System Access Administrators
To effectively conduct business through myCalPERS, your agency must designate a system access administrator (SAA) to oversee and manage access privileges for all users. The SAA serves as the designated person who ensures only authorized users have the appropriate level of access within myCalPERS. Additionally, the SAA is responsible for identifying primary contacts to receive important correspondence from us. Through dedicated system administrator tools, the SAA assigns and maintains usernames and access roles, resets passwords, and can lock or restrict access. This role is essential for maintaining security, operational efficiency, and clear communication between us and your organization.
Managing myCalPERS Employer Access
Your agency's SAA is responsible for maintaining an accurate list of contacts which is necessary to ensure correct personnel receive the information they need and have the access required to perform their work.
The myCalPERS System Access Administration (PDF, 2.2 MB) student guide provides detailed information and instructions for performing these duties.
The myCalPERS System Access Administration class provides hands-on training to learn SAA reporting responsibilities. Register for classes by logging in to your myCalPERS business partner account and selecting the Education tab.
Who/What Is a Contact?
A contact is someone representing your agency and must be added to your agency's myCalPERS contact list. The myCalPERS Primary Contact Types & Documents (PDF) supplemental guide lists all documents each primary contact type may receive. SAAs are responsible for reviewing this when assigning a contact type.
Each contact must be assigned a contact type to identify their duties, position title(s), and/or program area(s). If a contact serves multiple functions within the agency, it's appropriate to add the contact multiple times for each contact type.
Contacts who need access to agency information, process transactions, and/or run reports must be granted system access and the appropriate system access role(s) by the SAA. The myCalPERS System Privileges for Business Partner Roles (PDF) supplemental guide lists system privileges for each system access role.
Contacts designated as the primary contact will receive direct communication from us regarding specific business activities related to their assigned contact type.
Use the checklists to ensure your agency contact information is complete and up to date to allow your staff to effectively conduct agency business with us.
New Contact Checklist
Periodically review your agency's contact information in myCalPERS for accuracy. Keeping this information up to date allows us to effectively communicate with your agency. When reviewing your agency’s contact information:
- Verify all contact information is accurate
- Add any new contacts
- Deactivate access for contacts no longer in their position
When adding a new contact, enter the following information in myCalPERS:
| Field Name | Description |
|---|---|
| Contact Type | Specify the type of work the contact performs and the type of communication they will receive (e.g., payroll, human resources, health benefits, enrollment, etc.) |
| Programs Supported | Select the applicable program(s) for the contact:
Only programs supported by your agency will be available for you to select. |
| Entity | Provide the contact's personal CalPERS ID or SSN.
|
| Allow System Access | Select the Allow System Access check box to grant access to myCalPERS. |
| Make Contact Viewable to Other Organizations | Allow other business partners (e.g., health carriers, other CalPERS employers, third-party administrators, etc.) to access the contact's name and contact information. |
| Primary Contact | Designate a primary contact for the specified contact type. Only one contact may be designated as primary per contact type. They can’t be removed or changed to another contact type unless another contact is designated as the primary for that contact type. |
| Preferred Communication | Select mail or email. |
| Existing Business Partner Address | Select Mailing or enter the mailing address at which the contact would like to receive mailed communication. |
| Work Phone Number | Provide the work phone number at which the contact can be contacted. |
| Work Email Address | Provide the work email address at which the contact can be contacted. |
Contacts who need to access myCalPERS or communicate with us regarding agency or member-specific information must be granted system access.
When you first grant system access to a contact, you must enter a username the contact will use to log in to the system. You'll choose whether to send a Set Password link to the contact by text or email.
Inform the contact when they log in for the first time, they'll be required to choose a new password and set up multi-factor authentication.
Roles should be assigned based on the duties the contact will be performing for your agency. To determine the appropriate roles to assign, review the myCalPERS System Privileges for Business Partner Roles (PDF) supplemental guide.
