Electronic Schedule Manual - National Insurance Scheme
Contents
1. 46 152 00 46 152 00 3 600 00 2 400 00 Figure 13 Column one 1 Choices After enabling of the macros careful attention should be placed in the population of the excel sheet All values MUST be entered individually in order for the sheet to perform calculations correctly Employers should start by populating the header section of the sheet and then proceed to entering the employee details Again all values MUST be entered individually from leftmost to right of the sheet All totals are calculated automatically When populating or updating the sheet excel shortcuts such as cut and paste or dragging of values is not recommended since this will result in calculation inaccuracy Each cell must be populated individually Schedule frequency is set to monthly as default Extreme caution should be exercised in making sure the correct frequency weekly or monthly is chosen before the population of the excel sheet Switching between frequencies after the sheet has been populated will result in calculation inaccuracies and discrepancies in the amount due and grand totals National Insurance Scheme Electronic Schedule Submission Page 9 3 2 3 Summary Information To the right side of the header is a summary of the details entered categorized by the age of the contributors sixty and above fifteen and below and regular and by those paying above and below the limit of 11 538 for weekly paid workers and2. 20051203 20051203 20051203 20051203 20051203 20051203 001224200503MA10039097FREDER 20051203 001224200503I1A102712376000 INGS 20051203 001224200503I1A10281517LOWDEN 20051203 00066 001224200503MA10286638TROTMAN 20051203 00000000000000000000000000000000000000000004826 Figure 1 Sample Electronic Schedule National Insurance Scheme Electronic Schedule Submission Page 6 3 Manual Payroll Systems 3 1 The Microsoft Excel Schedule File Submission For employers with a manual payroll system there is a Microsoft Excel file available which can be used for the creation of the required electronic schedule text file This Excel file requires that the user enter specific details which will be used to generate this text file A sample of the file is shown below 0 00 0 00 Date Period 1 Date Period 2 Date Period 3 Date Period 4 Date Period 5 printable View clear Details_ YYYY MM DD YYYY MM DD YYYY MM DD YYYY MM DD YYYY MM DD 01 Jan 2013 300 000 00 0 00 f Wages for Wagesfor Wagesfor Wagesfor Wages for ara HEA a ployer Employee First Name Period 1 Period 2 Period 3 Period 4 Period 5 pesme sS s Ea 2 Tan ca NIGEL 300 000 300 000 00 150 628 00 12 653 00 l Figure 2 Section of the Excel file 300 000 00 0 00 0 00 0 00 0 00 A12345678 National Insurance Scheme E
3. 50 000 for monthly paid workers somo lt __ Monthly 300 000 00 Sasoso 000 f saoo 0 000 00 socam ooo oo Figure 5 Header Summary Section Actual Earnings above 50 000 The 59 15 subsection depicts the number of persons above the age of 59 and those below the age of 15 The Regular subsection depicts the persons who are between the ages sixteen 16 and fifty nine 59 For both subsections the values in red represents the monetary values and those in blue represent the count or number of persons In order to facilitate the completion to two CS3 forms the totals have been color coded All totals in the green area represent payments above the aforementioned limits of 11 538 for weekly and 50 000 for monthly paid workers calculated at a rate of 14 or 8 4 for employer and 5 6 for employee All totals in the yellow area represent payments below the aforementioned limits of 11 538 for weekly and 50 000 for monthly paid workers calculated at a rate of 13 or 7 8 for employer and 5 2 for employee For example the top row in figure 5 color coded green represents percentages and totals for persons paying above the limits for the respective frequencies weekly or monthly The second row color coded yellow represents percentages and totals for persons paying below the limits for the respective frequencies weekly or monthly Actual and insurable earnings are also color coded to separate
