FOR VHA MEMBERS EMPLOYEE BENEFITS PROGRAM

Transcription

1 FOR VHA MEMBERS EMPLOYEE BENEFITS PROGRAM

2 Your Contacts Level 6, 136 Exhibition Street, Melbourne,Vic 3000, Australia

3 Contents Capability Statement Benefits of Using for your Employee Benefits Program Employee Benefits from Employees Salary Packaged Benefits Novated Lease How It Works Responsibilities Employer and Your Team Setting Up Your Salary Packaging Service Proposed Implementation Plan Proposed Implementation Plan Transition Transition Plan New Employees Packaging Process Employee Salary Packaging Payroll MyKiosk Online Features Package Confirmation GST / ITC's FBT Reporting 3

4 Capability Statement Your Employee Benefits Partner Our philosophy is "Less is More"- an approach that removes the unnecessary stress and worries of today's world. We use this approach to simplify the salary packaging and leasing process. At all times will provide dedicated and experienced resources to regularly manage, monitor and review your Employee Benefits Program from implementation and throughout all functions. Your Employees will have flexible options of on-site meetings, by telephone or online to obtain information and assistance for existing or new package enquiries. Our team are trained Salary Packaging and Novated Lease professionals who will provide assistance regardless of how contact is made. Employees can be assured of receiving assistance and education necessary to ensure the best outcome is delivered for each Employee every time. Our commitment to our Employers and Employees is to continuously develop our already industry leading offering to consistently provide the best features, service and product ensuring a customer experience second to none. Salary Packaging is recognised as an ideal method of providing valuable Employee Benefits and enhancing an organisation's Employer of Choice strategies. looks forward to partnering with you. by LeasePLUS Group can deliver flexible, compliant and attractive options to Employers who are Victorian Healthcare Association Members bringing convenience and market competitive solutions to all stakeholders. The LeasePLUS Group is privately owned and Australian operated with a focus on developing a successful and functional balance of our team, systems, experience and understanding to provide salary packaging and novated leasing to Employers and Employees. A large part of our journey has been in managing a client base in the Health and Government Sectors. Since 2002 the LeasePLUS Group has developed innovative solutions, systems and services to help Employers and Employees experience the valuable benefit of salary packaging and novated leasing. 4

5 Benefits of Using for Your Employee Benefits Program Support your Industry Association Convenient transition of packaging for Employees moving from one Employer to another using Added value to take home salary without additional Employer cost Attraction and Retention Strategies are enhanced Identification as an Employer of Choice Improvement of services and delivery of your Employee Benefits Program Services for VHA Members by the LeasePLUS Group has the flexibility of varying our service offering to meet specific needs of individual Employers. Employers can tailor their own solution and choose to: Appoint to deliver salary packaging and novated lease services Maintain your current salary packaging provider - inhouse or outsourced - and use LeasePLUS Group for Novated Lease Services Utilise the services of to deliver your organisation's requirements for company provided vehicles 5

6 Services Specialist provider of outsourced salary packaging administration solutions for all allowable salary packaged benefits for Employees of Members of VHA. SalaryPackagingPLUS technology and systems are fully integrated with seamless interfaces to administer all components of a salary packaging program, supported by sustainable timeframes, documentation, procedures and transparent account management to meet all audit requirements. Novated Leasing Services bringing fleet and fuel discounts, tax savings and ongoing budget management to Employees. LeasePLUS is a specialist Novated Lease provider and Salary Packaging administrator with comprehensive understanding and solutions to meet the needs of all stakeholders. LeasePLUS Novated Leasing has been developed with a best practice approach to delivery and is supported by our proprietary software MyLease. This enables LeasePLUS to offer a truly industry leading service to our clients. LeasePLUS Group has a unique offering to all of our salary packaging customers - MyMortgagePlus. We offer a free mortgage health check to assist our customers achieve the best possible outcomes for their financial future. MyMortgagePLUS is a nationally accredited mortgage and finance broking firm with an extensive panel of accredited financiers. Our team will take the time to listen and understand individual circumstances to deliver positive outcomes. 6

