REPUBLIC OF UGANDA MINISTRY OF FINANCE, PLANNING AND ECONOMIC DEVELOPMENT. Supplier and Employee E-Registration User Guide

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1 REPUBLIC OF UGANDA MINISTRY OF FINANCE, PLANNING AND ECONOMIC DEVELOPMENT Supplier and Employee E-Registration User Guide June 2014

2 FOREWORD Ministry of Finance, Planning and Economic Development has been involved in implementing wide-ranging Public Financial Management reforms aimed at enhancing accountability and transparency. Notable among these reforms, is the roll out of the Oracle based Integrated Financial Management System (IFMS) designed to make use of modern information and communication technologies to help Government plan and use its financial resources more efficiently and effectively. The introduction of the Supplier/Employee Master data Registration and Validation Web Portal marks yet another milestone in Government of Uganda s mission to modernize its financial management systems. The Web Portal provides an efficient means of transmitting master data information for approved suppliers and employees from Government Entities to Ministry of Finance, Planning and Economic Development for upload into the IFMS for payment processing. It is expected to improve service delivery by facilitating timely registration and validation of Supplier/Employee identification information to be captured on IFMS. The Web Portal is targeted to cover registration and validation of Suppliers and Employees in Ministries, Agencies and Local Governments currently using the IFMS for financial management processes. This guide provides simplified steps to be followed by Suppliers and Employees while using the Master data Registration and Validation Web Portal. I urge all IFMS Ministries, Agencies, Local Governments, Government Suppliers and Employees to embrace this tool. My office is ready and committed to providing all the necessary support to ensure smooth implementation of this new reform initiative. Lawrence Semakula Acting Accountant General Ministry of Finance, Planning and Economic Development June 2014 Supplier/Employee e-registration: Step by Step Guide Page 2

3 E-REGISTRATION - STEP BY STEP GUIDE FOR EMPLOYEES & SUPPLIERS PART 1: Step1: User inputs URL For New Registration o Select New Registration Supplier/Employee e-registration: Step by Step Guide Page 3

4 Click Here Supplier/Employee e-registration: Step by Step Guide Page 4

5 Step2: Select party type as appropriate Depending on whether you are making an application as a Supplier or Employee. Select party type Supplier/Employee e-registration: Step by Step Guide Page 5

6 Step3: Input your Tax Identification Number (TIN) and click the search button. Provide your TIN Click to search A verification Code shall be sent to your registered address. TIP: Click the submit button only once so that one code is sent. Otherwise select the latest code if you make multiple clicks. The code is only valid for 24hrs from the time of clicking the submit button Supplier/Employee e-registration: Step by Step Guide Page 6

7 Step4: Log onto your registered address (appearing under your TIN Profile) and check for the mail from Ministry of Finance. It will bear the code you shall provide for the application. Input the Code and click on the search button Provide your verification code from your and click search Supplier/Employee e-registration: Step by Step Guide Page 7

8 Step5: Your supplier or Employee EFT Payment details Form shall be returned. Provide the Vote name as appropriate Select the vote name Provide your bank details for which payment should be made Select the Bank Branch details Provide the account number and select the appropriate currency. Submit your application. Supplier/Employee e-registration: Step by Step Guide Page 8

9 Bank Branch A/C Number Currency Submit TIP: Additional information such as; postal address, plot number etc, may be added. The grayed out fields can only be changed by updating your TIN details from URA, by following this link Supplier/Employee e-registration: Step by Step Guide Page 9

10 Step6: A registration confirmation bearing your details, as well as the address to which the approval notification has been sent shall be returned. Please check your registered for the details. PART 2: Supplier/Employee e-registration: Step by Step Guide Page 10

11 1.1 TRACK YOUR STATUS (NEW APPLICANTS): On the Home page, click under the Employee/Supplier Menu and select Application status. Select application status Supplier/Employee e-registration: Step by Step Guide Page 11

12 Provide your TIN and click on search Provide the TIN Search Supplier/Employee e-registration: Step by Step Guide Page 12

13 Your application should indicate status applicable. The available status may include any of the following; o Submitted o Verified o Approved o Rejected o Downloaded Application status TIP: This information shall be uploaded into IFMS and a confirmation mail shall be sent to your registered within 2 working days. Supplier/Employee e-registration: Step by Step Guide Page 13

14 1.2 AMENDMENT/VALIDATION OF SUPPLIER/EMPLOYEE DETAILS ALREADY EXISTING ON IFMS To amend/validate your supplier/employee details, please follow these steps; On the Home page click on Employee/Supplier Tab. Select Registration Amendment Click here Supplier/Employee e-registration: Step by Step Guide Page 14

15 Provide your TIN and click on the search button Provide the TIN Search Supplier/Employee e-registration: Step by Step Guide Page 15

16 Log onto your registered address (appearing under your TIN Profile) and check for the mail from Ministry of Finance. It will bear the code you shall provide for the application. Input the Code and click on the submit button Provide your verification code from your and click search Supplier/Employee e-registration: Step by Step Guide Page 16

