Ltd 2005 Version 1.0 Page 1 of 66

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1 CHAPTER 1 - OVERVIEW OF ISUPERPAY...3 MONTHLY PAY RUN CYCLE...3 MULTIPLE PAY RUN CYCLES...4 CHAPTER 2 - ISUPERPAY SETUPS...5 Pay Run Types...6 Pay Items...8 Bank Setup...12 Employee Pay Setup...14 Employee Pay Setup Adjustments...17 Employee Pay Items...18 Employee IR8A Setup...19 Employee Appendix 8A Setup...19 Employee IR8S Setup...19 CHAPTER 3 - ISUPERPAY PROCESSING...20 MASS PROCESSING...21 Mass Pay Items...22 Back Pay...24 PAY PROCESSING...26 Process Pay Items...26 Process Pay Run...28 ELECTRONIC SUBMISSIONS...31 CHAPTER 4 - ISUPERPAY REPORTS...32 PAY REPORTS...33 Pay Items...33 Payslips (Print)...34 Payslips ( )...35 Exceptional Pay...35 Payment Advice...36 Net Wage Difference...37 Monthly Wage Variance...38 Foreign Workers Levy...39 Skills Development Levy...40 Ethnic Funds Contribution...41 SUMMARY REPORTS...42 Employee/er Summary...42 Payroll YTD Summary...43 Company Summary...44 CPF REPORTS...46 CPF Returns...46 CPF AWC YTD Summary...47 CPF ES/CAPR...48 CPF Payment Advice...49 IRAS REPORTS...50 Copyright@Integra2000 Ltd 2005 Version 1.0 Page 1 of 66

2 CHAPTER 5 - ISUPERPAY MISCELLANEOUS...51 Refresh IR8A Codes...51 STATUTORY TABLES...52 CPF Rates...52 SDL/Ethnic Funds...53 Sector/Worker Category...55 Pay Items...56 EXPORT DATA...58 Pay Run Data...58 Pay Items Data...60 Payslip Info...60 INDEX...61 Copyright@Integra2000 Ltd 2005 Version 1.0 Page 2 of 66

3 Chapter 1 - Overview of isuperpay Monthly Pay Run Cycle Before we can start using isuperpay, we need to have an idea how it works. In order to process the payroll, the system needs your input to the various setups like the employees, their pay setups (salary amount, daily/hourly rates, methods of calculation of incomplete month and so on), payment frequency (e.g. midmonth run, etc) and any payments due to the employees (or the company) that do not involve their pay. The next diagram gives us an overview on how to process the payroll in isuperpay. Setups (General) Pay Setup Postings (Other modules) Pay Items (Process) The process flows from the top boxes to the lower ones. As mentioned, the basic setups must be performed including the Pay Setup. The latter is where you store the employee s salary. Fig. 1-1 Pay Run (Process) Reports The Pay Items processing is where any payments due to the employees or deductions from them are pre-processed before passing them to the Pay Run process. Allowances, deductions, overtime, claims and benefits are some examples of what Pay Items are. (We will cover the details later.) isupersuite modules are integrated and any payments or deductions from them must first be passed on to the Pay Items processing before ultimately process by the Pay Run stage. Examples of these postings include leave encashment, unpaid leave, claims, etc. Copyright@Integra2000 Ltd 2005 Version 1.0 Page 3 of 66

4 Multiple Pay Run Cycles The previous page gives you an overview of a normal monthly Pay Run cycle. What if we want to run several pay runs within a calendar month? isuperpay has the ability to allow you to process a Pay Run as many times as you require. For example, a company may process Pay Run four times a month (as in a weekly run). The diagram below represents those cycles and how isuperpay handles them. Setups Week Run #1 Week Run #2 Week Run #3 Postings Setups Postings Setups Postings Pay Setup Pay Items Pay Setup Pay Items Pay Setup Pay Items Pay Run Pay Run Pay Run Rpts Rpts Rpts Setups Postings Week Run #4 (FINAL RUN) Pay Setup Pay Items Pay Run Rpts Fig. 1-2 The first three runs are basically just percentage amounts of the total salary to be received at the month end. The fourth run which is termed as the FINAL run will take into account the amounts are paid out and pay out the remaining balance. So we were to add all the four runs, we will get the total salary amount to be received for that particular month. These pay run cycles need not be restricted to a fix number of runs per month. At any time, you can run more or less than the usual. For example, bonus or incentive run can also be included. No matter what the FINAL run will take into consideration the previous runs made in that month. Copyright@Integra2000 Ltd 2005 Version 1.0 Page 4 of 66

5 Chapter 2 - isuperpay Setups Before we can start using the isuperpay to process our payrolls, we need to initialize our system. We have to make the necessary setups in order for the system to know how we really want them to behave. The diagram below shows the setup page grouped into three sections. You need to start setting up the Company Setups (A) first before proceeding to the Organizational Level Setups (B) and then to the Employee Setups (C). (This is a logical flow since we need some of the setups to be ready first before we can set up the others. For example, we need the Employee Category codes to be available for selection during the Employee Setup. Otherwise, you will have to traverse between the Employee Setup and the other setups in order to fill in the information for each employee. That is time-consuming and inefficient. Start the setups from section A and down the column. Then proceed to section B before finally to section C and down the column. You only need to complete the relevant setups that meet the needs of your organization. Fig. 2-1 Copyright@Integra2000 Ltd 2005 Version 1.0 Page 5 of 66

