NSmen Payments & Make-Up Pay Claims

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1 Workshop for Employers on NSmen Payments & Make-Up Pay Claims This briefing is conducted for Employers of NSmen. For clarification on the slides content, please us at Updated in Aug 14 NSmen Payments Centre MINDEF Shared Services

2 SCOPE Engaging NSmen & Employers Types of Payments NSmen Payment Process Common Queries Updates NSmen Payments Centre MINDEF Shared Services Pg 2

3 SCOPE Engaging NSmen & Employers Types of Payments NSmen Payment Process Common Queries Updates NSmen Payments Centre MINDEF Shared Services Pg 3

4 Engaging NSmen & Employers For NSmen NSmen Briefing : Directed at NSmen on their 1st-3rd ICT NSmen Payments Centre MINDEF Shared Services Pg 4

5 For Employers Engaging NSmen & Employers Employers Workshop Quarterly workshop for HR practitioners who need to handle make-up pay claims Submission NSmen Payments Centre MINDEF Shared Services Pg 5

6 SCOPE Engaging NSmen & Employers Types of Payments NSmen Payment Process Common Queries Updates NSmen Payments Centre MINDEF Shared Services Pg 6

7 Types of Payment When an NSman attends NS Training, Service Pay Make-up Pay Awards & Allowances NSmen Payments Centre MINDEF Shared Services Pg 7

8 Types of Payment Service Pay Service Pay = Rank Pay + Combat Allowance It is paid for each day of NS training (Mon Sun). Example Monthly Service Pay (Infantry 3SG) $ Period of NS activity Mar Service Pay for the NS activity = 7/31 days x $ = $ Computed using the calendar day formula All NSmen will be paid prorated service pay for all forms of official NS call-ups. NSmen Payments Centre MINDEF Shared Services Pg 8

9 Types of Payment Awards & Allowances IPPT Award Marksmanship Award Responsibility (NS) Allowance Key Appointment Holder (NS) Allowance CDO Jump Award Flying (NS) Allowance Aircrew (NS) Allowance Diving (NS) Allowance NSmen Payments Centre MINDEF Shared Services Pg 9

10 Types of Payment Make-up Pay If your NSman employee suffers a financial loss in his civilian income as a result of attending NS training, he can claim for make-up pay. Opportunity loss such as loss of rest time is not claimable. NSmen Payments Centre MINDEF Shared Services Pg 10

11 Types of Payment Make-up Pay MUP = Loss in Civilian Inc Svc Pay MUP is calculated on the principle that you will not suffer a financial loss in civilian income when you are called up for NS training. No Gain No Loss Principle Opportunity loss such as loss of rest time is not claimable. NSmen Payments Centre MINDEF Shared Services Pg 11

12 Types of Payment Make-up Pay NS training period = May 14 (7 days) Monthly Civilian Salary = $2,000 p.m. Civilian Working Hours = Mon to Fri (5 day week) No. of working days within NS training period = 5 days No. of working days in May 14 = 22 days Pro-rated Civ Pay = $2,000 p.m. x 5/22 = $ Pro-rated Svc Pay = $710 p.m. x 7/31 = $ Make-up pay = $ $160.32= $ NSmen Payments Centre MINDEF Shared Services Pg 12

13 Types of Payment Make-up Pay NS training period = May 14 (7 days) Monthly Civilian Salary = $2,000 p.m. Civilian Working Hours = Mon to Fri (5 day week) No. of working days within NS training period = 5 days No. of working days in May 14 = 22 days Pro-rated Civ Pay = $2,000 p.m. x 5/22 = $ Pro-rated Svc Pay = $710 p.m. x 7/31 = $ Make-up pay = $ $160.32= $ NSmen Payments Centre MINDEF Shared Services Pg 13

