User Guide. UAE GPSSA Pension Payments and Adjustments. September 2015

Transcription

1 1 User Guide UAE GPSSA Pension Payments and Adjustments September 2015

2 Disclaimer This document is for information purposes only and does not constitute or form any part of (i) any invitation or inducement to engage in investment activity, or (ii) any offer, solicitation or invitation by HSBC or any of the HSBC Group for the sale or purchase of any products, services and/or any investments. HSBC provides this document to the recipient on an as is basis and except as provided herein, does not warrant that the contents of this document is accurate, sufficient or relevant for the recipient s purposes. HSBC will use its reasonable endeavours to ensure that the contents of this document are current at the date of its first publication. HSBC gives no undertaking and is under no obligation to provide the recipient with access to any additional information or to update all or any part of the contents of this document or to correct any inaccuracies in it which may become apparent. HSBC is not responsible for providing the recipient with any legal, tax or other advice regarding the contents of this document and the recipient should make its own arrangements in respect of this accordingly. This document has not been prepared to address the specific requirements or objectives of any particular client. The recipient is solely responsible for making its own independent appraisal of an investigation into the products, services and other content referred to in this document. This document should be kept confidential and shall be used for internal business purposes only by the recipient to whom it is provided and its officers, employees and agents. This document should be read in its entirety and shall not be photocopied, reproduced, distributed or disclosed in whole or in part to any other person without the prior written consent of the relevant HSBC Group member. This document is proprietary to HSBC and the recipient agrees on request to return or, if requested, to destroy this document and all other materials received relating to the information contained herein. Except in the case of fraudulent misrepresentation and/or breach of these terms, no liability is accepted whatsoever by HSBC and the HSBC Group for any direct, indirect or consequential loss arising from the use of this document. Please contact your local HSBC representative for further information on the availability of products and/or services discussed herein in your region. Copyright. HSBC Bank Middle East Limited 2015 ALL RIGHTS RESERVED. Issued by HSBC Bank Middle East Limited, PO Box 66, Dubai, UAE. Regulated by the Jersey Financial Services Commission and the Central Bank of the United Arab Emirates. i

3 Contents Disclaimer... i About UAE Pension payments and adjustments... 1 Using the UAE Pension payments... 2 Before you begin... 2 Entitling Users... 3 Entitling Users to make ACH Credit payments... 3 Entitling a User to Payment sets... 5 Using the Payments Service... 8 Creating an ACH Credit payment... 8 Using Payment sets Authenticating your payment transaction Using the File Upload service Submitting a payment file Using File Enquiry to view the status of the submitted file ii

4 About UAE Pension payments and adjustments GPSSA, the Pension administration authority of UAE, was established under Federal Law No.6 of 1999 to provide pensions and social security for the citizens of United Arab Emirates. GPSSA has undertaken the automation of pension contributions from employers for data tracking and reconciliation (this is different from the contributions made to the Abu Dhabi retirement fund). As part of the initiative, effective June 2015, all Banks in UAE are required to capture and report details of pension contributions and adjustments made by customers in the format required by the Central bank. As per GPSSA, employers are required to process pension contributions for a month before the 15th of the subsequent month. A Pension payment is the monthly contribution from an employer to GPSSA for each UAE national employee. This contribution is calculated based on the total monthly salary (inclusive of all allowances) without any deductions (due to any type of leave or changes to the salary elements such as an increase in basic salary, child allowance, etc ). A pension adjustment is the contribution from an employer to GPSSA for any deductions due to one or more types of leave, changes to monthly salary (increase in basic salary, child allowance, etc ) or outstanding Pension payments paid as arrears due to an increase in salary. GPSSA contact details: PensionQueries@gpssa.ae 1

5 Using the UAE Pension payments As an HSBCnet customer, your organisation can meet the UAE GPSSA regulatory requirement by making pension contributions for your employees in one of two ways: File Upload service, or ACH Credit payment service Before you begin To access and use these HSBCnet services, your System Administrator must entitle you to the following service(s): File Upload ACH Credit Debit accounts and Payment Set Codes For a detailed guide on how to entitle Users, please refer to the System Administration: User Entitlement User Guide in the HSBCnet Help Centre. 2