6 Pay Run Types The Pay Run Types setup is required if you perform more than one Pay Run per pay period e.g. mid-month pay runs. Otherwise you can ignore this setup. The purpose of setting up these types is to provide the system with run identifications (Run ID) so that it can distinguish the FINAL run (a system reserved type) from the other runs. (Refer to the Multiple Pay Run Cycles described near the beginning of the manual.) With these IDs, the system will know how to calculate the pay for that run. The FINAL run is the mother-of-all pay runs within a pay period. (See Fig.1-2) It will sum up the earlier pay runs of the same period and work out the balance due to the employee including the statutory deductions. If it is a non-final run, the system will work out the proportion of the actual basic pay (or salary) plus other pay items (discussed later) to be paid out. Depending on the selected options in the Pay Run ID, the system will also do CPF, Ethnic Fund and Union Fund deductions. It is reasonable to perform the deductions first before the FINAL run which is usually at the period s end in case the employee leave the company before the FINAL run is made. Then there is no need for you to retrieve the extra payout from that employee. (Better to give than to receive.) Copyright@Integra2000 Ltd 2005 Version 1.0 Page 6 of 66

7 The screenshot below is the Pay Run Types. Fig. 2-2 Pay Run ID Give the pay run a unique identification code (ID). Description Type in a meaningful description for the ID. Max CPF Deduction Check this box if you want the system to do a maximum CPF deduction from this run. The amount depends on the CPF Rates table at that point in time. In the FINAL run, the CPF amounts will be consolidated. Ethnic Fund Deduction If checked, this run will deduct from the pay the ethnic fund contribution amount. Union Fund Deduction If you want the system to deduct the Union Fund contributions, check here. Copyright@Integra2000 Ltd 2005 Version 1.0 Page 7 of 66

8 Pay Items The Pay Items setup allows you to create various pay transaction codes that either add or deduct an amount from a pay run. Examples of such transactions include allowances, deductions, overtime, commission, loans, reimbursements, claims, etc. In fact, you can create any codes with the intent to add or deduct an amount from the employee s pay. Before you can use these Pay Items, you will have to provide information to the system on how to the amount to be derived. Is it taxable or CPF-payable? Is it recurring? And so on. Each of the fields found in Fig. 2-3 is explained in the Help file of the Pay Items. Fig. 2-3 Copyright@Integra2000 Ltd 2005 Version 1.0 Page 8 of 66

9 Pay Item Details Give your Pay Items a meaningful code of up to 20 characters long. For reporting purposes, it is advisable to group your codes by having them start with common character(s). For example, all overtime codes can start with OT. The code type categorizes the Pay Item into one of the following: Allowances Bonus Claims Commission Daily/Hourly Wage 1 Deductions Gross Wage Components (GWC) 2 In-Camp Leave Leave Encashment Monthly Wage Components (MWC) 2 Overtime 3 Unpaid Leave Wage Adjustments 4 1 Daily or Hourly Wage is used to tell the system that this transaction should be added to the Basic Pay. 2 The definitions of wage in isupersuite is as follows: Monthly Wage is the agreed pay between the Employer and the Employee and it is entered in the Pay Setup. Monthly Wage = Basic Wage + Monthly Wage Components The Basic Wage and the Monthly Wage Components are just breakdowns of the Monthly Wage. Note: Multi-Variable Component (MVC) can be a MWC but this is not necessary as the former can be fixed in the Pay Setup (to be discussed later). When there are additional make up pay (GWC) to the Monthly Wage, the result is Gross Wage = Monthly Wage + Gross Wage Components 3 By considering the Overtime code as a Pay Item, it provides you with great flexibility. You can create unlimited variations on how to calculate the overtime payment. After setting up your codes, you can use the Copyright@Integra2000 Ltd 2005 Version 1.0 Page 9 of 66

10 Pay Items Import program (discussed later) to do a mass entry of the overtimes. 4 Sometimes you may need to make amendments to the pay due to back payments or other adjustments. Use the Wage Adjustment type to ensure that your codes will only affect the pay. This will ensure that they payments will end up on the correct line of the IR8A form. CPF/IR8A Details This section of the Pay Item will inform the system whether the amount of the created code is CPF-payable or/and taxable. Choose the appropriate type. Type Define the value type for this Pay Item code. It tells the system how to derive the amount from the input data. o Fixed Amount: The value entered is the amount. No further calculation is needed. o Piece Rate: Enter the amount per piece or transaction. This rate is used to multiply with the number of transactions (or quantity) to give you the pay amount. o %Monthly Wage: The amount of this pay item is a percentage of the Monthly Wage. (The value entered in the Employee Pay Setup.) o Hourly or Daily Rate: In this case, only the factor field becomes available for you to fill in. The amount is the Hourly or Daily rates multiplied by the factor and the quantity of hours or days entered. Usually you will use this type for overtime or hourly/daily wage codes. o Include Item as part of Gross Rate? Check this box if you want the amount from this code to be added to the Gross Wage for the calculation of the Hourly or Daily rates. This is valid if the Hourly/Daily Calculation method is either Work Scheme or Calendar in the Pay Setup of an employee. (The standard method of calculation uses the values found in the Pay Setup.) o Allow Incomplete Month Proration? Prorate the amount of this Pay Item if the employee did not serve out the month completely. Copyright@Integra2000 Ltd 2005 Version 1.0 Page 10 of 66

