Employer Earnings Submissions

Transcription

1 Employer Earnings Submissions Table of Contents Log in...2 Schedule Submission...4 Manual...4 Type of Schedule:...4 Error Messages...7 Warnings...7 Errors...7 Prefill from Previous Month...8 Excel Template Upload from a file C C 1

2 U Employer Earnings Submission-Manual Log in The portal is supported by Internet Explorer, Chrome, Firefox, and Safari. 1. Log in by using your User Id and Password 2. Click on the button 3. The Account Summary page is the default page for the Employer 2

3 4. Click on the button on the top menu to access the earnings menu 5. The list of menu options for earnings is on the left of the page. Click on the option to view submission page.. When submitting schedule there are four modes of submission, Manual, Pre-fill from previous month, upload from a file and excel template. 3

4 Schedule Submission Manual To start the manual submission process: Add the required header information Submission Date: This is defaulted to the current date and derived from Portal Type of Schedule: Click on the arrow on the right of the field to choose the Type of Schedule from the drop down menu. Options- Original, Additional Amendment. Original: An original schedule contains information submitted to NIS for the first time for a period. Example:- John Doe submitted for January for the first time for the month $ Our database will reflect- January $ for John Doe Additional:.Additional schedule adds to originals or amendments. Example: - additional earnings due to overtime, hazard pay etc. John Doe worked for $50.00 overtime. Schedule should have John Doe January $ Our database will reflect- January $ for John Doe Amendment: Amendments refer to schedule and contain adjustments to previous filings in the same period. This could be for the entire schedule or one record on the schedule. Example: - Earnings submitted for John Doe for January at $ being amended to $ for the same period. Our database will reflect- January $ for John Doe 1. Year The year is defaulted to the current year, but this can be changed to the year required. 2. Month Click on the arrow on the right of the field to choose the Month from the drop down menu 3. Click on the button at the top left of the table to open the fields to add data. Enter the required information in the fields provided. 4

5 Data Required: Employee Nis Number Last Name First Name Middle Name (optional) Earnings Type: Click on the arrow on the right of the field to choose the Earnings Type from the drop down menu. The options are based on the type pf compamy e.g. Government, Private Sector, Statutory Board e.t.c. Frequency: Click on the arrow on the right of the field to choose the Frequency from the drop down The options are Monthly and Weekly If weekly add data in each week, the total is automatically generated. If monthly, the cursor goes to the total column for entry of amount. 5

6 4. Click on the button at the top left of the table to open the fields to continue to add data 5. To delete a record click on the blue button on the left side of the record and click on the button. Note that the number of employees and total earnings above the table are updated with each addition or subtraction of employee. 6. When all records have been entered, click on the button to initialize the validation of the details of the schedule. The entries are checked against records in NIS database for validation. Please check error messages if they are shown. 7. When the validation is completed, click on the button which will now become operational. 6

7 The submission is the processed, if successful, the pop up window above will be shown. The schedule number is the reference number for the submission. There are two option buttons in the pop up box: Proceed to pay:- This option allows the user to pay online. For this feature, the user has to be registered for this service. Please see Employer ezpay by using Help Decument Link to access the instructions for registration. Pay Later:- Click button if you don't want to make a payment at time of submission. The schedule is submitted, but payment of contributions is still pending. Error Messages Warnings A warning message occurs when the user submits records with these types of errors: Incorrect NIS number No NIS number Incorrect Last or First name Incorrect Earnings Type To correct these errors double click on the blue button on the left side of the error warning, it will take you directly to the record with the problem. Make the necessary corrections and click on the button to check the record. Errors An error message indicates that there is an error in the schedule that would prohibit submission. Errors such as: The Total Earnings in the header and the detail in the table do not match. (This is in the case of submissions from file uploads). Cents are not to be included in the weekly or monthly earnings amount. The amount should always be rounded to the nearest dollar. If two records exist on the same schedule with the same NIS number an error is generated. A weekly amount shouldn't be entered if the frequency is monthly 7

8 Prefill from Previous Month This option is used to copy schedule entries from one period to another. IMPORTANT National Insurance considers the number of Mondays in a month. A four Monday month is considered a four week month, the same for a five Monday month. A four week month can be copied to another four week or five week month. A five week month can be copied to another five week month. But a five week month CANNOT be copied to a four week month. This will generate an error. 1. Add the required header information Submission Date: This is defaulted to the current date and derived from Portal Type of Schedule: Click on the arrow on the right of the field to choose the Type of Schedule from the drop down menu. Options- Original, Additional Amendment. Original: An original schedule contains information submitted to NIS for the first time for a period. Example:- John Doe submitted for January for the first time for the month $ Our database will reflect- January $ for John Doe Additional:.Additional schedule adds to originals or amendments. Example: - additional earnings due to overtime, hazard pay etc. John Doe worked for $50.00 overtime. Schedule should have John Doe January $ Our database will 8

9 reflect- January $ for John Doe Amendment: Amendments refer to schedule and contain adjustments to previous filings in the same period. This could be for the entire schedule or one record on the schedule. Example: - Earnings submitted for John Doe for January at $ being amended to $ for the same period. Our database will reflect- January $ for John Doe Year The year is defaulted to the current year, but this can be changed to the year required. Month Click on the arrow on the right of the field to choose the Month from the drop down menu 2. Click on the button in the options area. A pop up box will be generated. Fill in the relevant information. Year Enter the year required, Month Click on the arrow on the right of the field to choose the Month from the drop down menu 3. Click on button to activate the prefill option. 9