6 Entitling Users Entitling Users to make ACH Credit payments To entitle a User to create ACH Credit payments for UAE Pension payments and adjustments, complete the following steps: 1. From your HSBCnet personal page choose the User and Account Management tab to access the User Management service. Modify User Access Level link in User and Account Management service 2. Select the Modify User Access Level in the User Management service. 3. Authenticate yourself using your Security Device or Smart Card. 4. Use the Search User to search for the User and select the Username. Search User Feature 5. From the Maintain Access Control Details page, cursor over the red action arrow next to ACH Credit and select Individual accounts. 3

7 ACH Credit Entitlement Link 6. Select the desired entitlements on the page. If the User is allowed to authorise payments specify a Daily Authorisation limit. Then choose Confirm. ACH entitlement screen 4

8 Entitling a User to Payment sets If your company has been set-up with payment sets on an account (through either your HSBC branch or local HSBC Representative), select the red action arrow on the right side of the screen and choose Change. ACH Credit Payment Sets entitlement Change option Payment set entitlements appear in a sub details page.. a. In the top section, entitle the User to Prepare using restricted templates or Prepare (includes Prepare using restricted templates) b. In the bottom section, entitle the User to Enquire, Authorise, or Authorise restricted template payments only. (Select Summary level and/or Detail level access for each payment set) 7. Choose Confirm to proceed. 5

9 View ACH Credit Code Set entitlements page 8. Select the appropriate boxes on the ACH Credit entitlement screen and select Confirm again to continue to the Maintain User Access level page. 9. Select Proceed after required entitlements are completed at the bottom of the page. 10. Scroll down the Access Control Details Tool Summary page and choose Submit. Access Control Details Tool Summary 6

10 11. An acknowledgement confirms your action. If your company is setup with Dual Authorisation Control, another System Administrator with authorisation rights must approve the entitlement changes before the User can access these services. 7

11 Using the Payments Service Creating an ACH Credit Payment To create an ACH Credit Payment from UAE accounts, complete the following steps: 1. Access the Create Payment Instruction service from the Payments and Transfers tab. 2. Select the following fields in the Create Payment instruction service as follows: Payment type: ACH Credits Debit/credit account: UAE account number 3. Then select Create Payment Instruction. Create Payment Instruction 4. The UAE ACH Credit form appears under the Create New Payment tab. Complete the sections in the form. Mandatory fields are marked with an asterisk (*). In the ACH Credit Form: Confirm that the debit account is as desired. Select the Payment set using the Search feature (Refer to the section on Using Payment sets for more details). Complete any optional and all mandatory fields in the form. Leave the Value date field blank to let the system apply the earliest next available processing date. You may also enter a forward date up to 10 days in advance. For more information, refer to forward-dated instructions in the Payments User Guide. Navigate to the first record and complete all the mandatory fields. You can prepare up to 50 records per page. Select Not required option in the IBAN validation field. Purpose of Payment is a mandatory field at this stage. You must select PEN for Pension payments and adjustments. Choose Save every 10 minutes to avoid losing your information. Please note that Pension payments or Adjustments and other ACH Credit payments must not be mixed in a single batch. To ensure the Pension Adjustment information is captured accurately in your payment, please follow the format as outlined in the table below: 8