4. Schedule Submission Page 11 a sooo som soo oo s30000000 Sisosasoo sooo 000 Figure 8 Header Summary Section Above 59 years old below 50 000 Figure 8 represents the same two contributors as in Figure 7 The only difference here is that the contributor with actual earnings below the limit is actually over the age of 59 As such his totals are placed in the yellow section of the over 59 row There is also a Grand Total subsection which displays the total of the previous two sections All values in this section are automatically calculated National Insurance Scheme Electronic Schedule Submission Page 12 3 2 4 Header buttons The header also contains three 3 buttons now located on the left side of the sheet labeled Printable View Clear Details and Create Text File images shown below Printable View Clear Details Create Text File TSA Figure 9 Header Buttons 1 Printable View Takes the users to a print preview which can be used to print the details This printout must be on legal size paper because of the width of the document It is important to note that the excel file is six hundred and ten 610 lines in length Should the document not be printed using the Printable View button all blank lines will be printed 2 Clear Details Clears all payment details leaving the header information Can be used if the current file is bein
5. but if the macros are legitimate you might lose some Functionality Disable Macros Figure 21 Security warning If no prompt was shown the user must select Options from the Tools Window Help F7 Tools EG Pel Data Spelling Research Alt Click Error Checking Shared Workspace Share Workbook Protection Online Collaboration gt Formula Auditing gt Customize Options Figure 22 The Tools menu National Insurance Scheme Electronic Schedule Submission The following screen would be displayed File encryption settings For this workbook Password to open File sharing settings for this workbook Password to modify C Read only recommended Digital Signatures Privacy options C Remove personal information from file properties on save Macro security Adjust the security level For Files that might contain macro viruses and specify names of trusted macro developers Figure 23 The Security tab Macro security must then be modified click the Macro Security button Security Trusted Publishers O Very High Only macros installed in trusted locations will be allowed to run All other signed and unsigned macros are disabled High Only signed macros from trusted sources will be allowed to run Unsigned macros are automatically disabled Medium You can choose whether or not to run
6. potentially unsafe macros Low not recommended You are not protected From potentially unsafe macros Use this setting only if you have virus scanning software installed or you have checked the safety of all documents you open Figure 24 The Macro Security options National Insurance Scheme Electronic Schedule Submission Page 26 The user must set the security level to either Medium which will ensure that a prompt is shown when the file is opened or Low which will ensure that macros are always allowed when Excel files are opened National Insurance Scheme Electronic Schedule Submission Page 27 5 Submitting the file to NIS When submitting the electronic schedule to NIS there are a few things which should be noted These are very important and care should be taken to ensure that these are understood and followed NIS requests a file in simple text and of a specific format described in the section Requirements for generating the text file Should any other format be submitted these will be returned to the employer and the correct format will be expected to be returned before the next pay period and interest may be charged The media must be suitably labeled That is a label including the employer registration number name and contact information should be attached The media should only contain the current electronic schedule or schedules there should be no additional files on the m