14 Types of Payment Make-up Pay Loss in Civ Inc - $ NSmen Payments Centre MINDEF Shared Services Pg 14

15 Types of Payment Make-up Pay Loss in Civ Inc - $ Svc Pay + $ NSmen Payments Centre MINDEF Shared Services Pg 15

16 Types of Payment Make-up Pay MUP Pay Loss in Civ Inc - $ $ Svc Pay + $ NSmen Payments Centre MINDEF Shared Services Pg 16

17 Types of Payment Make-up Pay Eligibility 1. Employed NSmen 2. Self-employed NSmen 3. Unemployed NSmen 4. Civil Servants Svc Pay (Off-duty hrs) X X MUP NSmen Payments Centre MINDEF Shared Services Pg 17

18 Make-up Pay Employed NSmen (Claim Option) Types of Payment Payment to NSmen Payment to Employers Payment to Employers NSmen file the claims - employers certify income details and forward claims to MINDEF NSmen reimbursed directly by MINDEF while employers adjust their payroll NSmen Payments Centre MINDEF Shared Services Pg 18

19 Types of Payment Make-up Pay Employed NSmen (Claim Option) Payment to NSmen Payment to Employers Employers continue to pay their NSmen employees as per their company s pay schedule when their employees attend NS training. Employers would then claim reimbursement directly from MINDEF 2-party transaction - NSmen not involved NSmen Payments Centre MINDEF Shared Services Pg 19

20 Make-up Pay Employed NSmen: What can be claimed? Basic Salary Allowances Conditions for Payment Must be taxable Note: CPF contributions remains status quo Allowance must be received for at least 4 out of 6 months preceding NS Allowance must be included in NSmen s employment or service contract Allowance must not be of a reimbursement nature Types of Payment NSmen Payments Centre MINDEF Shared Services Pg 20

21 Types of Payment Make-up Pay CPF Contribution Both employer and NSman must continue to contribute their share of CPF at the same rate throughout the NSman s NS training NSmen Payments Centre MINDEF Shared Services Pg 21

22 Types of Payment Make-up Pay How to compute? NS training period: 19 to 25 May 14 Civilian working hours: Mon to Fri (5 day week) Monthly Civilian Pay: - Basic $2,000 pm - Variable Overtime (OT) $500 pm (based on avg of the last 6 months prior to NS training) NSmen Payments Centre MINDEF Shared Services Pg 22

23 Types of Payment Make-up Pay Civilian Income loss during NS training from 19 to 25 May 14 paid by SAF Basic Salary: $2000pm x 5/22 = $ OT allowance: $500pm x 5/22 = $ Civilian income for NS training= $ Amount received by NSman from employer from 1 to 18 May 14 & 26 to 31 May 14 Total income received by NSman for 1 to 31 May 14 CPF Contribution for May 14 Basic Salary:$2000pm x 17/22 =$1, Actual OT earned for May 14 = $ Total = $1, $ $1, = $2, (before CPF contribution) $2, x Employer s Share of CPF $2, x Employee s Share of CPF NSmen Payments Centre MINDEF Shared Services Pg 23

24 Types of Payment Make-up Pay How to claim Make-up Pay? Electronic Submission Payment to Employers Manual Submission e-mup Claims e-batch claim submission via a. NS portal b. SAP Employers need to register for our eservices before submitting make-up pay claim online. NSmen Payments Centre MINDEF Shared Services Pg 24

25 Types of Payment Make-up Pay How to claim Make-up Pay? Electronic Submission Payment Manual Submission to Employers Single combined claim form for Employed & Self-Employed NSmen One claim form for Mindef, SPF & SCDF Availability : Internet Download NSmen Payments Centre MINDEF Shared Services Pg 25

26 Types of Payment Make-up Pay When to submit Make-up Pay Claim? For Prompt Payment Claims to be submitted 14 calendar days before commencement of the training Claims should not be submitted too early before NS training, as the pay details may not be accurate and current. NSmen Payments Centre MINDEF Shared Services Pg 26

