Welcome to the e-access Information Portal
Your feedback is shaping the future of our administration system. Our Products & Technology team is hard at work revamping e-access into a system that’s built with you in mind.
As the e-access subject matter experts, you had a lot to say about what works and what can be improved – and it’s clear that we have a lot to do! Therefore, implementation of the new system will follow an iterative approach, transitioning functionality over piece-by-piece to provide you with the highest value features as soon as possible. Although this means you will be working in two systems for a while, it will be a great opportunity for you to get used to the new look and feel.
This site will be your source for information, training materials and important dates. Be sure to bookmark this page and stay tuned! If you have any questions, please contact Employer Services.
Check out our progress to date with the illustration below.
Link to the e-access site
New e-access portal
Access new e-access portal here
Available in Google Chrome, Microsoft Edge, FireFox and Safari
The following chart outlines the training available for features that are currently available in both legacy (old) e-access, and the new portal. For training on features that have not yet been introduced to the new portal, please reference here.
If you require additional training, you can also register for an e-Tutoring session here.
Training in legacy (old) e-access
Training in new e-access
Enrolling a Member – e-Form 102
Changing Member Information – e-Form 106
Training available upon request or contact Employer Services for assistance
Annual Reconciliation – e-Form 119
Access guide to completing Batch submission here
Additional training available upon request or contact Employer Services for assistance
e-Learning modules, webinar registration and tip sheets can all be found here
Contribution Remittance - e-Form 105
Leave Period Election- e-Form 165a
Leave Period Election- e-Form 165b
Leave Period Election- e-Form 165c
Retirements and Terminations – e-Form 143
Disability and Pre-Retirement Death – e-Form 143
Training available upon request or contact Employer Services for assistance
e-access News Updates
October 25, 2021
New e-access is complete!
We are thrilled to announce that the new system is complete! All e-Forms are available, and you have access to an integrated learning platform, OMERS Learning Experience (OLE), which offers easy-to-use training resources. With the launch of the new e-access system, the legacy system’s functionality has been removed.
August 27, 2021
Pre-retirement death and disability reporting options now available
The Request for an OMERS Plan benefit (e-Form 143) now includes pre-retirement death and disability reporting options.
A future release will include the Request for a pension estimate (e-Form 190), which will be available beginning Friday, September 10. Adding these features to the new system is one of the final pieces remaining before the new e-access system is complete. As a result, legacy system functionality will be removed effective October 2021.
June 4, 2021
New feature now available: Leave period correction
The Leave period correction (e-Form 165c) is now available in the new e-access system and you can find Training Materials above. The release of this feature continues our transition to a new system and we plan to introduce additional features in the coming months.
Future releases will include the Contribution remittance summary (e-Form 105), as well as additional options for the Request for an OMERS Plan benefit (e-Form 143) such as pre-retirement death and disability reporting.
May 7, 2021
You can now use the new e-access system to report retirements and terminations
The Request for an OMERS Plan benefit (e-Form 143) for retirements and terminations is now available in the new e-access system. The release of this feature continues our transition to a new system and we plan to introduce additional features in the coming months. Future releases will include leave period corrections, as well as other member events such as pre-retirement death and disability reporting.
Your feedback has helped us design the new e-access system – and we’re not done yet. We continue to collect employer feedback during our e-access demo sessions. In these sessions, you’ll get a sneak peek at upcoming features and a chance to provide feedback. Help us build a system that works for you. Email email@example.com to participate.
March 26, 2021
New feature now available: Leave period election
The Leave period election (e-Form 165b) is now available in the new e-access system. The release of this feature continues our transition to a new and improved e-access.
With the release of the e-Form 165b, we’ve made some enhancements to the form that will improve administration, including the following:
More detail is provided on the form to let members know how their leave election date influences what will (and won’t) form part of their membership record should they purchase the service. It’s critical that member elections are sent promptly to OMERS so that we can update our records.
The form clearly identifies all payment options, including Additional Voluntary Contributions (AVCs).
Additionally, the reporting process in e-access has been improved so that you can report purchases with AVC funds more efficiently.
December 21, 2020
New e-access features: e-Form 165 and e-Form 119
Leave Period Reporting (e-Form 165a)
You can now report leave periods in the new e-access system. To simplify the reporting process, we have also fine-tuned the options of available leave types. Because this change will be reflected in both the new e-access and the legacy system, it is important that you familiarize yourself with this updated list to ensure accurate reporting.
Annual reporting of membership information (e-Form 119)
Beginning in January, you’ll have the option to complete your annual reconciliation in the new e-access system. Not all forms are currently available in the new system; this means that if you choose to use the new e-access system to submit your e-Form 119, you may also need to access the legacy e-access system to work through some of your reconciliation processes.
