EY GlobalOne Individual Portal. User guide

Transcription

1 EY GlobalOne Individual Portal User guide

2 Login EY GlobalOne Individual Portal allows individual clients and EY to exchange information to support the delivery of global Immigration and Tax services. The application includes the following features: Interactive To Do List displays actions required of an individual related to the services EY provides Global Organizer a questionnaire that can gather data to prepare tax returns for 50+ countries Calendar gathers travel and daily activities Document exchange allows assignees to provide supporting documentation and EY to deliver completed documents such as tax returns Consents individuals are able to electronically accept consents to allow EY to share data amongst member firms and/or third parties This guide will provide you with helpful information about EY GlobalOne Individual Portal, your secure, personalized website, hosted by EY. GlobalOne Individual Portal is accessible for the period of time that EY is providing services. 2 Access GlobalOne Individual Portal at To log in, your User Name is your address that EY sends the notification s to. If you have forgotten your User Name or Password, you can reset your information using the self-serve Forgot User Name / Password feature located on the login page. 2 Once you successfully enter your credentials to log in to GlobalOne Individual Portal, you may be prompted to answer security questions. Once you answer the questions, click OK to proceed to the next screen. Depending on your circumstances, the system may prompt you to complete a series of electronic consents. Information about the consents and on-screen instructions are displayed. A scroll bar to the right of the text will help you review the information. Upon finalization of the consents, you will reach the GlobalOne Individual Portal home page. If you encounter any technology issues in accessing or using GlobalOne Individual Portal, please send details to: [email protected]. The GlobalOne Support desk is available to assist with technologyrelated issues. If you have a question related to your personal situation or services, please reach out to your EY contact.

3 Home Click to jump to that section Across the top of the Home page, tabs provide easy access and navigation to the different sections of GlobalOne Individual Portal. The tabs that display will depend on the services provided by EY. Other options are to click one of the panels either to display your items (e.g., To Do List, Status of Services, Messages) or to navigate to the appropriate section (e.g., Documents and Consents, Tax Organizer, Calendar). In the very top center of the screen, you can switch languages, view contact information, obtain help or log out. For security purposes, your profile name and last login date and time are also displayed. To Do List This area provides you an overview of all necessary actions that require your attention. After clicking the To Do List panel, a list of your items will appear at the bottom of the page and can be accessed by clicking the name of the item. The Home page may include the Status of Services and/or additional information specific to your company in the Messages or Resources panels. Within GlobalOne Individual Portal, you have the ability to select the language in which the website s contents are displayed. To select a language, click on the drop-down menu in the top center of the screen and select the desired language (i.e., Spanish, German, French, Chinese, Japanese or Polish). GlobalOne Individual Portal will remember which language you selected after you log back into the site using the same device.

4 Profile The Profile tab contains demographic data, such as your address, contact information, and spouse and dependent details, if applicable. Information should be updated as changes occur. Some information on the Profile page will initially be populated from EY and/or prior usage of GlobalOne Individual Portal. Mandatory fields throughout the system are noted with a red asterisk (*). System-generated s from GlobalOne Individual Portal will be sent in the language selected from the drop-down menu. 2 3 Change Password 3 This section allows you to change your system password. To obtain information on whom to contact in case of questions or technical issues, click Contact Us in the top center of GlobalOne Individual Portal. 2

5 Documents and Consents The Documents and Consents tab provides access and the ability to securely share documents and information requests with EY. Current Documents This option shows documents posted that require your attention Document History 2 This option includes documents from EY services that you have already actioned. The list includes a record of your actions with regard to those documents. Consents 3 This option displays completed consents and provides the ability to initiate a new Financial Reporting Oversight Role (FROR) questionnaire, if needed due to changes in your circumstances. Posted Documents 4 This option allows you to view documents you have previously posted. Post New Document 5 This option displays on-screen instructions on how to securely upload document(s) to your EY contact. Each document can be no larger than 8MB. The types of documents that can be uploaded within GlobalOne are ZIP, PDF, TXT, JPG, BMP, TIF, DOC, DOCX, DOCM, DOTX, DOTM, XLS, XLSX, XLSM, XLTX, XLTM, XLSB, XLAM, KEY and CER. Information Requests 6 This option is a quick and secure way that you can provide answers and/ or attachments that are needed by EY. Click Respond to provide the requested details or attachments that have been requested by your EY engagement team.