27 Types of Payment Make-up Pay When to submit Make-up Pay Claim? Make-up pay claims MUST be submitted not later than 3 months after the payment of service pay. Supporting documents can be submitted later if they are not available at the time of submission of the make-up pay claim NSmen Payments Centre MINDEF Shared Services Pg 27

28 Types of Payment Make-up Pay When to submit Appeals? Not later than 3 weeks from date of payment. Need to provide: Amount you wish to claim Grounds of appeals Relevant supporting documents NSmen Payments Centre MINDEF Shared Services Pg 28

29 SCOPE Engaging NSmen & Employers Types of Payments NSmen Payment Process Common Queries Updates NSmen Payments Centre MINDEF Shared Services Pg 29

30 MINDEF Units create workfile in system 6 mths before trg Issue SAF 100 NSmen report for trg Units update changes & authenticate attendance records in system via electronic transmission MUP claims received/ processed by NPC MUP claims approved Attendance records matched with claims Payroll Processing Banking - Payments credited to NSmen s/ employers bank acct. NS Payment Process NSmen notified by SMS DIRECT Employers notified by EMPLOYERS/ NSmen Employers submit MUP claim via electronic/ hardcopy submission Info updated on website NSmen Payments Centre MINDEF Shared Services Pg 30

31 NS Payment Process Payment Service Standard Payment will be made within 10 working days from either start of training or upon receipt of claim/documents whichever is later NSmen Payments Centre MINDEF Shared Services Pg 31

32 SCOPE Engaging NSmen & Employers Types of Payments NSmen Payment Process Common Queries Updates NSmen Payments Centre MINDEF Shared Services Pg 32

33 Common Queries Q. Can the NSman claim make-up pay for halfday NS trg? A. Yes, if the trg duration overlaps the NSman s working hours and if he suffers a civilian income loss as a result of attending the NS training. He can claim for half-day for training duration 4 hrs. This includes employees on shift work NSmen Payments Centre MINDEF Shared Services Pg 33

34 Common Queries Q. Can an NSman claim for commuting time? A. No, commuting time is not claimable. Hence, employers should not deduct the employee s salary for the time taken to travel for the training. NSmen Payments Centre MINDEF Shared Services Pg 34

35 Common Queries Q. How long does Mindef keep online records? A. Online payment records are available online for the past 24 months NSmen Payments Centre MINDEF Shared Services Pg 35

36 Common Queries Q. How are NSmen notified of their payments? A. SMS are sent to NSmen 1 day before payday and they can request for payment details immediately by responding with their NRIC through SMS. NSmen Payments Centre MINDEF Shared Services Pg 36

37 Common Queries Q. How to notify Mindef on changes/cancellation of the NS training? A. Mindef will based on the unit notification on changes to training period to decide on payment NSmen Payments Centre MINDEF Shared Services Pg 37

38 SCOPE Engaging NSmen & Employers Types of Payments NSmen Payment Process Common Queries Updates NSmen Payments Centre MINDEF Shared Services Pg 38

39 Updates Features of e-mup application Dual-Authentication of claims submission Inbox Concept Auto-insertion of NS scheduled trg for your NSmen (opt-out scheme) Able to remove resigned employees so as not to receive the scheduled trg notification Able to file multiple claims at the same time Display on amount claimed Weekly reminder listing the outstanding MUP claims is sent from Mon to Fri NSmen Payments Centre MINDEF Shared Services Pg 39

40 Updates 2 Features of e-mup application User-friendly application For short NS durations of 1 day or less, employers to indicate start and end time of the NSman s working day in his civilian appointment (not the training hours) NSmen Payments Centre MINDEF Shared Services Pg 40

41 Updates 3 User Guide for Employer Step-by-step guide to e-file claims on line NSmen Payments Centre MINDEF Shared Services Pg 41