12 Pension Payments and Adjustment Information Please provide Remittance Information in the below format for your pension payments and adjustments: This field will accept up to 140 characters Format for Pension Payments: GPSSAEMPLOYEEIDXXXXX/EMPLOYERIDXXX/S/MMYYYY/B /H /S /C /L /O /T Format for Pension Adjustments: ADJSTEMPLOYEEIDXXXXX/EMPLOYERIDXXX/S/MMYYYY/B / H /S /C /L /O / T Remittance Information Where, GPSSA is a static key word to be used for Pension contribution payments and ADJST is a static key word to be used for Pension Adjustment payments EMPLOYEEIDXXXXX is the 15 characters Employee ID of the UAE National EMPLOYERIDXXX is the 13 characters Employer ID as provided by GPSSA S is the type of employer. This must be R for Private and U for Public MMYYYY is the month and year B is the Basic Amount prefixed with fixed letter B H is the Housing Allowance prefixed with fixed letter H S is the Social Allowance prefixed with fixed letter S C is the Child Allowance prefixed with fixed letter C L is the Cost of Living Allowance prefixed with fixed letter L O is the Other/ Supplementary Allowance prefixed with fixed letter O T is the Total Monthly Salary inclusive of all allowances prefixed with fixed letter T All above amounts must be 7 digits and 2 decimals. You must provide amounts left padded with zeroes (e.g. B ) Please provide Other Information in the below format for your pension adjustments: This field will accept up to 175 characters Format for Pension Adjustments: Other Information E /C /BDDMMYY/HDDMMYY/SDDMMYY/CDDMMYY/LDDM MYY/ODDMMYY/HP000DDMMYY/ZP000DDMMYY/LT000DDMMYY/SL000DDMM YY/UA000DDMMYY/ST000DDMMYY/LP Where, E is the Employee Contribution prefixed with fixed letter E C is the Employer Contribution prefixed with fixed letter C BDDMMYY is the effective date of the new Basic Amount in format DDMMYY prefixed with fixed letter B 9

13 HDDMMYY is the effective date of the new Housing Allowance in format DDMMYY prefixed with fixed letter H SDDMMYY is the effective date of the new Social Allowance in format DDMMYY prefixed with fixed letter S CDDMMYY is the effective date of the new Child Allowance in format DDMMYY prefixed with fixed letter C LDDMMYY is the effective date of the new Cost of Living Allowance in format DDMMYY prefixed with fixed letter L ODDMMYY is the effective date of the new Other Allowances in format DDMMYY prefixed with fixed letter O HP000DDMMYY, where 000 is the number of days on sick leave with half pay (right aligned and zero padded), DDMMYY is the date from which leave was availed, prefixed with fixed letter HP ZP000DDMMYY, where 000 is the number of days on sick leave with zero pay (right aligned and zero padded), DDMMYY is the date from which leave was availed, prefixed with fixed letter ZP LT000DDMMYY, where 000 is the number of days on unpaid leave long term (right aligned and zero padded), DDMMYY is the date from which leave was availed, prefixed with fixed letter LT SL000DDMMYY, where 000 is the number of days on unpaid study leave (right aligned and zero padded), DDMMYY is the date from which leave was availed, prefixed with fixed letter SL UA000DDMMYY, where 000 is the number of days on unauthorized leave (right aligned and zero padded), DDMMYY is the date from which leave was availed, prefixed with fixed letter UA ST000DDMMYY, where 000 is the number of days on unpaid leave short term (right aligned and zero padded), DDMMYY is the date from which leave was availed, prefixed with fixed letter ST LP is the Unpaid leave payment amount prefixed with fixed letter LP All above amounts must be 7 digits and 2 decimals. You must provide amounts left padded with zeroes (e.g. E ) You must provide details exactly in the format specified. Example, If you do not have Effective date of the new Basic Amount, you must still provide this as BDDMMYY Purpose of Payment Please provide PEN as Purpose of Payment for your pension payments and pension adjustments Please note that Purpose of Payment code is mandatory for all ACH Credit payments and can be selected from a drop down list with detailed information on the selected code available via the Code details button Bank Code Please provide as Bank Code for your pension payments and pension adjustments 10

