quick guide for federal employees fedhr navigator employee … navigator quick... · ·...

1 10/15 Economic Systems Inc.

QuickGuideforFederalEmployeesFedHRNavigatorEmployeeCenter

ContentsHow to access your account in FedHR Navigator ......................................................................................... 2

Employee Center* ......................................................................................................................................... 6

Working with Forms ...................................................................................................................................... 7

Completing on‐boarding forms ................................................................................................................. 7

Preparing new forms ................................................................................................................................. 7

Case Tracking in FedHR Navigator ................................................................................................................ 9

To view your cases .................................................................................................................................... 9

Add a step from Case Information .......................................................................................................... 10

Creating a case with a document in EC ................................................................................................... 11

Retirement Planner ..................................................................................................................................... 12

Entering Social Security ........................................................................................................................... 14

Create New Scenario Screen ................................................................................................................... 15

Financial Planner ..................................................................................................................................... 19

Retirement Savings ............................................................................................................................. 19

Retirement Goal .................................................................................................................................. 22

Scenario Summary .............................................................................................................................. 23

Will I Meet My Goal? .......................................................................................................................... 23

Adjustments to Meet Your Goal ......................................................................................................... 24

More Detailed Results ............................................................................................................................. 28

Income and Withdrawals .................................................................................................................... 29

Applying to retire ........................................................................................................................................ 30

Tutorials—Financial & Retirement Literacy in FedHR Navigator ................................................................ 34

To gain access to these valuable learning aids ....................................................................................... 35

To leave Tutorials and return to FedHR Navigator Home screen: .......................................................... 36


Welcome to the EconSys FedHR Navigator Employee Center. This program has been provided by your

agency to help you manage your retirement benefits and your finances as these relate to your federal

employment, to include planning for your post‐retirement income needs. The scope of functions and

analysis available to you will depend on the subscription specified by your agency. This guide covers most

of the typical EC functions that may be included with your agency’s configuration.

HowtoaccessyouraccountinFedHRNavigatorEconSys now uses a “multifactor” login for username/password access, in order to comply with the strict

requirements of FedRAMP, under which we currently operate. FedHR Navigator employee records are

maintained on a “cloud” server that meets stringent federal security requirements for personally

identifiable information (PII), to protect the data of our customers. PIV/CAC access is multifactor.

Multifactor login for username/password access requires that the user receives and enters a second

code to verify his or her identity. In FedHR Navigator this second code is sent to a mobile phone that is

capable of receiving and displaying text messages. It can only be used one time, and must be entered

within a set time period, which currently is 15 minutes.

Most agencies also employ the PIV or CAC

access option. The agency processes the

PIV entry and sends it securely to EconSys.

If EconSys “trusts” the customer’s

certificate we will promptly allow access.

If not, generally the user agency needs to

renew a certificate or make PIV/CAC

settings adjustments.

Username/PasswordregistrationandloginEach agency has a unique URL (internet

address) for FedHR Navigator. Your agency

will furnish the URL you need to enter. If

you get a message asking for your “agency

code,” actually you have not used the

correct URL, or you used copy and paste.

We recommend that you type in the URL

and then bookmark the login screen.

At right is part of a login page. Note the

blue tab is selected. It reads “Username

and Password.” Beneath the “My Agency”

field are two links. New users should click on “Register.”


Tip: As you move from screen to screen in FedHR Navigator, do not attempt to use your browser’s

“back button” to return to a previous screen. Stay within FedHR Navigator and move from screen to

screen by making selections from the left or right side menu or by clicking “Done,” “Next screen,” etc.

When you click on “Register” a screen titled “Step 1: Find your user account” will open. Follow screen

instructions and click on “Submit.” If your information has been correctly loaded into your agency

records and you enter it correctly in this screen, you will bring up the next registration screen. If not, you

will need to check your work, and if that is correct, advise an HR specialist that your FedHR Navigator

employee record may not be correct.

In “Step 2: Update profile Information,” you will create a username and password and enter your email

address and phone number on the tabs shown in the next few screens. At any time in the future if you

cannot remember your password or have changed your email or phone number, click on “Reset User

Account” on the login screen to come back to this step and make the changes you need.


