EmployerLink User Manual

Transcription

1 EmployerLink User Manual If you are having any difficulties with EmployerLink, please contact Incolink directly on (03) or *. *Free for those calling from outside the metropolitan area although this service is not available from mobile phones. Page 1

2 Contents Incolink EmployerLink... 3 How to navigate Incolink EmployerLink... 4 Manage Workers... 5 Workers List Screen... 6 Edit Worker Personal Details... 6 Add New Worker... 7 Edit Worker Employment Details Worker with claims pending Invoices The steps in processing invoices Invoices List Screen Invoice Summary Screen Paid/Tax Invoices...20 Invoice Details Screen Company Details Authorised Contacts Third Party Access (e.g. Bookkeepers) My Profile Password Reset Job Vacancies Service Contact Incolink Service Page 2

3 Incolink EmployerLink EmployerLink is an online service designed to help you manage worker contributions more efficiently by providing a facility to process your monthly return in an online environment via the Internet. In addition, the service allows you to make payments electronically over the Internet, in a secure transaction environment. The steps required for you to process your monthly invoices are as follows: 1. Manage Workers Manage Workers will allow you to add new workers, reinstate workers, amend employment records for existing workers and terminate workers. Updates to Manage Workers will automatically calculate the contributions payable for a worker, based on the start date or termination date specified for each unpaid invoice. 2. Process Invoices Review and amend contribution amounts for unpaid invoices, inform Incolink that your changes have been completed (by finalising an invoice), and submit your payment. Once payment is received and your invoice is processed by Incolink, a tax invoice will be ed to you and will also be available online. Page 3

4 How to navigate Incolink EmployerLink The EmployerLink screen has features to help you navigate around the system. The main menu The main menu runs along the left hand side of the screen. It contains an option for each of the key areas available through EmployerLink. The sub menu Some main menu options (e.g. Invoices ) have a sub menu. Sub menu options display when you click on a main menu option and collapse when you click other options in the main menu. Each sub menu option corresponds to a task you can perform in that particular service. Clicking on a sub menu option will display its corresponding screen. Switch Funds EmployerLink will only ever display an individual Fund s workers and invoices in a single session. Therefore, if you are an employer who is active in both Fund 1 and Fund 2, click the [Switch to Fund 1/2] option under the Home main menu to access your workers and invoices for the different Fund Page 4

5 Manage Workers Manage Workers enables you to add new workers, terminate workers, change an employment status of a worker, reinstate past employed workers and manage existing workers and apprentices in EmployerLink. For the remainder of this document we will refer to both workers and apprentices as workers. Where something is specific to apprentices only, we will refer to them as apprentices. Manage worker will automatically calculate the contributions payable for a worker, based on the start date or termination date that you specify. We highly recommend you managing workers before processing your invoice. Page 5

6 Workers List Screen TheWorkers ListScreen displays both currently employed and past employed workers in your company by default. You may choose to filter the list by current or past employed workers using the Status drop down list. You may filter the list by workers modified today by selecting the Modified Today using the Status drop down list. You may choose to search for a specific employment type (Permanent, Casual, Staff or Apprentice) of workers by selecting from the Employment Type drop down list. You may find a specific member by surname. From the worker list page, you can click on a worker s number to edit the worker s employment record (i.e. change the worker s employment details or terminate the worker). To edit an existing worker s address, click on the worker address. Edit Worker Personal Details To edit the personal details of the worker, click on a worker address. Note: To change personal details other than the worker s address, you must contact Incolink. Page 6

7 Add New Worker To add a new worker, click [Add New Worker]. To add a new worker who is an existing Incolink member and has an Incolink registration number, insert the worker s member number, date of birth and surname in the fields provided and Click Search. Page 7

8 1. The Incolink member number, date of birth and surname must match the existing Incolink records exactly. Once a match is found, continue to the following page and: a. Specify the contact information, and the current residential address. b. Specify the employment type, the start date of the employment and the trade type. c. If Apprentice is selected as employment type, specify apprenticeship information. To add a new Worker who is not registered with Incolink, 1. Click [New] to Create a New Worker a. Specify personal details, the contact information, and the current residential address. b. Specify the employment type, the start date of the employment and the trade type. c. If Apprentice is selected as employment type, specify apprenticeship information. d. If Apprentice started an apprenticeship with a previous employer, details of existing apprenticeship will be displayed. If you would like to change the apprenticeship details or suspend the existing apprenticeship and commence a new one, please contact Incolink. If the worker recently completed an apprenticeship and would like to start a new one, please contact Incolink. Page 8

9 If you wish to recommence an existing worker who you have previously terminated, filter the list of workers to past employed, click on the worker number, click on the recommence this worker link, update any personal details and employment details and click Save. Page 9

