Workshop for Employers

This briefing is conducted for Employers of NSmen/SV. For clarification on the slides content, please email us at contact@ns.sg. Workshop for Employers Updated in Nov 16 NSmen Payments Centre MINDEF Shared Services

Part 1 NSmen / SAFVC Volunteers Payment Policy Part 2 Employer e-services Pg 2

Part 1 NSmen / SAFVC Volunteers Payment Policy Types of Payment Payment Process Common Queries Updates Pg 3

Part 1 NSmen / SAFVC Volunteers Payment Policy Types of Payment Payment Process Common Queries Updates Pg 4

Types of Payment When a NSman/ SV attends Training, Service Pay / SV Allowance Make-up Pay Awards & Allowances Pg 5

Service Pay/ SV Allowance It is paid for each day of training (Mon Sun). Types of Payment Example Monthly Service Pay (Infantry 3SG) $710.00 Period of training 07 13 Mar Service Pay for the training = 7/31 days x $710.00 = $160.32 Computed using the calendar day formula All NSmen/SV will be paid pro-rated service pay for all forms of official call-ups. Pg 6

Types of Payment Awards & Allowances IPPT Award Marksmanship Award Responsibility (NS) Allowance Key Appointment Holder (NS) Allowance CDO Jump Award Flying (NS) Allowance Aircrew (NS) Allowance Diving (NS) Allowance Pg 7

Types of Payment Make-up Pay If your employee suffers a financial loss in his civilian income as a result of attending the training, he can claim for make-up pay. Important: Opportunity loss such as loss of rest time & commuting/travelling time are not claimable. Pg 8

Types of Payment Make-up Pay MUP = Loss in Civilian Income Svc Pay/SV Allowance MUP is calculated on the principle that NSman/SV will not suffer a financial loss in his/her civilian income when he/she is called up for training. No Gain No Loss Principle Pg 9

Types of Payment Make-up Pay Training period = 06 12 Mar 17 (7 days) Monthly Civilian Salary = $2,000 p.m. Civilian Working Hours = Mon to Fri (5 day week) No. of working days within training period = 5 days No. of working days in Mar 17 = 23 days Pro-rated Civ Pay = $2,000 p.m. x 5/23 = $434.78 Pro-rated Svc Pay = $710 p.m. x 7/31 = $160.32 Make-up pay = $434.78 - $160.32 = $274.46 Pg 10

Types of Payment Make-up Pay Training period = 06 12 Mar 17 (7 days) Monthly Civilian Salary = $2,000 p.m. Civilian Working Hours = Mon to Fri (5 day week) No. of working days within training period = 5 days No. of working days in Mar 17 = 23 days Pro-rated Civ Pay = $2,000 p.m. x 5/23 = $434.78 Pro-rated Svc Pay = $710 p.m. x 7/31 = $160.32 Make-up pay = $434.78 - $160.32 = $274.46 Pg 11

Types of Payment Make-up Pay Loss in Civilian Income $434.78 Paid automatically Svc Pay $160.32 Reimbursed MUP Make-up Pay $274.46 Pg 12

Types of Payment Make-up Pay Eligibility Svc Pay/SV Allowance MUP 1. Employed NSmen/SV 2. Self-employed NSmen/SV 3. Unemployed NSmen/SV 4. Civil Servants X X (Off-duty hrs) Pg 13

Make-up Pay Employed NSmen/SV (Claim Option) Types of Payment Payment to NSmen/SV (Default Mode) Payment to Employers (Direct Scheme, Opt in) NSman/SV submits SAF 100 notification slip to employer and fill in the claim form - employer certify the income details and submits claims to MINDEF NSmen/SV will be reimbursed directly by MINDEF while employers adjust their payroll Pg 14

Types of Payment Make-up Pay Employed NSmen/SV (Claim Option) Payment to NSmen/SV (Default Mode) Payment to Employers (Direct Scheme, Opt in) Employers continue to pay their NSmen/SV employees as per their company s pay schedule when their employees attend training. Employers would then claim reimbursement directly from MINDEF 2-party transaction NSmen/SV not involved Pg 15

Types of Payment Make-up Pay Employed NSmen/SV : What can be claimed? Basic Salary Conditions for Payment Must not be paid to the NSman/SV during the training Must be taxable Allowances Variable Allowance: Note: CPF contributions remains status quo Paid monthly: must received for at least 4 out of 6 months preceding trg Paid quarterly: must received for at least 2 out of last 6 months preceding trg Pg 16