11 Limits The limits are used to control the transaction amount of a Pay Item. It warns the user if the limits have been breached. You can check at each transaction, monthly or yearly level. You can even let the system prompt you whenever the maximum has been reached. Mass Change Options These features only affect the Pay Items setups (Company and Employee). Whatever processing (transaction records) that was done previously will not be affected by the change. You are able to update any existing records or/and to insert new record to any employee who does not have it. The Selection Criteria options will help you to narrow down the change by employee category or at the OU/BU/SBU level. Otherwise, it is assume that you want to update or/and add to ALL employees. Be careful when making changes to some of the key fields like the IR8A code. If there were existing transaction records using the previous IR8A code, you may find the values in the IR8A form to be incorrect. Some fields have excess amount while others have less. The solution is to run a utility program called Refresh IR8A Codes (Misc -> Maintenance -> Refresh IR8A Codes). Copyright@Integra2000 Ltd 2005 Version 1.0 Page 11 of 66

12 Bank Setup Fig. 2-4 The Banks setup is where you create the banks used in your company and also by your employees. They are manly used for the Electronic Submission of Bank Files (Process --> Electronic Submissions --> Bank Files). For each bank that your company uses, enter the company s bank branch identification and the bank account number. Fill up the other fields if necessary. To activate the use of the bank, check the box under the In Use column. This will tell the system that this bank account is active and should be considered for making payroll payments. Bank ID Enter the unique bank code assigned to the bank by the governing standard. Bank Name Name of the bank. Bank Branch ID Your company bank branch identification number. Bank Account No. The bank account number for making payroll payments. Account Name Input the account name. Copyright@Integra2000 Ltd 2005 Version 1.0 Page 12 of 66

13 Company Code 1 This is used by some banks. Enter the value if given. Otherwise, leave it blank. Company Code 2 Also used by some banks. Ignore it if it is not relevant. In Use Check the box to activate the use of this bank for payroll submission. Delete If the bank is not in use anywhere else in the system, you can have the option to delete it away. There could be instances when you cannot find the bank file in your system. Should that happen, please call up your bank and ask them for their bank file format. On receiving it, you can pass the file format to us so that we can create the transmission file for you. (As a vendor, we cannot get those files since we are not one of their customers.) Copyright@Integra2000 Ltd 2005 Version 1.0 Page 13 of 66

14 Employee Pay Setup Fig. 2-5 The Pay Setup page is mandatory for every employee especially for the FINAL run (or month-end run). The only exception is when an employee is not to be included in the Pay Run for a certain reason. The Effective Date and the Expiry Date are important in that it tells the system when to use this Pay Setup and when to use another active setup. This feature is useful as it allows you to enter another Pay Setup that will come into effect in the near future. So there is no need to wait till that day come and you start to create it. You just create it for any Run ID - as soon as you receive the instructions to make changes to the pay of employees. The system will know how to calculate the pay for the month if you were to have several Pay Setups during that pay Copyright@Integra2000 Ltd 2005 Version 1.0 Page 14 of 66

15 period. The method of calculation depends on the choice of your Proration Method i.e. either based on Work Scheme or Calendar. The Additional Voluntary Contribution allows those employees who wish to give more than that set by the various ethnic organizations and/or Community Chest. The system will just add these amounts to that calculated by it and display the total amount under the respective field in the Pay Run process. The Voluntary CPF Contributions section is where you enter the percentages agreed upon between the employee and the employer. Unlike the CPF Rates tables, the percentages are meant for all range of gross pay. The calculated amounts based on these percentages will be shown in the respective fields in the Pay Run process. If you have other pay runs apart from the FINAL run, you will also need to do the setups here. However the process is different. You will be required to fill up the Pay Run formula which is FINAL Run Amount x Factor + Fixed Amount where the Factor can be a decimal number or whole numbers and the Fixed Amount is the value to be added to the multiplication result if necessary. (See Fig.2-6) Fig. 2-6 This non-final pay run (you can give meaningful name to it) can be used to break down a monthly pay into small separate payments. Copyright@Integra2000 Ltd 2005 Version 1.0 Page 15 of 66

16 Example: Company X pays its employees twice in a pay period a mid-month pay run and a month-end pay run. The administrator creates a mid-month pay run called MID as in Fig Let s say that the mid-month pay out is 40% of the final month-end pay. The table below shows how the system works out the payments to a non-unionized, 30 year old Singaporean Chinese whose monthly pay is $2000. We also assume that the maximum CPF contribution for this employee is 20%. Pay Run Run ID CPF (Employer) CPF (Employee) Ethnic Fund Union Fund Gross Pay Net Pay Mid-month MID Month-end FINAL** Consolidated CONSOL** ** System reserved IDs Fig. 2-7 This employee will get a mid-month payment of $ and the remainder of $ at month-end. The More button shows you the breakdown of your monthly pay into basic wage and the Multi-Variable Component (MVC). Fig. 2-8 Copyright@Integra2000 Ltd 2005 Version 1.0 Page 16 of 66

17 Employee Pay Setup Adjustments Use this feature when you want to make pay adjustments to a group of employees especially during the period where there is an increment (or decrement) exercise. Fig. 2-9 To create a new template, click on the Add button. If you are sure that the adjustments are correct and verified, you can then Post them. You should see new pay item setups being created in those affected employees. Fig Copyright@Integra2000 Ltd 2005 Version 1.0 Page 17 of 66