42 Updates 4 eclaims Accounts Maintenance Inactive accounts for 3 years will be deactivated Registrants are also advised to update their company s profile and particulars in the NS portal under Amend Employer s Details to ensure their particulars are correct NSmen Payments Centre MINDEF Shared Services Pg 42

43 Updates 5 Features of e-mup Batch Claims Direct submission of e-claims by batch extended to SAP Software users based on the 4 SAP releases SAP R/3 4.6c SAP R/3 Enterprise 4.7 mysap ERP 2004 (ECC 5.0) mysap ERP 2005 (ECC 6.0) NSmen Payments Centre MINDEF Shared Services Pg 43

44 Updates 6 Commission Payments NSmen who are on commission-based schemes would be paid their Make-Up Pay claims based on commission paid in the 6 months prior to NS training. Commission that is earned in the month of NS training but not paid will not be considered as it may eventually not materialised. NSmen Payments Centre MINDEF Shared Services Pg 44

45 Updates 7 Things to note Consistency in formulae when computing MUP Claims e.g. formulae used should correspond with working hours, same formulae used for short/long trainings Indicate in Remarks column if the allowance paid in the month has included payment for other months Work Hours for short training refers to civilian working hours (in 24 hours format) Work Hours = Civilian Working Hours NSmen Payments Centre MINDEF Shared Services Pg 45

46 Updates 8 Things to note For partial MUP claim, pls provide the reasons in Remarks column e.g. resignation within the NS trg, claiming 1.5 day of MUP for a 2- day trg, etc Employers are reminded to indicate in the claim form of any special working / pay conditions affecting make-up pay claim(s) computation. Some examples of these special working / pay conditions are enforced no-pay leave, shorter working week, reduced salary, etc. If Allowance X had been ceased prior to NS training, the company should not make a claim for Allowance X for the NS training since there was no loss in Allowance X. NSmen Payments Centre MINDEF Shared Services Pg 46

47 Our Contact NS Portal Hotline 1800 ensnsns Fax (Mindef) (SPF) (SCDF) NSmen Payments Centre MINDEF Shared Services Pg 47

48 PART 2 Value & Convenience NSmen Payments Centre MINDEF Shared Services Pg 48

49 A) Register for Employers eservices Step 1 Click NSmen Payments Centre MINDEF Shared Services Pg 49

50 A) Register for Employers eservices Step 2 Select EMPLOYERS / Register for Payment Services / Register for NS Payment eservices NSmen Payments Centre MINDEF Shared Services Pg 50

51 A) Register for Employers eservices Step 3 Enter CPF Submission Number (CSN) NSmen Payments Centre MINDEF Shared Services Pg 51

52 A) Register for Employers eservices Step 4 Enter Company Particulars NSmen Payments Centre MINDEF Shared Services Pg 52

53 A) Register for Employers eservices NSmen Payments Centre MINDEF Shared Services Pg 53

54 A) Register for Employers eservices NSmen Payments Centre MINDEF Shared Services Pg 54

55 A) Register for Employers eservices NSmen Payments Centre MINDEF Shared Services Pg 55

56 A) Register for Employers eservices NSmen Payments Centre MINDEF Shared Services Pg 56

57 A) Register for Employers eservices Mode of Payment Payment to NSmen Payment to Employer (DIRECT) Superior Profile NA 1 personnel (residing in Singapore) Mode of Claim Submission Certifying Officer Profile Single Verification Min 1 personnel Max 2 personnel Dual Verification Min 1 personnel Max 2 personnel Endorsing Officer Profile NA Min 1 personnel Max 2 personnel Nationality of Personnel Local Representative profile CO/EO are Foreigners Residing Overseas 1 personnel (residing in Singapore) CO/EO reside in Singapore NA NSmen Payments Centre MINDEF Shared Services Pg 57

58 A) Register for Employers eservices After registration, you will be able to login using your personal SingPass on the next working day to access all the employer eservices. NSmen Payments Centre MINDEF Shared Services Pg 58