The steps to follow are depicted on the bar where the arrow is pointing.

In the “Password” step, be sure to follow all password security conditions, including the required

number of characters needed for a “strong” password.


NOTE: If you are registering for the first time, or have a new email address, you will be required to

verify the email address by entering a “Verify Code” that will be sent to that email account. If this

does not arrive within a few minutes, check your SPAM and “trash” folders for the message from

EconSys. If not there, consult your IT support for possible firewall or other electronic blocks that are

keeping the message from arriving.

The mobile, or cell number you enter must be a phone on which you can receive text messages. If you

do not have such a phone you will not be able to use the username/password method to access FedHR

Navigator. This text message capability is part of the required “multifactor” login, to ensure the security

of the personally identifiable information (PII) stored in FedHR Navigator files.

UsingPIV/CACtologintoFedHRNavigator

The preference for many agencies for access to FedHR Navigator is secure login by using the PIV card (or

CAC in the Department of Defense). For this access there is no secondary code requirement. If the PIV

settings are correct and the correct PIN is entered for the

corresponding card, access is quick and easy. Here is the

PIV/CAC tab on the login screen:

The first time you choose “Login” the system will register

you by having you enter last name, date of birth, and

Social Security number. If these all match and the PIN is

correct, you will be registered for PIV/CAC access.

After registration, in most agencies you will sometimes

have a choice of “certificates” to select from on initial login

each day or after logging out of the browser. Make sure

the certificate you choose is not out of date. You may find

that only one of several valid certificates will work

regardless of the date. Once you choose a certificate that


does work, you will be asked for your PIN. If you enter that correctly you will be logged on promptly.

PIV access is controlled by each agency and not by EconSys. If you have difficulty with access, first close

and reopen your browser—this clears the problem in most cases. Also, make sure you are using the

correct URL, which you may have to type in, character by character. You may contact

[email protected] for help, but most likely we won’t be able to assist and will refer you to your own

agency PIV authority for assistance.

EmployeeCenter*This is the first screen you will see when you have logged in to your own account in FedHR Navigator.

The menu options on the left side will depend on the features your agency has selected. If you see this

“EBC” screen* you will also see the “Retirement Planner” both on the left side menu and under

“Retirement Benefits” on the right side of the screen.

Note: This is the entry screen in the Retirement Calculator module of FedHR Navigator. This calculator

is part of the Retirement Planner. The “Current Benefits Enrollment:” section will vary according to the

setup specified by your agency.

* The screen for employees to see their accounts in FedHR Navigator used to be called “EBC.” Now it is officially

called “EC,” for “Employee Center,” but the system screens have not been changed to reflect this.


WorkingwithForms

Completingon‐boardingformsClick on “My Forms” on the left side FedHR Navigator menu. Your folder of on‐boarding forms will

appear. When you have completed the forms in the folder, click on “Submit.” (You should also receive

instructions from your Human Resources Office regarding completion of your on‐boarding package of

forms.)

PreparingnewformsClick on one of the choices under Additional Options (right side of My Forms screen) to prepare new

forms in new forms folders.

For example, if you wish to create a new benefits forms folder, click on “Change or Enroll” on the right

side menu, and at the bottom of the next screen click on “Create New Benefits Folder.” This will call up

the Benefits Forms Selection screen.


1. Click on a topic, such as “Designate beneficiary for your retirement fund” to display individual

forms with selection check boxes.

2. Select the desired forms on the Benefits Forms Selection screen (shown above).

3. Click “Next Screen” to see the Folder Contents screen with your new folder.

4. Click on any specific form. Follow screen instructions. To edit or review individual forms, follow

the instructions on this screen. Click “Save” on the form to save your work.

NOTE: Be sure to use the form navigation and printing buttons at upper right on the form.


5. To return to My Forms, click “Done,” or select a new activity on the left side FedHR Navigator

menu.