18 Employee Pay Items Earlier on, we have discussed what Pay Items are and how to set them up (see Fig. 2-3). Those are master records that we create for assignments to individual employees. The purpose of doing this setup at the employee level is to reduce the number of pay items to be displayed in the processing page and also to hide the non-essential items from the employee. Fig below shows a snapshot of how the setup page looks like. All the created Pay Items (as mentioned above) will be displayed in this page and you have the choice to select those items that this particular employee can have. You can limit the display to only those selected Pay Item by clicking on the Show Selected Only button. Fig At this stage and also at the processing stage, you can still edit the values for this particular employee without affecting the others who also possess this Pay Item. In this way, you can have the flexibility of configuring the Pay Items for an individual employee. Enter the amounts if the Pay Item is a recurring item. Otherwise, you can leave the fields empty. You can also set the period range (Starting Month to Ending Month) during which the Pay Item remains active. This is particularly useful in keeping track of loan deductions. If a Pay Item has a limit or ceiling that cannot be exceeded, you can allow the system to do that for you by setting the Max Amt/Freq fields. Enter the amount to track on a transaction-basis, monthly-basis, yearly-basis or until the amount is breached ( Pr column). The Accm Amt column gives you the accumulated amount of each Pay Item (if any) as per the frequency chosen. It is visible if Hide Rate is unchecked in User Access. By default, the Pay Item will appear only in the FINAL pay run of the Pay Item processing stage. Check those Run IDs that are applicable. For example, you may have an overtime Pay Item code and it is valid not only for the FINAL run but also the mid-month run. In this case, ensure that the mid-month run id and the FINAL run id are checked. Copyright@Integra2000 Ltd 2005 Version 1.0 Page 18 of 66

19 Employee IR8A Setup This page allows you to enter additional information that cannot be retrieved from the isupersuite application. The values entered here will be added to that found in the application s database if applicable. Ensure that the year of assessment is correct. Employee Appendix 8A Setup If applicable, enter the values for the employee. Most of the data required cannot be found from isupersuite. You will need to gather all those information yourself. This page acts like a form for you to fill. Employee IR8S Setup Similarly, enter the additional information for the affected employees. Ensure that the year of assessment is correct. Copyright@Integra2000 Ltd 2005 Version 1.0 Page 19 of 66

20 Chapter 3 - isuperpay Processing With the setups in place, we can now process the payroll. After you have run the payroll, you can then run the reports or make the necessary submissions to the statutory boards. Fig.3-1 If you can recall in Fig.3-1, interface to the Payroll module is via the Pay Items process. Any payment that you want to make to the employee apart from their pay goes through the Pay Item process. The latter is where the payment details are captured and stored. Their total amount is passed on to the Pay Run processing for the calculation of contributions to the various funds. Copyright@Integra2000 Ltd 2005 Version 1.0 Page 20 of 66

21 Mass Processing Instead of processing an employee by employee, we provide features that will assist you to do a general mass update to the Pay Items process. Mass Pay Items Back Pay Individual Pay Items Pay Items Processing Pay Run Processing Payslips Fig Copyright@Integra2000 Ltd 2005 Version 1.0 Page 21 of 66

22 Mass Pay Items This feature is to facilitate the update the Pay Items processing tables for a group of employees instead of processing them individually. It is good for Bonus processing. Fig. 3-2 You need to add a template for the mass update. After you have entered the necessary information, click on the Save button for later editing or posting to the Pay Items processing tables. For new templates, you will need to perform step 1 and press on the Change button. The list of employees will appear for you to select for processing. Fig. 3-3 Copyright@Integra2000 Ltd 2005 Version 1.0 Page 22 of 66

23 You can further narrow down your selections by setting the criteria as in step 4. Please refer to the Help file for further details. When a pay period is closed (i.e. the pay run process has been completed) for some employees, you will see a running man icon under the status column and the checkbox grayed out. In this case, you cannot add any Pay Item to this employee unless you re-open his Pay Run processing. We will cover the reopening of Pay Run later on. Fig. 3-2 gives you an idea of how the system would prevent you from selecting those employees who have their pay already process. Fig. 3-5 Copyright@Integra2000 Ltd 2005 Version 1.0 Page 23 of 66

24 Back Pay There are occasions when the pay adjustments (increments or decrements) are made much later due to time constraint and the employee pays are based on existing pay setups. Therefore there is a need to back pay the employees for the past pay periods where the new increments (or decrements) were supposed to take effect. Fig. 3-6 To create a back pay template, you can either Add or copy an existing one. Fig. 3-7 Copyright@Integra2000 Ltd 2005 Version 1.0 Page 24 of 66

25 Enter the values in step 1 and click Change to view employee list in step 4. This is to narrow down the number of employees that need to be displayed. In step 3, you can include (or exclude) those transactions that you do not want to back pay. After you have save your selections, print out the Back Pay report and check the figures presented. If there are errors found there, you can edit the template to correct them. Post the template if you are confident that the figures are correct. The data will be posted to the Pay Items process tables for further processing. Copyright@Integra2000 Ltd 2005 Version 1.0 Page 25 of 66

