EY GlobalOne Individual Portal

Transcription

1 EY GlobalOne Individual Portal User guide

2 LOG IN EY GlobalOne Individual Portal ( GlobalOne ) allows clients and EY to securely exchange information to support the delivery of global Immigration and Tax services. Key features in the application include: An interactive To Do List shows the actions you need to take and the date by which they need to be taken My Questionnaire helps you gather the data needed for us to provide services to you A Calendar that gathers your travel and daily activities 1 2 Document exchange allows you to securely provide supporting documentation and EY to provide completed documents This guide will provide you with helpful information on how to use GlobalOne to interact with EY. Within GlobalOne, you have the ability to select the language in which the website s content is displayed. To select a language, click the drop-down menu in the upper right-hand corner of the screen and select the desired language (i.e., English, Chinese, French, German, Japanese, Polish or Spanish). GlobalOne will remember which language you selected when you access the site using the same device. To log in, enter the Address that EY sends the notification s to. 1 If you have forgotten your Password, you can reset it using the self-serve Forgot Address/Password feature located on the login page. 2 Once you successfully logged into GlobalOne, you may be prompted to answer security questions. Once you answer the questions, click OK to proceed to the next screen. Depending on your circumstances, the system may also prompt you to complete a series of electronic consents. Information about the consents and on-screen instructions are displayed. A scroll bar to the right of the text will help you review the information. If you encounter any technology issues in accessing or using GlobalOne, please send the details to globalone.support@ey.com. The GlobalOne Support desk is available to assist with technology-related issues. If you have a question related to your personal situation or services, please reach out to your EY contact whose details are available under Contact Us after login. Page 2

3 HOME 1 Click to jump to that page. Across the top of the Home page, tabs provide easy access and navigation to the different sections of GlobalOne. The tabs that display will depend upon the services provided by EY. You can also navigate within the Dashboard found on the Home page. In the upper right-hand corner of the screen, you can switch languages, contact us by identifying whom to reach out to in case of questions or technical issues, update your profile, delegate access, change your password or log out. On every page within GlobalOne, there is a question mark (?) in the upper right-hand corner. To read additional information or guidance about that specific page, click the question mark. This link opens up a new window, and provides explanations on using that page of GlobalOne. You can also drill down on the content on the left-hand side to find help on the content that you are interested in. Dashboard 1 This area provides an overview of all actions that require your attention. The default section under ACTIONS & STATUS is your To Do List. Click any bar to access that specific item. Click the Status of Services to view the current status of EY s services. Clicking any bar here will provide an overview of all items associated with that service including the Questionnaire, Information Requests and Documents. Under DOCUMENTS, you can view any new documents shared by EY or information requests, as well as documents that you uploaded to EY. You have the ability to initiate a new Financial Reporting Oversight Role (FROR) questionnaire, if needed, due to changes in your circumstances. In the RESOURCES section, you may find links to company policies, internet or your company s intranet sites or other useful documents. Page 3

4 My Profile 3 4 My Profile can be accessed by clicking the person icon in the upper right-hand corner, and clicking My Profile. This section contains demographic data, such as your address, contact information and spouse and dependent details, if applicable. Information should be updated as changes occur. Some information on the Profile page will initially be populated from EY and/or from your prior use of GlobalOne. All fields throughout the system are mandatory unless indicated as optional. 1 1 You can select the language in which system-generated s from GlobalOne will be sent using the Language field. 2 Delegate Access 3 This section allows you to delegate your Business Travel and/or Calendar access. Delegates receive their own login and password for GlobalOne, and only have access to the sections you authorize them to view and edit. The delegate is not able to access any other information of yours in GlobalOne. Note that you can register multiple delegates, if needed, and can revoke their access at any time. Change Password 4 This section allows you to change your system password. As you enter your new password, the system will guide you into selecting a password that meets the system requirements. 2 Page 4