CaseTrackinginFedHRNavigatorSome agencies use FedHR Navigator “Case Tracking” to track the processing of HR actions initiated in

FedHR Navigator and to display all actions concerning the individual who logged in.

On the left side FedHR Navigator menu, click on “My Cases.” To find a particular case, select your search

method by using the drop‐down menu, shown here.

Toviewyourcases1. Select a case by clicking on the Tracking Number on the left end to view details.


2. Case information is displayed on the left side, including a button for case history. From the

“Case Information” screen you can open case forms under “Forms Folder” at the right side. If

the specialist who assigned the case to you wishes you to take certain actions, these will be

explained at “Comments for Employee.”

Note: If there are comments, you will see them. If a case is completed, it will show as “closed.”

AddastepfromCaseInformationClick on “Add Step” The “Add Detail/Step” screen displays. Choose whether or not you wish to receive

an email notification when you add the step, select the step from the “Detail/Step” drop‐down menu,

add any necessary comments and attach documents as needed.

Then click “Save,” or if you decide not to complete the action, click “Cancel.”


CreatingacasewithadocumentinECIf this FedHR Navigator option is chosen by your agency, you can also create a case in “Case Tracking”

with a document (e.g., proof of marriage or birth of a child) submitted from the EC (formerly called

“EBC”).

Click on “Open New Case/Ask HR” in the left side menu.

The “Open New Case/Ask HR” screen opens.

Then do the following:

1) Select one of the options available (e.g., Benefits) under the "Case Type" drop‐down menu.


2) Select one of the options available (e.g., "Process Forms") under the "Activity" drop‐down menu.

3) Enter any instructions or questions for HR in the box “Comments.”

4) If you wish to send a document in connection with a case, click on "Browse" next to the "Attachment,

if any" field and attach the document.

5) Click on “Save and Next Screen” and the case is submitted to the HR office. If you chose to include a

document, it will be attached.

RetirementPlannerOn the Employee Center screen, click on “Retirement Planner” on the left‐side FedHR Navigator menu or

on the right side under “Retirement Benefits.” Screen instructions guide you through options available

to you.

For additional guidance on using the retirement calculator and preparing scenarios click on “Help” on

the left‐side FedHR Navigator menu and find the links to the Retirement Calculator Employee Users

Guide and the Employee Tutorial.

Click on “Enter Historical Data >>”

The “Federal Service” screen will open. If you wish to view your Salary History screen, click on that first.

Then come back to this screen and enter the information called for, checking the applicable service type

buttons.


RetirementPlannerScreen

When you have completed this screen click on “Next Screen” to come to the Social Security, Spousal

Social Security, and Thrift Savings Plan (TSP) screens, in turn.

Social Security and TSP are important components of total income for most retirees, particularly if they

retire under FERS. You should obtain the needed account information and enter the details in these

screens. You will need Spousal Social Security only if your spouse’s Social Security will be a component

of your personal income. Your Social Security earnings and TSP account information may be obtained

from the websites of the Social Security Administration and the Thrift Savings Board, respectively.


EnteringSocialSecurityYou may access the Social Security history page at any time by clicking on the Social Security link on the

upper right side menu. You will see a screen that looks like this:

While the earnings years should be prompted for you, it is likely that you have had Social Security

earnings in other years outside the range that is generated. You can easily add these by clicking on “Add

Rows” and entering the correct first and last years of the rows to be added. To delete rows, check the

“Del” box at the left and then click “Delete.” In the “Earnings” column enter the earnings actually

reported to the Social Security Administration for each year in which you had reported earnings of any

type or amount. FedHR Navigator uses the same calculation method used by SSA and if you enter an

accurate history your projected benefit will be quite accurate in turn.

If you don’t have the information needed for this screen, click on the link above called “I don’t know my

year‐by‐year earnings!” This will open a screen where you can enter the credits you have earned (four

for each year in which you had reported earnings) and your current salary. The calculator will project

from those values and provide a very general estimate of your Social Security benefit. The chances of

such an estimate being wrong are quite high, but it will provide some idea of the benefit for you.

Note: if an HR specialist has

already entered SS history

in your account these fields

will contain values, but you

should check them for

accuracy.