7 Employee Salary Packaged Benefits can provide the following salary packaged benefits to your Employees. Only the benefits selected by an Employer are offered to Employees to package. Tax Free Cap - living expenses Meal Entertainment Venue Hire Novated Leases Remote Area Benefits Laptop/Tablet/Mobile Phone (Work Use) Airline Lounge Membership Salary Packaged Benefits by LeasePLUS Group is compliant with all regulatory, legislative and ATO requirements for different benefits offered. All of our operations and salary packaging services, in particular our calculators, are regularly audited to ensure full compliance and adherence to current regulation and taxation. Salary Packaging Cards is one of the few providers who will continue to offer the convenience of a salary packaging living expense card and meal entertainment card issued under the MyCardPlus brand (MCP). With the support of an innovative Mutual - Beyond Bank - MCP today has a card that is fully compliant with all Australian Tax Office requirements. will manage issuing either or both cards using an e-commerce platform. This platform provides a better customer experience delivering MCP cards to Employees in a shorter timeframe. Similar to all of the other services available, the Employee can access their accounts and information using our industry leading Apps or Employee Portals. 7

8 Novated Lease The LeasePLUS Group deliver salary packaging and novated leasing services to a wide variety of clients in Government, Corporate, Health, PBI and Education sectors. Our client base consists of long standing clients who expect and receive services and outcomes that are aligned to that which LeasePLUS delivers. In particular our services to the NSW Government Health Districts would be the most similar comparison to Victorian Healthcare Association Member organisations. Our relationship with this Sector is now more than a decade old. LeasePLUS is a specialist provider of Novated Leasing solutions and as such has developed a best practice approach to the delivery of Novated Leases which is supported by our proprietary software MyLease. This enables LeasePLUS to offer a truly industry leading service to our clients. LeasePLUS provide full Novated Lease and Fleet Management for salary packaged vehicles, including: Procurement LeasePLUS maintain a comprehensive dealer network across Australia covering all major car manufacturers which enables LeasePLUS have confidence in our ability to secure market leading pricing for all LeasePLUS customers. For all prospective LeasePLUS customers we will contact fleet dealers within the LeasePLUS dealer network in order create a competitive environment and provide the customer with the best price currently available in the market. Maintenance, Repairs & Tyres LeasePLUS service booking system is unique and a key value add for most of our novated lease customers who are able to schedule repairs and maintenance for their vehicles with all major brands and locations. When a customer calls us regarding maintenance, LeasePLUS can make a booking on their behalf at one of our approved repairers. We can pay the supplier directly, ensuring that the scope and cost of works completed is consistent with the age and mileage of the vehicle, as well as clarify when something sounds amiss, obtain evidence regarding the necessity of repairs and ensure that work is carried out to an appropriate standard. Where possible LeasePLUS negotiate discounts for maintenance and repairs for our customers. Insurance LeasePLUS offer a highly specialised Insurance product purpose built for novated lease drivers. However this product is offered via an opt in method and LeasePLUS encourages drivers to review the market and select the policy that best suits their needs. Fuel Cards LeasePLUS offers a choice of three different fuel providers each delivering flexibility of choice along with a competitive rebate off the pump price per litre. Finance LeasePLUS utilise a financier panel which is reviewed regularly in order to secure highly competitive finance rates for our valued customers. Roadside Assistance / Accident Management LeasePLUS will provide roadside assistance and accident management to drivers. We have partnered with the Primar Group to provide the optimum level of roadside and accident management services for drivers who participate in our Roadside Assistance and Accident Management package. LeasePLUS accident management aims to deliver a simple and convenient process during what can be a stressful time. Novated Lease New, Used or Existing Cars 8

9 How It Works Employee Payroll Pre Tax Deductions Post Tax Deductions Cap Living Expenses Employee Salary Packaging Account with GST/ITC s Meal Entertainment Venue Hire Novated Lease Vehicles Other Benefits Remote Area Benefits Laptop Tablets Mobile Phone (Work Use) Fuel Card Maintenance Repairs Tyres Batteries Lease Payments Insurance Registration Airline Lounge Membership 9