Types of Payment Make-up Pay CPF Contribution Both employer and NSman/SV must continue to contribute their share of CPF at the same rate throughout the training Pg 17

Types of Payment Make-up Pay How to compute? Training period: 06 Mar to 12 Mar 2017 Civilian working hours: Mon to Fri (5 day week) Monthly Civilian Pay: - Basic Salary @ $2,000 pm - Variable Overtime (OT) allowance @ $500 pm (based on avg of the last 6 months prior to training) Pg 18

Types of Payment Make-up Pay Civilian Income loss during trg from 06 Mar to 12 Mar 17 Paid by SAF Basic Salary: $2,000pm x 5/23 = $434.78 OT allowance: $500pm x 5/23 = $108.70 Loss of Civilian income for training = $543.48 Svc Pay = $373.31 Make-up Pay = $543.48 - $373.31 = $170.17 Amount due to NSman from 01 to 05 Mar 17 & 13 to 31 Mar 17 Paid by Employer Total income received by NSman for 1 to 31 Mar 17 Basic Salary: $2,000pm x 18/23 =$1,565.22 OT earned for Mar 17 = $255.00 Civilian Income = $1,820.22 $373.31 + $170.17 + $1,820.22 = $2,363.70 (before CPF contribution) CPF Contribution for Mar 17 To be handled by Employer $2,363.70 x Employer s Share of CPF $2,363.70 x Employee s Share of CPF Pg 19

Types of Payment Make-up Pay How to claim Make-up Pay? Electronic Submission Payment Manual Submission to Employers e-mup Claims e-batch claim submission Employers need to register for our eservices before submitting make-up pay claim online. Pg 20

Types of Payment Make-up Pay How to claim Make-up Pay? Electronic Submission Payment Manual Submission to Employers Single combined claim form for Employed & Self-Employed NSmen/SV One claim form for MINDEF, SPF & SCDF Availability : Internet Download Pg 21

Types of Payment Make-up Pay When to submit Make-up Pay Claim? For Prompt Payment Claims to be submitted 14 calendar days before commencement of the training Claims should not be submitted too early before training, as the pay details may not be accurate and current. Pg 22

Types of Payment Make-up Pay When to submit Make-up Pay Claim? Make-up pay claims MUST be submitted not later than 3 months after the payment of service pay/sv allowance. Supporting documents can be submitted later if they are not available at the time of submission of the make-up pay claim Pg 23

Types of Payment Make-up Pay When to submit Appeals? Not later than 3 weeks from date of payment. Need to provide: Amount you wish to claim Grounds of appeals Relevant supporting documents Pg 24

Part 1 NSmen / SAFVC Volunteers Payment Policy Types of Payment Payment Process Common Queries Updates Pg 25

MINDEF Units create workfile in system 6 mths before trg Issue SAF 100 NSmen/SV report for trg Units update changes & authenticate attendance records in system NS Payment Centre Processing of MUP claims MUP claims approved Attendance records matched with claims Payroll Processing Banking - Payments credited to NSmen/SV/employers bank acct. NSmen/SV notified by SMS DIRECT Employers notified by Email Payment Process Employers submit MUP claim via electronic/ hardcopy submission Info updated on website Pg 26

Payment Process Payment Service Standard Payment will be made within 10 working days from either start of training or upon receipt of claim/documents whichever is later. Pg 27

Part 1 NSmen / SAFVC Volunteers Payment Policy Types of Payment Payment Process Common Queries Updates Pg 28

Common Queries Q. Can the NSman/SV claim make-up pay for half-day trainings? A. Yes, if the training duration overlaps the employee s working hours and if he suffers a civilian income loss as a result of attending the training. He can claim for half-day for training duration 4 hrs. This includes employees on shift work. Pg 29

Common Queries Q. Can the NSman/SV claim for commuting time? A. No, commuting time is not claimable. Hence, employers should not deduct the employee s salary for the time taken to travel for the training. Pg 30

Common Queries Q. How long does MINDEF keep online records? A. Payment records are available online for records within the past 24 months. Pg 31

Common Queries Q. How are NSmen/SV notified of their payments? A. SMS are sent to NSmen/SV 1 day before payday and they can request for payment details immediately by responding with their NRIC through SMS. Pg 32