Check out the training materials above for more information on both new features.
November 11, 2020
Preparing for your next annual reconciliation
In 2021, there will be two ways that you can submit the e-Form 119.
While you can continue to use the legacy e-access system, we’re excited to announce that the Annual reporting of membership information (e-Form 119) will also be available in the new e-access.
You can use the new e-access to submit enrolments and change member information. You can also send and receive attachments directly through e-access using the new e-Correspondence. At this time, all other processes must be done in the legacy system. This means that if you choose to use the new e-access system to submit your e-Form 119, you may also need to access the legacy e-access system to work through some of your reconciliation processes.
October 16, 2020
Check out the newest e-access features!
As we continue our transition to the new e-access system, we have released new features that are now available for you to use. We continue to work on additional updates that will also be released later this year. In the meantime, you’ll find the following new features included in this release:
Convenient access to news on the home page
We created a news section on the e-access home page that provides you with important information about your role in OMERS administration.
An easy-to-view earnings tab
An earnings tab has been added to the member’s profile page. Now, the same details are on display in both the legacy system and the new system. We will continue to look for ways to enhance the member profiles in the future.
An easier way to provide consent to release information (Form 132)
You can now report a member’s consent (or withdrawal of consent) to release information directly in the member’s profile. If a member provides you with an updated Authorization for Disclosure of Personal Information - Form 132, please use the new system to make the update.
For training on this new process and how to use the new earnings tab, please view the Member Profile e-Learning Module.
August 24, 2020
e-access is live!
We’re very excited to share the first release of the new e-access system with you. Your feedback helped create a new system that will improve your day-to-day work with OMERS – try it now. Even if you don’t have specific work to submit in the new system, we encourage you to explore the new interface!
August 19, 2020
The e-access User Guides are available now!
For a quick reference, please find user guides posted above to help navigate through the new e-access portal.
August 14, 2020
The e-Correspondence e-Learning Module is available now!
To familiarize yourself with the e-Correspondence in the new system, please take some time to review the e-Learning module posted above. Although the functionality remains similar, it will provide a sneak peek of how to navigate through the new system.
August 7, 2020
The Member Profile e-Learning Module is available now!
To familiarize yourself with the a member profile in the new system, please take some time to review the e-Learning module posted above. Although the functionality remains similar, it will provide a sneak peek of how to navigate through the new system.
July 31, 2020
The Homepage and Login & Member Search e-Learning Modules are available now!
To familiarize yourself with the homepage, login page, and searching for members in the new system, please take some time to review the e-Learning modules posted above. Although the functionality remains similar, it will provide a sneak peek of how to navigate through the new system.
July 23, 2020
The Request Search e-Learning Module is available now!
To familiarize yourself with searching member requests in the new system, please take some time to review the e-Learning module posted above. Although the functionality remains similar, it will provide a sneak peek of how to navigate through the new system.
Webinars for the new e-access portal are here! Register now to participate in live walk-throughs
Explore the new e-access portal by registering for a live webinar, where an OMERS Education & Training Specialist will walk you through everything the first launch has to offer. These virtual sessions will provide you with a sneak peak of the new e-access and give you the opportunity to ask any questions you may have throughout.
July 21, 2020
The Changing Member Information e-Learning Module is available now!
To familiarize yourself with changing a member's information in the new system, please take some time to review the e-Learning module posted above. Although most content in the form remains the same, it will provide a sneak peek into the way forms will function in the new system.
July 7, 2020
The Enrolment e-Learning Module is available now!
To familiarize yourself with enrolling a member in the new system, please take some time to review the e-Learning module posted above. Although most content in the form remains the same, it will provide a sneak peek into the way forms will function in the new system.
Who will be the face of e-access?
The classic e-access name will remain, but we are putting a face to the name. Vote on which character you think should be the face of the new e-access. The winning character will be given a digital makeover and will be there to greet you on launch day.
Voting is now closed. Sign in to the new system to see the winning design.
Updates to Disability Elimination Period Reporting and Deadlines
Throughout our discussions with you, several opportunities were identified to enhance administrative processes. In response to your feedback and to streamline administration, OMERS will be improving the reporting process for disability elimination periods.
Beginning July 25, 2020, you will be able to report the disability elimination period using the Leave period reporting/election – Form 165. Integrating the disability elimination period into the Form 165 means a simplified and consistent reporting process for you and provides members with the same period of time as other leaves to finalize the purchase. This change will be available prior to the launch of the new e-access system.
For more information please see the FAQ below. An e-Learning module outlining the Disability Leave Period Administrative Changes is now available.
Updates to Disability Elimination Period Reporting and Deadlines
Going forward, the disability elimination period will be reported using the Leave period reporting/election – Form 165. We will now be referring to this leave as a Disability Leave. Integrating the disability elimination leave period into the Form 165 means a simpler and consistent reporting process for employers and members.