10 Responsibilities As part of our partnership there are responsibilities EMPLOYER Responsibilities Responsibilities Provide Employees with access to education and information from Deliver Employee education and information 01 Liaise with your Client Manager to schedule site visits, information sessions, marketing material, intranet links, newsletters and other opportunities Regular Contact with Employer to schedule site visits, provide marketing material, updates, special offers, editorial and other opportunities for Employee interaction and education 02 Advise of New Employees commencing Employment with contact details Establish contact with New Employees to ensure understanding of benefits provided and attend induction and orientation days 03 Sign off Employee eligibility and approval requests, and Novated Lease documents, and return to as soon as possible Communicate requests for Employee eligibility confirmations, approvals and Novated Lease signatures to the designated Employer Contact 04 Advise of changes to your designated Employer contacts and signatories for update of Employer data Advise Employer of changes to designated Contacts, systems, updates and legislative requirements for Employer 05 Advise of Employees on leave without pay, for example Maternity Leave Adjust Employee Accounts to reflect leave without pay notification from Employer 06 10

11 Employer and from both and you as an Employer: EMPLOYER Responsibilities Responsibilities Advise of Employees ceasing employment, providing sufficient time for reconciliation of their account and advice from of adjustments to be made to final pay Reconcile package/vehicle accounts for Employees ceasing and advise Payroll for inclusion of adjustments in final pay 07 Advise of any other matters that may affect an Employee s FBT - eg Employer vehicle provided with personal use Ensure an Employee s benefits remain within the FBT limits each year 08 Action Package Confirmations received from to deduct Pre and Post Tax Amounts from Employee's salary Prepare and submit Package Confirmations and calculations for payroll deductions 09 Remit Payroll Deductions to nominated Bank Account on agreed day and forward Payroll File (reconciled to amount remitted) in agreed format Ensure Payroll deductions remitted reconcile with Payroll File. Action and distribute amounts to individual Employee Accounts on the day funds are received Action GST/ITC Reports received from VHA PLUS+. Include in BAS and remit ITC s to with Summary of Employees and amounts for distribution Action FBT Reports as required and complete FBT Return from information provided in FBT Reports Provide GST/ITC Report with Employee amounts for payment/refund Distribute ITC amounts to individual Employee Accounts when received from Employer FBT Management - Communicate requirements and collect Employee information for vehicle packaging at end of FBT Year 11

12 Your VHAPlus+ Team will provide support for all aspects of your Program with us through our experienced team members who will be appointed as dedicated resources. Client Manager Your Client Account Manager will liaise with you for all aspects of the Program Implementation, Transition and Ongoing Reviews Implementation of a framework of Review Meetings with all clients will ensure monitoring and review of our service provision For new clients Review Meetings will be scheduled with key stakeholders to ensure all components of the service program are being delivered with optimal results. Scheduling of Review Meetings will be confirmed at commencement of the contract A typical Agenda for a scheduled review meeting would include: Volumes and transactions for Salary Packages and Novated leases (new, existing, terminated) Review of contract activities - feedback to incorporate any improvement recommendations LeasePLUS initiatives and ideas to enhance the program and outcomes Issues register - review and analysis for long term solutions Complaints and compliments percentage analysis/survey Survey results Current FBT position with analysis of negative balances GST/ITC reports and outcomes Reconciliations and Terminations On-site activity metrics site visits, number of people seen, seminars meetings, events Website analytics, app usage Marketing and collateral An Agenda will be submitted, notes from the meeting are compiled and disseminated with action items to ensure any issues or outcomes are appropriately addressed within agreed timeframes. Business Manager has a priority focus on the delivery of education and information on-site to all Employees and will appoint a dedicated Business Manager for your organisation and ensure appropriate marketing collateral is available Your Business Manager will commit to an agreed regular schedule of ongoing site visits, marketing and education opportunities and be the principal contact for all salary packaging enquiries Your Business Manager will also liaise with your on-site contacts for other opportunities and events to support the program such as Staff Information Days, Expos, Orientation and Induction Days 12 Customer Support Team Our Customer Support Team and Leasing Consultants are available by phone on our 24/7-365 days a year customer service hotline All of Employers, particularly Finance and Payroll Teams, are given specific direct contact with our Employer Support Team who have the experience and necessary training to facilitate all enquiries from Employers Our Customer Support Team has extensive knowledge, experience and capability in all areas of salary packaging such as transitions, FBT, GST/ITC s, reporting and deductions - our focus is on delivering these services as key value adds for our clients

