Administrator user guide. mybusiness Essentials Payslip

Transcription

1 Administrator user guide mybusiness Essentials Payslip

2 Overview Learn how to start managing your employee payslips with this guide 0 Registration and setup Register and assign the Adminstrator who will manage your Payslip subscription. 02 Managing employee records Manage your employee records and information. 03 Managing payslips Issue and manage payslips for your employees.

3 2 Part Registration and setup Register and assign the Administrator who will manage your Payslip subscription.

4 Part of 3 Step of 8 After you have successfully subscribed to Singtel mybusiness Essential Payslip service, you will need to assign an Administrator to manage the service. Click here to start assigning the Administrator Note that the account will be automatically logged out after 0 minutes of inactivity. Any unsaved data will be lost. Part Registration and setup 4 Step of 8

5 Part of 3 Step 2 of 8 Select the user you wish to assign to manage your Payslip service. Click the checkbox to select the account to be granted access Part Registration and setup 5 Step 2 of 8

6 Part of 3 Step 3 of 8 Once you have selected the user, click on the button to assign them. Click Assign A Singtel mybusiness account must be created for the user before they can be assigned Part Registration and setup 6 Step 3 of 8

7 Part of 3 Step 4 of 8 This is to confirm the creation of the user who will be administering the Payslip records. Click OK to proceed Part Registration and setup 7 Step 4 of 8

8 Part of 3 Step 5 of 8 You will then be shown the following screens and the status will be updated. A login will be sent to the administrator shortly. The Application role column will show that user assignment is in progress Click OK Part Registration and setup 8 Step 5 of 8

9 Part of 3 Step 6 of 8 Once the Administrator receives the following , he/ she can click on the Login URL and proceed with the next part. Click here to access the Payslip service to continue your setup Part Registration and setup 9 Step 6 of 8

10 Part of 3 Step 7 of 8 As this is the first time you re accessing the Payslip app, you will be required to enter some basic requirement for your company. Enter your registered company name * denotes the mandatory fields 4 Click here to upload your company logo (.png,.jpeg format, maximum file size of MB) 2 Enter your company registration number 3 Enter your company address and postal code 5 Click here to register your company information and proceed with the next step Part Registration and setup 0 Step 7 of 8

11 Part of 3 Step 8 of 8 You will now be asked to add an employee record. You can create multiple employee records at the same time. Complete all the necessary information for the employee Make sure you enter the correct address of your employee as payslip notifications will be sent to this address * denotes the mandatory fields Click here to add another employee immediately in the same page 2 Click Next to complete the setup process and proceed to the dashboard Part Registration and setup Step 8 of 8

12 Part of 3 Your company information The dashboard Once you ve completed the setup process, you will see the dashboard. There are three main parts of the dashboard. Navigation menu to the various functions This is the area for you to manage your employee records and payslips Part Registration and setup 2

13 Part of 3 The dashboard As you can see, the dashboard provides you with a quick summary and easy access to the various functions described below. Access the contact page Click here to return to this dashboard anytime Access this user guide Click here to logout Click on these icons to edit the respective fields of your company information Option to manage employee information or issued payslips Create or view draft payslips Click here to update your company logo Number of licences under your subscription in use Edit your employee information Part Registration and setup 3

14 Part 2 Managing employee records Create and edit the account information of your employees.

15 Part 2 of 3 Create employee Create employee from dashboard Click Add New Employee Part 2 Managing employee records 5

16 Part 2 of 3 Create employee Besides creating new employees during the initial setup, you can also click on Create Employee to create an employee record you wish to issue payslips to. Click to start creating employee record Make sure you enter the correct address of your employee as payslip notifications will be sent to this address 2 Enter the employee information * denotes the mandatory fields Click here to add another employee immediately in the same page. 3 Click Submit to create the account(s). An will be sent to your employee. Part 2 Managing employee records 6

17 Part 2 of 3 Edit employee Click on Edit to update the employee information Click here to edit the employee information Part 2 Managing employee records 7