You're responsible for making sure your contact information remains accurate and up to date, as well as ensuring the appropriate staff can access and use myCalPERS.
The SAA's maintenance responsibilities include:
- Resetting passwords and changing usernames
- Managing the agency's primary contacts and contact types
- Managing contacts' system access and system access roles
- Locking/unlocking system access for contacts who temporarily do not need it
- Deactivating system access for contacts who are no longer in their position or no longer need access to the agency's CalPERS information
Refer to the myCalPERS System Access Administration (PDF, 2.2 MB) student guide for step-by-step instructions for performing each of these actions.
The Set Password link is valid for 30 days.
Passwords may be changed by selecting Contact Personal Security Settings, on the myCalPERS home page, then selecting Edit Password.
You can send a contact a new Set Password link or the contact can select Forgot your password? when logging in.
We recommend you have more than one SAA for situations when an SAA may be out of the office or needs their own account maintained. If the SAA is unavailable (e.g., left your agency, on vacation, etc.), call us at 888 CalPERS (or 888-225-7377).
If your agency's only SAA will be vacating their position, a new SAA should be established beforehand to prevent any interruption or delays in accessing your agency's CalPERS information.
Help your employees learn where to find the information they need to perform their work with CalPERS. The following resources are available to help new contacts become familiar with our business procedures:
- Employer Education - Find training, events, and materials to assist you with your CalPERS-related business responsibilities.
- Circular Letters - Read critical business information on changes in policies and procedures.
- Email Subscriptions - Subscribe to the Employer Bulletin to receive important employer news, Circular Letters, and event updates.
- myCalPERS Reports Catalog - Access a list of employer reports and review samples of the reports.
- Technical Resources - Find the documents and tools needed to develop XML or CSV files for reporting health, retirement enrollment, and payroll information.
User Access Role Change & Exit Checklist
As an SAA, it's your responsibility to deactivate myCalPERS access for contacts who should no longer have access.
Reasons You Must Deactivate an Account
- Permanent separation from employment
- A leave of absence
- An appointment change to a contact and system access is no longer needed
If you'd like the employee to remain an active contact while on a leave of absence, their account should be locked, not deactivated.
Impacts of Deactivating an Account
- The contact changes from active to inactive
- The contact's access to myCalPERS is prohibited
- The primary contact's communications to them are terminated
Instructions
Refer to Unit 2, Scenario 12 in the myCalPERS System Access Administration (PDF, 2.2 MB) student guide.
After deactivating a contact’s myCalPERS access, you have the ability to reactivate the account.
Some Reasons for Reactivating an Account
- An appointment change requiring myCalPERS access
- A former employee returning to a similar position
Impacts of Reactivating an Account
- The contact changes from inactive to active
- System access can be restored with the same user roles that were assigned prior to deactivation and/or modified at the time of reactivation
Instructions
Refer to Unit 2, Scenario 13 in the myCalPERS System Access Administration (PDF, 2.2 MB) student guide.
When a contact no longer needs access to myCalPERS, but should continue to receive CalPERS communications, lock their account.
Some Reasons for Locking an Account
- A leave of absence
- An appointment change that impacts system access, but they still need to receive CalPERS communications
Impacts of Locking an Account
- The contact will remain active
- The contact's will lose access to myCalPERS
- The contact will continue to receive CalPERS communications
Instructions
Refer to Unit 2, Scenario 11 in the myCalPERS System Access Administration (PDF, 2.2 MB) student guide.
When a contact needs access to myCalPERS after their account has been locked, you may unlock their account.
Some Reasons for Unlocking an Account
- Return from leave of absence
- Six consecutive, unsuccessful password attempts that result in a locked account
Impacts of Unlocking an Account
- The contact regains access to myCalPERS
- The contact's system privileges are restored
Instructions
Refer to Unit 2, Scenario 11 in the myCalPERS System Access Administration (PDF, 2.2 MB) student guide.