13 Setting Up Your Salary Packaging Service will assist you and will manage all steps to establish a successful Program. At commencement all stakeholders will agree to a detailed Implementation Plan outlining all the requirements for your Salary Packaging Service but there are some things you as the Employer need to do. STEP 01 New Client Establishment STEP 02 Human Resources STEP 03 Payroll Execution of Services Agreement Client Team established Confirmation of program protocols and client requirements Development of / organisation engagement processes Development and agreement on Employee engagement planning across key sites, methods and timings Confirmation of Employer specific HR processes Confirmation of Employer Payroll timings and processes Payroll System Integration Payroll team familiarisation training with Processes and Documentation STEP 04 New Client Establishment STEP 05 Human Resources STEP 06 Payroll Establish on Employer Systems including Payroll and Intranet Establish Employer on systems Establish Reporting Procedures - GST, FBT, End of FBT Year, Other Website Employer Team Protocols Review Schedule Program Monitoring Complaints Resolution Protocols Future Marketing Strategies Following implementation: One month follow up meeting Three month follow up meeting Six month follow up meeting Ongoing scheduled program reviews 13

14 Proposed Implementation Plan Activity Responsibility Completed Complete and Execute Services Agreement and Schedules Employer / VHA PLUS+ Day 1 Client Team appointed for implementation and ongoing management Day 1 Identify Employer Key Contacts: Management, HR, Administration, Finance, Payroll Implementation Meeting with Key Contacts Project Plan - IT & Communication Communicate dedicated Employer to appropriate members of client services teams - Operations, Leasing, Salary Packaging, Regional Managers Commence Employer Site on website - noting only benefits agreed on the site and including any client specific resources required to support the program Development of communication material and on-forwarding to client stakeholders for review and approval to deploy Logins - Employee login to the website and Employer login for reports and administration Special Conditions established on system - includes any approval requirements Employer / VHA PLUS+ Employer / VHA PLUS+ Responsibility Day 1 Day 10 Completed Day 15 Day 15 Day 25 Day 15 Day 10 Employer Policy/s set within the Host Application - includes pre approval and eligibility for benefits and application protocols Benefit framework set in system Signatories and contacts - who can sign approvals and Novated Leases Employer Take On Briefing Client Briefing to Operations teams- includes special conditions or processes that are client specific Client Briefing to Field Staff includes initial and ongoing advice for all site contacts, program requirements and communication approaches Client Briefing to in house Leasing Team - includes eligibility, approvals and signatories as well as program specific application protocols Employee Engagement Confirmation of Employer sites and contacts - for initial and ongoing delivery of on-site information sessions and one on one interviews Confirmation of education session scheduling - how often, the best delivery format, locations and times to ensure successful Employee engagement Development of communication material client stakeholder review and approval to distribute Responsibility Responsibility / Employer / Employer Day 15 Day 10 Completed Day 30 Day 30 Day 30 Completed Day 15 Day 15 Day 25 Provision of Employee Information and content for client Intranet if required Launch to all Employees to introduce the services, highlight communication and advertise engagement opportunities Employer / VHA PLUS+ Day 25 Day 25 14

15 Proposed Implementation Plan Administration Responsibility Completed Employer Specific Bank Account created (if required) - for receipt of deductions Confirmation of payroll communication processes including review of documentation and workflows with payroll stakeholders Confirmation of FBT Reporting format and timing to meet organisational requirements / Employer Day 30 Day 15 Day 15 Confirmation of GST Reporting contacts and format and timing to meet organisational requirements Day 15 Confirmation of Complaints Handling process with escalation and resolution protocols Payroll Process Confirmations Responsibility Day 15 Completed Payroll System - Confirmation of System and data interface requirements Employer Day 1 Pay Periods - confirmation of weekly, fortnightly and/or monthly payroll New Employee Processes - confirm documentation and workflows for new Employee establishment Terminating Employee Processes - confirm documentation and workflows for terminating Employees Contact and Review Employer / Employer / Employer Responsibility Day 1 Day 15 Day 15 Completed Confirmation of Program Review timing and content Day 15 Program Implemented and Live / Employer Day 30 New Employer Implementation Plan 15