18 Part 2 of 3 Edit employee Click the fields and start editing the information. Click on Save to save the update and Back to cancel the update. Update the employee information accordingly Click here to cancel the edits 2 Click here to save the edits The "End of Employment" field should only be entered when the employee leaves the company. According to MOM, ex-employee records must be kept for at least one year. Part 2 Managing employee records 8

19 Part 2 of 3 Edit employee Once you have updated the information, you will be brought back to the dashboard. Message to indicate that the employee information update has been saved According to MOM, exemployee records must be kept for at least one year. Part 2 Managing employee records 9

20 Part 2 of 3 Alternative way to add employee You can also add new employees from mybusiness portal. 2 Select the user you want to add Click Select from mybusiness 3 Click Add Part 2 Managing employee records 20

21 Part 2 of 3 Edit employee The basic user information is uploaded. Fill in the additional information required. The basic employee information will appear here. Complete the rest of the fields. Click Submit 2 Part 2 Managing employee records 2

22 Part 2 of 3 Manage License You can manage, assign and un-assign user licences, through the mybusiness 'Manage Apps' Dashboard. Roll over on more button and click Manage App Part 2 Managing employee records 22

23 Part 2 of 3 Manage License After accessing Manage App dashboard, you can view the current status of your licenses. To access the page, click Manage Licenses tab on left panel. Here you can view the current availability status of your licenses Part 2 Managing employee records 23

24 Part 2 of 3 Manage Users Assign Click on Manage User tab on left panel. You can view and manage users from here. From here you can view the total number of user(s) and manage the user s role. Click the Manage Users tab on left panel Part 2 Managing employee records 24

25 Part 2 of 3 Manage Users Assign Select the user you wish to assign the license to. You can select more than one user at one time. Click the checkbox to select the account to be assign new role Part 2 Managing employee records 25

26 Part 2 of 3 Manage Users Assign Once you have selected the user, click on the button to assign them. Click Assign Part 2 Managing employee records 26

27 Part 2 of 3 Manage Users Assign Next, you will need to select and confirm the assigned role for the user. Unless the user is an administrator, select End User. Select the role you want to assign for the user Click OK to proceed 2 Part 2 Managing employee records 27

28 Part 2 of 3 Manage Users Assign After assignment, you will be shown the following screens and the status will be updated. The Application role column will show that user assignment is in progress Click OK Part 2 Part Managing Registration employee and records setup 28

29 Part 2 of 3 Manage Users Unassign To un-assign the user, select the employee you wish to remove the access. Click the checkbox to select the account to be unassign To un-assign the user, select the employee you wish to remove the access. Part 2 Managing employee records 29

30 Part 2 of 3 Manage Users Unassign Once you have selected the user, click on the button to remove their license. Click Unassign Part 2 Managing employee records 30

31 Part 2 of 3 Manage Users Unassign This is to confirm license removal of the user(s). User s display name will appear here. Click OK to proceed 2 Part 2 Managing employee records 3

32 Part 2 of 3 Manage Users Unassign You will then be shown the following screens and the status will be updated. The Application role column will show that user assignment is in progress Click OK Part 2 Managing employee records 32

33 Part 2 of 3 Manage Users Unassign You can un-assign licence when the employee leaves the company. Once the user licence is removed, you will not be able to update or view the ex-employee details from the dashboard. Button for create and view user will remove upon license removal After the user is un-assigned, the previous payslips can still be viewed under 'Managed Payslips' for the next 2 years. Part 2 Managing employee records 33

34 Part 3 Managing payslips Issue and manage payslips for your employees.

35 Part 3 of 3 Create payslips In the Dashboard, click on Create to start creating payslips for the respective employee. Click here to start creating payslips for the respective employee Part 3 Managing payslips 35

36 Part 3 of 3 Create payslips The payslip is split into four parts: the basic pay information, the additional pay information, the deductions and the CPF calculator. Basic pay information 2 Additional pay information 3 Deductibles 4 CPF contribution for employers and employees Part 3 Managing payslips 36