5 DOCUMENTS AND CONSENTS The DOCUMENTS AND CONSENTS tab provides the ability for you and EY to securely share files and respond to information requests Information Requests 1 A quick and secure way that you can provide answers and/or files that are needed by EY. Click the specific Information Request to provide the necessary details or attachments that have been requested by your EY engagement teams. Documents Uploaded by EY 2 Find active documents that need your review and a history of all the documents EY has provided to you. Documents Uploaded by Me 3 Find all of the documents that you have provided EY, along with the ability to share new documents. Each document can be no larger than 8 MB. The types of documents that can be uploaded within GlobalOne are ZIP, PDF, TXT, JPG, GIF, BMP, TIF, DOC, DOCX, DOCM, DOTX, DOTM, XLS, XLSX, XLSM, XLTX, XLTM, XLSB, XLAM, KEY and CER. Consents 4 Displays consents that you have completed, along with the date signed and response status. You have the ability to download copies for your offline records, if you prefer. Page 5

6 CALENDAR Click to jump to that page. The CALENDAR tab is where you keep track of your days, locations, activities and projects. Enter your calendar information regularly to avoid recreating data at the end of the year Calendar 1 This view allows you to enter and review Calendar entries one month at a time. Toggle the Hide/Show button 2 to display all of the incomplete or missing days for the month highlighted in red. 8 9 My Standard Week 3 This allows you to create a week-long set of calendar entries that can be entered on your Calendar automatically. This is a way to update your Calendar with a single click for standard weeks. On accessing GlobalOne, the system will prompt you to complete your calendar with your standard week when two or more weeks of data, starting from today and looking backward, are missing. Lock My Calendar 4 Periodically lock your Calendar data to prevent unwanted changes. For most Tax Questionnaires, you will need to lock the Calendar data for the entire tax year before submitting the Questionnaire. Reports 5 Click to view multiple Calendar reports available to you. Reports can be exported to Excel or PDF. Calendar Summary 6 This feature displays a summary of 12 months of your Calendar data. The first column shows the number of missing days for each month. Change the month and year at the top of the page to display a different 12-month summary. Clicking on any of the months will navigate you to that month with the missing or incomplete days highlighted. Manage Locations 7 If this is the first time you are using the Calendar within GlobalOne, you will need to set up a location. You will be automatically directed to this section. Simply click Add Location to create your customized list. Locations can be added or removed at any time. Indicate which location is your default, and that location will appear at the top of the location drop-down. Manage Projects 8 Use to add a project and enter project codes. It is important to note that project tracking is an optional field in the system and is not mandatory unless otherwise communicated by your employer or EY contacts. Preferences 9 This feature allows you to define your Calendar preferences, such as Calendar reminder frequency, the first day of your week to display and the first day of your weekend. Page 6

7 CALENDAR My Standard Week Create a week-long set of calendar entries that can be entered on your Calendar quickly for your standard week. Steps to enter My Standard Week 1. Click the icon for My Standard Week. 2. Select the appropriate Location from the drop-down for the morning and afternoon of every day of the week. If the desired location does not populate in the drop-down, the location needs to be added from Manage Locations. 3. Select the appropriate Activity (e.g., Work, Non-Work) from the drop-down for the morning and afternoon of every day of the week. 4. If applicable, select the appropriate Project (if previously set up under Manage Projects) from the drop-down for the morning and afternoon of every work day. 5. If you want to add some of your standard Calendar entries to your Calendar, enter the Start Date and End Date to apply your standard Calendar entries. 6. Click Save once completed. Note that you can update your standard Calendar entries at any time. Lock my Calendar Periodically lock your Calendar data to prevent unwanted changes. For most Tax Questionnaires, you will need to lock the Calendar data for the entire year before submitting the Questionnaires. Click Lock my Calendar and follow the instructions to lock your Calendar data. Note that data must be locked in a sequential order (e.g., can lock earlier and/or later dates). Days that are locked display in the monthly view with a gray background. Note that once a day is locked, you will not be able to change the entries for that day. If entries that are locked need to be changed, send an to globalone.support@ey.com explaining that your Calendar needs to be unlocked. Page 7