Leave period reporting during elimination period
An absence due to total disability (i.e. where the employee is unable to perform their job due to illness or injury as determined by the employer) and no deductions for OMERS pension accruals are taken based on 100% of the employee's pre-leave pay. This type of leave period has unique reporting and payment deadlines compared to other leaves during which deductions for OMERS do not occur. Note that some employers may elect to make contributions during this period based on 100% of the employee's pre-leave earnings.
If an employer continues to pay the employee 100% of their normal pre-leave earnings and deduct contributions based on this amount, then that is considered paid leave and is included as part of the Form 119 reporting (e.g., vacation).
OMERS disability benefit
The disability elimination period precedes eligibility for OMERS disability benefits, and provides that the condition of total disability must last more than 4 months. The member must pass or “eliminate” this period before applying for OMERS benefits.
After receiving feedback from employers, OMERS has aligned leave reporting for periods of absence due to total disability with other leaves. The disability elimination period – Form 164 has been decommissioned.
Alignment for reporting means alignment for purchase deadline
The purchase deadline for Disability Leaves will now be December 31 of the year following the year the member either
returns from leave (if they do not start OMERS disability benefit) or;
starts OMERS disability benefits based on the same condition.
Note that these periods have been extended by one year if the leave ends in 2020, 2021, or 2022.
The employer obligation to match contributions made to purchase a Disability Leave, should the member wish to purchase, will continue until the deadline.
Frequently Asked Questions
The update will occur on the evening of July 24, 2020. After this, the Disability Leave will be an available “leave type” option on the Leave period reporting/election – Form 165. The disability elimination period – Form 164 will no longer be available.
While the updates to the forms will be available after July 24 the change will be retroactive to January 1, 2020. Meaning, any disability leave that took place in 2020 should be reported using the Form 165.
Any e-Form 164 that exists in e-access but has not been submitted will be changed by OMERS to an e-Form 165 as of July 24, 2020. Please go in and submit these leaves as election “I don’t know.”
The revised timeline will still apply to these leaves – if a member later decides to purchase within the purchase timeline, please send OMERS an e-Correspondence to change the election.
In these scenarios, the old procedures will be followed, and financials should be added to the 119 or 143 as basic service.
The cost to the member will continue to be single contributions (to be matched by the employer) until the new purchase payment deadline.
After the deadline, a member can purchase the period as a buy-back through OMERS which may be more expensive and does not include any employer matching.
Yes - open-ended reporting will follow the same process as other leaves.
No, if they elect to purchase the elimination period it can only be done by cash (through the employer).
At this time a member cannot pay for a Disability Leave using RRSP or AVC funds.
No, there has not been a change to OMERS disability process. While the name of the leave period has changed to “Disability Leave”, a member must still qualify for an OMERS disability benefit by meeting the disability elimination period requirements. The elimination period starts on the member’s last day worked prior to their leave due to disability and ends on the day before the 1st of the 5th month following the start date of the disability, provided the member is still off of work due to disability.
The only thing that has changed is that that a Disability Leave will now be reported for the duration of the disability elimination period.
PA reporting will follow the same procedure as authorized leave periods.
If a member elects to purchase the Disability Leave Period before April 30 following the year the member returned from leave (or went on OMERS disability benefits), the leave will be included in the calculation of the PA for the year(s) of the leave for the purposes of T4 reporting.
If a member elects to purchases the Disability Leave Period after April 30 of the year following the year the member returns from leave (or starts OMERS disability benefits), OMERS must apply for a past service pension adjustment (PSPA) for the purchase to be approved.
Important: Making the offer soon after the member returns from leave or coincident with application for OMERS disability benefits is important in order to ensure the member has the opportunity to make an election before April 30 (this remains true even though the purchase deadline is at a later date).
If a member does not elect to purchase the Disability Leave Period, the period will be non-eligible service. It will not count towards the determination of early retirement factors unless it is purchased. The service will remain purchasable as a leave period until the deadline for purchase, or a buy-back after the deadline.
Batch processing will not be available at this time but is something we are looking to implement in future e-access enhancements.
Yes. You will be able to download leave period information directly from e-access. A leave extract will capture all leave periods (including the Disability Leave Period) regardless of a member’s election status.
If a member elects to purchase the Disability Leave Period, you will not report this period on the Form 119 or Form 143.
As with standard leave period reporting, if a member purchases the Disability Leave Period, you will process an election and send the funds to OMERS with your service purchase remittance.
Going forward, employers should use the Form 165 dropdown if they have a message and/or question regarding a Disability Leave Period.
For more information, an e-Learning module outlining the Disability Leave Period Administrative Changes is now available.