User Guide for Employer

MINDEF Shared Services NSmen Payments Centre User Guide for Employer..........

Introduction This is a NS Payment eservices (NS Portal) user guide for Employers. Please feel free to contact us at 1800 367 6767 or email us at contact@ns.sg if you need further clarification. List of available eservices for Employers in the NS Portal http://www.ns.sg/publish/nsportal/public/mindef_services/index/employers.html#abt MINDEF Shared Services NSmen Payments Centre Page 1

A) Register for Payment eservices - Register for NS Payments eservices Step 1 Enter company s CPF Submission Number and click on If you encounter the below error message, please email 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. MINDEF Shared Services NSmen Payments Centre Page 2

Step 2 Enter Employers particulars: o o Company Name Mailing Address MINDEF Shared Services NSmen Payments Centre Page 3

Step 3 Select payment options: o Payment to NSmen Employer will certify the make-up pay claim and submit claim to MINDEF/ SPF/ SCDF. o Payment to Employer (DIRECT) Employer will continue to pay the employee as per the company s pay schedule when he attends NS training and claim reimbursement from MINDEF/ SPF/ SCDF. This is to avoid disruptions to the NSmen s civilian pay cycle since the employers will continue to pay the NSmen during the NS Training. Step 4 Select option to view schedule of NSmen s Call-Ups. o This option serves to alert the employers on their NSmen employees' impending NS training call-ups (excluding IPPT, RT & Mobilisation) one month before the NS training. The list of call-ups of the NSmen in the company will be inserted into the Employer Claim inbox. Employers can select and click on any of the inserted NS training records to initiate a make-up pay claim. If the NS training record is not applicable, employers may delete the record. Notwithstanding this service, the onus of notifying the employers of their NS training or changes in NS training still lies on the NSmen. MINDEF Shared Services NSmen Payments Centre Page 4

Step 5 Select mode of claims submission o Single Verification mode vis 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 o Dual Verification mode vis 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 MINDEF Shared Services NSmen Payments Centre Page 5

Step 6 Assign Authorized Officer(s) to certify / endorse claims o o 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 residing in Singapore can be appointed as the authorised officer for more than one company. For individual residing in overseas countries, he/she can only be the authorised officer under one company. MINDEF Shared Services NSmen Payments Centre Page 6

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. Note: The Local Representative is only an additional point of contact with no access to the NS Portal Employer eservices. MINDEF Shared Services NSmen Payments Centre Page 7

Step 7 Click to submit application. Step 8 Summary Page appears for verification of employer s particulars, Click once verified. Step 9 Print a copy of the acknowledgement page for retention. o An email 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 employers who are stationed overseas, they will be able to login using the NS Portal User ID and Password which will be mailed to them upon registration MINDEF Shared Services NSmen Payments Centre Page 8

A) Submit Your NSmen - Employee s Make-up Pay Claim - Submit Claims Online Step 1 Employer s Claim Inbox: Select NS Training to capture claim details MINDEF Shared Services NSmen Payments Centre Page 9

You can click on the displayed Training Period to capture the claim details or select any of the following options: DELETE SUBMIT ADD EXIT Select the claim(s) to be deleted and click on this button Select the claim(s) to be submitted (after capturing the claim details) and click on this button. If the specific NS Training is not displayed in the claim inbox, employer can insert the claim (max of 10 claims can be inserted at any one time). To exit from the eservice and log out. Employers are advised to submit the make-up pay claims 14 days before the start of NS 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 NS 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 NS Training duration stipulated in the SAF 100. For NS 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). Step 2 Capture Claim Details a. Training Period Details MINDEF Shared Services NSmen Payments Centre Page 10

For NS Training conducted on the same calendar day, 0.5 day claim Tick if NS Training duration overlaps the NSman s civilian working hours by 4 hours or less (civilian income loss will be computed based on 0.5 day). Working Hrs Indicate the NSman s normal civilian working hours (not the NS Training hours) If you encounter the below warning message, this means that your company have earlier submitted a mup claim for this NSman 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 send an email to contact@ns.sg after the claim submission. b. NSman s Employment Details c. Claim Details Enter Basic Salary Enter the NSman s monthly Basic Salary (before CPF deduction) If the NSman has no Basic Salary, please indicate 0. For variable wages, please indicate the claim amount using the Variable Allowance Section. MINDEF Shared Services NSmen Payments Centre Page 11