26 Pay Processing This is the heart of the payroll module. The setups provide the necessary information for the system to handle any Pay Items and the employee s pay. Process Pay Items On clicking on the link to this program, the user will be presented with a selection screen fill with employees. The user has the option to select ALL the employees displayed or just some of them or even one employee. You can process their Pay Items independently and at any time as long as the Pay Run has not been processed. If isuperleave is also purchased, you can tick those checkboxes so that the system will extract any Leave Encashment, In-Camp Leave and Unpaid Leave transactions for processing. You have to ensure that you are at the right period and the right Run ID. Should you change either the period or the Run ID, you must remember to click on Go to effect the change. Otherwise, you will process the wrong period or Run ID. In the screenshot below, you will notice the padlock icon. This indicates the Pay Items for these employees have already been run or processed. If the FINAL run has not been done, you can still open these rows and edit them. The padlock icon will also be displayed if the FINAL run has been performed. This is to prevent further input of values so that the pay run remains intact and uncompromised. You can narrow your entries to certain selected Pay Item codes like the overtime. The Administrator can grant access rights to individuals to view certain Pay Item types. This is covered in the section User Access. Fig. 3-8 After selection, you will be presented with the detail page of all the selected Pay Items for the respective employees (see Fig. 3-9 below). Copyright@Integra2000 Ltd 2005 Version 1.0 Page 26 of 66

27 Fig. 3-9 It is in this page that you enter the values of the various Pay Items if any. If you want a taxable Pay Item to be accessed in a different year, change the Tax Year. And if it is also CPF-payable, enter the employer and employee amounts. Otherwise, check the box under the Cal column and let the system calculate the CPF values. After submitting the Pay Items for processing, a padlock icon will appear beside each one of them. This implies that those Pay Items are ready for the Pay Run. Take note that the Run ID is crucial here if you have multiple pay runs per pay period. You process the Pay Items according to the Pay Run. For instance, you may have a mid-month run in your company and some employees worked overtime during that portion of the Pay Run. In such situation, you will enter the overtime performed in the mid-month Pay Items processing for the mid-month Pay Run to process payment. When month-end comes, you will do likewise to the FINAL Pay Items processing for the FINAL Pay Run processing. If the Hide Rate box is checked in the User Access program (see User Access section below), the Rate and Factor columns will be hidden from view. Refer to the Help file for further processing details. Copyright@Integra2000 Ltd 2005 Version 1.0 Page 27 of 66

28 Process Pay Run The Pay Run process finalized the pay run of certain Run ID. This is where the values from the Pay Items processing and the Pay Setups of employees are retrieved and combined to be processed together. The system will work out the necessary fund contributions based on the combined values. The amount of contributions to the various funds depend on the funds tables that you have set up or maintained. Fig Just as in the Pay Items processing, you have the choice to select those employees that you want to process. You can process your selection of employees independently from the others not necessarily at the same time. We recommend that you perform the Pay Run in batches instead of the whole company at one time. Under the status column, you may see some padlock icons. A yellow padlock implies that the Pay Run process is incomplete. It will become red if you were to do a FINAL Pay Run processing which will complete the pay run process. isuperpay allows you to re-open any completed pay run. This may be necessary in situations where there could be some discrepancies in the entries that need to be corrected. Refer to the section on How To Edit a Processed Pay Run for further details. The next screenshot (Fig.3-11) shows a sample view of the Pay Run for a few employees. Copyright@Integra2000 Ltd 2005 Version 1.0 Page 28 of 66

29 Fig Fig shows the FINAL Pay Run details of 3 employees. The table in green (and with a padlock icon besides it) indicates that the Pay Run for that employee (Zeke) is complete (or closed for further processing). The middle table (Keith), the one in gray, is still open. It has yet to be processed. You can only make changes to those fields in blue boxes. The rest of the fields can only be modified from programs where they are entered. For example, Pay Items can only be edited at the Pay Items processing page and pay amount from the Pay Setup program. The last table in pink (Faridah) shows that the employee has resigned and the hand icon is to alert the user to this fact. Like the gray table above, you can edit the fields and make the pay run if you want to. Or you can go back to the previous selection page and uncheck this employee from the Pay Run. You may want to hold this employee pay for as long as you like and make payments only after all conditions are met. There two buttons called Ceiling in the figure above. One is for the Additional Wage Ceiling listing (Fig.3-12) and the other for Voluntary Wage Ceiling listing (Fig.3-13). The idea behind these listings is to provide the user with a quick view of the past contributions and the current period s as well. The system would not attempt to regulate the CPF contributions. It is up to the user to make the necessary adjustments of the current contributions to the CPF Board based on Copyright@Integra2000 Ltd 2005 Version 1.0 Page 29 of 66

30 data from previous pay runs in the current year. (The listings shown are based on the CPF rates published on 1 Jan 2004 and 1 Jan 2005 respectively.) Fig The listing only provides the user with a guide as to the status of the current Additional Wage Ceiling. In the figure above, this employee AWC is now at $72, and there is no need for any adjustment to the Additional Wage subjected to CPF payment. When the current period s Additional Wage breaches the ceiling, either you can ignore it and pay the full CPF amount or you can make adjustment to the Additional Wage amount such that the CPF contribution still meet the board s requirement. For the former method, you will need to fill up a form from CPF in order to request for a refund of the excess contributions. To make the adjustment for the Additional Wage CPF contribution, you fill in the new amount in the field that is circled (in red) in Fig The amount entered there will not change the actual Additional Wage payment. We are just changing the amount for the system to work out the new CPF contributions that have to be paid to the CPF Board. After you have done that, check the listing again and see if you have stayed below the ceiling. Copyright@Integra2000 Ltd 2005 Version 1.0 Page 30 of 66