CreateNewScenarioScreen

RetirementOptionsIf you chose “Advanced Options” at the bottom of the Create New Scenarios screen, you will be

prompted to make entries in screens that cover the various options and benefits you will choose for

your retirement. The more information you add, the more useful your estimate is going to be for you.

The next few screens depict the options and the choices a typical federal employee might make. Notice

your progress on the right‐side menu. Later you can come back and try making changes, to see the

effects on the estimated chances that will reach your retirement goal.

To keep things simple we will assume there is no spouse in this scenario. Show “single” on the first

option screen, Survivor Benefits.


Next, find your latest TSP statement and go to the Thrift Savings Plan screen.

Don’t forget to enter your future contributions. If your first scenario to determine whether you will

meet your post‐retirement income goal is too low on the first try, you might come back and see the


effects of increasing your TSP contributions on a second trial. The Retirement and Financial Planning tool

allows you to try unlimited “what‐ifs” to see what it will take to meet your goal.

Set the annuity options at the bottom of the TSP screen (next page). While there are many ways you can

choose to take your TSP distribution (withdrawals), we use the commercial annuity method as an

assumption because it is convenient for making comparisons. This assumption does not mean we

recommend the annuity option over any of the others. You should visit the TSP website (tsp.gov) for full

information on the various distribution options.

You can see the effects of making or not making prior federal service deposits or redeposits on the next

screen. While you can get credit for certain earlier deposit service without making the payments before

retiring, usually it will reduce your annuity by what is called an “actuarial reduction.” However,

depending on when the service was performed you may lose the service for annuity eligibility or

computations if a deposit or redeposit is not made. Try different decisions, using the YES/NO toggle

buttons in the left column.

Once you have set your retirement goal (we will come to that), you can come back to the

Deposit/Redeposit Decisions screen by clicking on the right side menu, then immediately see the effects

of changes by clicking on “Likelihood to Meet Retirement Goal.”


SickLeaveProjectionoptionThis final scenario option enables you to give the

calculator information that affects how much

credit for unused sick leave may be applied to

your retirement computation.

Enter your estimates for the average annual

amount and total sick leave you anticipate using

prior to separation.

Now it’s time to take a look at your retirement benefits, based on the options and choices you have

made. Remember: The Retirement Calculator is preparing an estimate based on the information

provided by you and your agency. The only official retirement annuity computation will be that

provided by the Office of Personnel Management.

MyBenefitsEstimate


FinancialPlannerNow proceed to “Continue Planning,” and the next screens will provide blanks for information about

your retirement savings, to see if your total expected resources will meet the financial goals of your

retirement plans.

Note: In this next section you are going to be asked to enter personal savings information. Your

information is your private business, and because of that, no one else will be able to see it.

RetirementSavingsNow you will show other sources of retirement income the Planner doesn’t know about yet.

The following screens provide for your sources of income other than your federal retirement annuity.

We have provided a number of categories, but you may have to be a little bit innovative in order to

include income sources we have not shown. For example, a taxable source you may be counting on is

some personal property, such as equity in a house, or perhaps a boat you own. You might have paid

$40,000 some years ago, and let’s assume you believe you could get $25,000 for it now, but you still

owe $7,000 on it. Subtract the money you owe, and then be conservative because this is a “non‐liquid”

asset, that may or may not provide the funds you estimate. You might say it will be worth $8,000 net

cash to you after you sell it. If you have another pension, you can enter the total value of that pension

from now until the end of your life expectancy (currently OPM uses 85). You can show cost of living

adjustments by adding some interest.

For investment and bank savings you need to indicate how these are allocated. A bank savings account

would be “cash,” but you can see the other categories we have provided, for non‐liquid assets.

Risk allocation is a suggestion of typical ways that investments are diversified, according to risk levels

you can choose. If you know the exact allocations and wish to enter them, you can choose “Custom”


and make your own entries into these fields. Since you may change the allocation (typically to more

conservative investments) when you retire, we have provided a second area for this adjustment.

We will display some retirement savings samples.