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11 Edit Worker Employment Details To edit the employment record of a worker, click on a worker s number. If the employment status is currently employed (i.e. the worker is not terminated) use the options at the top of the page to either (1) Change Employment Details or (2) Terminate Worker Page 11

12 Change Employment Details: You can change the trade type of a worker You can change the employment type of a worker (e.g. from Permanent to Casual). Changes to a worker's employment type will update all invoices which have not been finalised. To change the employment details of a worker on an invoice that has been finalised, please contact Incolink. If a worker is or was on work cover, you can also specify the start date and end date of the worker cover record. Terminate Worker: You can specify the end date of the employment and the reason of the termination if Terminate Worker button is selected. If your company is paying PSLI for the worker, you will be prompted to specify the number of Sick Days Taken during the worker s Page 12

13 employment with your company. This is required under the terms of the Portable Sick Leave Insurance Trust Deed and is necessary for calculating the worker s PSLI entitlements. You must supply this information if you are paying PSLI for the worker or you will be unable to finalise your return. When you terminate an apprentice, details regarding the end of the apprenticeship must be provided. If apprentice finished their apprenticeship, submit completion date. Tick the box provided, if the apprentice did not complete their apprenticeship. Recommence a Worker If you wish to recommence a worker who was previously terminated by your company, view the list of past employed workers, click on the worker number and follow the prompts. Apprentice finishing apprenticeship When an apprentice finishes their apprenticeship and continues to work with you as a permanent/casual worker, change the employment type to permanent/casual and specify the required apprenticeship details such as Apprenticeship Status (Completed or Not Completed) and Completion date or Not Completed date Page 13

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15 Worker with claims pending Where a worker has submitted a claim where no termination details have been provided by your company yet, you will be notified on the Workers List Screen. Click on link and terminate worker by providing all required termination details. Page 15

16 Invoices The Invoices tab will enable you to: View and process your invoices: o o o View the list of your recent provisional invoices and paid invoices (see: Invoice List Screen). View current invoices (see: Invoice Summary Screen). Edit contribution details for your workers and apprentices (see: Invoice Details Screen). o Finalise and print invoices (see: Invoice Summary Screen). oview historical invoices. o Print tax invoices. View Fees and Credits o View a list of fees (e.g. late fees) and credits. View Payments Remitted o View a list of payment remitted in the past 12 months and download payment receipts. Page 16

17 The steps in processing invoices As a registered EmployerLink user you will be actively participating in the Incolink invoice processing workflow. By using this electronic system you have the ability to make adjustments to invoice contributions as required and to get an accurate and exact indication of the total amount payable for an invoice period. For each invoice that is issued by Incolink, you will need to review and amend contribution amounts, inform Incolink that your changes have been completed (by finalising an invoice), and submit your payment. The standard steps in processing invoices are as follows: 1. A new invoice is created: At the end of each invoice period, Incolink will issue you an invoice. You will be notified by and the invoice will be in a provisional state. 2. Manage Workers: Please refer to Manage Workers 3. Review, amend and finalise invoice: Your role is to review and adjust contributions (as required) using the Invoice Details screen, and to finalise the invoice using the Invoice Summary screen. 4. Submit your payment: Once an invoice has been finalised, you will be provided with the details for the various payment options from the Invoice Summary screen. Your invoice will remain finalised until payment is received and processed by Incolink. 5. Payment is received: Once payment has been received and processed by Incolink, your invoice will be converted to the paid state. Once your payment has been processed by Incolink, you may print a receipt via the Payment Remitted in the sub menu of Invoices. You will also have ongoing access to historical invoices. Invoices List Screen The Invoices listscreen displays all unpaid invoices and paid/tax invoices. From this list, click on an invoice number to view the Invoice Summary screen. Tax Invoices are only available once an invoice is paid. To view or print a tax invoices, click on a paid invoice number. For more information in relation to invoice status, see: The steps in processing invoices. Page 17

18 Invoice Summary Screen The Invoice Summary screen shows summary information for a single invoice period. From this screen you can: View basic invoice information (Invoice No, Issue Date, Invoice Type, Invoice Status, Validation Errors, Invoice Total, etc.). View amounts payable for each contribution type (Redundancy, IPT, PSLI, CTP and APP Days) and the net amount payable for the invoice. View instructions for the various payment options. Finalise an invoice for payment (unpaid invoices only). Print a remittance advice (once the invoice has been finalised for payment). Click to view (and edit) details of individual contributions for an invoice. View due date under the Invoice Details screen as an indication of the date by which you should have completed all amendments to contributions for the invoice, finalised the invoice, and submitted your payment to Incolink. If you have other outstanding amounts (i.e. fees and credits), it will be shown under the Invoice Total, and followed by the Total Payable amount which your company has due for the invoice once the invoice if finalised. Page 18

