Employer portal- External user manual

Transcription

1 Employer portal- External user manual May 2017 Version 1.1 Harbour View, Sparrow Road #4, Philipsburg, Sint Maarten Tel: +1(721) Fax: +1(721)

2 Dit document is het eigendom van SZV. De informatie in dit document mag niet worden verveelvoudigd, opgeslagen in een geautomatiseerd gegevensbestand of openbaar gemaakt in enige vorm of op enige wijze, hetzij elektronisch, mechanisch, door fotokopieën, opnamen of enige andere manier, zonder voorafgaande schriftelijke toestemming van SZV 2

3 Contents CONTENTS GENERAL INFORMATION USER REGISTRATION REQUEST FOR A USER ACCOUNT LOG-IN TO THE EMPLOYER PORTAL PASSWORD FORGOTTEN/ REQUEST NEW PASSWORD HOME SCREEN/ DASHBOARD SUBMIT A MONTHLY DECLARATION (ADMIN AND FINANCE USERS) RD PARTY AUTHORIZATION (ADMIN USERS ONLY)

4 1. General information The employer portal is a Social & Health Insurances (SZV) portal for employers to facilitate declaration of the monthly ZV and OV wages, as well as the total number of employees. Submitting declarations online, cancels the need to submit these monthly declarations in person. To use the SZV Employer Portal, your company first must be registered at SZV to obtain your SZV number. Please contact SZV to register your company. Every registered employer at SZV, can request an account for the employer portal, enabling to submit the monthly declarations electronically as well as to view payments and assessments. To request a user account, go to chapter Request user account. For an explanation on the submission of declarations electronically, go to chapter Monthly declaration. For other questions that you may have, go to SZV s website at 4

5 2. User registration To request a new user account, make sure you have the following information and documents readily available (digital): - SZV number; - CRIB number; - Chamber of Commerce and Industry (COCI) number; - If applicable, passport and/or ID number of the authorized person. Documents: - Chamber of Commerce and Industry (COCI) document; - Copy passport and/or ID of the legal representative (e.g. director); - Authorization letter (if applicable). When the filled in user request form is submitted, one user will be created. Other users can be added at a later stage by the administrator user. 2.1 Request for a user account To request a user account, go to the following link: and click on request new user account, marked with a red circle in the figure below. 5

6 A new screen will open. Fill in all the required information indicated with an asterisk (*). Upload a recent document of the Chamber of Commerce and Industry (COCI) and a copy of your passport or ID. Be aware that the document size is limited to 4MB. Next, assign a user to the account (that will be created) 1. Will you be the user of the company account? You can copy your personal information from the fields under section 2 via the link copy all data from legal representative. 2. Will somebody/ someone else within the company the user of the company account? You can authorize that person to use the portal. The user information can be filled with the person s information and an authorization letter (mandatory). A template of the letter of authorization can be downloaded through the link download letter of authorization. If the user already has an existing username, please fill that in as well so that the account can be added to the company. 3. Are you using an accountant service? Make an account for your company (with admin rights) and afterwards add the accountant as a user with (finance rights). See add 3 rd party. 6

7 Select the applicable user rights, below the rights to the user profiles are summarized: Submit ZV/OV declaration Create new users for the company Admin User Yes Yes Finance User Yes No After submitting the user account request, an will be automatically sent to the director s address. Note: SZV must first approve your user account, before the account can be used to submit declarations through the employer portal. After approval, you will receive an with your credentials. Follow the instructions in this to activate your user account. 7

8 2.2 Log-in to the Employer portal For optimal use of the Employer portal, it is recommended to use one of the following browsers: Microsoft Internet Explorer, Google Chrome or Mozilla Firefox. If you use Apple operating systems (ios or OS X), it is recommended to use Mozilla Firefox as browser. The employer portal can be accessed via the following link: 1. Open your browser and go to the website 2. Enter your username. 3. Enter your password. 4. Click on the button Sign in, the portal will now be opened. 8

9 2.3 Password forgotten/ request new password In case you have forgotten your password or need to request a new password. 1. Open your browser and go to the website 2. Click on forgot password? (marked with a red circle in picture below) to request a new password Enter your address and click on Reset password. 3. Following, an will be sent to your address. In the , you will be requested to confirm the password change. Click on the link in the or copy/paste the complete link from the into your browser to complete this request. 9

10 4. Type your new password twice, and click the button reset. Now you have confirmed the new password and re-activated your user account. 5. You are automatically logged in. Click Home to start using the Employer Portal. 10

11 3. Home screen/ Dashboard After logging in as an administrator user, you will see the following screen. In the menu on the left, in the blue bar, information can be found as well as several functionalities. Clicking on the tab, will open a new tab. - Submit a declaration (Admin and finance only) see chapter 4 - My company information (all users) - Authorize third person (Admin only) 1. The company name is visible. If, multiple companies are linked to the same account, a different company can be selected by clicking on the arrow at 1a. Changing the company name at 1a, will result in a change in 1b and in other fields where the company name is presented. 2. Language selection, the employer portal is in 2 languages, Dutch and English. The language can be changed by clicking on the flag. 3. Username, clicking on the username several options appear, user profile, the settings and a help function. 4. Dashboard with an overview of the online declared and all assessed ZV, OV premiums. Shown are the period, amount, if payment is received y/n, and what the balance is. 5. Username and address, after clicking on it you can go to your user profile 11

12 4. Submit a monthly declaration (admin and finance users) For the monthly declaration (admin and finance users only) click on submit a declaration, and the following screen will open. Automatically the company that is selected top right will be presented in the company information for the submission of the ZV, OV. After selecting the period (dropdown or writing), the premium percentage is filled in. Fill in the actual number of employees, total wages ZV and OV, automatically the premium is calculated. After filling in the data, agree with the terms and click submit declaration. If the filled in ZV wage is lower than the OV wage you will receive the following warning: Click cancel and make the correction. You can then submit the declaration again. 12

13 After successful submission of the declaration, a message will be shown. Your declaration can now be found in the declaration overview as well as the dashboard in the home screen. Also, you will receive an , with a summary (PDF) of the submitted declarations. 13

14 5. 3 rd party authorization (Admin users only) All persons authorized to the company in the employer portal are listed in the tab third party authorization. A third party can be added to the company or removed. Add a third person In the tab click on <new> (encircled) and fill in the form that opens. If the user already has an existing username, please select that option and fill in the username with the address linked to it. Next, select the user role(s) the person will be granted, start date of the authorization, and also the end date (if the authorization is for a short period). The new company user will receive an . Note: If the user is new, a username will be created. If the person already has a user name the company will be added to his/her account. Delete a third person If a third person is no longer authorized to view and act on behalf of the company, this user can be deleted by clicking on delete. Your company will be deleted from his/her company list. 14