6 Calendar Click to jump to that section The Calendar tab is where you can keep track of your days, locations, activity and project details, if applicable. Enter your calendar information regularly to avoid having to recreate data at the end of the year Enter Monthly Data This view allows you to enter and review Calendar entries one month at a time. Enter Bulk Data 2 This feature allows you to enter Calendar data for more than one month at a time. This is useful for periods of limited travel. Manage Projects 3 Use to add a project and enter project codes. It is important to note that project tracking is an optional field in the system and is not mandatory unless otherwise communicated by your employer or EY contacts. Manage Locations 4 To build your customized locations list, select Manage Locations, and then select Add Country. Indicate which country is your default, and that country will appear at the top of the location drop-down. There is a standard In Transit value. Manage Home Locations 5 This feature is enabled for business travelers and is used to track your home locations. View Summary 6 This feature displays a summary of the populated current year Calendar data. Summary information for the previous year or next year can be viewed by selecting the options at the bottom of the screen. Preferences 7 This feature allows you to define your Calendar preferences. Delegate Access 8 This feature allows you to delegate access to your Calendar to other people, such as an administrative assistant or spouse, where applicable. Once submitted, the designee receives a User Name and Password for his or her own GlobalOne Individual Portal account. Delegates do not see any information other than your Calendar. Select the revoke button to revoke a delegated Calendar at any time. Reports 9 Click to view multiple Calendar reports available to you. Reports can be exported to Excel or PDF.

7 Calendar Manage Locations Click to jump to that section If this is the first time you are using the Calendar within GlobalOne Individual Portal, you will need to set up a location in the Calendar. Follow the steps mentioned below to set up or edit your Calendar locations. This function allows you to identify and manage the locations where you work, live and travel by creating a customized drop-down list. Select Manage Locations, then Add Country to create your customized dropdown. Indicate which country is your most commonly used location or default, and that country will appear at the top of the location dropdown. Locations can be added or removed at any time. Add a Location When adding a location, you can establish the physical location where you spend the majority of your time as your default location. Your default location will be selected automatically when you update your Calendar.. Select Add Country or Add Another Location. 2. Choose a country from the drop-down list. 3. If applicable, click the drop-down and select the State/Province/ Canton and City. The State/Province/Canton and City drop-down menus do not display for all countries. 4. If the selected location will be your default location, check the default location box. 5. Click Save Location to save the new location and return to the initial Calendar-location screen or click Save and Add Another to save the new location and display the drop-down for adding another country to your list.

8 Calendar Monthly Data Click to jump to that section To enter Calendar data, select the appropriate calendar options in the lower lefthand corner. Click on the day to which you want to apply the data or click a day and drag across a range of days. Click Save once completed. Steps for entering Monthly Calendar Data. Click Enter Monthly Data. 2. Select the appropriate Location from the calendar options in the lower lefthand corner. In Transit is a location for instances where you are traveling during the entire morning or afternoon. This option should not be used for the entirety of a trip, but instead only when there are periods of time when you are not in any country. The default location will appear automatically. If a different location is desired, click the drop-down arrow and select the appropriate location. If the desired location is not showing in the drop-down, the location needs to be added. Click Manage Locations to add a new location. 3. Select the appropriate Period for the days selected (i.e., All Day, AM, PM). 4. Select the appropriate Activity. The default activity, Work, will appear automatically. If a different activity is desired, click the drop-down arrow and select the appropriate activity (i.e., Non-Work, Sick, Training, National Holiday, Vacation, Clear). 5. If applicable, select the appropriate Project (if previously set up under Manage Projects). 6. Enter Notes or additional comments that relate to the Calendar detail, if applicable. 7. Click on the day to which you want to apply the data or click a day and, while holding your mouse button, drag across a range of days. 8. Click Save once completed. Lock My Calendar Periodically lock your Calendar data to prevent unwanted changes. For most Tax Organizers, you will need to lock the Calendar data for the entire year before submitting the Organizer. Click Lock My Calendar and follow the instructions to lock your Calendar data. Note that data must be locked in a sequential order (e.g., can lock earlier and/or later dates). Days that are locked display in the monthly view with a gray background. Clearing entries in the Calendar To remove previously entered data in the Calendar days, select the Activity as Clear and select the appropriate Calendar day(s) you wish to clear. Note that once a day is locked, you will not be able to change the entries for that day. If entries need to change that are locked, send an to [email protected] explaining that your Calendar needs to be unlocked.