14 Please note: All above amounts must be 7 digits and 2 decimals. You must provide amounts left padded with zeroes (e.g. E ) Please provide PEN as Purpose of Payment for your GPSSA pension payments and pension adjustments Please provide as Bank Code for your GPSSA pension payments and pension adjustments You must provide details exactly in the format specified. Example, If you do not have Effective date of the new Basic Amount, you must still provide this as BDDMMYY For XML v3.0, please contact your HSBC representative This user guide provides information only for GPSSA pension payments and adjustments. The same information is not applicable for non GPSSA contributions example contributions to Abu Dhabi retirement fund Employers must be registered with GPSSA and should provide Employer ID issued by GPSSA for pension payments and adjustments As per GPSSA guidelines, Employee account with GPSSA is derived using the Emirates ID. Prefix the emirates ID with AE to get the 23 digits account number. Example: Emirates ID: , Employee account with GPSSA: AE Please get in touch with GPSSA for any further clarifications on this. UAE ACH Credit Screen Using Payment sets a. UAE provides the Payment set option which is set up by Bank staff in the back-office systems for HSBCnet. Entitlements to Payment sets are also required to be granted on HSBCnet if a User is to prepare or authorise payment from accounts. When creating an ACH Credit from an account, selecting the Search button displays a list of code numbers with their descriptions. 11

15 Payment set Search Button b. Select a link in the Payment code column. Your selection will be populated in the Payment set field of the ACH Credit form. Select payment code c. Continue to complete the remaining fields in the form. 5. If you would like to add additional information to the payment, select the optional Add Additional Information link. Additonal Information section 6. To add additional beneficiaries, select the Add another beneficiary button and complete the information respectively. Add another beneficiary 12

16 7. Choose Submit when finished. An acknowledgement confirms your action. Authenticating your payment transaction You may be prompted to authenticate your payment transactions using your Security Device when creating or repairing payments. Follow the on-screen instructions to authenticate yourself. Depending your company profile s settings and number of authorisers, the ACH Credit payment may require authorisation(s) by entitled User(s) to be sent for processing. 13

17 Using the File Upload service You can submit a payment file using the File upload service. To be able to use this service, ensure that: You have the required entitlements (set up by your System Administrator) The payment file is already created in a Bank approved format You have your Security Device or Smart Card available to authenticate yourself Submitting a payment file To submit a payment file using the File Upload service, complete the following steps: 1. Access the File upload service under the Reports and Files tab. File Upload service under the Reports and Files tab 2. In the File Upload service, In the File Types field, select ACH Credits In the File Formats field, select the payment file that you want to upload. Your options are ifile, XML, MEA Basic Format or Paymul D96A In the Auth Levels field, select the level of authorisation at which you want to upload the file. Your options are Pre-Auth, FLA (details), FLA (summary), and ILA (instruction) The location option is not applicable as only domestic ACH Credit payment is allowed. 3. Select Browse to locate and select the file on your computer or server. 4. Next, choose Authenticate to proceed.(for Security Device Users only) 5. The File Authentication page appears. To proceed, follow the on-screen instructions to authenticate yourself using your Smart Card or Security Device and Select Continue. 6. Select Submit to complete the file upload process. 7. The system displays a File Upload Confirmation. Authorisation(s) will be required if a file is uploaded with FLA (details), FLA (summary) or ILA (instruction). 14

