Sending Required Documents

During Step 3 of the online retirement application, you will have the opportunity to select whether you want to upload copies of your required documents or whether you would prefer to fax or mail copies of these documents. Please note that once you make your decision and click “Save and Continue,” you cannot change that selection. For example, if you select that you want to upload your documents, you must upload all required documents in order for your application to be processed. If you select that you want to fax/mail your documents, you will not be able to upload your required documents. If you choose to fax your documents to the Retirement System, please fax them to (919) 855-5800. If you know your member ID number, please write it at the top of each page faxed, if possible. You can find your member ID by logging in to ORBIT. After successfully logging in, click on “Maintain Personal Information to see your member ID number (listed in the top section along with your name and date of birth).

Documents that are uploaded can only be .pdf, .jpg, .jpeg, .png or .gif. Other file types will not be accepted. If you do not have access to a scanner, you can take a picture of each document using your smart phone or other camera and upload the picture file. Whichever option you choose, make sure the document is legible and not blurry.

Notarizing Your Benefit Elections 

Your Online Retirement Benefit Election document will have to be printed, signed and notarized. Then, if you elected to upload your documents, you can scan or take pictures of each page of the document to submit it to the Retirement Systems Division. If you elected to fax or mail the document you can send it to the address or fax number listed at the top of the Benefit Election document.

What does it mean to have a document notarized?

A notary public is a public official appointed by a state government (in North Carolina notary publics are certified by the Secretary of State) to help deter fraud. Notary publics witness the signing of important documents and verify the identity of the signer(s), their willingness to sign the documents and their awareness of the contents of the document or transaction.

Having a document notarized is the same as swearing under oath in a court of law—you are saying that the facts contained in the document are true.

In the case of the North Carolina Retirement Systems Division, some documents require a notary signature in addition to your signature because it is a part of the N.C. General Statutes. Some state forms must be notarized because the form is directing the Retirement Systems Division to make changes to where or how monthly pension payments are made. Signing before a notary helps to ensure that the member or their authorized representative is fully aware of and agreeing to make changes to their pension account.

How does a notary determine the identity of a signer?
Generally, a notary will ask to see your valid ID with a photo and signature. Acceptable forms of identification include a driver’s license or passport.

Where can I find a notary?
A branch of the bank you use may have a notary on staff, or you can use this listing available on the North Carolina Secretary of State website. Keep in mind that some notaries may charge a fee, but some do not.