7. system matches the specified format exactly The following table describes the required fields Table 1 Description of required fields Offset Item Type Size 11 MONTH ZONED UNSIGNED 2 82 DATE_OF_PERIOD4 CHARACTER 90 DATE_OF_PERIODS CHARACTER 98 WAGES _PERIOD1 CHARACTER 108 WAGES_PERIOD2 CHARACTER 118 WAGES_PERIOD3 CHARACTER 128 WAGES_PERIOD4 CHARACTER 138 WAGES_PERIOD5 CHARACTER 148 EMPLOYEE_CONT_AMOUNT CHARACTER 158 EMPLOYER_CONT_AMOUNT CHARACTER 168 WEEKS WORKED CHARACTER National Insurance Scheme Electronic Schedule Submission Page 4 S Offset describes the position in the file relative to the beginning of each line Field name REGNO YEAR MONTH FREQUENCY SSN SURNAME FIRST_NAME DATE_PERIOD1 5 WAGES_PERIOD1 5 EMPLOYEE_CONT_AMOUNT EMPLOYER_CONT_AMOUNT WEEKS_WORKED Description Employer Registration number Should be packed with zeros to the left e g Registration Number 1224 should take this format 001224 Contribution Year All four digits for the year must be entered e g 2005 Contribution Month The entry for the month should be two digits e g 05 for May 10 for October Schedule type Frequency represents the schedule type that is M for monthly W for weekly and F for fortnightly National Insurance Number The Employee s NIS number e g B11366648 This should be nine characters in length If the NIS number is less than nine characters the field must be packed with blank
8. the Electronic schedule Microsoft Excel program and a text file extracted from the employer s payroll 1 1 About this Guide This guide was developed by the Research and Information Systems Division of the National Insurance Scheme and describes the options available to employers for submission of electronic schedules 1 2 Who Should Read This Guide This guide is aimed at any person or group of persons acting on behalf of an organization and requires guidance on the electronic schedule submission requirements and procedure 1 3 Keys At different points throughout the manual two illustrations will be used The first re Indicates points to be noted notes and the second A Indicates key points extremely important points to note National Insurance Scheme Electronic Schedule Submission Page 3 2 Requirements 2 1 Requirements for generating the text file The submission of an electronic schedule by employers basically means that each employer is now required to submit their schedules in an electronic form in a predefined format compatible with the software used by the National Insurance Scheme Employers with an electronic payroll system may find it easier to have their current system configured to generate the required text file rather than by using the available Excel file which would require entry of all their employees and their payment details However such employers must ensure that the data generated from their
9. those totals that have been derived from payments above and below the limits for the respective frequencies The totals in Figure 5 represent that of a contributor with actual earnings of 300 000 in a monthly schedule As such his totals will be calculated at 14 and displayed in the green area which represents earnings over the 50 000 limit for monthly schedules National Insurance Scheme Electronic Schedule Submission Page 10 Figure 6 Header Summary Section Actual Earnings below 50 000 Figure 6 represents a monthly schedule with contributor actual earnings falling below the 50 000 limit This means that the earnings would have been calculated at a rate of 13 and placed in the yellow section As such deductions would have been calculated at 7 8 for employer and 5 2 for employee All totals in this scenario will be tabulated in the yellow area of the file saso szosnoo somo Figure 7 Header Summary Section Above and Below 50 000 Figure 7 represents a monthly schedule with a total of two contributors one earning above the limit of 50 000 and the other earning below Again the sheet automatically groups these totals under the respective sections in order to facilitate the completion of two CS3 forms Here we can see the actual and insurable earnings for over the limit in the green section and the actual and insurable earnings for under the limit in the yellow section National Insurance Scheme Electronic
10. NATIONAL INSURANCE SCHEME NIS User Guide Electronic Schedule Submission v6 3 Created by the Research and Information Systems Division June 2013 This document contains proprietary information and may not be reproduced in any form without the expressed permission of the National Insurance Scheme Contents 1 Fre ters hoi 8 6 sr 3 11 About this GUNG ssssisisriisinar i 3 1 2 Who Should Read This Guide ssssssssssssssssesssssrnsrsssnssrnnnsresssnnnnnsnns 3 V3 KEYS iissa cot accent ec ead a aea aeaa dar d RTE 3 2 Reg irements saicicscecdsociesincivndcaudiavescpeveatvazanatitaeiadedsnasuaneccteessseudus 4 2 1 Requirements for generating the text file oes 4 3 Manual Payroll Systems issis 7 3 1 The Microsoft Excel Schedule File Submission 7 ie Ee Ue CS states eens trades cece atic orem vende ra deaaeetcin paren 8 52 E e E a E E e E A A A 8 3 2 2 Populating and updating the excel sheet nsss 9 3 2 3 Summary information cesses 10 22A Header UNS esac eees eerste a 13 3 2 5 Contribution periods cicsccticiccctseteiencatndninncunaiatve 13 3 2 6 Entering employee details 15 3 2 7 Deleting TOWS mere epee me Dream renee nee mT er 17 3 2 8 Extracting summary information 18 3 2 9 Exporting data to TOXIC sisisicsdcecisavisiiuacsisnieuianceiemusndiata 20 3 210 Contribution COMINGS siiani 22 A Enaplhng Macros sssrin 23 UE i e e OO 7 E E eee ete ee 23 AZ OMe 2003 rosos 25 5 Submitting the file to NIS