10 The table on the submission page will be populated with copied records. The records submitted as copied or records can be added or subtracted. See Manual process for addition and subtraction of records. 4. When all records have been entered, click on the button to initialize the validation of the details of the schedule. The entries are checked against records in NIS database for validation. Please check error messages if they are shown. See Error Message link 5. The submission is the processed, if successful; the pop up window below will be shown. The schedule number is the reference number for the submission. There are two option buttons in the pop up box: Proceed to pay:- This option allows the user to pay online. For this feature, the user has to be registered for this service. Please see Employer ezpay by using Help Decument Link to access the instructions for registration. Pay Later:- Click button if you don't want to make a payment at time of submission. The schedule is submitted, but payment of contributions is still pending. 10

11 Excel Template Before submission of a manually created or prefilled schedule, the information can be exported to an excel template and stored on the user s computer for future submission. 1. Before submission of an earnings schedule, click button. 2. An excel workbook is generated to be stored on the User s system. 11

12 The workbook is divided into two spreadsheets, one which has header details, the other schedule record details. 3. The header details spreadsheet contains data that consist of the year, month and type of schedule. The type of schedule: O original, A-additional, M-Amendment. Click to view Type of Schedule link 4. The schedule records details shows the exported details of each record. Just like the prefill schedule, records can be added or deleted. 12

13 5. Name and save the file with a name that makes it easy to identify when uploading. e.g _1 or wkly Emp. No. Yr and mth. Unique identifier 6. To upload the file in the schedule submission page 7. Add the required header information Submission Date: This is defaulted to the current date and derived from Portal Type of Schedule: Click on the arrow on the right of the field to choose the Type of Schedule from the drop down menu. Options- Original, Additional Amendment. Original: An original schedule contains information submitted to NIS for the first time for a period. Example:- John Doe submitted for January for the first time for the month $ Our database will reflect- January $ for John Doe Additional:.Additional schedule adds to originals or amendments. Example: - additional earnings due to overtime, hazard pay etc. John Doe worked for $50.00 overtime. Schedule should have John Doe January $ Our database will reflect- January $ for John Doe Amendment: Amendments refer to schedule and contain adjustments to previous filings in the same period. This could be for the entire schedule or one record on the schedule. Example: - Earnings submitted for John Doe for January at $ being amended to $ for the same period. Our database will reflect- January $ for John Doe 13

14 Year The year is defaulted to the current year, but this can be changed to the year required. Month Click on the arrow on the right of the field to choose the Month from the drop down menu 8. Click on the button under Options. A pop up box will be generated. Browse for the file when found, click on the Upload button. 9. The table on the submission page will be populated with the uploaded records. 10. When all records are shown, click on the button to initialize the validation of the details of the schedule. The entries are checked against records in NIS database for validation. Please check error messages if they are shown. See Error Message link 11. The submission is the processed, if successful; the pop up window will be shown. 14

15 The schedule number is the reference number for the submission. There are two option buttons in the pop up box: Proceed to pay:- This option allows the user to pay online. For this feature, the user has to be registered for this service. Please see Employer ezpay by using Help Decument Link to access the instructions for registration. Pay Later:- Click button if you don't want to make a payment at time of submission. The schedule is submitted, but payment of contributions is still pending. 15

16 Upload from a file This function allows the user to upload earnings schedules via a text file. An excel template can also be upload see instructions at Excel template An example of how the file should look is shown below. 1. To proceed with the file upload. Fill in the required header information Submission Date: This is defaulted to the current date and derived from Portal Type of Schedule: Click on the arrow on the right of the field to choose the Type of Schedule from the drop down menu. Options- Original, Additional Amendment. 16

17 Original: An original schedule contains information submitted to NIS for the first time for a period. Example:- John Doe submitted for January for the first time for the month $ Our database will reflect- January $ for John Doe Additional:.Additional schedule adds to originals or amendments. Example: - additional earnings due to overtime, hazard pay etc. John Doe worked for $50.00 overtime. Schedule should have John Doe January $ Our database will reflect- January $ for John Doe Amendment: Amendments refer to schedule and contain adjustments to previous filings in the same period. This could be for the entire schedule or one record on the schedule. Example: - Earnings submitted for John Doe for January at $ being amended to $ for the same period. Our database will reflect- January $ for John Doe Year The year is defaulted to the current year, but this can be changed to the year required. Month Click on the arrow on the right of the field to choose the Month from the drop down menu 12. Click on the button under Options. A pop up box will be generated. Browse for the file when found, click on the Upload button. 13. The table on the submission page will be populated with the uploaded records. 17

18 14. When all records are shown, click on the button to initialize the validation of the details of the schedule. The entries are checked against records in NIS database for validation. Please check error messages if they are shown. See Error Message link 15. The submission is the processed, if successful; the pop up window will be shown. The schedule number is the reference number for the submission. There are two option buttons in the pop up box: Proceed to pay:- This option allows the user to pay online. For this feature, the user has to be registered for this service. Please see Employer ezpay by using Help Decument Link to access the instructions for registration. Pay Later:- Click button if you don't want to make a payment at time of submission. The schedule is submitted, but payment of contributions is still pending. 18