18 Information for customers using the HSBCnet File Upload service ifile SECPTY - Field 44 Payment Details Line 1 Format for Pension Payments: GPSSAEMPLOYEEID12345/EMPLOYERID123/ Format for Pension Adjustments: SECPTY -"@LVP@" - Field 45 Payment Details Line 2 SECPTY -"@LVP@" - Field 46 Payment Details Line 3 SECPTY -"@LVP@" - Field 47 Payment Details Line 4 ADJSTEMPLOYEEID12345/EMPLOYERID123/ S/MMYYYY/B /H / S /C / L /O /T Other Information for Pension Adjustments SECPTY -"@LVP@" - Field 55 Bank to Bank Information Line 1 SECPTY -"@LVP@" - Field 56 Bank to Bank Information Line 2 SECPTY -"@LVP@" - Field 57 Bank to Bank Information Line 3 SECPTY -"@LVP@" - Field 58 Bank to Bank Information Line 4 SECPTY -"@LVP@" - Field 59 Bank to Bank Information Line 5 E /C /BDDMMYY /HDDMMYY/SDDMMYY/CDDMMYY/LDDMMYY /ODDMMYY/HP000DDMMYY/ZP000DDMMYY/ LT000DDMMYY/SL000DDMMYY/UA000DDMMYY /ST000DDMMYY/LP MEABASIC Format for Pension Payments: Column No - AF - Remittance Information 1 Column No - AG - Remittance Information 2 Column No - AH - Remittance Information 3 Column No - AI - Remittance Information 4 GPSSAEMPLOYEEID12345/EMPLOYERID123/ Format for Pension Adjustments: ADJSTEMPLOYEEID12345/EMPLOYERID123/ S/MMYYYY/B /H / S /C / L /O /T Other Information for Pension Adjustments Column No - AM - Bank to Bank Information 1 Column No - AN - Bank to Bank Information 2 Column No - AO - Bank to Bank Information 3 Column No - AP - Bank to Bank Information 4 Column No - AQ - Bank to Bank Information 5 E /C /BDDMMYY /HDDMMYY/SDDMMYY/CDDMMYY/LDDMMYY /ODDMMYY/HP000DDMMYY/ZP000DDMMYY/ LT000DDMMYY/SL000DDMMYY/UA000DDMMYY /ST000DDMMYY/LP XML v2.0 Format for Pension Payments: Remittance Information Unstructured <RmtInf> <Ustrd> <RmtInf> <Ustrd> GPSSAEMPLOYEEID12345/EMPLOYERID123/ Format for Pension Adjustments: ADJSTEMPLOYEEID12345/EMPLOYERID123/ S/MMYYYY/B /H / 15

19 <RmtInf> <Ustrd> <RmtInf> <Ustrd> S /C / L /O /T Other Information for Pension Adjustments <RmtInf> <Ustrd> <RmtInf> <Ustrd> <RmtInf> <Ustrd> <RmtInf> <Ustrd> <RmtInf> <Ustrd> E /C /BDDMMYY /HDDMMYY/SDDMMYY/CDDMMYY/LDDMMYY /ODDMMYY/HP000DDMMYY/ZP000DDMMYY/ LT000DDMMYY/SL000DDMMYY/UA000DDMMYY /ST000DDMMYY/LP Paymul Format for Pension Payments: Group 16 - FTX+PMD Element C Free text first instance Group 16 - FTX+PMD Element C Free text - next instances Group 16 - FTX+PMD Element C Free text- next instances Group 16 - FTX+PMD Element C Free text- next instances GPSSAEMPLOYEEID12345/EMPLOYERID123/ Format for Pension Adjustments: ADJSTEMPLOYEEID12345/EMPLOYERID123/ S/MMYYYY/B /H / S /C / L /O /T Other Information for Pension Adjustments Group 16 - FTX+PMD Element C Free text second instance Group 16 - FTX+PMD Element C Free text - next instances Group 16 - FTX+PMD Element C Free text - next instances Group 16 - FTX+PMD Element C Free text - next instances Group 16 - FTX+PMD Element C Free text - next instances E /C /BDDMMYY /HDDMMYY/SDDMMYY/CDDMMYY/LDDMMYY /ODDMMYY/HP000DDMMYY/ZP000DDMMYY/ LT000DDMMYY/SL000DDMMYY/UA000DDMMYY /ST000DDMMYY/LP