11. TIONS 71 72 NUMBER 74 7 5 76 MONTHLY CORRESPONDING OF ACTUAL INSURABLE EMPLOYER WEEKLY EMPLOYEES 1 53 Less than i 500 Lessthans3a600 o e E 1500andover_ 34600andover Jo o o o o oo o d L O 8 AMOUNTPAYABLE 9 I hereby declare that the payments made are in conformity with the National Insurance and Social Security Regulations The total remittances for the year to date is 10 The schedule of employees consists of pages 11 Signature of Employer or Representative 12 Date 13 Employer s Stamp FORM CS3 R amp P Dept Revised March 2006 Figure 25 Contribution Summary Scheet CS3 National Insurance Scheme Electronic Schedule Submission Page 30
12. been disabled Macros might contain viruses or other security hazards Do not enable this content unless you trust the source of this file Note The content signature is valid but you have not chosen to trust the entity that published this content More information File Path C Documents and Settings All Users wizard wiz Signature Signed by Microsoft Corporation Certificate expiration 11 24 2003 Certificate issued by Microsoft Code Signing PCA Show Signature Details Help protect me from unknown content recommended O Enable this content Trust all documents from this publisher open the Tt Center C Coe Figure 20 Macro Security To enable macros the user must select the Enable this content and click okay If the user is not prompted he or she can use the Excel Options available from the Microsoft Excel main menu then selecting Trust Center then Trust Center Settings then modifying Macro Settings National Insurance Scheme Electronic Schedule Submission Page 24 4 2 Office 2003 In Microsoft Excel 2003 depending on your security settings you may be prompted to enable macros when the file is opened If so prompted the user must select Enable Macros Security Warning C Documents and Settings acollins NIS Desktop electronic contribution schedule working v 1 4 xls contains macros Macros may contain viruses It is usually safe to disable macros
13. contact NIS prior to submitting the file Employee s Surname The employee s last name as given when registered with NIS Employee First Name The employee s first name as given when registered with NIS Wages for period 1 5 This is basically the wages for the relevant periods For monthly employees only Wages for Period 1 needs to be specified For weekly employees the wages corresponding to the weeks worked are necessary National Insurance Scheme Electronic Schedule Submission Page 15 A If there is an instance where a weekly employee receives payment starting from the second week then data for the individual will be entered in Date of Period 2 and not the Date of Period 1 field Likewise there will be no data in the Wages for period 1 field since they did not work during this period Wks Worked The number of weeks worked for monthly employees who have worked an entire month The fields will accept a maximum value of 5 Total Actual Earnings automatically calculated The calculated total of taxable income of the insured person This can be above or below the NIS insurable ceiling Total Insurable Earnings automatically calculated The calculated total income of the insured person which attracts NIS deductions up to the NIS insurable ceiling Employer 8 4 7 8 1 5 automatically calculated The calculated employer contribution amount 7 8 of the employee s insurable earning
