User Guide for Employer

Transcription

1 User Guide for Employer NSmen Payment eservices This is a NS Payment eservices (NS Portal) user guide for Employers. Contact us at or contact@ns.sg if you need further clarification. MINDEF Shared Services NSmen Payments Centre

2 List of available eservices for Employers in the NS Portal Table of Contents A) Register for Employer Payment eservices... 1 B) Submit Make-up Pay Claim... 8 Submit Claims Online... 8 Submit Claims via Batch Submission C) Enquiry Enquiry on Make-up Pay Claim & Payment Status D) Amend Employers Details Update Company s Particulars Manage Employees List (for insertion of Training details) F) View My Profile View My Profile... 29

3 A) Register for Employer Payment eservices When an Operationally Ready National Serviceman (NSman) / SAFVC Volunteer (SV) attends training, he/she will receive Service Pay/SV Allowance for the entire period of the training. As an employer, if you decide to adjust the employee s civilian income due to the training, you are required to certify and submit your employee s Make-Up Pay claim to MINDEF/SPF/SCDF. Make-Up Pay is the difference between the employee s civilian income loss and service pay/sv allowance for the training. To speed up the process, you are encouraged to register with us to file the Make-Up Pay claim electronically. Alternatively, you can also submit the claim using the hardcopy make-up pay claim form ( Step 1 Enter company s CPF Submission Number and click on If you encounter the below error message, please a copy of your company s latest CPF receipt to us (contact@ns.sg). You will then be notified subsequently as to when your company can register online. 1 Page

4 Step 2 Enter company s particulars Company Name Local Mailing Address Foreign Mailing Address (if any of the registered personnel is a foreigner stationed overseas) 2 Page

5 Step 3 Select payment option Payment to NSmen / SAFVC Volunteers Employer will certify the make-up pay claim and submit it to MINDEF/ SPF/ SCDF. Payment will be made to the NSmen / SAFVC Volunteers via direct credit into their bank account registered with MINDEF/ SPF/ SCDF. Payment to Employer (DIRECT) Employer will continue to pay their NSmen / SAFVC Volunteers employees as per the company s pay schedule when they attend NS/SV training and claim reimbursement of their employees civilian income from MINDEF/ SPF/ SCDF. As such, the NSman / SAFVC Volunteer is not required to file a make-up pay claim. To safeguard the interest of the employer, a Superior profile (residing in Singapore) is required for the registration. The Superior will be kept informed of all make-up pay claims submission and payments made to the employer. More information can be found online: Step 4 Select option to view schedule of Employees Call-Ups. This feature serves to alert the employers on their employees' impending training (excluding IPPT, RT & Mobilisation) one month beforehand. The scheduled training will be inserted into the Employer Claim inbox. For employees who have just joined the company, their particulars will not be reflected under the Employer Claim Inbox until the first make-up pay claim is submitted by the employer via the NS Portal. 3 Page

6 Step 5 Select mode of claims submission Single Verification mode via Certifying Officer The appointed Certifying Officer (CO) will capture the make-up pay claim details and submit the claim on behalf of the company. Certifying Officer (CO) Prepare & Submit claims MINDEF/ SPF/ SCDF Receipt of claims Dual Verification mode via Certifying Officer & Endorsing Officer The appointed Certifying Officer (CO) will capture the make-up pay claim details and submit the claim to the Endorsing Officer who will check, endorse and submit the claim on behalf of the company OR reject the claim back to the CO for amendments. Certifying Officer (CO) Prepare & submit claims to EO Endorsing Officer (EO) Endorse/ amend and submit claims OR Reject claim to CO MINDEF/ SPF/ SCDF Receipt of claims 4 Page

7 Step 6 Assign Authorized Officer(s) to certify / endorse claims For Single Verification mode, the employer is required to assign at least 1 Certifying Officer. For Dual Verification mode, the employer is required to assign at least 1 Certifying Officer & 1 Endorsing Officer. A single individual (identified by NRIC / FIN) residing in Singapore can be appointed as the authorised officer for more than one company. For individual (identified by Passport Number) residing in overseas countries, he/she can only be the authorised officer under one company. 5 Page