37 Part 3 of 3 Basic pay information Enter the basic pay information. Make sure the dates indicated are in line with your company s practice. Select the date the pay will be deposited or transferred to the employee Select the period of work which the pay is valid for Part 3 Managing payslips 37

38 Part 3 of 3 Additional pay information Enter the other additional pay information that the employee will be receiving. Examples include overtime, allowances and the commission for sales. Click Remove to delete the items should it not be applicable. Enter the overtime hourly rate, the number of hours worked and the total will be automatically calculated Enter the description for allowance and additional payment here Enter the payment amount for allowance and other additional items here Part 3 Managing payslips 38

39 Part 3 of 3 Deductions information Enter the deductibles description and amount. The amount will be automatically calculated and the net value reflected when the payslip is generated. Enter the description here Enter the amount here Part 3 Managing payslips 39

40 Part 3 of 3 CPF contribution for employer and employee Enter the value of the employer and employee contribution for the CPF using the calculator provided. Click here to access the CPF calculator Enter the employee s contribution amount here Enter the employer s contribution amount here Part 3 Managing payslips 40

41 Part 3 of 3 Save draft, preview or cancel the payslip You can choose to cancel the payslip, save it as a draft and continue editing it later or review the payslip before sending it out. Save the payslip as a draft and edit it later Save and review the payslip before sending it out Part 3 Managing payslips 4

42 Part 3 of 3 Managing draft payslips If you saved a draft of the payslip, you can access it from the dashboard to continue editing it as per the previous instructions. Click on Edit to continue editing the draft payslip Part 3 Managing payslips 42

43 Part 3 of 3 Managing issued payslips To manage previously issued payslips, click on the Issued Payslips tab in the dashboard. This is where you can: view the payslip; create a duplicate to issue another payslip; it again to the employee or cancel the payslip altogether Click on this tab to manage the issued payslips "Click 'Cancel' only if the payslip is wrong or invalid. The cancelled payslip will remain in the Adminstrator's dashboard and you will be asked to enter a reason for audit purposes. Part 3 Managing payslips 43

44 Part 3 of 3 Managing issued payslips (View) You can view the payslip and choose to save a PDF version of it on to your computer and print it for your employee. You may also your employee to notify them to login and retrieve their payslip. Click here to the employee to notify them that the payslip is ready Click here to view the payslip in PDF format Part 3 Managing payslips 44

45 Part 3 of 3 Managing issued payslips (Copy) You can create a duplicate of the payslip to pre-populate the fields to quickly issue another payslip for subsequent months. You need to enter the date of payment and payment period and edit any additional payments if required. Other fields like the basic pay are pre-populated Just complete the entry for date of payment and payment period Part 3 Managing payslips 45

46 Part 3 of 3 Managing issued payslips ( ) To send a payslip to your employee, just click on . Your employee will receive a notification to login and retrieve their payslip. Click here to send an notification to your employee. Part 3 Managing payslips 46

47 Part 3 of 3 Managing issued payslips (Cancel) When you click on Cancel, you have to enter the reason for cancelling the payslip. Enter your reason for cancelling the payslip For audit purpose, no deletion of payslip is allowed. Only the administrator will see the cancelled payslip. Status of the payslip will be changed to Cancelled upon confirmation of cancellation 2 Click on Confirm to confirm the cancellation or Back to not proceed Part 3 Managing payslips 47

48 Summary You have completed the following: Registration and setup Fast registration of user accounts that will be used to manage your Payslip subscription. Managing employee records Manage your employee records and information easily using the dashboard. Managing payslips Simple to follow instructions to issue and manage payslips for your employees. What we recommend you to do next... Setup accounts for all your employees to start managing their payslips digitally 48

49 Need help? For assistance... You can access the online help guide from You can also contact us through the following: Call us at 606 or Call us from overseas at Step : Hold for English or Press for Mandarin; Step 2: Press 2 for Technical Assistance; Step 3: Press 5 for Singtel mybusiness & SaaS Apps Our operating hours are: Mon Fri: 8am to 7pm, Sat: 8am to 6pm Closed on Sun & Public Holidays 49