31 Fig Fig is a listing of voluntary CPF contributions paid so far. The maximum ceiling of contribution is determined by the CPF Board. The example above is based on the rates effective 1 January After taking into consideration the total amount paid to CPF, the new ceiling is recalculated. It is up to you to ensure that the employee do not exceed this limit. For matters relating to the above ceilings, you can contact the CPF Board for further clarifications. Electronic Submissions Depending on which organization you are registered to, you can extract the data into a file for submission. For bank files submission, you need to get their file format from your respective bank and pass it to us to create the template. They will not give us their file formats unless you are one of their customers The other file submissions require you to register with the respective organization in order to use their services. For CPF PAL service, you must register with the CPF Board while you register with CrimsonLogic if you want to use the CPF/IRASLine. Copyright@Integra2000 Ltd 2005 Version 1.0 Page 31 of 66

32 Chapter 4 - isuperpay Reports Fig. 4-1 Our isupersuite reports allow the user to set selection criteria before running them. This is done so that you can retrieve what you need. Most of the reports have quite similar selection screens where you can set the criteria by range of organizational units, employee ids, periods, etc depending on the type of report. Copyright@Integra2000 Ltd 2005 Version 1.0 Page 32 of 66

33 Pay Reports Pay Items Fig. 4-2 You can narrow down your report right to the type of Pay Items. For example, you may want to print the overtime transactions only for a certain period. In that case, just check the Overtime box. Or if you want to specifically select only the overtime records of a certain code, you just set the Pay Item Codes From and the To boxes to that particular code. A sample of the report is shown below. Fig. 4-3 Copyright@Integra2000 Ltd 2005 Version 1.0 Page 33 of 66

34 Payslips (Print) Fig. 4-4 This selection screen allows you to print the payslips for a selected range of employees for a particular run type. Check the Show YTD Amounts box if you want the year-to-date amounts to be displayed on the payslips. Or you can hide the employee s address from the payslips. The payslips will list all the pay items including the pay amount. See a sample printout below. Fig. 4-5 Copyright@Integra2000 Ltd 2005 Version 1.0 Page 34 of 66

35 Payslips ( ) Fig. 4-6 This is an version of the payslips. Check on those employees that you want to send the payslips to. You can carbon copy the payslips to a single addressee only. A report will appear to show a summary of the recipients for your record. Exceptional Pay Fig. 4-7 Use this report to verify that there are no employees who do not have a payment mode i.e. by cheque, GIRO or cash. Or it could be some employees have negative payments. Copyright@Integra2000 Ltd 2005 Version 1.0 Page 35 of 66

36 Payment Advice Fig. 4-8 Depending on the payment mode, the Payment Advice provides the user with a list of employees to be paid via that method. The screenshot below shows a payment advice of GIRO payments. Fig. 4-9 Copyright@Integra2000 Ltd 2005 Version 1.0 Page 36 of 66

37 Net Wage Difference The purpose of this report is to give the user an idea of the magnitude of the pay difference when compared to the previous month. In this way, the user can be alerted to unusual payments in that period. Fig Choose the Run Type for a certain period that you want the report to show you the pay difference between that chosen period and the previous one. A sample report is shown below. The report tells us that the employee has a 50% increase in pay in that period. You may want to investigate why the large change. Fig Copyright@Integra2000 Ltd 2005 Version 1.0 Page 37 of 66

38 Monthly Wage Variance This report lists all the employees Monthly Wage Variance. The report lists them by their organizational units. Fig shows a sample report. Fig Fig Copyright@Integra2000 Ltd 2005 Version 1.0 Page 38 of 66

39 Foreign Workers Levy This report lists all those employees with foreign workers levy imposed. The report lists them by their organizational units. Fig shows a sample report. Fig Fig Copyright@Integra2000 Ltd 2005 Version 1.0 Page 39 of 66

40 Skills Development Levy This report will show a list of employees who have to contribute to the Skills Development Fund. A levy is imposed on the employer for those employees that meet a certain criteria set by the governing body. The report lists the employees by their organizational units. A sample report is shown in Fig Fig Fig Copyright@Integra2000 Ltd 2005 Version 1.0 Page 40 of 66

41 Ethnic Funds Contribution The Ethnic Funds report displays all selected employees with their contributions to their respective ethnic fund (if any) including contributions to the Union Fund and the Community Chest. See Fig for a sample report. Fig Fig Copyright@Integra2000 Ltd 2005 Version 1.0 Page 41 of 66

42 Summary Reports Though the reports can summarized the pay transactions, you can still get the monthly figures based on your selection criteria. Employee/er Summary This is Employee/Employer Summary report. For lack of space, we used Ee to represent employee while Er represents Employer. For this particular report, you have a choice to display the employees data, the employer data or combined data of employee and employer. Fig Pick your type of report and enter your selection criteria. Samples of each of the summary reports are shown below (Fig. 4-21, 4-22 & 4-23). Fig Copyright@Integra2000 Ltd 2005 Version 1.0 Page 42 of 66

43 Fig Fig Payroll YTD Summary For this type of report, it will show the year-to-date pay transactions of each employee from January to December of the selected year. You can display the report by the run type or Run ID. Fig Fig gives you an idea what this report looks like. Ltd 2005 Version 1.0 Page 43 of 66

44 Fig Company Summary As the title suggests, this report shows the total company pay transactions in summary. You can only select the period range. Fig Ltd 2005 Version 1.0 Page 44 of 66

