EMPLOYER HELP GUIDE Online Contribution Processing CIPQ BERT 2 BEWT Disclaimer: All employer and member details used throughout this guide are fictitious and have been created for training and educational purposes. Any reference to any employer or member is entirely coincidental. Version 3.0 for Release v1.4 (Last updated April 2013)
Table of Contents Understanding Your Contribution... 3 Understanding What The Different Statuses Mean... 3 CIPQ Contributions Passed Their Due Date... 6 BERT 2, BEWT And CIPQ Employers... 8 Changing Your Password... 9 How To Add an Employee to your Contribution... 10 Adding an Existing Employee by Member Number... 10 Adding an Existing Member by Personal Details... 12 Adding a Brand New Member to Your Contribution... 13 Reactivating an Employee Back Onto Your Contribution... 14 Adding an Existing Member to an Extra Fund... 15 Terminating a Member from a Contribution... 16 Terminating an Employee from your Contribution... 16 How to Process a Contribution Standard Weeks... 19 How to Process a Contribution MultiRate... 23 How to Save / Submit a Contribution... 24 Saving... 24 Submitting... 25 How To Pay Your Contribution... 26 Where To Locate Payment Details... 26 Paying By BPAY... 28 Paying By EFT... 28 Paying By Cheque... 29 How To Get A Receipt For A Paid Contribution... 30 Handy Tips... 31 2 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au
Understanding Your Contribution No. Step Detail 1. When you first access your online contributions you have to select a contribution period using the drop down menu in the top left corner of the screen. 2. Contributions can be in various statuses depending on whether they are paid, submitted, saved or open. Each status has a colour code to help you recognise them easily. The drop down menu has the most recent contribution at the top. Here are 2 examples of what might display in the drop down menu: In example 1, August would need to be submitted before September. In example 2, September would need to be submitted before October Understanding What the Different Statuses Mean 1. Open Status Grey A grey Open status usually applies to a future status and can only be processed or modified if the previous month s contribution has been saved or submitted. 3 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au
If you attempt to open this contribution you will get a warning message advising you that you haven t saved the prior contribution. As soon as you save the prior contribution the contribution period will be highlighted green and will be accessible for processing. 2. Open Status Green An Open status that is highlighted green means that this contribution has not had any modifications made or changes saved. 3. Saved Pending Blue Status The blue Saved-pending status indicates that the contribution has been saved either with or without changes being made. A contribution advice can be downloaded at this stage to help you with your calculations. 4. Submitted Unpaid Yellow Status When you are happy that your contribution is correct for the month you can Submit. Submit does two things. Firstly it closes the contribution and you will be unable to modify it. Secondly you will be able to download an invoice and pay for your contribution. If you find that you do need to modify a Submitted unpaid contribution please call 1300 251 114. 4 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au
5. In Arrears Red Status Contributions that are In Arrears refer to contributions that have not been paid by the due date. 6. Paid completed Status The most common status will be Paid completed which is highlighted white and refers to a contribution that has been paid and completed. You are not able to edit this contribution type. If you do need to edit a Paid completed contribution please call 1300 261 114 for advice. NOTE: If you make changes to your contribution you must save it. If you Refresh prior to saving you will lose any changes you have made. You can choose to Save your contribution multiple times and modify your contribution until you are happy that it is correct for the period. You are only able to Submit your contribution online once. 5 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au
CIPQ Contributions Passed Their Due Date Where a CIPQ contribution is passed its due date, it cannot be submitted online. You will still be able to view it, but will not be able to submit the contribution. The following message will be displayed: 6 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au
7 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au
BERT 2, BEWT and CIPQ Employers No Step. 1. In a contribution where you have BERT2, BEWT and CIPQ, where BERT2 and BEWT are submitted and CIPQ is not, the dropdown will indicate that the month is still savedpending. Detail As the status of Saved-pending is displayed in the top dropdown box this indicates that the entire period is not yet paid or completed. 2. Once CIPQ has been submitted the month will be updated to Submitted-unpaid All of the funds display a status of Submitted-unpaid 8 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au
Changing Your Password No. Step Detail 1. If you have previously registered to submit your contribution online but have forgotten your password you can select Reset password from the logon screen and a new password will be emailed to your company s email address that you originally registered with. 2. The password sent to you will be new and unique. As per your request this is your new password to login to the BERT/CIPQ online contributions system. You can login to the BERT/CIPQ online contributions system via the link below: https://services.bert.com.au/ernieweb/default.aspx. Password: P$a7?8 (Note that your user name will be your Employer Number.) For any issues please call 1300 261 114. 3. When you log back in using the emailed password, (old password), a pop up box will appear for you to change your password to something unique to you. 9 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au
