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).
And let's be honest—system migrations are rarely simple, and they usually mean learning new processes, adjusting to fresh interfaces, and keeping a close eye on strict deadlines. To help you make sense of what this shift means for you (whether you're managing payroll for a municipality or planning your retirement), here is a straightforward breakdown of the most common questions.
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.
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.
A: No, Monthly Work History Reports will remain on the existing schedule (e.g., February reports remain due by March 31).
A: Updates include a new report layout, additional required data fields, enhanced validation checks, and improved handling of payroll adjustments.
A: Members gain direct online tools to:
Review updated account records.
Manage beneficiary designations.
Update contact details and communication preferences.
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.
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.
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).
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.
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.
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.
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.
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.