20 Where, GPSSA is a static key word to be used for Pension contribution payments and ADJST is a static key word to be used for Pension Adjustment payments EMPLOYEEIDXXXXX is the 15 characters Employee ID of the UAE National EMPLOYERIDXXX is the 13 characters Employer ID as provided by GPSSA S is the type of employer. This must be R for Private and U for Public MMYYYY is the month and year B is the Basic Amount prefixed with fixed letter B H is the Housing Allowance prefixed with fixed letter H S is the Social Allowance prefixed with fixed letter S C is the Child Allowance prefixed with fixed letter C O is the Other/ Supplementary Allowance prefixed with fixed letter O L is the Cost of Living Allowance prefixed with fixed letter L T is the Total Monthly Salary inclusive of all allowances prefixed with fixed letter T E is the Employee Contribution prefixed with fixed letter E C is the Employer Contribution prefixed with fixed letter C. E is the Employee Contribution prefixed with fixed letter E C is the Employer Contribution prefixed with fixed letter C BDDMMYY is the effective date of the new Basic Amount in format DDMMYY prefixed with fixed letter B HDDMMYY is the effective date of the new Housing Allowance in format DDMMYY prefixed with fixed letter H SDDMMYY is the effective date of the new Social Allowance in format DDMMYY prefixed with fixed letter S CDDMMYY is the effective date of the new Child Allowance in format DDMMYY prefixed with fixed letter C LDDMMYY is the effective date of the new Cost of Living Allowance in format DDMMYY prefixed with fixed letter L ODDMMYY is the effective date of the new Other Allowances in format DDMMYY prefixed with fixed letter O HP000DDMMYY, where 000 is the number of days on sick leave with half pay (right aligned and zero padded), DDMMYY is the date from which leave was availed, prefixed with fixed letter HP ZP000DDMMYY, where 000 is the number of days on sick leave with zero pay (right aligned and zero padded), DDMMYY is the date from which leave was availed, prefixed with fixed letter ZP LT000DDMMYY, where 000 is the number of days on unpaid leave long term (right aligned and zero 17

21 padded), DDMMYY is the date from which leave was availed, prefixed with fixed letter LT UAE Pension payments and adjustments SL000DDMMYY, where 000 is the number of days on unpaid study leave (right aligned and zero padded), DDMMYY is the date from which leave was availed, prefixed with fixed letter SL UA000DDMMYY, where 000 is the number of days on unauthorized leave (right aligned and zero padded), DDMMYY is the date from which leave was availed, prefixed with fixed letter UA ST000DDMMYY, where 000 is the number of days on unpaid leave short term (right aligned and zero padded), DDMMYY is the date from which leave was availed, prefixed with fixed letter ST LP is the Unpaid leave payment amount prefixed with fixed letter LP Please note: All above amounts must be 7 digits and 2 decimals. You must provide amounts left padded with zeroes (e.g. E ) Please provide PEN as Purpose of Payment for your GPSSA pension payments and pension adjustments Please provide as Bank Code for your GPSSA pension payments and pension adjustments You must provide details exactly in the format specified. Example, If you do not have Effective date of the new Basic Amount, you must still provide this as BDDMMYY For XML v3.0, please contact your HSBC representative This user guide provides information only for GPSSA pension payments and adjustments. The same information is not applicable for non GPSSA contributions example contributions to Abu Dhabi retirement fund Employers must be registered with GPSSA and should provide Employer ID issued by GPSSA for pension payments and adjustments As per GPSSA guidelines, Employee account with GPSSA is derived using the Emirates ID. Prefix the emirates ID with AE to get the 23 digits account number. Example: Emirates ID: , Employee account with GPSSA: AE Please get in touch with GPSSA for any further clarifications on this. To avoid payment rejections, please do not mix pension payments / adjustments along and other ACH Credit payments in a single batch Using File Enquiry to view the status of the submitted file 8. Use the Reports and Files Download service or the File Enquiry service to determine the status of the file you have just uploaded. Choose the Payment link in the File Enquiry service. Depending on the file s authorisation level, it may require authorisation by an entitled User before being processed by the Bank. 18

22 File Enquiry Service 9. The File Summary page appears. Choose Payments under the Pending Authorisation tab to view a list of payments pending authorisation. File Summary Pending Authorisation Files. File Summary Pending Authorisation files list 10. In the Status column, select the Pending authorisation link to view the Activity Log Summary of the transaction. Further details for each activity are available when you select the Activity date/time link. Activity Log Summary Note: For detailed information on File Enquiry and File Authorisation refer to the File Upload User Guide in the Help Centre. 19

23 Copyright. HSBC Bank Middle East Limited 2015 ALL RIGHTS RESERVED. Issued by HSBC Bank Middle East Limited, PO Box 66, Dubai, UAE. Regulated by the Jersey Financial Services Commission and the Central Bank of the United Arab Emirates.