59 B) Submit Claims Online NSmen Payments Centre MINDEF Shared Services Pg 59

60 B) Submit Claims Online Inbox concept. Auto-insertion of scheduled call-up. Saved e-claims NSmen Payments Centre MINDEF Shared Services Pg 60

61 B) Submit Claims Online Initiate MUP Claim Submission NSmen Payments Centre MINDEF Shared Services Pg 61

62 B) Submit Claims Online Multiple claims submission as according to call-up notice file individual claim separately and do not lump short training into a single claim Refers to civilian working hours NSmen Payments Centre MINDEF Shared Services Pg 62

63 B) Submit Claims Online Select Formula NSmen Payments Centre MINDEF Shared Services Pg 63

64 B) Submit Claims Online Insert Allowance Insert Remarks (if any) NSmen Payments Centre MINDEF Shared Services Pg 64

65 B) Submit Claims Online Display on amount claimed NSmen Payments Centre MINDEF Shared Services Pg 65

66 B) Submit Claims Online Confirmation on Claim Submission NSmen Payments Centre MINDEF Shared Services Pg 66

67 B) Submit Claims Online NS Portal: Make-Up Pay Claim Submission by Employer sent to NSman Dear MR NG JIAN MIN, Your employer has submitted a make-up pay claim for your NS training at am on 27 May Details of the claim(s) for your reference: Case No. : MEI Training Period : 19/5/ /5/2014 Company : MERLION COMPANY Submitted by : ALICE TAN Case No. : MEI Training Period : 12/5/ /5/2014 Company Submitted by : MERLION COMPANY : ALICE TAN You may view the claim details via the NS Portal NSmen Payment eservice: Enquiry on Payments & Make-up Pay Claims after 3 working days. Click HERE to check on the details. Kindly note that the duration taken to process your claim is about 10 working days. If we require further clarification, we will liaise with your company directly. Once the payment is confirmed, an SMS will be sent to your mobile phone 1 day before the actual payment date. NSmen Payments Centre MINDEF Shared Services Pg 67

68 B) Submit Claims Online Dear MS ALICE TAN (CERTIFYING OFFICER) This serves to confirm that we have received the following claim(s) on 27 May 2014, am. 1) MEI NG JIAN MIN sent to Certifying Officer Training Period : 19/05/ /05/2014 Occupation : MANAGER Date of Commencement : 01 Jan 2014 Civilian income loss for the NS training period BASIC SALARY ( ($50,000.00*1.00)/(31.00) )*0.5 S$ Total : S$ Remarks : 2) MEI NG JIAN MIN Training Period : 12/05/ /05/2014 Occupation : MANAGER Date of Commencement : 01 Jan 2014 Civilian income loss for the NS training period BASIC SALARY ($50,000.00*5.00)/(31.00) S$8, Total : S$8, Remarks : You may view the claim details via the NS Portal Employer Payment eservice: Enquiry on Status of NSmen Payments after 3 working days. NSmen Payments Centre MINDEF Shared Services Pg 68

69 C) Enquiry on Status of NSmen Payments NSmen Payments Centre MINDEF Shared Services Pg 69

70 C) Enquiry on Status of NSmen Payments NSmen Payments Centre MINDEF Shared Services Pg 70

71 C) Enquiry on Status of NSmen Payments NSmen Payments Centre MINDEF Shared Services Pg 71

72 C) Enquiry on Status of NSmen Payments NSmen Payments Centre MINDEF Shared Services Pg 72

73 C) Enquiry on Status of NSmen Payments NSmen Payments Centre MINDEF Shared Services Pg 73

74 D) Manage Employees List NSmen Payments Centre MINDEF Shared Services Pg 74

75 D) Manage Employees List Delete the NRIC if NSman has left the company NSmen Payments Centre MINDEF Shared Services Pg 75

76 thank you for your attention NSmen Payments Centre MINDEF Shared Services Pg 76

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