How To Add an Employee to your Contribution You can add new and existing members to your contribution and reactivate past employees memberships. If your new employee already has a known membership number for BERT2 or CIPQ you can add them simply by using that existing number. Your employee may know that they have held BERT2 or CIPQ membership but are unable to provide a member number; these employees can be searched for using their personal details and again added as an existing fund member. Past employees can be added by using the Re-activate members function. If your employee is new to the Queensland building industry you can add them to your contribution and create unique membership numbers for them. If you add a new or existing employee, or reactivate an employee to an Open, green, current contribution they will be added to that contribution and all future contributions once the record is saved (including the grey Open contribution). If you add a member to a contribution period that is Saved pending you will need to add them to all future contributions that are also saved-pending. If you choose the Refresh option prior to saving your updates you will lose any updates that you have made. Adding an Existing Employee by Member Number No. Step Detail 1. When your employee is able to provide a membership number you are able to search for the member using that number and add them to your contribution. Select the Add member function: 10 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au
2. The Add member pop up box will appear allowing you to type the Member number into the field provided. Next click search 3. If the member is found the pop up box will be pre-filled with the employee s surname, firstname and date of birth. You are able to select the appropriate funds for the member and then save them into your contribution for that month. Selecting a rate for the employee is also mandatory to add them to your contribution. Selecting the rate will enable the Add Existing Member button. Once this button is clicked, the employee will go to the bottom on the contribution and when the contribution is saved, the employee will be slotted into alphabetical order. 11 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au
Adding an Existing Member by Personal Details No. Step Detail 1. Using the Add member pop up box you can enter your employee s given name, surname and DOB and perform a search. If an exact match is found, a message display advising that the member has been. You will need to select a rate for the member to enable the Add Existing Member Button. Once this button is clicked, the employee will go to the bottom on the contribution and when the contribution is saved, the employee will be slotted into alphabetical order. 2. If your search results in more than one record being found, the members will be displayed for you to select from. 12 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au
Adding a Brand New Member to Your Contribution If you have an employee who is new to the building industry in Queensland or an employee who can t be found by performing a search by personal details or member number, you can use the Add member facility to join them to a fund. No. Step Detail 1. Using the Add member pop up box you can enter your employee s given name, surname and DOB and perform a search. If the employee s details are found the message Member found will be displayed in the pop up box as below and their details disabled. 2. Once you have added contact details the Add new member button will become enabled and you can select the button to create a new membership. You will need to select a rate for the member to enable the Add New Member Button. Once this button is clicked, the employee will go to the bottom on the contribution and when the contribution is saved, the employee will be slotted into alphabetical order. 13 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au
Reactivating an Employee Back Onto Your Contribution No. Step Detail 1. When an employee has worked for your company before, a record will have been saved for them that can be accessed using the Re-activate member option. You can search for them in the pop up box and add them to whichever funds are required: 2. The Re-activate box displays all ex-employees and their fund numbers and memberships. When you re-activate them onto your contribution they will be added using their existing membership numbers. If an employee has only ever belonged to one fund that number will be used for both funds. The other members who already have individual fund numbers will be added using those numbers for each fund. 14 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au
Adding an Existing Member to an Extra Fund No. Step Detail 1. You may need to add BERT2 or CIPQ to an existing employee who has only one fund membership. This can be done by searching for your employee using the Add member function using either their existing fund number or by their personal details. When the member is found you will note that only the required fund is available to add as there is an existing record in your contribution for that member for the other fund. 2. When you choose Addmember and use his member number to search by, the Add-member pop up has CIPQ disabled allowing you to add him to BERT2 only. Simply select BERT2 and the appropriate rate and Add existing member. 15 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au
3. Member has been added to both funds on the contribution. Terminating a Member from a Contribution The easiest way to terminate members is to perform the termination either from an Open contribution or a Saved-Pending contribution. If you need to terminate an employee on a contribution that has been submitted you will need to contact BERT / CIPQ office on 1300 261 114 or send an email to enquiries@bert.com.au. Terminating an Employee from your Contribution No. Step Detail 1. Firstly work out when your employee was paid until and select the appropriate week to terminate them from 16 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au