14. d file confirmation dialog uu tsetse 20 Figure 19 The message Dat cssessssecsesecsssesseesseesssseenseseesseseeseeseeseeseeneeseeneens 22 Figure 20 MaCro SECUTItY siirsin irrrEre ieran EENE EEE EHETE EEEREN 23 Figure 21 Security Warning esssssrsssessrsrrrnseessnnnnnnennnunnnneennnnnnnnnennnnnnnnneennnnnrnneenanns 25 Figure 22 The Tools Menu ssssssssssssssssssuuunrnnnnnsseoosussnnnunnnnnnnnneeooessnnnnunnnnnnnnneeooennnnnns 25 Fig re 23 The Security ta issrirnseniannan n 26 Figure 24 The Macro Security OptiOnS ssssssssssssssrrrrrersssessssrnsnnrrrrnerereeessnnnnns 26 Figure 25 Contribution Summary Scheet CS3 ce essessesstesseeseeseeseeeneens 30 List of Tables Table 1 Description of required fields uc ceseessessesseeseestesteetesteeseeneeseesteatestesseens 4 Table 2 Text file field descriptions scisiisiviscessuscvccrsccssansanstesstasnscesseashcssasssanstexcbarsce 5 National Insurance Scheme Electronic Schedule Submission Page 2 1 Introduction Chapter 36 01 of the Laws of Guyana states Every contribution payable in relation to an Insured Person shall except as herein otherwise provided be paid in cash or by cheque to the General Manager on the appropriate form on or before the fifteenth day of each month in respect of the previous month This form is called a schedule There are two methods of electronic schedule submission available to the employer These are a text file generated by
15. edia Should the employer wish to keep an archive of the files submitted this should be done on a separate device The only file type on the media should be text NIS requests electronic schedules which are of simple text Any other file type will be rejected Should the employer have problems getting the required text file NIS staff is available to assist A Contribution Summary sheet CS3 must accompany the media This is a summary of the electronic data being submitted required for each schedule being submitted That is if the employer is submitting two schedules the media should be accompanied by two CS3 forms The Contribution Summary sheets CS3s are available at the Finance Division NIS or the NIS website www nis org gy forms_downloads htm The summarized information on the Contribution Summary sheets CS3 is expected to match what is calculated from the relevant electronic schedule Should there be any discrepancies the employer will be contacted and asked to resubmit corrected information Should errors be found when processing the schedule data the erroneous records will be identified and returned to the employer in printed form by email or on the National Insurance Scheme Electronic Schedule Submission Page 28 submitted media as deemed fit by NIS The employer will be expected to correct the errors and return corrected data in the same format before the next pay period When making payment the drop box ca
16. g reused for a different month 3 Create Text File Creates the actual electronic schedule files that are required by NIS 3 2 5 Contribution period The final subsection of the header is to the bottom middle and allows entry of the relevant payment dates Date Period 1 Date Period 2 Date Period 3 Date Period 4 Date Period 5 04 Jan 2010 11 Jan 2010 18 Jan 2010 25 Jan 2010 01 Feb 2010 Figure 10 Payment Period Entry Section Only the Date Period 1 and Date Period 5 fields are editable For monthly schedules only the Date Period 1 the start date of the month needs to be specified For weekly schedules when the Date Period 1 field is entered the Date Period 2 5 will automatically be calculated The Date Period 5 field is editable to enable deletion where the fifth date is not applicable For example in the previous image Figure 8 the Date Period 5 may not be applicable if the employer wishes the value can be deleted Also to delete all dates only the Date Period 1 value needs to be deleted the rest will automatically be removed National Insurance Scheme Electronic Schedule Submission Page 13 Dates must be entered in the format YYYY MM DD so Monday June 02 2013 would be entered 2013 06 02 Some systems change the date entered to the default date format on the system example 2013 06 02 to 06 02 2013 if this occurs do not edit the date leave it a