8 CALENDAR Enter Calendar data Steps to enter Calendar data 1. Click Calendar. 2. Click on a day or highlight several days using a drag and drop motion in the monthly calendar. 3. Select the appropriate Start Date and End Date for your selection. 4. Select the appropriate Location from the drop-down. The default location will appear automatically. If a different location is desired, click the drop-down arrow and select the appropriate location. If the desired location is not showing in the drop-down, the location needs to be added. Click Manage Locations to add a new location. 5. Select the appropriate Activity. The default activity, Work, will appear automatically. If a different activity is desired, click the drop-down arrow and select the appropriate activity (i.e., Non-Work, Sick, Training, National Holiday, Vacation, Clear). 6. Select the appropriate Period for the day(s) selected (i.e., All Day, AM, PM). 7. If applicable, select the appropriate Project (if previously set up under Manage Projects) from the drop-down. 8. Enter Notes or additional comments that relate to the Calendar detail, if applicable. 9. Check the box for Override existing data if you are updating a day that already has data entered. 10. Click Save once completed. Clearing entries in the Calendar To remove previously entered data in the Calendar days, highlight the days and select the Activity as Clear, select Override and click Save for the day(s) you wish to clear. Page 8

9 CALENDAR Reports You can create different types of Calendar reports displaying your travel data with the Reports function. Depending on the information that you would like to retrieve, there are six report formats available. The following Calendar Reports can be run: Daily Breakdown Days by Country Days by Country by Month Days by Month for One Country Travel History Travel History for One Country Steps to create Reports 1. Click the icon for Reports. 2. Select one of the report types from the drop-down menu. 3. Select the Start Date and End Date for the report. 4. If applicable, select the country in the country drop-down. 5. Select either Excel or PDF from the File Type drop-down. 6. Click Export. Page 9

10 EY GlobalOne Tracer EY s mobile application for smartphones is available in app stores. This timesaving tool simplifies the tasks of accurate workday and location tracking using your device s GPS functionality. EY GlobalOne Tracer works in conjunction with GlobalOne to help you complete your calendar requirements. The application captures your location each morning and evening, and upon your initiated upload, your web-based GlobalOne Calendar will be updated. As EY GlobalOne Tracer is an extension of GlobalOne, you must log in to GlobalOne and complete all consents before using EY GlobalOne Tracer. Page 10

11 MY QUESTIONNAIRE 1 My Questionnaire gathers data for EY to provide services, such as immigration, tax briefings, preparing tax returns, etc. My Questionnaire is dynamic, meaning that some pages and questions will appear based on the answers you provide. 2 Select the MY QUESTIONNAIRE tab 1 and follow on-screen prompts to proceed. A separate Tax Questionnaire is provided for each tax year to collect information. In order to provide the most complete pre-population within the Tax Questionnaire, only one Tax Questionnaire can be accessed at a time. The Tax Questionnaires must be completed in the order of the earlier due date. Click the Questionnaire name to launch your Questionnaire. Due to the dynamic nature of travel and immigration, all non-tax Questionnaires can be accessed in any order. However, to provide the most complete pre-population, we suggest submitting any active instance before starting a new one. The first time you access a Questionnaire, the questions on the Welcome Page must be answered, and then click Begin. Clicking Begin will initiate the pre-population of your Questionnaire from all prior Questionnaires and data provided to EY. The Questionnaire remembers the page that you were on when you last exited the Questionnaire or logged out of GlobalOne. The next time you access the Questionnaire, it will open to the same page that you were on before. The Archived Organizers section provides access to all Questionnaires previously completed and submitted by you. 2 Page 11