Sample1

Sample2


Sample3

There is another type of retirement savings called “Non‐taxable Savings.” This might be tax‐exempt

municipal bonds, for example. Anything for which you would not have to pay income tax or capital

gains tax when you liquidate it can fit this category. If you want to include equity in your house as a

retirement saving, then up to a certain point it is “non‐taxable,” under current tax laws. But you need to

keep up with IRS rules before you make this assumption.

The next screen, “Retirement Savings,” depicts a summary of the savings you have entered (next page).

You can return to the entry screens for any savings item to edit it by clicking on the underscored title of

the account at left (arrow).


RetirementGoalNow you are ready to set the goal you feel you need to live on in retirement. The Planner will compare

your projected income stream to the goal you set here.

You can come back to this screen repeatedly if you feel you have set your requirement too high or too

low. How you set this goal may be complex. You should consider costs that you expect to diminish in

retirement, such as mortgage, assistance to your children, clothing and commuting costs associated with

working full time, etc. Also, you probably won’t be making the savings contributions any longer, which

will reduce your income needs. Yes, even boat upkeep, when you sell that lovely boat! Another

consideration is post‐retirement employment. Perhaps you want to take on a part‐time job, or even

launch a second career when you leave federal service. To illustrate how the Planner works, we will

assume that you decide you will need 75% of your current income in retirement.


ScenarioSummaryAfter you have set your life expectancy you will be able to move on to the Scenario Summary screen.

Check over the information to be sure this is what you want to see in your retirement plan. If not, you

can navigate back to make changes by clicking on the screens on the right‐side menu.

WillIMeetMyGoal?At last you get to see how your assumptions, choices, and projected income sources come together

toward meeting the goal you have set. The calculator is taking everything into account.

In our example we discover on the first try (to our horror) that we have only a 25.7% chance of meeting

the retirement income goal we set, which was 75% of our current income. But don’t be discouraged!

On the first try it is good just to show greater than 0% chance of achieving 100% of your goal. But we

do want to reach a much higher level of confidence than 25 percent.

Click here

…or here


NOTE: The percentage shown is not how much of your goal you will reach. It is an estimate of the

chances that you will reach 100% of your goal, given that many unforeseeable things will happen.

AdjustmentstoMeetYourGoalThis is where the real power of the Retirement and Financial Planner comes into play. You can now go

back and try making changes to see how you can increase your chances of reaching this goal….or, you

can lower the goal if you like. You will find that increases in savings will help, but in the example here

you find that the most “sensitive” variable is your own date of retirement. Your earliest date for

retirement is, after all, pretty young. So you try working just four years longer, when you still will be

well under age 60 (the employee in our illustrative case will be 60 in 2020). That’s not bad at all!

You go back to “My Scenarios” on the left‐side menu, and make a copy of “Early retirement,” then open

it and modify the description (title) so you can tell what it is. You can also delete obsolete scenarios

(see arrow, next page).


Add some description too, to help remind you of the reason:


Then click on “Retirement Options” on the right side menu. On the Retirement Options screen, uncheck

“Earliest available” and check the button for “Other Retirement Date.” In the blank field, enter your

later date of 5/31/2020, and click “Next.”

Then go back to view the My Benefits Estimate screen. See how this four‐year deferral has changed

your retirement benefits?


OK, that looks pretty good. Your total annuity after all reductions will go up to $3,961 per month

without making any other changes in your options. Previously it was $3,538. That $423 increase may not

seem like much, but look how it improves your chances of meeting your goal. Below is the new Will I

Meet My Goal screen and there is an 85.2% chance that you will reach 100% of your goal! That’s

considered a very high likelihood in statistical terms.

Of course this was more complex than simply increasing your annuity. One of the other factors the

calculator looks at is that you are four years closer to the end of average life expectancy. That’s a little

morbid, but in retirement planning everything pertinent must be considered.