17. ictured below Once this is selected the row will be deleted and all values recalculated Figure 12 Column one 1 Choices Blank rows will not affect the created text file therefore deleted rows can be left alone or different values can be entered National Insurance Scheme Electronic Schedule Submission Page 17 3 2 8 Extracting summary totals over and under limit Please see below for calculations of values for CS3a form ma J 365 099 00 267 320 00 55 992 00 55 992 00 q Figure 14 Summary totals haa 6 1 6 2 TOTAL EARNINGS CONTRIBUTIONS EARNINGS NUMBER 6 3 6 4 6 5 6 6 6 7 CLASS ae ACTUAL INSURABLE EMPLOYER EMPLOYEE TOTAL 7 8 5 2 EMPLOYEES MONTHLY WEEKLY 9 55 992 55 992 4 368 2 911 7 279 TOTAL CS3a Summary totals less than or equal to 11 538 National Insurance Scheme Electronic Schedule Submission Page 18 For the summary of totals on the CS3b form summary of totals above 11 538 please see below for values in the green area Figure 15 Summary totals 2 55 992 00 6 1 6 2 TOTAL EARNINGS CONTRIBUTIONS EARNINGS NUMBER 6 3 6 4 6 5 6 6 6 7 CLASS O ACTUAL INSURABLE EMPLOYER EMPLOYEE TOTAL 8 4 5 6 EMPLOYEES MONTHLY WEEKLY 4 365 099 267 320 22 456 14 973 37 429 TOTAL CS3b Summary totals greater than 11 538 National Insurance Scheme Electronic Schedule Submiss
18. ion Page 19 3 2 9 Exporting the data to a Text File Once the necessary data has been entered the user must click the Create Text File button to generate the text file This text file is what will be submitted to NIS along with either the CS3 form sample shown in appendices Create Text File Figure 6 The Create Text File button Once the Create Text File button is clicked the user will then be asked for an output location This is the location where the text file will be stored temporarily or permanently This may be on the local hard disk or removal storage diskettes or flash drives E Browse For Folder Jeg Output folder selection Desktop B My Documents pi My Computer g Recycle Bin Unused Desktop Shortcuts Make New Folder Figure 7 Selection of a storage location Once the user selects the output location and the location is valid the file will be created and the user will be asked whether or not they would like to view the created text file C Documents and Settings acollins Desktop 1224_2010_JAN_M_1 txt successfully created Do you want to view created file No Figure 8 View created file confirmation dialog National Insurance Scheme Electronic Schedule Submission Page 20 If there is an instance where the employer has two schedules for the same month and frequency e g two monthly schedules for September 2008 the number at the end of the fi
19. lectronic Schedule Submission Page 7 3 2 Entering details 3 2 1 The Header The topmost section of the excel sheet image shown below is called the header It contains information pertaining to the employer and schedule dune Date Period 1 Date Period 2 Date Period 3 Date Period 4 Date Period 5 s Ea Er yyyv mm D0 yvyy MM 0D yvyv mm D0 YYv MM DD YYY MM DD X 01 Jan 2013 300 000 00 150 628 00 Figure 3 Header Section 300 000 00 150 628 00 For the user to enter information into any field in the header they can either use their mouse to single click or double click on the field Selection of most fields will result in a popup message describing the expected value for that field sample shown below Registration Number Format Example 1224 Please ensure your correct Registration number is entered Figure 4 Popup description The fields in the header available for data entry are Name of employer Registration Number Contribution Year Contribution Month Schedule Type Name of employer the name of the organization whose schedule is being created and submitted Registration Number the registration number assigned by the National Insurance Scheme NIS to the EMPLOYER Total Amount Payable the total amount of money to be paid by the employer automatically calculated once relevant wages are entered Contribution Year a four digit n
20. lename will be automatically incremented Example The first file will be 3294 2008 _Apr_M_1 The second file will be 3294_2008 Apr_M_2 ue Monthly and weekly schedules need to be in separate files National Insurance Scheme Electronic Schedule Submission Page 21 3 2 10 Contribution ceilings arch 2013 150 628 34 760 anuary 2012 143 455 33 105 arch 2011 132 829 30 653 anuary 2010 126 504 29 193 March 2008 113 660 26 229 National Insurance Scheme Electronic Schedule Submission Page 22 4 Enabling macros For the header buttons to be clickable or for the worksheet calculations to be possible Macros need to be enabled in the Excel file This needs to be done BEFORE any data is entered and is necessary each time the file is opened 4 1 Office 2007 In Microsoft Excel 2007 macros can be enabled by selecting Options from the message bar which is displayed when the file is opened Ca bi 3 W Microsoft Word Home Insert Page Layout References Mai B 4 Times New Roman j2 iilis nn 3 B Z U bex xX ME E I E Paste yy E Aa A Document Action Bar 4 Clipboard Font Paragrap 2 Security Warning Macros have been disabled Options Figure 9 The message bar Clicking Options would bring up the macro options where macros can be enabled National Insurance Scheme Electronic Schedule Submission Page 23 Security Alert Macro Macro Macros have
