Reporting New Hires

When a new OP&F member is hired, the employer must submit the following completed forms to OP&F:

  • A completed and notarized Personal History Record (PHR). The employee must complete Sections A through F and the employer must complete Sections G, H, and I. The PHR is due no later than the end of the second month following the hire date.
  • A Pre-Employment Physical (PEP) that includes a Member’s Medical Questionnaire, Physician’s Certification, Cardiac Stress Test and EKG, Chest X-ray report, Lipid profile, and Spirometry. The PEP must be completed no later than the employee’s first day of full-time employment and no earlier than nine months prior to the employee’s first day of full-time employment. The complete PEP must be received by OP&F no later than sixty days after the employee’s first day of full-time employment.
  • A copy of the completed Statement Concerning Your Employment in a Job Not Covered by Social Security (Form SSA-1945).

New Hire Forms:



  • Members Medical Questionnaire and Physicians Certification
  • Personal History Record
  • Pre-Employment Physical Requirements
  • Statement Concerning Your Employment in a Job Not Covered by Social Security

To access the Employer Forms page please click here. If you have any questions, please contact OP&F’s Membership Specialist at 1-888-864-8363.


Frequently Asked Questions for Personal History Record


When is a Personal History Record required?

A Personal History Record must be completed and filed with OP&F for each new employee who is hired as a full-time police officer or firefighter in a position qualifying for enrollment in OP&F. Employees who are rehired, reinstated, or returning from lay-off must also complete the form, as must re-employed retirees. For members who are reinstated by agreement or by order of a court or arbitrator, the employer must also submit a copy of the agreement or court order.


Frequently Asked Questions for PEP


Why is a PEP required?

Under Ohio law, an in-service disability that results from heart, cardiovascular, or respiratory disease is presumed to be duty-related (presumptive clause). OP&F can more effectively evaluate a disability case under these circumstances if the member has undergone a pre-employment health baseline that measures the presence or absence of these specified medical conditions.

If a person did not “pass” the PEP, would this keep the person from OP&F membership?

A person’s medical condition would not prevent a person from becoming a member of OP&F. Employers, however, will need to review their own governing authority for any restrictions regarding the hiring of prospective members.

Is everyone required to undergo a PEP?

All new members are required to undergo the PEP. A PEP may not be required for some returning members; however, the employer should contact OP&F to make this determination.

  • For transferred or rehired employees, if there is no loss of the employee’s OP&F membership, a PEP will not be required, unless the employee was hired after September 16, 1998 and the previous employer did not file a complete PEP with OP&F.
  • A re-employed retiree is not required to undergo a PEP.
  • In cases where a person was laid off and already has a PEP on file with OP&F and returns to an OP&F covered position within two years of the effective date of his/her lay-off, no additional PEP will be required.
  • For members who are reinstated to OP&F membership by agreement or by order of a court or arbitrator, no new pre-employment physical will be required. In order to make this determination, the employer must provide OP&F with a copy of the agreement or court order.

When does the PEP have to be done?

The PEP must be done no later than 11:59 p.m. on the date the employee becomes an OP&F member, but the PEP cannot be done earlier than nine months before the membership date.

When does the PEP have to be submitted to OP&F?

The PEP must be received by OP&F no later than 60 days after the employee becomes an OP&F member.

What medical reports must be submitted to OP&F?

  • A Spirometry that represents at least a valid and reproducible forced expiratory volume at one second (FEV1), forced vital capacity (FVC), and forced expiratory volume at one second/forced vital capacity (FEV1/FVC) that meets the criteria of the American thoracic society;
  • A chest x-ray that is at least a P.A. 72” (i.e. front to back);
  • A Lipid profile that includes the total cholesterol, triglycerides, LDL and HDL;
  • A cardiac stress test performed consistent with standard Bruce protocol that includes an EKG;
  • Member’s Medical Questionnaire (Sections A, B and C of the Member’s Medical Questionnaire: and
  • Examining Physician’s Certification (Section E of the Member’s Medical Questionnaire) The signature of a nurse practitioner or physician’s assistant is not valid on this certification.

What happens when an employer is unable to submit a test to OP&F?

If an employer is unable to obtain a test due to the member’s medical condition, the member’s religious beliefs or the member’s refusal to undergo a specific test, the employer may request a waiver of the test. The request must be accompanied by supporting documentation in the form of a medical report signed by the physician if the request is for medical reasons, or in the form of an affidavit signed by the member before a notary public if the request is for religious reasons or the member’s refusal. A waiver will result in the member’s inability to use the presumptive disability clause outlined in section 742.38 of the Revised Code. For purposes of the pre-employment physical requirement, OP&F will use the date OP&F received the request for waiver and supporting documentation.

What if the member terminates employment before the PEP is complete?

If the employer cannot resolve a PEP deficiency due to the member terminating employment or transferring to another department, OP&F will assess the fine through the date of termination or transfer, or the date on which the complete PEP is received. The employer must certify the last day worked to OP&F.


Frequently Asked Questions for Membership


Who are OP&F members?

OP&F members are full-time firefighters and police officers. The Ohio Revised Code (ORC 742.01) specifically defines the requirements that determine a full-time police officer or firefighter.

When does an employee become an OP&F member?

An employee becomes a member of OP&F when the person begins working full-time hours in a position that meets OP&F’s membership eligibility guidelines.

What is considered full-time?

Ohio Administrative Code 742-5-03 addresses the meaning of full-time service for OP&F members.

When does OP&F membership terminate?

OP&F membership terminates upon a refund of employee contributions following resignation or dismissal or one year after the first day of resignation, dismissal or leave of absence if employee contributions remain on deposit with OP&F.

What if an employer has questions about whether a position is eligible for membership?

The employer may submit an inquiry along with a copy of the official job description.

Are there any age restrictions for becoming a member of OP&F?

No; however, the employer may wish to review their own governing authority for any restrictions regarding the hiring of prospective employees.

If a person did not “pass” the PEP, would this keep the person from OP&F membership?

A person’s medical condition would not prevent a person from becoming a member of OP&F. Employers, however, will need to review their own governing authority for any restrictions regarding the hiring of prospective members.


Frequently Asked Questions for PEP Penalties


What happens if the PEP is late?

If the PEP is late the fine will be imposed from the date the report was due until the documentation is filed with OP&F. The fines will be assessed according to the chart below:



Days Past Due

Penalty*

1-15 days $100
16-60 days $500
61-180 days $1,000
181 days or more $3,000

*Employers with five or fewer OP&F members are capped at $1,500 per incident.

Can a penalty be waived?

The law does not grant OP&F any discretion to waive a penalty. A penalty may be reduced in certain limited circumstances. For more information, please refer to the Special Penalty Provision on OP&F’s PEP Requirements information sheet or to Rule 742-8-13 of the Ohio Administrative Code.

How do I request a penalty reduction?

The employer may submit a written request citing the specific subsection of the Rule that applies to the situation and include any available supportive documentation.