8 To safeguard the interest of the employer, a Superior (individual residing in Singapore) profile is required if the company opts for Payment to Employer (DIRECT) scheme. The Superior will be kept informed of all make-up pay claims submission, payments made to the employer and any amendments of the company s particulars. To facilitate claim processing, a Local Representative (individual residing in Singapore) profile is required for company not under the Payment to Employer (DIRECT) scheme and with all CO/EO residing overseas. The Local Representative is only an additional point of contact with no access to the NS Portal Employer eservices. 6 Page

9 Step 7 Select Notification Setting For Single Verification mode For Dual Verification mode Step 8 Click to submit application. Step 9 Summary Page appears for verification of employer s particulars, Click once verified. Step 10 Print a copy of the acknowledgement page for retention. An will be sent to the Authorized Officer(s) to confirm the registration. Upon registration, the Authorized Officer(s), except the Local Representative, will be able to access the eservices on the next working day using their own SingPass. For Authorized Officer(s) who are residing overseas, they will be able to login using the NS Portal User ID and Password which will be physically mailed to them upon registration. 7 Page

10 B) Submit Make-up Pay Claim Submit Claims Online Employers can click the Download Claim Submission Details to view the list of claim submitted by the company for the past 30 days. Extracted Field Available in File Employee NRIC Case ID Training Start Training End Date of Submission Certifying Officer Endorsing Officer 8 Page

11 Step 1 Employer s Claim Inbox: Select Training to capture claim details You can click on the displayed Training Period to capture the claim details or select any of the following options: DELETE Select the claim(s) to be deleted and click on this button SUBMIT Select the claim(s) to be submitted(after capturing the claim details) & click on this button. ADD If the specific Training is not displayed in the claim inbox, employer can insert the claim (max of 10 claims can be inserted at any one time). Employers are advised to submit the make-up pay claims 14 days before the start of training. The Alert tag indicates if the claims require the immediate action of employers. Due (in blue) Urgent (in red) Late (in grey) Claims where the training starts in 14 days or less Claims which are nearing the deadline of 3 months Claims exceeding the submission deadline cannot be actioned Make-up pay claim should be submitted according to the Training duration stipulated in the SAF 100. For training overlapping more than one calendar month, you only need to submit a single claim (i.e. you do not need to split the make-up pay claim according to individual calendar month). Alternatively, for company under the payment to NSmen scheme, your employee can also initiate the make-up pay claim submission into your company s Claim Inbox. You will receive an for such claim initiation by the employee. Dear MS TOO JOY (CERTIFYING OFFICER) Your employee, Mr TAN JAMES of NRIC S D (jamestan@mail.com)has just initiated the below make-up pay claim(s) for your certification. Please click here to certify his claim(s). 1) 01/08/2015 to 15/08/ Page

12 A weekly reminder will be sent to you should there be any pending claims in your company s Claim Inbox. You can opt out of this via the eservice - Update Company s Particulars. Dear MS TOO JOY (CERTIFYING OFFICER) You have 1 outstanding make-up pay claims in your company's make-up pay claim inbox. 1. TAN JAMES (01/08/2014 to 15/08/2014) To ensure timely payments, claims should be submitted by the 14th day before the commencement of the training. Step 2 Capture Claim Details Training Period Details For Training conducted on the same calendar day, 0.5 day claim Uncheck if Training duration overlaps the employee s civilian working hours by more than 4 hours (civilian income loss will be computed based on 1 day instead of 0.5 day). Working Hrs Indicate the employee s normal civilian working hours (not the Training hours). This is applicable for same day Training only. 10 Page

13 If you encounter the below message, this means that your company have earlier submitted a mup claim for this employee for the same training month. You will not be able to amend the system defaulted claim details. Do proceed to submit the claim. Should you need to make any amendments, kindly capture it in the REMARKS field before submitting the current claim. Employment Details Claim Details Enter the employee s monthly Basic Salary (before CPF deduction) If the employee has no Basic Salary, please indicate 0. For variable wages, please indicate it using the Variable Allowance Section. If the employee has a Basic Salary increment during the training, kindly indicate the original Basic Salary here. Thereafter, please indicate the new Basic Salary and the effective date in the REMARKS field. The claim computation will then be amended accordingly when the claim is being processed. If the New Basic Salary figure is not available at the point of claim submission, please proceed to submit the claim first using the original Basic Salary. Once the New Basic Salary figure is available, kindly a copy of the increment letter to contact@ns.sg so that the claim computation can be amended accordingly. For salary denominated in foreign currency, please indicate the correct currency denomination in the REMARKS column. The claim computation will then be amended accordingly when the claim is being processed. 11 Page