45 Fig Ltd 2005 Version 1.0 Page 45 of 66

46 CPF Reports This section groups together the core CPF reports or forms. These are usually the standard reports used by companies. There are other forms required by the CPF Board but they are not that common to many companies. Please note that there may be some reports that are grouped here as well that serve as a consolidating tool, etc. CPF Returns Run this report if you need to submit the CPF Returns. Enter the period and click on the Submit button. The report looks like the one below. Fig Fig Copyright@Integra2000 Ltd 2005 Version 1.0 Page 46 of 66

47 CPF AWC YTD Summary This is just a tool to check whether you have made excess payments to the CPF Board for CPF contributions on Additional Wages. If so, you would like to run the next report to make the claim for refunds. You can also use this report when you are in doubt about how much to contribute to the CPF for certain individuals. Fig Choose the year of interest and generate the report. A sample report is shown below. Fig In this example report, the amount paid is less than the payable which means that this company has underpaid the CPF contribution and is liable to a penalty. If the Excess CPF Paid is a positive value, you can then get a refund from the CPF Board for that amount by generating the CPF ES/CAPR form (see next page). Copyright@Integra2000 Ltd 2005 Version 1.0 Page 47 of 66

48 CPF ES/CAPR This form is a copy of the CPF ES/CAPR form used to apply for refund of excess CPF contributions on Additional Wages. Fig Choose the year of interest to generate the forms for the selected employees. The form is similar to the one below. Copyright@Integra2000 Ltd 2005 Version 1.0 Page 48 of 66

49 CPF Payment Advice This is a copy of the CPF 91 form for the payment of CPF contributions each month. Please check if you need to use this since you can also make payments via the CPF PAL Internet or CPF/IRASLine. Fig Enter the period of interest and click on Submit. The sample report is shown below. Copyright@Integra2000 Ltd 2005 Version 1.0 Page 49 of 66

50 IRAS Reports Fig All the IRAS reports (IR8A, IR8S and Appendix 8A) have the same selection screen as above. Check on those employees that you want to view or print their relevant forms. You can view or print the forms at any time. Ltd 2005 Version 1.0 Page 50 of 66

51 Chapter 5 - isuperpay Miscellaneous This portion of the menu is where can import and export transaction data into a comma-separated variable file ( csv ). With these files you can then import into your spreadsheet application for further processing. Refresh IR8A Codes Fig. 5-1 There are instances when you cannot tie up the figures in the IR8A and the pay reports. Most of the time it is due to the user changing the Tax Code of the Pay Items that have been used in some Pay Items processing. As a result there is a mismatch between the master Pay Item codes with that found in the transaction tables. This program will update your Pay Item transactions with the latest tax code as set in the master Pay Item codes. Copyright@Integra2000 Ltd 2005 Version 1.0 Page 51 of 66

52 Statutory Tables CPF Rates This is where you maintain the CPF tables for Singapore Citizens and Permanent Residents. Whenever the statutory board makes the announcement of the change in the rates, you can just create the new tables immediately by setting the Effective Date to the date they are supposed to come into effect. In this way, there is no need for you to remember to add in the new tables and wait for the day to come. You can preempt the changeover. Fig. 5-2 For each of the tables, enter the Salary Ceiling, Additional Wage Ceiling and the Voluntary CPF Ceiling. Ltd 2005 Version 1.0 Page 52 of 66

53 SDL/Ethnic Funds This also includes the Union Fund. Fig. 5-3 Currently, the system only recognizes the following Ethnic Funds CDAC, SINDA, MBMF, MENDAKI and ECF. To add a new table, click on the Add button. The Effective Date is important in determining which table to use by the system. You cannot delete away the old tables once they have been in used. This is to allow you to go back in time to reopen some processed Pay Runs. If you need to delete one of these tables, you will have to ensure that no Pay Run transactions have been made. In other words, you will need to undo or re-open those relevant Pay Runs. The Employer s Community Chest Matching Contribution Factor allows the user to enter a matching value for the contribution to the Community Chest. So when an employee contributes $100 each month to the Community Chest, the employer will also contribute $100 multiply by the matching factor. In Fig.13-3, the matching amount by the employer will be $200. Copyright@Integra2000 Ltd 2005 Version 1.0 Page 53 of 66

54 Fig. 5-4 In all the above tables, the method of entry is the same. Put in the wage amounts in each level in ascending order i.e. from Level 1 to Level 8 with the amounts increasing in values. For each range of wage amounts, enter the respective contribution amount to the fund. If you enter a value under the Contribution Factor column, the system will take this value and multiply it with the wage that falls within this range and add it to the contribution amount. In Fig.13-4, any wage that falls within level 2 (greater than $200 but less or equal to $1800) will have a SDL contribution amount of the wage multiply by 0.01 (or 1%). So if an employee has a wage of $1000, the employer will have to make a contribution to the Skills Development Fund an amount of $10 ($1000 x ) for this particular employee. Copyright@Integra2000 Ltd 2005 Version 1.0 Page 54 of 66

55 Sector/Worker Category This is a table that categorizes a foreign worker into the various industrial sectors. For each sector as defined by the relevant government bodies, a levy (known as the Foreign Worker Levy ) is imposed. The amount imposed is dependent on the effective date of that category. Fig. 5-5 The table will present you with five new rows after each submission. You can add in the same Sector/Workers Category code but it must have a different effective date. In figure 13-5, the CTNSKL code has three effective dates to indicate the changes made to this group of workers in those periods. Any pay run made for any of these workers in August 2004 will incur a levy of $50 assuming that the employees received full monthly payments. Copyright@Integra2000 Ltd 2005 Version 1.0 Page 55 of 66