2. Then select the Terminate option and complete the pop up box accordingly. For CIPQ: Enter the start date of fulltime employment and the number of sick days taken during fulltime employment. (This is used to calculate the employees Portable Sick Days that they have accrued during fulltime employment with your company) You will also be required to enter the reason for leaving for both CIPQ and BERT2. 3. Once you save your changes the employee will be highlighted in brown and that the Terminate option has now changed to Unterminate. 4. If you view your next contribution you will see that the member has been removed. If you choose to Un-terminate your employee a new pop up box will appear allowing you to re-add them to your contribution 17 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au
NOTE: It is possible to terminate your employee from one fund (eg: BERT 2) and keep them on your contribution for another fund (eg: CIPQ) You are also able to terminate a member from your contribution if they are redirecting to their BERT2 contributions to Super You can terminate a CIPQ member from your contribution where the member is over 70 years If you have a saved contribution and you want to delete an employee, all periods after the saved contribution must be open. Where subsequent periods are also saved, you will need to terminate the employee from the most recent contribution first. 18 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au
How To Process a Contribution Standard Weeks No. Step Detail 1. Select an Open or Saved contribution from the Current Period drop down. 2. With your Contribution on screen you can now add weeks to members for the selected period. The information that will appear on this screen is; Member Details Which Funds a Member Belongs to Members Rate Options to select weeks worked Fund status to indicate number of members and total amounts payable If a member has changed rates part-way through a contribution period (e.g. an apprentice moving from 1 st to 2 nd year) see the section below on How To Process a Contribution Multi-rate 19 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au
3. Confirm rates for members or select a new rate from the dropdown To select Rates for BERT2 or CIPQ the member will have a drop down box to the far right of their details. This should be pre populated with their rate, however if this is incorrect it can be changed by dropping the rate options down and selecting the correct rate. 4. Select Weeks for members Indicating how many weeks a member has worked can be done in 2 ways; 1. Checking individual boxes By navigating to the member s individual weeks boxes you can one by one click the weeks they have worked for that fund in particular. When mousing over the weeks the week start and end dates will appear to indicate the pay period. As the weeks are checked, the member s individual total will tally to the right of the check boxes. At the bottom of the contribution, the fund information will show the total for all weeks across all members. 2. Set/Unset all weeks button To select all weeks for all members on a contribution you can do this by clicking on the Set/unset all weeks button towards the bottom of the Set/Unset all weeks button 20 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au
contribution. A popup will then appear allowing you to Set or Unset all weeks. If you select to Set all and click Ok it will tick all weeks against all funds for all members. If you drop down the option If needed, select the fund this will allow you to set weeks by particular fund and only check those weeks for all members. 5. Once all of the Rates and Weeks have been determined check the totals for members and overall amounts prior to submitting. If you contribute to BEWT, these amounts will automatically be calculated based on the members BERT2 weeks worked and the rate you are on for BEWT. Each fund is summarised and at the bottom right of the contribution. Definitions of each summary item are: Status This is the status of the particular fund it is indicated against. You have the ability to submit one fund only if required. i.e. Open, Saved, Submitted Unpaid, Paid - Completed i.e. Open, Saved, Submitted Unpaid, Paid Completed Members Total number of members for that fund on the contribution, regardless of weeks 21 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au
selected Members with Weeks Selected Total number of members for that fund with weeks selected Contribution Amount Total amount of contribution I.e. any amount previously saved, submitted or paid, with any new amounts added or subtracted through an amendment. This is the total sum of all weeks on the contribution for that fund in real time Not Yet Invoiced Amount that has not been added to your current invoice this will change after you have submitted Invoiced Amount that has been invoiced so far Amount Paid The amount paid and finalised for the current period Amount Remaining What you have left to pay for the current period 22 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au
How To Process a Contribution Multi-Rate No. Step Detail 1. On occasion, you will need to enter a change of rate partway through a contribution period. This can be achieved by selecting the Multi-Rate check box for a fund before a member s weeks. 2. After selecting the Multi-Rate checkbox each will be replaced with a drop down box that will allow you to select the appropriate rate for that member for that week. If their rate is to change partway through a week, begin the new rate from the beginning of the following week. Both BERT2 and CIPQ can have Multi-Rates applied. 3. Once you have selected the rates for each week, you can continue to process your claim as outlined in How to Process your claim Standard Weeks 23 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au