14 Select Formula used for Civilian Income Loss Computation A single formula will be applied to the computation for the Basic Salary/Allowances. If different formulas are used for different salary components, please select one of the formulas and then indicate the correct formula for the specific salary component in the REMARKS field. The claim computation will then be amended accordingly when the claim is being processed. If the listed formula is not applicable to your company, kindly select the Calendar Days Formula and then indicate the correct computation in the REMARKS field. The claim computation will then be amended accordingly when the claim is being processed. If the Shift Schedule Formula is selected, you will need to indicate the off days for the Training month. If Specific Pay Period Formula is selected, you will need to indicate the specific pay period used by your company. This formula is only applicable for company that does not follow the 1 to 30/31 pay period. 12 Page

15 Insert Allowance (if applicable) Select one of the displayed Allowance Period Click ADD To add new allowance Delete To delete inserted allowance If the employee is newly employed during the month of Training, kindly indicate the allowance to be claimed in the REMARKS field. The claim computation will then be amended accordingly when the claim is being processed. For Allowance Nature: Fixed (i.e. allowance is paid based on a fixed quantum) Computation will be based on the Fixed Monthly Allowance Paid for the last qualifying month If the employee will be entitled to a different fixed quantum for the training month, please indicate the new quantum and the effective date in the REMARKS field. The claim computation will then be amended accordingly when the claim is being processed. 13 Page

16 If you encounter the below warning message, kindly indicate the reason (in the REMARKS column) for the difference in the fixed allowance quantum within the qualifying period. For Allowance Nature: Variable (i.e. allowance is paid based on work done) Computation will be based on the average Monthly Allowance Paid for the qualifying period If you encounter the below warning message, it serves to seek your confirmation to ensure that the allowance is still payable during the Training month. If the allowance is no longer payable during the Training, you should not include the allowance in the make-up pay claim. 14 Page

17 If you encounter the below warning message, kindly indicate the valid reasons in the REMARKS column (compulsory). After you have indicated the valid reasons in the REMARKS column, you can then continue with the claim submission as per normal. If the COMMISSION allowance is selected, you will need to make the following declaration before you can proceed further. If you cannot find the specific allowance name in the dropdown list, kindly select OTHERS and capture the specific allowance name accordingly. Remarks You can indicate other applicable information here (i.e. employee s last day of employment if it falls within the training period). Otherwise, please leave the column BLANK. 15 Page

18 Civilian Income Loss Computed You need to check the accuracy of the computed civilian income loss here. If the computation is correct, click. If the civilian income loss computed is $0.00, this indicates that the Training is scheduled on a non-working day (according to the selected formula). In this case, no make-up pay claim need to be submitted since the training does not overlap the employee s civilian working hours. Step 3 A summary page of the make-up pay claim will be displayed on screen. Verify the claim details and click either to change your claim details or to submit claim. If you encounter the below message, kindly verify the training period with the employee before submitting this claim. If you encounter the below message, kindly verify the nature of the training with the employee before submitting this claim. Step 4 An acknowledgement page will be displayed with a unique Case ID assigned to each successfully submitted claim. Please print a copy of the claim for reference. The claim details can be viewed online via the eservice: Enquiry on Make-up Pay Claim & Payment Status 3 working days after the submission date. 16 Page

19 The 1st letter of the Claim ID denotes the Force that the employee belong to: MUP Claim ID with a prefix 'M' - processed by Ministry of Defence MUP Claim ID with a prefix 'P' - processed by Singapore Police Force MUP Claim ID with a prefix 'C' - processed by Singapore Civil Defence Force If changes need to be made to the make-up pay claim after submission, please send the changes via to contact@ns.sg with the specific Claim ID for reference. For companies under the Single Verification mode, an confirmation will be sent to the Certifying Officer upon successful claim submission. For companies under the DIRECT scheme, the Superior registered in our database will receive an indicating the claim submission done on behalf of the company. For companies under the Dual Verification mode, an will be sent to the Endorsing Officer(s) on claims submission. The Endorsing Officer can either reject the claim back to the Certifying Officer or endorse the make-up pay claim (with or without amendments). After the Endorsing Officer has actioned on the claim, an will then be sent to the Certifying Officer for his/her reference. 17 Page