12 MY QUESTIONNAIRE Navigation There are a few ways to navigate within the Questionnaire. At the top or bottom of each page, you can click Previous to move to the prior page, or click Save & Next to move to the next page. You can also navigate between pages by using the Navigation menu on the left side of the screen. 1 1 The data you have entered is automatically saved when you move from one page to another. In addition, you may save the data anytime while on the page by clicking Save. Make sure you click Save before logging out of the Questionnaire or GlobalOne. You can obtain on-screen help by placing your mouse over the blue circled i icons available within the Questionnaire. 2 Navigating away from a partially completed section will prompt a message window to appear, identifying additional information that is required. You may choose to Resolve later or Resolve now. Resolve later allows you to continue completing other sections of the Questionnaire and navigates you to the next page. 2 Resolve now keeps you on the current page and highlights questions (in red text) that require your attention. Within the Questionnaire, you may be asked to provide a document if it is required for EY to provide services. You will see a Browse Button 3, where documents can be uploaded. Prior to submission, the last section of the Questionnaire, called Required Documents, identifies all required documents based on your responses. The list of documents displays all documents, including those already uploaded. The Questionnaire can be submitted without uploading any documents; however, EY may not be able to start the appropriate work until the documents are received. Once you have entered all relevant data and required documents in My Questionnaire, click the Submit button located in the Review and Summary section. The Submit button will not be active until all required responses have been provided. Be sure that your Questionnaire is complete and accurate before submitting as information cannot be added, changed or modified via the Questionnaire after submission. A copy of the Questionnaire may be saved using the Export to PDF button. 3 Page 12

13 BUSINESS TRAVEL Depending on your circumstances and the services being provided by EY, you may receive access to EY GlobalOne Business Traveler to complete a travel assessment (immigration and/or tax) that collects information about your personal and travel data for further analysis of your travel plans. The BUSINESS TRAVEL tab allows you to complete a travel assessment that will identify your travel plans. Based on the information, EY will evaluate what, if any, pre-departure plans you must make and actions you must take to address the entry requirements for any destination countries. Once you access the BUSINESS TRAVEL tab, the Getting Started screen will display, listing the information you will need to continue. You can authorize someone else (e.g., manager, HR, executive assistant) to complete the questionnaires on your behalf. This person will be designated as your Questionnaire Preparer who can update and manage your travel data. Questionnaire Preparers can support multiple employees/travelers as they update and manage those travelers travel data. The tool can be accessed by navigating to the BUSINESS TRAVEL tab located in GlobalOne. Once you access the BUSINESS TRAVEL tab, the Getting Started screen will display, listing the information you will need to continue. For first-time users and non-globalone users, a link will be provided in a separate communication. The travel questionnaire should be completed at least three days prior to a planned departure to allow sufficient time for additional processing or review should it be required. Page 13

14 EY Assurance Tax Transactions Advisory About EY EY is a global leader in assurance, tax, transaction and advisory services. The insights and quality services we deliver help build trust and confidence in the capital markets and in economies the world over. We develop outstanding leaders who team to deliver on our promises to all of our stakeholders. In so doing, we play a critical role in building a better working world for our people, for our clients and for our communities. EY refers to the global organization, and may refer to one or more, of the member firms of Ernst & Young Global Limited, each of which is a separate legal entity. Ernst & Young Global Limited, a UK company limited by guarantee, does not provide services to clients. For more information about our organization, please visit ey.com. About EY's People Advisory Services As the world continues to be impacted by globalization, demographics, technology, innovation and regulation, organizations are under pressure to adapt quickly and build agile people cultures that respond to these disruptive forces. EY People Advisory Services believes a better working world is helping our clients harness their people agenda the right people, with the right capabilities, in the right place, for the right cost, doing the right things. We work globally and collaborate to bring you professional teams to address complex issues relating to organization transformation, end-to-end employee lifecycles, effective talent deployment and mobility, gaining value from evolving and virtual workforces, and the changing role of HR in support of business strategy. Our EY professionals ask better questions and work with clients to create holistic, innovative answers that deliver quality results EYGM Limited. All Rights Reserved. EYG no GBL en CSG No ED None This material has been prepared for general informational purposes only and is not intended to be relied upon as accounting, tax or other professional advice. Please refer to your advisors for specific advice. ey.com