21. n no longer be used This is so because the electronic media CDs flash drives diskettes etc can be damaged in the drop Also the Finance staff will need to log each media received Once payment is made the employer will receive a stamped copy of the Contribution Summary sheet CS3 Any person representing the employer in any electronic schedule related matter must produce this stamped copy of the CS3 This is especially important when uplifting the media which was submitted National Insurance Scheme Electronic Schedule Submission Page 29 NATIONAL INSURANCE AND SOCIAL SECURITY SCHEME GUYANA CONTRIBUTION SCHEDULE to be completed in triplicate by employers with more than 100 employees N B Schedule must be returned to National Insurance Scheme not later than the 15 day of the month following that to which payment relates Failure to submit Schedules and remittances by the said date will incur a surcharge in keeping with the Regulations 4 CONTRIBUTION FOR THE MONTH OF E e DATE STAMP EARNINGS CLASS 6 3 TOTAL EARNINGS CONTRIBUTIONS 52 6 1 2 NUMBER 64 65 6 6 67 MONTHLY CORRESPONDING OF ACTUAL INSURABLE EMPLOYER EMPLOYEE WEEKLY EMPLOYEES 7 8 5 2 Less than 1 500 Less than 346 00 O 1 500 andover 34600an over o To o ooo To S S y y o Doo O TOTAL Oooo ofo ooj _ ooof ooo 0o00 7 To be completed for all Employees 60 years and over or under 16 years EARNINGS CLASS 7 TOTAL EARNINGS CONTRIBU
22. s e g B1671288 should be enteredas B1671288b A12415 should be entered as A12415bbb where b represents a blank space Surname and First name The Surname and First Name fields These must be less than the 20 and 15 characters respectively and should be packed with spaces when less than required e g FREITAS DOREEN must be entered as FREITASbbbbbbbbbbbbbDOREENbbbbbbbbb where b represents a space Start date 1 5 The start date of the period being paid for For monthly schedules no date should be entered The format for the date fields is year month day e g 20051219 Wages for period 1 5 The wages paid for the corresponding weeks DATE_PERIOD 1 5 This should be 10 characters in length and packed with zeros to the left for example 10 000 00 should take this format 0001000000 For monthly employees this should be one value Employee and employer contribution amounts The amount to be paid by each and the employer as percentages of the employee s insurable earnings These should be 10 characters in length and packed with zeroes to the left E g 4 500 00 should be outputted as 0000450000 The number of weeks worked For monthly employees who did not work the entire month the number of weeks worked Table 2 Text file field descriptions National Insurance Scheme Electronic Schedule Submission Page 5 A sample of the created text file can be seen below 001224200503MA0245050 MICKLE 20051203
23. s 06 02 2013 Monthly and weekly schedules must be generated separately That is one schedule type per text file National Insurance Scheme Electronic Schedule Submission Page 14 S 3 2 6 Entering employee details Once the header information is entered the users can proceed to entering payment information for all relevant employees In the excel file each line would represent the information for a specific employee Age 60 15 The first column image shown below is the Age 60 15 Figure 11 Age 60 15 Colum segment This column is used for specifying the employees who are sixty 60 years old or above and fifteen 15 years old or below and also for deleting rows of data This is important since for such persons the employer is required to pay the entire contribution amount 1 5 of the insurable earnings It is important to ensure that Yes is only selected for rows containing employee data this necessary because selection of Yes results in recalculation of the count of persons in the different categories Should Yes be selected for blank fields all counts will be incorrect The remaining fields in the application require the user to enter data pertaining to the employees of the organization A description of the required data is presented below Employee s NIS number This is the number assigned to employees if unknown or the employee has not been registered with NIS then the employer must