16 Transition by LeasePLUS Group has extensive experience in the Transition of existing salary packaging and Novated Leases from one provider to another. We look at each lease individually and make a recommendation based on the best outcome for the Employee, taking into consideration factors such as balance of lease period. will work with the Employer and relevant Employees to establish a Transition Plan that ensures all aspects of the transfer, Fringe Benefits Tax reporting and reconciliation are transitioned as quickly and efficiently as possible. For large transitions can stagger the package transfers over staged timeframes and agreed Employee bases to manage risks and identify issues in set areas if there are any. Where possible transitions are most convenient for all parties if they occur on 1 April to avoid carry over within an FBT year. However, successful transitions can occur at any time during the year with careful planning and data management. Our broad experience with the transition of clients from both internally managed programs and outsourced providers is your guarantee that we will transition any existing salary packaging arrangement as efficiently as possible for all stakeholders While we have detailed the key events typical for any transition in the table below, each new client has a Transition Plan tailored to their specific requirements to ensure all elements necessary for successful transition are provided for Following is an overview of the key steps for transition of existing packaging into the program. The Plan will be activated from the date the Services Agreement is signed and received by Transition of Current Employee Packages 16

17 Transition Plan Key Activity Stakeholders Timeframe Appoint Project Team Initiate Contact with Member Stakeholders Schedule Project Team/Stakeholder initial meeting and ongoing regular update meetings Day 1 Commencement of Program Issue Standard Data Transfer Sheet and Transition letter (refer to ASPIA guidelines) to Member for delivery to current salary packaging provider and/or lease stakeholders Day 1 Employer Services Team meet for introduction and familiarisation with Member stakeholders and Payroll integration Member/ Day 15 Data for current Employee packages returned from internal stakeholders / outgoing supplier Member Day 60 Employee data transferred to data applications Day 65 IT Analysts perform quality audit and clean of data imported Day 70 Existing Novated Member and both distribute Employee introduction and welcome Member / Day 75 Leases and Transition letter distributed to Employees advising new provider arrangements Member / Day 75 Salary Packages Revised Novated Lease Schedule distributed to Employees where required with notation for signature and return Day 80 Return due date for Executed Lease Schedules Employee Day 85 Administration and management of transitioned leases commences with Day 90 Administration of non-vehicle benefits commences with Incumbent Day 90 Incumbent transfer of funds to Day 90 Transfer Individual Employee account balances reconciled by Incumbent Day 90 from Previous Import Employee balances to administration, for application to vehicle running budget or return via payroll Day 90 Provider Incumbent to provide final Reconciliation Statement to Employees Incumbent Day 90 Benefits transitioned and under Management Member / Day 90 17

18 New Employees When a new Employee joins your organisation or is considering employment with you, it is important that they are fully aware of the salary packaging benefits available and the opportunity for accessing these benefits and savings. will assist Employers with the production of any material required for inclusion in New Employee Information Packs to ensure the benefits are recognised and explained appropriately. Inclusion of salary packaging details in the information you provide a new or prospective Employee ensures awareness of the Employee Benefits available when joining your organisation. If an Employee is transferring from another Employer and needs to transfer existing packaging and / or a Novated Lease, will discuss the process and can arrange the transfer of the existing packaging or Lease. Orientations Inductions Welcome and congratulations on your appointment! Your Employer values their team and wants to ensure you understand and receive the benefits available through salary packaging. Your Employer has partnered with the by LeasePLUS Group to provide Salary Packaging of benefits to Employees. Salary packaging can provide more value from your salary, giving you tax savings and increased take home net income. Depending on the benefit and your own salary, the savings can be significant and give you thousands of dollars extra in your take home pay over the year. will assist you to maximise the benefits of salary packaging for your own circumstances. We regularly attend at your workplace to meet with the team. To make an appointment call our Customer Centre on or visit our website 18

19 Packaging Process 01 Employee selects item to package and submits Package Set Up Form to with any required authorisation or eligibility letter from the Employer 02 establishes package on our system 03 Package Confirmation for new deduction is sent to Payroll and Employee 04 Employer Payroll record nominated Pre Tax and Post Tax Deductions and commencement date on Employee File 05 Deductions made for all Employees who are salary packaging are remitted to for distribution 06 Package Deductions continue until another Package Confirmation is received adjusting the package or package is cancelled 07 Payroll advise of Employees leaving so that salary adjustments can be made if required 19