19 Provisional Invoices If the state of an invoice is Provisional you are required to: Make adjustments to invoice contributions for individual workers and apprentices as required. Finalise the invoice before you submit your payment to Incolink. To view the Invoice Details screen click the [Edit] link. Note: The [Edit] link may be unavailable and may be replaced with a link to [View] the invoice in read only format. The reason will be presented on the page. Once you have completed editing the invoice, you must finalise it before you submit your payment to Incolink. Once an invoice has been finalised you will no longer be able to make further adjustments for the selected invoice period. To finalise the invoice click the [Finalise] button. Finalised Invoices You are required to finalise invoices before you submit your payment to Incolink. By finalising an invoice you are committing to pay the final amount specified for all the contributions you have made to individual workers and apprentices. Once an invoice has been finalised it is in a state that can no longer be modified. It is important that you finalise invoices so that payments received by Incolink can be readily reconciled. To amend a finalised invoice you must contact Incolink. If an invoice is in the finalised state, you will be able to print a remittance advice of the invoice. Please note: It is important that you submit payment to Incolink once you have finalised the invoice. Invoices will remain in the finalised state until payment has been received and proceed by Incolink. A tax invoice will be available once Incolink has processed by Incolink and set to Paid. Page 19

20 Paid/Tax Invoices Paid invoices cannot be modified. You can: View a full breakdown of all the contributions made in the period. View or print a tax invoice. Click on the invoice ID. Page 20

21 Back Payments To make a back payment, please contact Incolink. Invoice Details Screen The Invoice Details screen provides you with a facility to make adjustments to invoice contributions for individual workers and apprentices. From this screen you can: Review and alter (where applicable) contribution amounts for your members. Access and change the employment record of your members. Terminate members, however we recommend you do terminate workers via Manage Workers before you commence processing your invoice. The Invoice Details screen will show contribution details for both workers and for apprentices. Your worker and apprentice members will be displayed in a single page for companies which have less than 50 workers on their invoices. For companies which have more than 50 workers on an invoice, workers will be displayed on a page that corresponds with the first letter of their surname. Use these letters to navigate the system. Page 21

22 Please note: If the letter of the alphabet is a Bold/Underlined letter, you are on the current page. If the letter of the alphabet is RED, this page has validation errors and needs to be reviewed before you can finalise the invoice. If the letter of the alphabet is GREY, there are no workers on that letter. For each page, workers and apprentices are sorted by their surname. If the invoice is in a provisional state you will be able to make amendments to the contributions for individual members (where applicable). Once changes have been made to the record for an individual member, the contribution total for that worker will change. Click Save to commit your changes and run a validation script to see if you contributions comply. To terminate a member, you may click the worker name. Specify the termination date and contribution amounts for the member will be automatically adjusted based on this date submitted. If you are an employer with workers in one or more groups, click on the worker name to add or remove the worker from a group. Page 22

23 Company Details The Company Details screen displays the following information : Company Names, ABN/ACN, BPAY Customer Ref Your Telephone Security PIN Company contact numbers Company Addresses Company Contacts To edit your company information or a company contact, your user account must be set to EmployerLink SuperUser. Page 23

24 Authorised Contacts To add or amend a company contact, you must be the EmployerLink SuperUser. To create a new contact, click on [Add New Contact]. To amend or set a contact to inactive, click on the user s name. From the contact edit page you can: Provide a contact s name, title, and contact details. Specify the Incolink Primary Contact for your company. In most instances this will be your payroll administrator or a person within your accounts department. Apply EmployerLink permissions to a user account: o None No access to EmployerLink. o User Access to edit and finalise invoices, update their profile details. o SuperUser Access to all areas. Inactivate or reactivate a user account. All EmployerLink Users and SuperUsers will be sent notifications when the monthly invoice is generated and distributed. Page 24

25 Please note: To deactivate a director, you must contact Incolink. Third Party Access (e.g. Bookkeepers) If you have a third party (such as a bookkeeper) that you would like to provision access to so that they can complete your invoice, just set them up as a contact. Page 25

26 My Profile The My Profile page allows you to update your EmployerLink user account details and provides a link to reset your password. If you have access to EmployerLink and you are not a SuperUser and you need to change your address, please have your SuperUser log in and update your details or contact Incolink. Password Reset Your Incolink EmployerLink member number and password are used to verify your identity when you login to EmployerLink. For this reason, it is important that you keep your member number and password confidential to ensure the security of your account. All passwords must be at least 6 characters in length and must contain at least one number and one letter. Your new password cannot be identical with your old password. Page 26

27 Job Vacancies Service Job Vacancies Service enables you to: Add a new job vacancy for your company. View historical job vacancies. Clone a job vacancy from a historical job. Contact Incolink Service To contact Incolink. 1. Select the subject of your message from the drop down list. 2. Input your message in the textbox. 3. If applicable, attach documents. 4. Click [Send] Button. Page 27

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