Common Queries Q. How to notify MINDEF on changes/ cancellation of the training after claim submission? A. For cancellation of training No notification is needed as no payment will be made even if the claim has been approved. For amendment in training period If the amended training period overlaps the earlier submission, computation will be amended based on the actual attendance. Pg 33

Part 1 NSmen / SAFVC Volunteers Payment Policy Types of Payment Payment Process Common Queries Updates Pg 34

Updates Commission Payments NSmen/SV who are on commission-based schemes would be paid their Make-Up Pay claims based on commission paid in the 6 months prior to training. Commission that is earned in the month of NS training will not be considered. Pg 35

Updates Things to note Consistency in formula when computing MUP Claims e.g. same formulae used for short/long training Indicate in Remarks column if the allowance paid in the month has included payment for other months Work Hours for short training refers to civilian working hours (in 24 hours format) Work Hours = Civilian Working Hours Pg 36

Updates Things to note For partial MUP claim, please provide the reasons in Remarks column e.g. resignation within the training, claiming 1.5 day civilian income loss for a 2- day training, etc. Employers are reminded to indicate in the claim form of any special working / pay conditions affecting make-up pay claim(s) computation. Some examples of these special working / pay conditions are enforced no-pay leave, shorter working week, reduced salary, etc. If Allowance X had been ceased prior to training, the company should not make a claim for Allowance X for the training since there would be no loss in Allowance X. Pg 37

Part 2 Employer eservices Pg 38

eservices Available eservices https://www.ns.sg/nsp/portal/employers/nsmen-payments-employer-info User Guide https://www.ns.sg/nsp/wcm/connect/84409880-02c6-454d-9630- aaffc91d40f4/nsportal_user_guide_for_employer.pdf?mod=ajperes Pg 39

eservices Register for Employer Payment eservices https://www.ns.sg/nsp/portal/employers/register-for-payment-eservices/register+for+payment+eservices Step 1. Enter CPF Submission Number (CSN) Pg 40

eservices Register for Employer Payment eservices https://www.ns.sg/nsp/portal/employers/register-for-payment-eservices/register+for+payment+eservices Step 2. Capture Company Particulars Pg 41

eservices Register for Employer Payment eservices https://www.ns.sg/nsp/portal/employers/register-for-payment-eservices/register+for+payment+eservices Step 3. Select Payment Mode Step 4. Select Option to View Schedule of Employees Call-Ups Pg 42

eservices Register for Employer Payment eservices https://www.ns.sg/nsp/portal/employers/register-for-payment-eservices/register+for+payment+eservices Step 5. Select Mode of Claim Submission Certifying Officer Certifying Officer Endorsing Officer NS Portal NS Portal Pg 43

eservices Register for Employer Payment eservices https://www.ns.sg/nsp/portal/employers/register-for-payment-eservices/register+for+payment+eservices Step 6. Assign Authorized Officer(s) to certify / endorse claims Mode of Payment Payment to NSmen / SAFVC Volunteers Payment to Employer (DIRECT) Superior Profile NA 1 personnel (residing in Singapore) Mode of Claim Submission Certifying Officer Profile Single Verification Min 1 personnel Max 2 personnel Dual Verification Min 1 personnel Max 2 personnel Endorsing Officer Profile NA Min 1 personnel Max 2 personnel Nationality of Personnel CO/EO are Foreigners Residing Overseas CO/EO reside in Singapore Local Representative profile 1 personnel (residing in Singapore) NA Pg 44

eservices Register for Employer Payment eservices https://www.ns.sg/nsp/portal/employers/register-for-payment-eservices/register+for+payment+eservices Step 7. Select Notification Settings Single Verification Dual Verification Pg 45

eservices Register for Employer Payment eservices https://www.ns.sg/nsp/portal/employers/register-for-payment-eservices/register+for+payment+eservices After registration, you will be able to login using your personal SingPass after 2 working days to access all the employer eservices under Nsmen Payments. Pg 46

eservices Submit Claims Online (Single Verification) https://www.ns.sg/nsp/portal/employers/submit-claims/submit+claim+online Note NSman self-initiated medical screening / IPPT Preparatory Training is not claimable. Make-Up Pay claims MUST be submitted NOT later than 3 months from training end date. A weekly reminder email will be sent should there be any pending claims in your inbox. To avoid receiving the reminder, please delete the pending claims if it is not applicable for submission Pg 47

