OP&F’s New Pension Administration System (NPAS) Transition

If you've been following the updates from the Ohio Police & Fire Pension Fund (OP&F) lately, you already know big changes are happening behind the scenes. OP&F is replacing its old pension management software with a modernized system called the New Pension Administration System (NPAS).

Q: What is NPAS and when does it go live?

A: NPAS stands for the New Pension Administration System. It updates OP&F's pension management architecture. The targeted launch window for the new platform is October 2026.

Q: How does this change affect DROP distributions?

A: To transfer data into the new software accurately, OP&F put a temporary hold on distributions from accrued Deferred Retirement Option Plan (DROP) funds between September 17 and October 16, 2026.

• Requests submitted before August 31 were handled prior to the pause.

• Requests submitted starting October 1 are being processed under NPAS.

Q: Is the reporting schedule changing for Work History Reports?

A: No, Monthly Work History Reports will remain on the existing schedule (e.g., February reports remain due by March 31). 

Q: What updates are being made to Work History Reports?

A: Updates include a new report layout, additional required data fields, enhanced validation checks, and improved handling of payroll adjustments.

Q: What features are in the new Member Portal?

A: Members gain direct online tools to:

• Review updated account records.

• Manage beneficiary designations.

• Update contact details and communication preferences.

Q: How do the new system validations work?

A: The platform runs over 100 real-time validations upon report submission, split into three clear tiers:

• Informational: Highlights data for employer review without requiring a correction.

• Warning: Data can be accepted, but requires the employer to review and either correct or attest to its accuracy.

• Fatal: Critical errors that must be resolved before the record can be processed and resubmitted.

Q: How can employers correct submission errors?

A: Employers can fix flagged items directly within the Employer Portal or cancel the upload, correct the original CSV or XLSX file, and re-upload it.

Q: What submission methods are available for Work History Reports?

A: Three options are supported:

• CSV or XLSX File Upload: Recommended for larger employers submitting multiple records at once.

• Direct Data Entry: Ideal for smaller employers entering records manually in the portal.

• Automated SFTP: Available upon request (requires a 6- to 8-week setup window).

Q: What is the Member Data Report (MDR)?

A: The MDR is a separate report used to capture member-level information outside of standard Work History reporting. Employers use it to update demographic details, employment status, enrollment data, and other member record changes over time.

Q: Are pay codes changing?

A: Pay codes will still be used, but OP&F is updating reporting rules and clarifying definitions to maintain consistent validation across employers. For instance, Pay Code 9 (Military) is merged into Pay Code 0, while Pay Code P is added specifically for Service Credit Purchases.

Q: What security requirements apply to the new Employer Portal?

A: To protect sensitive information, the portal enforces strict protocols:

• Individual credentials: Shared logins are strictly prohibited.

• Multi-factor authentication: Mandatory via PingID.

• Approved work email domains: Personal email domains (such as Gmail, Yahoo, Comcast, Outlook, or AOL) are blocked.

• Role-based permissions: Assigned specifically for HR and payroll staff.

• Automatic session timeouts: Active after periods of inactivity.

Q: How can employers learn more before the transition?

A: OP&F offers an Employer Transition Webinar Series via Microsoft Teams covering enrollment, reporting, validations, corrections, and go-live preparation. Recordings and materials remain available on the Employer Knowledge Hub.

Q: How is VIP Software preparing for these updates?

A: Software Solutions, Inc. is releasing VIP software updates specifically aligned with the revised OP&F electronic file formats and validation standards, allowing users to generate compliant reports automatically.