56 Pay Items Enter the file to upload into isuperpay. You can either type in the file path or use the "Browse" button to search for it in your hard-disk. Click the "Upload" button. This will display the extracted records in isuperpay as shown in Fig Fig Please note that the text file to be uploaded must follow the structure provided below. The structure for the import is as follows: Fields Remarks 1. Employee ID (max 20 characters) Must pre-exist in isuperpay. Otherwise, an error will be thrown. 2. Employee Name (truncated to 30 characters) 3. Pay Item Code (max 20 characters) 4. Rate (max 10 numeric with up to 4 decimal places) 5. Quantity (max 10 numeric with up to 2 decimal places) This name is just for display. It will not change the existing name in isuperpay. Must pre-exist in isuperpay. Otherwise, an error will be thrown. Depending on the type of Pay Item, enter the rate. (Optional) Enter the quantity of the transaction. (Optional) 6. Amount (max 10 numeric with up to 2 decimal places) Enter the amount. The columns must be in double-quotes and comma-separated as in the following example: "3003","Zeke Zhou","OT10","55.5","10","555" "3004","Keith Ho","R01","0","0","30" Copyright@Integra2000 Ltd 2005 Version 1.0 Page 56 of 66

57 Separate each row by a carriage return and line-feed. Set the run type and period. If necessary, you can edit the records before pressing the "Post" button to write them into the Pay Items tables. Though you could have defined the Pay Item to be of a certain value type, whatever the amounts uploaded will be captured. In other words, you can upload only fixed values for all Pay Items irrespective of their value type. The system will still accept your input. You can verify the uploaded records via the isuperpay -> Processes -> Pay Processing -> Process Pay Items. Copyright@Integra2000 Ltd 2005 Version 1.0 Page 57 of 66

58 Export Data Occasionally you may want to work further on the data which the existing reports cannot provide. In such situation, you can download the data into a text file (.csv file) and use your favourite spreadsheet to manipulate the extracted file. Pay Run Data Fig Select the range of records that you need from the Pay Run data to be downloaded. Once you are comfortable with the selection, you can click on the Download button to extract the records into a file. You will see a window dialog screen (see Fig.13-12). Click Save to create the file to your preferred directory or you can click on Open to open the file in the application associated with the.csv file. Copyright@Integra2000 Ltd 2005 Version 1.0 Page 58 of 66

59 Fig Ltd 2005 Version 1.0 Page 59 of 66

60 Pay Items Data Fig The selection screen allows you to download specifically those Pay Items that you need to evaluate. On clicking download, you will a similar dialog screen as shown in Fig You can click either Open or Save to proceed with the download. Payslip Info The selection screen is the same as in Fig In this instance, it is the payslips information that will be downloaded. The data retrieved is closely similar with that found in the payslips except that it is in a row. Copyright@Integra2000 Ltd 2005 Version 1.0 Page 60 of 66

61 Index access rights, 26 Additional Wage Ceiling, 29, 30, 52 Administrator create, 26 Appendix 8A Setup, 19 Back Pay, 24, 25 Bank Setup, 12 Basic Wage, 9 CDAC, 53 Community Chest, 15, 41, 53 Company create, 5 Company Summary, 44 CPF AWC YTD Summary, 47 CPF ES/CAPR, 47, 48 CPF PAL Internet, 49 CPF Rates, 7, 15, 52 CPF Reports, 46 CPF Returns, 46 CPF/IRASLine, 31, 49 ECF, 53 Electronic Submissions, 12, 31 , 35 Employee Category, 5 Employee Pay Setup Adjustments, 17 Employee Setups, 5 Employee/er Summary, 42 Ethnic Funds Contribution, 41 Exceptional Pay, 35 Export Data. See FINAL run, 6, 7, 14, 15, 18, 26 Foreign Workers Levy, 38, 39 Gross Wage, 9, 10 Gross Wage Components, 9 Hide Rate, 18, 27 IR8A Setup, 19 IR8S Setup, 19 IRAS Reports, 50 isuperpay overview, 3 isuperpay Miscellaneous, 51 isuperpay Processing, 20 isuperpay Reports, 32 isuperpay Setups, 5 Maintenance, 11 Mass Processing, 21 MBMF, 53 MENDAKI, 53 Monthly Pay Run Cycle, 3 Monthly Wage, 9, 10 Monthly Wage Components, 9 Multiple Pay Run Cycles, 4, 6 Multi-Variable Component, 9, 16 Copyright@Integra2000 Ltd 2005 Version 1.0 Page 61 of 66

62 MVC. See Multi-Variable Component Net Wage Difference, 37 Overtime, 9, 33 Pay Item Details, 9 Pay Items, 3, 8, 9, 11, 18, 20, 21, 22, 25, 26, 27, 28, 29, 33, 51, 56, 57, 60 Pay Processing, 26, 57 Pay Run Data, 58 Pay Run Types, 6, 7 Pay Setup, 3, 9, 10, 14, 29 Payment Advice, 36, 49 Payroll YTD Summary, 43 Payslip Info, 60 Payslips, 34, 35 Process Pay Run, 28 Refresh IR8A Codes, 11, 51 SDL/Ethnic Funds, 53 Sector/Worker Category, 55 SINDA, 53 Skills Development Levy, 40 Statutory Tables, 52 Summary Reports, 42 Union Fund, 6, 7, 41, 53 User Access, 18, 26, 27 Voluntary Wage Ceiling, 29 Copyright@Integra2000 Ltd 2005 Version 1.0 Page 62 of 66

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