9 Calendar Bulk Data Click to jump to that section Steps for entering Bulk Calendar Data. Click Enter Bulk Data. 2. Enter the From date by typing a date in the dd-mmm-yyyy format (e.g., 0-Aug-205) in the field, or click on the Calendar icon and select the appropriate date. Note that you cannot update Calendar information in bulk for dates prior to locked dates. 3. Enter the To date by typing a date in the dd-mmm-yyyy format in the field, or click on the Calendar icon and select the appropriate date. 4. Select the appropriate Location. Note that the default location will appear automatically. If a different location is desired, click the dropdown arrow and select the appropriate location. In Transit is a location for instances where you are traveling during the entire morning or afternoon. If the desired location is not showing in the drop-down, the location needs to be added and can be done by clicking Manage Locations. 5. Select the appropriate Period for the days selected (i.e., All Day, AM, PM). 6. Select the appropriate answer for Include (i.e., All Days, Weekdays Only, Weekends Only). 7. Select the appropriate Activity. Note that the default activity, Work, will appear automatically. If a different activity is desired, click the drop-down arrow and select the appropriate activity (i.e., Non-Work, Sick, Training, National Holiday, Vacation, Clear). 8. If applicable, select the appropriate Project (if previously set up under Manage Projects). 9. If desired, check the box for Override existing data. This box should be checked if there is data previously entered in the Calendar and you would like to override that data with the new selections. 0. Enter Notes or additional comments that relate to the Calendar detail, if applicable.. Click Save to save the updates to the Calendar. Clearing entries in the Calendar To remove previously entered Calendar data in bulk that are not locked, enter the day or range of days you wish to update. Select the Activity as Clear and check the Override existing data box. Note that once a day is locked, you will not be able to change the entries for that day. If entries need to change that are locked, send an to [email protected] explaining that your Calendar needs to be unlocked.

10 Calendar Delegate Access Click to jump to that section The Delegate Access page allows you to delegate and revoke access to your Calendar to other people, such as an administrative assistant or spouse, where applicable. Steps to Delegate Access. Click Delegate Access from the left-hand side of the screen. 2. Click Add Delegate. 3. On the pop-up window, enter the First Name of the person you are delegating your Calendar to. 4. Enter the Last Name of the person you are delegating your Calendar to. 5. Enter the address of the person you are delegating your Calendar to in the Address field. 6. Enter the address of the person you are delegating your Calendar to in the Confirm Address field. 7. Click Save to save this delegate s information or click Save and Add Another to save this delegate s information and add another delegate. 8. Agree to the Delegate Disclaimer by clicking Yes on the pop-up window. Calendar delegate access can be revoked at any time by accessing Delegate Access from the Calendar tab and clicking the X button for the delegate under the Delete column, and then clicking OK to confirm. Once submitted, the delegate receives a User Name and Password for his or her own GlobalOne Individual Portal account. Delegates do not see any other information in GlobalOne Individual Portal other than your Calendar.

11 Calendar Reports Click to jump to that section You can create different types of Calendar reports displaying your travel data with the Reports function. Depending on the information that you would like to retrieve, there are six report formats available. The following Calendar Reports can be run: Daily Breakdown Days by Country Days by Country by Month Days by Month for One Country Travel History Travel History for One Country Steps to create Calendar Reports. Click Reports from the left-hand menu side of the screen. 2. Select one of the report types from the drop-down menu. 3. Select the From date. Enter the date in dd-mmm-yyyy format or click the Calendar icon and select the date. The default for many of the reports is from 0-Jan of the current year. 4. Select the To date. Enter the date in dd-mmm-yyyy format or click the Calendar icon and select the date. The default for many of the reports is to 3-Dec of the current year. 5. If applicable, select the country in the Country drop-down. 6. Select either Excel or PDF from the Format drop-down. 7. Click Export.

12 EY Tracer EY s mobile application for smartphones is available in app stores. This timesaving tool simplifies the tasks of accurate workday and location tracking using your device s GPS functionality. EY Tracer works in conjunction with GlobalOne Individual Portal to help you complete your calendar requirements. The application captures your location each morning and evening, and upon your initiated upload, your web-based GlobalOne Calendar will be updated. As EY Tracer is an extension of GlobalOne, you must log in to GlobalOne Individual Portal and complete all consents before using the EY Tracer application.