17 Enter your bank account on which payments are made on the IFMS and Click Search Details of your account information will be displayed as below: Click here Enter Account on IFMS Click here Click Amend Details to Enter Vote to Submit to and your account details Make use of the Track your status facility on the home page to keep track of your application. Supplier/Employee e-registration: Step by Step Guide Page 17

18 STEP BY STEP GUIDE FOR THE VERIFICATION AUTHORITY (HR/PROCUREMENT) Step1: On your web browser type in the URL On the Home page, under the Ministry Staff Tab, click on Log in Click here to log in Supplier/Employee e-registration: Step by Step Guide Page 18

19 Step2: Provide your Log in details as the Verification Authority and proceed with Logging in Login with your credentials TIP: The verifying authority is created by the administrator through USER/ACCESS CHANGE FORM D Supplier/Employee e-registration: Step by Step Guide Page 19

20 Step3: As the Verification Authority HR/Procurement; You may perform any of the following functions in your account o Reset password o Manage pending verification applications o View and download all the reports you may need to support your decision Under the manage Tasks tab, o View all pending verifications Click to view pending verification applications Supplier/Employee e-registration: Step by Step Guide Page 20

21 Step4: Click View Details to view the form Click to view details Supplier/Employee e-registration: Step by Step Guide Page 21

22 Exercise your role by either verifying, or rejecting the application depending on the submitted details in the application. Click to Verify/reject TIP: The verified application proceeds for approval Supplier/Employee e-registration: Step by Step Guide Page 22

23 If a rejection decision is reached, please provide the rejection remarks. Provide remarks for rejection Supplier/Employee e-registration: Step by Step Guide Page 23

24 The pending verification applications may be downloaded into excel for analysis Click to download applications Supplier/Employee e-registration: Step by Step Guide Page 24

25 Step5: Reset Password Under the user management tab, you may reset your password when the need arises In order to reset your password follow these steps. o Under User Management click on Reset Password Click to reset password o The change password form shall be returned o Fill in all the fields as required, correctly. o Click on change password Supplier/Employee e-registration: Step by Step Guide Page 25

26 Provide details You shall receive a confirmation that your password has been changed Confirmation Supplier/Employee e-registration: Step by Step Guide Page 26

27 TIP: Log out of your account so that you can log in afresh with your new password. Log out and in again with the new password Supplier/Employee e-registration: Step by Step Guide Page 27

28 Step6: View Reports You may view reports under the Reports tab Click to view reports Supplier/Employee e-registration: Step by Step Guide Page 28

29 The available reports include the following; o Rejected applications o Approved applications o Verified applications o All applications Select desired report All these reports are available for download into excel for analysis. Supplier/Employee e-registration: Step by Step Guide Page 29

30 STEP BY STEP GUIDE FOR THE APPROVING AUTHORITY Step1: On your web browser type in the URL On the Home page, under the Ministry Staff Tab, click on Log in Click here to log in Supplier/Employee e-registration: Step by Step Guide Page 30

31 Step2: Provide your Log in details as the Approving Authority and proceed with Logging in Provide your details and login Supplier/Employee e-registration: Step by Step Guide Page 31

32 Step3: As the Approving Authority you can perform three functions o Manage all pending applications o Reset password o Download all the reports you may want Under Manage tasks, o View all pending approvals Click to view all applications pending approval Supplier/Employee e-registration: Step by Step Guide Page 32

33 Select to view details of the application that you wish to approve Applications pending Exercise your duty as the approving authority to either approve or reject the application depending on the details captured in the application Supplier/Employee e-registration: Step by Step Guide Page 33

34 Click to Approve or reject application TIP: Approved application proceeds to Treasury for upload into IFMS. Capture rejection remarks if option to reject is reached. Avail rejection remarks if the option is to reject. Supplier/Employee e-registration: Step by Step Guide Page 34

35 You may download the approved applications into excel for analysis Click to download into Excel Supplier/Employee e-registration: Step by Step Guide Page 35

36 Step4: Password Reset. Under user management, you may reset your password Remember to log out and login again with your new password In order to reset your password follow these steps. o Under User Management click on Reset Password Click to reset password o o The change password form shall be returned Fill in all the fields as required, correctly. Supplier/Employee e-registration: Step by Step Guide Page 36

37 o Click on change password Provide details You shall receive a confirmation that your password has been changed Confirmation Supplier/Employee e-registration: Step by Step Guide Page 37

38 TIP: Log out of your account so that you can log in afresh with your new password. Log out and in again with the new password Supplier/Employee e-registration: Step by Step Guide Page 38

39 Step5: View Reports Under the view reports tab, click to view reports Click to view reports Supplier/Employee e-registration: Step by Step Guide Page 39

40 The available reports include the following; o Rejected applications o Approved applications o Verified applications o All applications(including pending) Available reports All these reports are available for download into excel to allow for analysis. Supplier/Employee e-registration: Step by Step Guide Page 40