20 Employee Salary Packaging Change to Package If an Employee wants to change their package or the items they package, they are required to complete a Package Set Up form and submit to will make the changes and issue a Package Confirmation to the Employer and the Employee An Employer would then make the relevant changes to an Employee s payroll deductions and remit to in the usual way Cancelling a Package Employee Ceasing Employment 01 Employee advises and discusses options 01 Employer advises of Employee ceasing employment 02 reconciles Employee packaging Account 02 contacts Employee and discusses options 03 advises Employer to cease Payroll Deductions 03 reconciles Employee Account 04 advises Employer of any adjustments to be made from final salary of Employee 20

21 Payroll 01 Package Confirmation An Employee decides on the item and amount of salary packaging and signs a Package Setup Form When receives a Package Setup it is processed and a Package Confirmation is ed to the nominated Payroll contact The Package Confirmation contains the amount of the deductions to be made each pay cycle for the individual Employee If an Employee is salary packaging a Novated Lease vehicle there will most likely be a pre-tax amount and a post-tax amount to be deducted from each pay cycle Payroll Deduction 02 Each pay these amounts are deducted by Payroll and recorded as salary packaged amounts for each Employee Deductions continue until receipt of a new Package Confirmation which amends the payments OR Deductions cease on receipt of advice to cease packaging by the Employee or the Employee leaves the Employer Only the amount shown on the Confirmation Advice for an Employee is to be remitted each pay Transfer to 03 nominates a Bank Account for receipt of the Employee payroll deductions Employers establishes an EFT from the Organisation s Bank Account to the Bank Account 04 Process Payments Employer sends details of payroll deductions to receives file in the format established between us It is important that the funds arrive into the account in the agreed timeframe so that can allocate to an Employee s salary package account as soon as possible so that payments on behalf of the Employee, such as mortgage or lease payments, are not delayed 21

22 MyKiosk MyKiosk Software MyKiosk access for Employees Easy to read and find balances for various types of packaging User friendly terminology and layout Provide changes to details Request changes to packaging Ability to download forms and guidelines Ability to complete forms online, then print and sign Ability to view status of claims, YTD info etc Print statements Lodge helpdesk queries Record all queries lodged from Employee kiosk Maintain a register of all queries lodged and status of the query Report on status and types of queries including time from query to response 22

23 Online Features by LeasePLUS Group has developed a wide range of digital tools and industry-leading online solutions that support our customers, including our online packaging reports and our Expense Reimbursement App. Note: Images will be replaced when website is updated 23

24 Package Confirmation Package Confirmations are used to communicate to an Employer the amount of the deductions required to be made from the Employee's pay and remitted to for the Employee's salary packaging account. Package Confirmations will be sent automatically to the Payroll Office at the time we action them. Any Confirmations sent to Payroll after cut-off dates for alterations are calculated for the next pay run. Below is a sample Package Confirmation: 24

25 GST / ITC's will generate an Input Tax Credits Report on a Monthly basis which will be automatically sent to your nominated recipient. Below is a sample GST/ITC Report 25

26 FBT Reporting will provide comprehensive FBT reports and all requirements to meet specific needs of an Employer. Below is a sample of an actual FBT report: ABC Regional Hospital Actual FBT Report Payment Limit: $17,667 Employee No Employee Name Cost Centre Taxable Amount Total Gross Up FBT Payment Novated Leases Payment Exempt Payment Admin Payment FBT Projected FBT Actual FBT Actual Payable FBT Proj. Payable R0352 R2602 R0050 R0160 R0160 R0050 R1202 H0460 P0210 R1002 R0160 P0210 R0160 R0160 R1002 R0352 N0002 R1002 R1202 R0160 R0160 P0210 R0352 H0452 R0160 R0050 R2452 R0050 H0052 A8002 N3002 R0050 R1852 R0160 R0160 $3, $9, $7, $2, $6, $17, $15, $5, $17, $4, $4, $3, $2, $4, $2, $ $1, $1, $1, $1, $ $ $ $ $ $ $ $ $ $ $ $ $ $ $80.00 $

27 Your Contacts Level 6, 136 Exhibition Street, Melbourne,Vic 3000, Australia

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