More reports and charts are available to you, and you may wish to explore these for a greater

understanding of how the Planner works. While there is much going on behind the scenes, the reports

show you all the details. If you are the analytic type, you will find this level of detail fascinating because

you will be able to see where the variables are most influential in reaching or not reaching your goal. If

not, you can simply keep doing “what‐ifs” until you find the combination that works for you. In any

case you will see a realistic estimate of what you will need and what you can expect in retirement from

your federal employment.


MoreDetailedResultsTo see the various additional reports and charts we have provided, click on “More Detailed Results” on

the left side menu. Shown here is just the top of the first screen that you will see. Another screen

available is “Income and Withdrawals,” with its table (next page).


IncomeandWithdrawals


ApplyingtoretireIn My Forms, click on “Apply to Retire” on the upper‐right menu.

The Retirement Forms screen appears (right). You may

choose which type of retirement applies, and click “Create

New Retirement Folder.”

The eRetirement Application Program screen opens. This

provides a streamlined, user‐friendly means for you to

complete the initial forms you will need to commence your

retirement process.

Follow the instructions on the eRetirement Application Program screen. Note the “Help Center” in the

upper right corner of the screen.


If you enter an expected retirement eligibility date that is too early, FedHR Navigator will return a

message that you are not eligible. However, if you are eligible to retire with an immediate un‐reduced

annuity on the date you enter, FedHR Navigator opens a short screen interview that is similar to some

automated tax preparation software.

The first screen, for example, concerns your personal information. Most of it will already be entered and

you only need to check it for accuracy.


Click “Next Screen” to advance through the questionnaire, selecting your preferences and entering

information that is requested. Some of the screens will already contain information about you, and you

simply check it over to ensure it is correct. Screens in the questionnaire include the following:

Your Personal Information (shown above)

Your Retirement Information

Post‐retirement information

Information about your spouse

Survivor Benefits

Direct Deposit Information

Military Service

Tax Withholding

Federal Employee Health Benefits (FEHB)

Federal Employee Group Life Insurance (FEGLI)


Other Information

Long Term Care

When you are done, FedHR

Navigator will prepare an

eRetirement forms folder in My

Forms. Check and correct the

information in these forms as

necessary and click “Save” on

each one. When you are done,

click “Submit Folder.” If the

“Submit Folder” option does not

appear on your screen, advise

your HR retirement benefits specialist that you have completed eRetirement and checked the forms.


Tutorials—Financial&RetirementLiteracyinFedHRNavigatorThis section, Tutorials—Financial & Retirement Literacy in FedHR Navigator, describes a powerful

instructional tool that is included for your benefit in FedHR Navigator. Explore these tutorials, which

cover a broad range of issues bearing on your personal finance and retirement. You will find them

clearly presented and designed to explain complex issues in laymen’s terms instead of legal jargon.

There are many topics in these presentations, but you shouldn’t feel overwhelmed! You can pick and

choose, and come back to these tutorials whenever you feel you have a little spare time to boost your

understanding of the issues, or when you have a specific issue you need to understand better.

The Financial and Retirement Literacy tools include the following:

eSeminar ‐ a set of comprehensive retirement and financial planning presentations that utilizes eLearning technology to enable users to understand the subject matter well. Topics are covered in manageable segments and are accessible any time through the Internet.

eBenefits Orientation—short selectable discussions of retirement topics in PDF form plus audio narration.

Retirement Planner ‐ an interactive financial planning calculator that helps employees determine whether they are on target to meet their retirement income goals. It incorporates private funds, such as Roth IRA, and income from a non‐Federal employee spouse.

Retirement Planner

eSeminar eSeminar Orientation Retirement Info

Benefits Statement


Togainaccesstothesevaluablelearningaids:

On the left side and right side FedHR Navigator menus click on either various learning aids as illustrated

above. In some cases this will open a new “tab” in your Internet browser.

Navigation in eSeminar

Use the left‐side menu to open major eSeminar topics. To illustrate, one topic, FERS Retirement, is

shown here (next page).


ToleaveTutorialsandreturntoFedHRNavigatorHomescreen:Close open extra tabs on your browser and click on “Close eSeminar” at lower left side of the initial

screen. From Retirement Planner, close the tab on your web browser.

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