst
year ol'implementatio�l.
Administrators (or otllei• professionals) �vho prepai•e the Annual Report shoulcl become familiai•
�vith the ne�v system prior to the submission deadline. At the outset, each plan must provicie the
Division of Retirement with the name and email address of a desi�nated contact pei•son ("filer")
who wi(1 be responsible Por iiling next year's Annual Report. The Division will create an online
account for the filer who will receive an email �vith a User ld and default Passwc�rd, along with a
liiik to the new online poi•tal. Tlle Board should ��isure tllat a filer has established an online
�lccount and that the default pass�vord has been changed.
Our ofCce is available to �inswei•any questions.
�080 NORTIIWES'P 4TH STREET, PLANTA'I'lON, FLouiDA 33317
PHorr�: (954) 916-1202 • Fnx: (954) 916-1232
{00079695.DOCX;I} www.robertdklausnzr.com
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INSTRUC710NS:
1. fach retirement plan must p�ovide to the Di�ision of Retirement the name and email address of
the contact person who will be responsible for filing the next Annual Report.The Division of
Retlrement will create an online account for that person.The contact person wili receive an
email with the User 10 and default Password,and a link to the online portal.The contact person
should change this default password at the earliest opportun'ity.
2. From the onfine portal website,select"Log In"from the menu and sign in with the providec(
User IQ and current Password.
3. Select"Police and Fire"from the menu on the(eft of the scre+en.
4. Once logged in,plan(s)which have been associated with your usemame will be listed in the
drop-down box. If the correct plan(s)is not listed,please contact Local Retirement at 850-922-
0667.
5. Select the plan for the report being�iled and ctick the"Select Plan"button.
6. Click"Start New Police and Fire Report"or select the report to be viewed or revised.
7. Complete the"Ptan and Cantatts"page. if you wish to provide additional information or
description for the item(s)in this sectian,please use the"Notes"box at the bottom of the
screen. �
8. Complete the"Board,Ordinances,and Plan Details"page.
a. When completing"Board Members"and"�rdinances"you must click"Add"to save the
entered information for each data name or ordinance.Clicking",4dd"will also create a
new data box if you need to add another.
b. Use the drop down box to select dates.
9. Complete"'Third Party Cantacts"page. Use"Notes"at the battom to provide additional
information.
10. Download the templates for each Member Data page(Pension Data,Terminations Data,
Statistical Exhibit(s�,DROP Plan and Share Plan Rollforward srhedufes}. The templates must be
used to submit these pages of the report.You may bypass any pages that are no applicable to
your plan.
a. The temptate flelds use a specific data format for each field.If the information on the
template is in an incorrect format,the file will not upload and you will receive a
message stating the error and the Iine on which the error occurred.
b. When you have entered the data in Microsoft F.accet and saved the temptate,select
"Brawse.."ta lacate the file and click"Open".After selecting the file click"Validate File"
to upload.The system will populate the on-screen form with the data from the file.
Note,If the data contains an error,you may not edit the data in the on-screen form.
Corrections will have to be made to the spreadsheet and the file must be re-uploaded.
c. Under"Pension Qata"complete the Disability Catego�ies
li. Forthe"Plan Financials and Insurante"section,complete the Assets,llabilities,Revenue ahd
Expenditures pages.
a. Grayed boxes will be autafifled.
b, You must select"Add"to save your reco►�d and generate a new bex fo�further additions,
12. Complete"Fund Totals"page.
a. Grayed boxes will be auto-filled.
b. "Fund Balance Beginning of Yeai"must equal to"Fund Balance as of Plan Year End
Date"from the prior year's annua!report. The page wlli not allow you to"Save and
Continue"until these�gures match.
i3. Complete the"Investment Compliance"page.
14. if applicabfe,camplete"Investment Compliance"page.
a. Download form for completion.
b. Upload to attach the flle.
15. If there are any letters,notes, reparts or other documents which you would like to append to
this report,please upload them on the"Supporting Documents"page.
16. �nce the report is completed and ready to submit to the Division of Retirement,select"Seve
and Submit".
��s Fla�ida Divisian af Retlrement-FRS ONine
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? sa57'gtve�zhnq53tvetBw9APZBU� p�an Name: City of Apapka Municipal Police Officers' Retirement Trust Fund
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; The Municipal Police 13fficersa€""and Firefighters��"`Retirement Trust Funds Office will contact the person listed below for
. additional information and/or ca�ections regarding the Annual Report. Please note that this person will be the primary �
. lisison between the division and your pension fund. This persan will be responsible for coordinating all responses to the
� division���"s requests for further information. Please help us reduce our operating cast by listing the e-mail address for the
- contact person.
� Name
Jili Smith �
Title
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� Ordinances
` List all ordinances passed during this reporting period that affect your pension fund. An impact statement must be
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actuary attesting to this fact. Please upload supplemental documents if they have not been previously submitted to the
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s=EiCXRvqjRNe4Vqw78mF4�3SU p�an Name: City of Apopka Municipal Police Officers Retirement Trust Fund
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6321 Carl Carrot 03/1973 Terminated NLOD 9/30/2012 Elizabeth 3A 2,000.00 24,00�.00 `
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