How To Save / Submit a Contribution 1. Saving If you choose to save your contribution first, this means the information has not been sent through to the financial system to be invoiced; it is essentially saved as a draft. Press the save button and a popup will display indicating that the contribution has saved successfully. After selecting OK The status colour will change to blue and the fund status will display as Saved-Pending Submitting When you choose to submit your contribution a popup will appear indicating the invoice amount about to be submitted per fund. This popup will detail; Fund Number of Members Invoice Amount Submitting To submit select the submit button next to the fund you want to generate an invoice for, then select close. The 24 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au
individual fund status will update to submitted unpaid, however the overall status will remain until both funds are submitted if you have more than one fund. Submitting one fund Once both funds are submitted, the invoice amount will be $0.00 for both funds and by clicking close, the status of the funds will change to Red Submitted Unpaid. After Submitting both funds If there are no weeks worked for a contribution period, you can submit a $0 contribution to indicate that period had no monies to collect. 25 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au
How To Pay Your Contribution There are three ways of paying your contribution; by EFT, BPAY or cheque. You should submit your contribution online before you send in your payment. Where To Locate Payment Details No. Step Detail 1. Select weeks and rates for members and submit your contribution. Contribution status will update to Submitted-Unpaid 2. Submitting your contribution will generate a Tax Invoice. The tax invoice is downloaded from the Downloads button. 3. Invoices for all funds that have been submitted will be available. 26 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au
4. To find the EFT and Bank Account details of where to send your Contribution payment to, click on the Pay Advice button. Clicking on the Pay Advice Button will display all the EFT and Bank account details: (Note: There are different account numbers for paying BERT2, CIPQ and BEWT) 27 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au
Paying By BPAY BPAY Login to your internet banking and for each fund you are paying enter the: Biller Code BPAY Reference amount Invoice amount Note the different Biller codes for each fund, and same BPAY Reference number Locate these details underneath the Downloads button on your contribution advice. Paying By EFT EFT Login to your internet banking and for each fund you are paying enter the: BSB number EFT Account number EFT Reference number Invoice amount. Note the different EFT Account Numbers for each fund, and same BSB and EFT Reference number Locate these details underneath the Downloads button on your contribution advice. 28 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au
Paying By Cheque Cheque A separate cheque should be made out for each fund you are paying On the back of each cheque write your Employer Number. Locate these details underneath the Downloads button on your contribution advice. 29 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au
How To Get A Receipt For A Paid Contribution No. Step Details 1. Once you have paid your contribution a receipt will be available for you to download. To get the receipt, go to the Downloads Button 2. Clicking on the Receipt PDF will open the receipt directly on screen for you to either view, save or print out. 30 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au
Handy Tips HANDY TIP 1: If you try to terminate a member from a saved contribution (eg: November) and you have already saved the next month s contribution (eg: December), you will get the following message. You must terminate the member from the December contribution first, and then terminate them from the November contribution. HANDY TIP 2: To change the rate of a fund partway through a period, you can change select MultiRate to select when the change occurred. If a change takes place partway through a week, select the new rate from the beginning of the following week. HANDY TIP 3: The weeks on your contribution advice are worked out based on your nominated payroll end day. If your Payroll end day is a Friday you will see either a four or five week contribution depending on how many Fridays there are in that period. If you hover your mouse over the weeks in the period you can see the start and end date of each week in the contribution. 31 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au
HANDY TIP 4: If you have an employee who is redirecting their BERT2 payments to superannuation they will appear in the employees list highlighted with the notation SUPER REDIRECT below their name. HANDY TIP 5: If you have a special a rate that is part of your E.B.A. you can either ring BERT / CIPQ on 1300 261 114, or email your details and required rate to enquiries@bert.com.au for the administration team will help you with your enquiries HANDY TIP 6: Payments by EFT and BPAY take 3 working days to be received from the bank and a further 2 days to be processed into our bank accounts. Receipts can be downloaded from the online contributions website 5 working days after you have made the payment. You can print off a receipt by going to the contribution month and clicking on the Downloads button. Note: Your contribution must have a status on screen of Paid-Complete for a receipt to be available. HANDY TIP 7: If you add a new or existing employee, or reactivate an employee to an Open, contribution they will be added to that contribution and all future contributions once the contribution is saved. If you add a member to a contribution period that is Saved pending, you will need to add them to all future contributions that are also saved-pending. HANDY TIP 8: You can Un-terminate an employee from a contribution if you have terminated them in error and pressed save. Simply, press the Un-terminate button, and you will be prompted to confirm that you wish to unterminated the member. Member will be reinstated back onto the contribution immediately. HANDY TIP 9: If there are no weeks worked for a contribution period, you can submit a $0 contribution to indicate that period had no monies to collect. 32 BERT Tel: 1300 261 114 Enquiries: enquiries@bert.com.au Web: www.bert.com.au