20 A Claim Receipt will be sent to the employee concerned to notify him/her of the submission by the employer. 18 Page

21 Submit Claims via Batch Submission Step 1 Click on to upload the batch file and to submit the batch file. Employers can send a test file to contact@ns.sg to confirm the accuracy of their file format before submitting their first batch file via the NS Portal. The Dual Verification mode of claim submission is not applicable for Batch Submission. The Endorsing Officer is not involved for this mode of claim submission. 19 Page

22 Step 2 An acknowledgement page will be displayed with a unique Batch Reference Number. Please print a copy of the acknowledgement for reference. Once a specific employee s make-up pay claim has been submitted successfully via Batch Submission, all overlapping claims for that specific employee pending in the company s Claim Inbox will be removed automatically. The claim details can be viewed online via the eservice: Enquiry on Make-up Pay Claim & Payment Status 3 working days after the submission date. A Claim Receipt will be sent to the employee concerned to notify him/her of the submission by the employer. For companies under the DIRECT scheme, the Superior Officer registered in our database will receive an indicating the claim submission done on behalf of the company. 20 Page

23 Step 3 Enquire on Submission Status Online COLUMN DISPLAYED: SUCCESSFUL Clicking on the Displayed Number will allow you to get further details of the claim that has been submitted successfully. Step 4 Details of the Rejected Claims will be sent via to notify company on the failed submission (if any) 21 Page

24 C) Enquiry Enquiry on Make-up Pay Claim & Payment Status Make-up Pay Claim (MUP) TAB Employers can view the status of the submitted MUP claims via this eservice. The default view is View Latest 10 Claims. Employers can click the Download(summary) or Download(detail) to download the claim status for consolidated viewing. 22 Page

25 COLUMN DISPLAYED: MUP CLAIM ID Clicking on the CLAIM ID will allow you to get further breakdown of the claim details. COLUMN DISPLAYED: CLAIM STATUS Processed In Progress The mup claim has been processed. The mup claim is currently been processed. You can click on the displayed MUP Claim ID to display the claim details. COLUMN DISPLAYED: PAYDAY (FOR DIRECT MUP CLAIM) This column is only applicable for make-up pay claim submitted under the DIRECT scheme. Sample 1. Claim already approved but pending for payment Sample 2. Claim already approved and paid 23 Page

26 Sample 3. Claim partially paid Sample 4. Claim approved but employee did not attend Training Sample 5. Claim being processed 24 Page

27 Payment to DIRECT Employers TAB All payments made for mup claims submitted under the Payment to Employer (DIRECT) scheme will be displayed here. The default view is View Latest 10 Records. COLUMN DISPLAYED: PAYDAY Clicking on the individual PAYDAY will allow you to get further breakdown of the payment details. 25 Page

28 Sample 1. Payment Details for a Particular Payday with Full Payment Made to Company Sample 2. Payment Details for a Particular Payday with Partial Payment Made to Employee Make-up Pay claims need to be submitted at least 14 calendar days before the start of the training. Otherwise, DIRECT employers will need to recover the Service Pay/SV Allowance component that may be paid out to the NSman/ SV before the claim submission by DIRECT employers. 26 Page

29 D) Amend Employers Details Update Company s Particulars Employers can update changes in their particulars such as changes in Certifying Officer, Endorsing Officer and Superior (for Payment to Employer DIRECT scheme) via this eservice. An will be sent to all the authorised officers after each change made. The changes will be effected on the next working day. 27 Page

30 Manage Employees List (for insertion of Training details) After each make-up pay claim submission made by the employer, the employee s NRIC will be included in this eservice. Thereafter, scheduled training of these NRICs will be automatically inserted into the Employer s Claim Inbox if the company has opted for the Auto Insertion of Scheduled Training Service (Note: IPPT, RT & Mobilisation records will be excluded from the list of training that will be inserted into the Employer Claim inbox). For employees who have left the company, employers will be able to delete the record from this eservice to prevent insertion of the employee s future scheduled training into the Employer s Claim Inbox. 28 Page

31 F) View My Profile View My Profile A single individual residing in Singapore can be appointed as the authorised officer for more than one company. You can view the various companies account that you are in charge of using this eservice. 29 Page