If the NSman has a Basic Salary increment during the NS training, kindly indicate the original Basic Salary here. Thereafter, please indicate the new Basic Salary and the effective date in the REMARKS column. The claim computation will then be amended accordingly when the claim is being processed by the relevant authority. If the New Basic Salary figure is not available at the point of claim submission, please proceed to submit the claim first. Once the New Basic Salary figure is available, kindly send an email 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 by the relevant authority. 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 column. The claim computation will then be amended accordingly when the claim is being processed by the relevant authority. 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 column. The claim computation will then be amended accordingly when the claim is being processed by the relevant authority. MINDEF Shared Services NSmen Payments Centre Page 12

If the Shift Schedule Formula is selected, you will need to indicate the off days for the NS 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 do not follow the 1 to 30/31 pay period. MINDEF Shared Services NSmen Payments Centre Page 13

Insert Allowance (if applicable) Select one of the displayed Allowance Period Click ADD Delete To add new allowance To delete inserted allowance If the NSman is newly employed during the month of NS Training, kindly indicate the allowance to be claimed in the REMARKS column. The claim computation will then be amended accordingly when the claim is being processed by the relevant authority. 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 MINDEF Shared Services NSmen Payments Centre Page 14

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 NS Training month. If the allowance is no longer payable during the NS Training, you should not include the allowance in the make-up pay claim. MINDEF Shared Services NSmen Payments Centre Page 15

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. MINDEF Shared Services NSmen Payments Centre Page 16

Remarks You can indicate other applicable information here (i.e. NSman s last day of employment if it falls within the NS training period). Otherwise, please leave the column BLANK. 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 NS Training is scheduled on a non-working day (according to the selected formula). You will not be allowed to submit the claim. MINDEF Shared Services NSmen Payments Centre Page 17

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. MINDEF Shared Services NSmen Payments Centre Page 18

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 Status of NSmen Payments 3 working days after the submission date. The 1 st letter of the Claim ID denotes the Force that the NSmen 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 email to contact@ns.sg with the specific Claim ID for reference. MINDEF Shared Services NSmen Payments Centre Page 19

For companies under the DIRECT scheme, the Superior registered in our database will receive an email indicating the claim submission done on behalf of the company. For companies under the Dual Verification, an email 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 email will then be sent to the Certifying Officer for his/her reference. A Claim Receipt email will be sent to the NSman concerned to notify him of the submission by his employer. MINDEF Shared Services NSmen Payments Centre Page 20

B) Submit Your NSmen - Employee s Make-up Pay Claim - Submit Claims via Batch Submission Step 1 Click on to upload the batch file and to submit the batch file. IMPORTANT: An email will be sent to the Certifying Officer upon submission of the batch file. If you do not receive the acknowledgment email within 1 working day, please send an email with the Batch File Submission No. to contact@ns.sg for our checking. A Claim Receipt email will be sent to the NSman concerned to notify him of the submission by his employer. The claim details can be viewed online via the eservice: Enquiry on Status of NSmen Payments 3 working days after the submission date. For companies under the DIRECT scheme, the Superior Officer registered in our database will receive an email indicating the claim submission done on behalf of the company. The Dual Verification mode of claim submission is not applicable for Batch Submission. The EO is not involved for this mode of claim submission. MINDEF Shared Services NSmen Payments Centre Page 21

C) Enquiry on NSmen Payments - Enquiry on Status of NSmen Payments 1. Make-up Pay Claim (MUP) TAB Employers can view the status of the submitted MUP claims via this eservice. 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. MINDEF Shared Services NSmen Payments Centre Page 22

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 Sample 3. Claim partially paid MINDEF Shared Services NSmen Payments Centre Page 23

Sample 4. Claim approved but NSman did not attend NS Training Sample 5. Claim with an item rejected MINDEF Shared Services NSmen Payments Centre Page 24

2. Payment to DIRECT Employers TAB All payments made for mup claims submitted under the DIRECT scheme will be displayed here. COLUMN DISPLAYED: PAYDAY Clicking on the individual PAYDAY will allow you to get further breakdown of the payment details. MINDEF Shared Services NSmen Payments Centre Page 25

Sample 1. Payment Details for a Particular Payday MINDEF Shared Services NSmen Payments Centre Page 26

D) Amend Employers Details - Update your Company s Particulars Employers can update changes in their particulars such as changes in Certifying Officer, Endorsing Officer and Superior (for DIRECT scheme) via this eservice. An email will be sent to all the authorised officers after each change made. The changes will be effected on the next calendar day. A single individual residing in Singapore can be appointed as the authorised officer for more than one company. For individual residing in overseas countries, he/she can only be the authorised officer under one company. MINDEF Shared Services NSmen Payments Centre Page 27

E) Amend Employers Details - Manage Employees List (for insertion of NS 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 NS 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 NS 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 NSman's future scheduled NS training into the Employer s Claim Inbox. MINDEF Shared Services NSmen Payments Centre Page 28