Log in to ESS
Go to www.strsoh.org/employer.
It is very important that you have your own user name and password to submit information via ESS. If
you do not have an ESS account, please contact your STRS Ohio employer advisor to set up your account
today. Do not submit any information to STRS Ohio using anyone else’s user name.
If you have difficulty logging in to ESS, here are some other helpful hints to remember:
1. Be sure you are on the employer website not the member website. The Web address is
www.strsoh.org/employer.
2. Passwords are case sensitive. Make sure your “caps lock” key is not on.
3. Your account will be automatically suspended (locked) if you have not accessed ESS in the last six
months.
4. If you cannot remember your user name or password, please contact STRS Ohio toll-free at
1-888-535-4050.
Updated Jan. 28, 2016
Making a Direct Debit Payment
Employers have several options when making payments to STRS Ohio. You can pay via direct debit,
check, ACH credit or wire transfer. The preferred method of payment is through direct debit via ESS.
Before a direct debit payment can be scheduled, you must first set up bank account details in ESS and
execute an Authorization Agreement for Direct Debit Payment Through ACH Debit.
A. Bank Account Setup
Only treasurers and main contacts have been granted access to set up account information. If you
prefer payroll personnel enter this information, the district treasurer or CFO should send an email
requesting authorization to the direct debit system be granted to that individual.
If you wish to set up a bank account for payment, click on “Make a Payment” under the “Application
Menu.”
Next, click on the “Bank Info” tab.
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This will bring up the screen below. First, click “Add” to enter bank account details.
In the “Account Details” section of the page, enter the following information:
1. Start Date — This will be the date you wish to have the bank account active to make payments.
STRS Ohio recommends using today’s date.
2. Draw Limit — Enter the maximum amount allowable for an individual payment. For example, if no
payment should ever exceed $10,000, then you should set the draw limit to $10,000. The draw limit is
set at the employer’s discretion.
Please note: The “Stop Date” will only be entered when you wish to cease using this particular
account.
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Once “Account Details” have been entered, begin entering “Bank Account Details.” Start by clicking
“Search” next to “Bank Name.”
Once the search field appears, enter your bank routing number and click “Search.” “Bank Name” and
“Bank Routing Number” will automatically populate assuming you have entered a legitimate bank routing
number. We do not recommend searching by name, as some financial institutions have multiple
routing numbers.
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Next, enter the bank account number and select “Checking” or “Savings” based on the account type.
Remember to click “Save” when complete.
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Once you click “Save,” the “Agreement Confirmation” page will appear. Please enter the name of the
individual that will be certifying the Authorization Agreement for Direct Payment Through ACH Debit, as
well as their title. This should be the treasurer, controller, CFO or other individual responsible for district
financial information. Once complete, click “Confirm.”
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The next screen that appears is a printable version of the authorization agreement. You must print this
page, certify and return to STRS Ohio. Click “Print” and then “Finish.” Fax the completed
authorization agreement to 614-227-2912.
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Please note: Online payments cannot be scheduled until STRS Ohio receives the authorization agreement
and receives bank approval for your direct debit process request. Generally, this process may take up to
two to three business days from the time STRS Ohio receives your signed authorization agreement.
Once the bank account has been approved, the school’s main contact will receive an email from STRS
Ohio indicating approval to begin making direct debit payments on ESS. The “Account Status” on the
“Bank Info” tab will change to “Approved.”
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B. Making a Payment
Once the bank account status shows as “Approved,” you can begin making payments by direct debit in
ESS. To schedule a payment, in the “Make a Payment” section of ESS, click on the “Schedule Payment”
tab. Begin by clicking on “Schedule.”
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Next, “Payment Schedule Details” will appear. Please enter the following information and remember to
click “Save” once all information is entered.
1. Start Date — This will be the date you wish to make payment. Please allow up to two business
days, from the start date indicated, for payment to be credited to your STRS Ohio account.
2. Description — Enter a brief description of the payment. For example: “payroll for 8/28/15” or
“backposting invoice payment.”
3. Payment Amount — This should be the total amount of payment you wish to make from this
particular bank account.
4. Bank Account — Select the bank account you wish to use for this payment.
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After saving, you will notice a “Details” button will appear in the bottom right-hand corner of the
“Payment Schedule Details” page. Click on “Details” to enter payment details similar to the cash
remittance form.
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After clicking “Details,” the following screen will appear. Click “Add” to populate detailed information.
Please note the following choices in the drop-down menu, “Payment Order Detail Type” column:
1. Employee Contributions — Enter pay date and employee contribution amount.
2. Employer Contributions — Enter pay date and employer contribution amount.
3. ARP Contributions (for college and university employers only) — Enter pay date and amount.
4. Payroll Deduction for Purchase Service — Enter pay date and purchase service credit payment
amount.
5. Payment for Invoice — Enter invoice number and amount.
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Choose the correct payment type(s) and enter all details. Once payment details are complete, click “Ok.”
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The system will return the user back to the “Payment Schedule Details” screen. Click “Save” to submit
your payment request to STRS Ohio. Notice the “Payment Order Status” changes to “Submitted” after
you click “Save.”
In addition to “Initial” and “Submitted,” the “Payment Order Status” column may reflect one of the
following status descriptions:
1. Pending — Your scheduled payment has been included in the file currently being transferred to STRS
Ohio’s bank for processing.
2. Complete — STRS Ohio has received credit for your payment.
3. Canceled — The payment process could not be completed with your bank and payment must be
rescheduled or resent. For example, if a payment is rejected due to insufficient funds, the “Payment
Order Status” will reflect “Canceled.” Please note, it is possible for “Payment Order Status” to show
as “Complete” initially and later change to “Canceled” if payment is rejected by the employer’s bank.
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