24. s which fall below the limit and 8 4 of the employee s insurable earnings which fall above the limit for employees between the ages of sixteen 16 and fifty nine 59 Employers pay a total of 1 5 for employees below the age of sixteen 16 or above the age of fifty nine 59 Employee 5 6 5 2 automatically calculated The calculated employee contribution amount 5 2 of the employee s insurable earnings which fall below the limit and 5 6 of the employee s insurable earnings which fall above the limit for employees between the ages of sixteen 16 and fifty nine 59 Employees pay nothing to the scheme if they are below the age of sixteen 16 or above the age of fifty nine 59 oe Should the employer or employee percentages change NIS will be responsible for effecting the Ss change within the excel file and reissuing the new version of the file If the employee is under the age of sixteen or above the age of fifty nine Yes must be A selected in the Age 60 15 column This will result in the correct calculations for the employee and employer contribution amounts National Insurance Scheme Electronic Schedule Submission Page 16 3 2 7 Deleting rows Since the important fields in the excel sheet are locked it would not be possible for users to select such fields and delete the data Therefore for the user to delete all values in the row Del needs to be selected from the first column drop down box p
25. ssssssssususununununununununnnnnnnnnnnnnnnnnnnnnnnns 28 National Insurance Scheme Electronic Schedule Submission Page 1 Table of Figures Figure 1 Sample Electronic Schedule s sssssssssssssssssnrenssessrnnrnssessnnnrnneeosnnnnnnseesnnnnns 6 Figu re 2 Section of the Excel file 7 Fig re 3 Header SeCUON auicndusten tue tutetesaeautudetesudeaneueuens 8 Figure 4 Popup description acca ati atiae sent e 8 Figure 5 Header Summary Section Actual Earnings above 50 000 9 Figure 6 Header Summary Section Actual Earnings below 50 000 10 Figure 7 Header Summary Section Above and Below 50 000 10 Figure 8 Header Summary Section Above 59 years old below 50 000 11 Figure 9 Header Summary S CtiON eessesseessesseeseeseesseesteeseeseeseeseeeseeseeseeseentens 12 Figure 10 Header Buttons eee emer er eee rere net mere ee eee 12 Figure 11 Payment Period Entry Section sssssssssssssrrrssssseessssssrnnrrrrrnrsrreensssnnnnns 14 Figure 12 Age 60 15 Colum segment ssssssssssssssssrrrrrnrsseeessssrnnnnnnrrnnnnreeeesssnnnnns 15 Figure 13 Column one 1 CHOIGGS vices scccsatsesagedinnsentinientiiiesiaestenes 15 Figure 14 Summary totals wucicccucntetasonesn one amtadetuaaannan 17 Fig re 15 Summary COCA Zaris 17 Figure 16 The Create Text Pile button s ssssssssssssrrrrrssssessssssrnnrrrrnnrsreeensssnnnnns 20 Figure 17 Selection of a storage location cesses 20 Figure 18 View create
26. umber representing the schedule year National Insurance Scheme Electronic Schedule Submission Page 8 It is important to note that since there was a recent increase in the contribution percentages effective from June 1 2013 there are now two 2 versions of the Excel file one for periods prior to June 1 2013 and one for June 1 2013 and later Because of this the version for years prior to 2013 will only accept contribution year values less than or equal to 2012 For current schedules 2013 and later the Contribution Year field will accept years 2013 and later Contribution Month the month of the schedule available from a drop down list Schedule Type the schedule type monthly or weekly also available from a drop down list 3 2 2 Populating and updating the excel sheet i _ Cea Detal WT 01 Jun 2013 08 Jun 2013 15 Jun 2013 22 Jun 2013 29 Jun 2013 fea 205 463 00 205 463 00 179 34200 179 342 00 Wage res for Wage es for Wage es for Wage es for Wage es for Total ee eS ee alee gs A123456 somo 39 277 00 seaoof No 1B123456 LASTNAME FIRST NAME 11539 1200 73 000 110 26 839 00 26 839 00 2 241 00 1 493 00 No 1B112345 LASTNAME FIRST NAME 12 000 2 000 4 000 14 000 32 000 00 32 000 00 2 652 00 1 768 00 No A114569 LASTNAME FIRST NAME 11 539 11 539 11 539 11 539 46 156 00 46 156 00 3 876 00 2 584 00 No a212456 LAST NAME FIRST NAME 11 538 11 538 11 538 11 538
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