13 Tax Organizer 2 The Tax Organizers are questionnaires intended to collect information needed for the preparation of the required personal income tax return(s) for various countries. The Tax Organizers are dynamic, meaning that some pages and questions will appear based on the answers that you provide to initial or leading questions. Select the Tax Organizer tab to launch your Tax Organizer and follow on-screen prompts to proceed. A separate Tax Organizer is provided for each tax year to collect information. The Tax Organizer can be for one or more calendar year countries depending on the services EY is providing to you. Data for all fiscal year countries must be provided in separate Tax Organizers because the income information required will not be the same for two separate tax years. In order to provide the most complete pre-population within the Tax Organizer, only one Tax Organizer can be accessed at a time. The Tax Organizers must be completed in the order they are activated. Click the yellow Get Started button to launch your Tax Organizer. If the Get Started button is disabled (non-yellow), then it cannot be accessed until a different Tax Organizer has been submitted. The first time you access a Tax Organizer, the questions on the Welcome Page must be answered, and then click Begin. Clicking Begin will initiate the prepopulation of your Tax Organizer. The Tax Organizer remembers the page that you were on when you closed out of the Tax Organizer or logged out of GlobalOne Individual Portal. The next time you access the Tax Organizer, it will open to the same page that you were on before. All of the Tax Organizers are available in multiple languages, with the default being English. To select a different language, click on the drop-down menu in the top center of the screen and select the desired language (e.g., Spanish, German, French, Chinese, Japanese, Polish). 2 The Archived Tax Organizers section provides access to all Tax Organizers previously completed and submitted by you.

14 Tax Organizer Navigation 2 There are a few ways to navigate within the Tax Organizer. At the top right of each page, you can click to move to the prior page, or click to move to the next page. At the bottom of each page, you can click Next to move to the next page, or click Previous to move back to the previous page. You can also navigate from one page to another by using the Navigation menu on the left side of the screen. The data you have entered is automatically saved when you move from one page to another in the Tax Organizer. In addition, you may also save the data anytime while on the page by clicking Save. Make sure you click Save before logging out of the Tax Organizer or GlobalOne Individual Portal. You can obtain on-screen help by placing your mouse over the blue circled question mark icons available within the Tax Organizer. 2 Navigating away from a partially completed section will prompt a message window to appear, identifying additional information that is required. You may choose to Resolve later or Resolve now. Resolve later allows you to continue completing other sections of the Tax Organizer and navigates you to the next page. 3 Resolve now keeps you on the current page and highlights questions (in red text) that require your attention. Within the Tax Organizer, you may be asked to provide a document if it is required for EY to prepare your return. Where this occurs, you will see a Browse Button. 3 Prior to submission, the last section of the Tax Organizer, called Required Documents, identifies all documents based on your responses as being required to complete your tax filing. The list of documents displays all documents, including those already uploaded. The Tax Organizer can be submitted without uploading any documents; however, EY may not be able to start the preparation of the tax return until the documents are received. Once you have entered all relevant data and required documents in the Tax Organizer, click the Submit button located in the Review and Summary section. The Submit button will not be active until all required responses have been provided. Once a Tax Organizer is submitted, information cannot be added, changed or modified via the Tax Organizer. Therefore, be sure that your Tax Organizer is complete and accurate before submitting. A copy of the Tax Organizer may be saved using the Export to PDF button.

15 Business Travel GlobalOne business travelers Depending on your circumstances and the services being provided by EY, you may receive access to EY GlobalOne Business Traveler to complete a travel assessment (immigration and/or tax) that collects information about your personal and travel data for further analysis of your travel plans. The Business Travel tab allows you to complete a travel assessment that will identify your travel plans. Based on the information, EY will evaluate what, if any, pre-departure plans you must make and actions you must take to address the entry requirements for any destination countries. Once you access the Business Travel tab, the Getting Started screen will display, listing the information you will need to continue. You can authorize someone else (e.g., manager, HR, executive assistant) to complete the questionnaires on your behalf. This person will be designated as your Questionnaire Preparer who can update and manage your travel data. Questionnaire Preparers can support multiple employees/travelers as they update and manage those travelers travel data. The tool can be accessed by navigating to the Business Travel tab located in your GlobalOne Individual Portal. Once you access the Business Travel tab, the Getting Started screen will display, listing the information you will need to continue. For first-time users and non-globalone users, a link will be provided in a separate communication. The travel questionnaire should be completed at least three days prior to a planned departure to allow sufficient time for additional processing or review should it be required.

16 EY Assurance Tax Transactions Advisory About EY EY is a global leader in assurance, tax, transaction and advisory services. The insights and quality services we deliver help build trust and confidence in the capital markets and in economies the world over. We develop outstanding leaders who team to deliver on our promises to all of our stakeholders. In so doing, we play a critical role in building a better working world for our people, for our clients and for our communities. EY refers to the global organization, and may refer to one or more, of the member firms of Ernst & Young Global Limited, each of which is a separate legal entity. Ernst & Young Global Limited, a UK company limited by guarantee, does not provide services to clients. For more information about our organization, please visit ey.com. 205 EYGM Limited. All Rights Reserved. EYG no. DL52 CSG No MW ED 066 This material has been prepared for general informational purposes only and is not intended to be relied upon as accounting, tax, or other professional advice. Please refer to your advisors for specific advice. ey.com