eservices Submit Claims Online (Single Verification) https://www.ns.sg/nsp/portal/employers/submit-claims/submit+claim+online Step 1. Capture Claim Details by Selecting Training Period Initiate Claim View Claims Submitted for the last 30 days Pg 48

eservices Submit Claims Online (Single Verification) https://www.ns.sg/nsp/portal/employers/submit-claims/submit+claim+online Step 2. Capture Claim Details Denotes civilian working hours, not training timing Defaulted as 0.5, uncheck if coy want to claim based on 1 day civilian income loss Pg 49

eservices Submit Claims Online (Single Verification) https://www.ns.sg/nsp/portal/employers/submit-claims/submit+claim+online Step 2. Capture Claim Details If the employee has no Basic Salary, please indicate 0. For variable wages, please indicate it using the Variable Allowance Section. Pg 50

eservices Submit Claims Online (Single Verification) https://www.ns.sg/nsp/portal/employers/submit-claims/submit+claim+online Step 2. Capture Claim Details You can indicate other applicable information here (i.e. employee s last day of employment if it falls within the training period or Basic Salary increment during the training period). Otherwise, please leave the column BLANK. Pg 51

eservices Submit Claims Online (Single Verification) https://www.ns.sg/nsp/portal/employers/submit-claims/submit+claim+online Step 3. Submit Claim Pg 52

eservices Submit Claims Online (Single Verification) https://www.ns.sg/nsp/portal/employers/submit-claims/submit+claim+online Step 4. Claim Submission Confirmation If changes need to be made to the claim after submission, you can email the changes to contact@ns.sg. Pg 53

eservices Submit Claims Online (Single Verification) https://www.ns.sg/nsp/portal/employers/submit-claims/submit+claim+online A. Notification Sent to Employee (if employee s email address is available) Dear Mr John Tan, Your employer has submitted a make-up pay claim for your training at 9.30 am on 12 Aug 2015. As your company is under the DIRECT scheme, the payment will be made to your Employer. Under the DIRECT scheme, when you attend training, your employer will pay you as per normal and claim for reimbursement of your Service Pay / SV Allowance and Make-up Pay from MINDEF. Make-up Pay is the difference between your civilian income loss and your service pay / SV allowance for the training. Details of the claim(s) for your reference: Case No. : MEPI15-37777 Training Period : 4/9/2015-5/9/2015 Company : KOREA EXPRESS PTE LTD Submitted by : LEE SU TIN (sutin@kor.net) You may view the claim details via the NS Portal after 3 working days. Pg 54

eservices Submit Claims Online (Single Verification) https://www.ns.sg/nsp/portal/employers/submit-claims/submit+claim+online B. Notification Sent to Certifying Officer Dear CERTIFYING OFFICER This serves to confirm that we have received the following claim(s) on 13 Aug 2015, 10.34 am. 1) CEPI15-19999 MOHAMED FAIRUL (SCDF NSman) Training Period : 21/07/2015-27/07/2015 Occupation : COOK Date of Commencement : 25 Mar 2010 Civilian income loss for the training period BASIC SALARY ($1,535.00*5.00)/(23.00) S$333.70 Total : S$333.70 Remarks : You can opt out of this notification via the Update Company s Particulars. Pg 55

eservices Enquiry https://www.ns.sg/nsp/portal/employers/enquiry/enquiry Pg 56

eservices Enquiry MUP Tab https://www.ns.sg/nsp/portal/employers/enquiry/enquiry Download all submitted claim details in PDF format Default view is Latest 10 Claims Pg 57

eservices Enquiry MUP Tab https://www.ns.sg/nsp/portal/employers/enquiry/enquiry Click on Claim ID Pg 58

eservices Enquiry Payment Tab https://www.ns.sg/nsp/portal/employers/enquiry/enquiry Default view is Latest 10 Records Pg 59

eservices Enquiry Payment Tab https://www.ns.sg/nsp/portal/employers/enquiry/enquiry Click on Payday Pg 60

eservices Manage Employee s List https://www.ns.sg/nsp/portal/employers/amend-company-details/manage+employee+list After each claim submission, the employee s NRIC will be included in this eservice. Thereafter, scheduled training of these NRICs will be automatically inserted into the Employer s Claim Inbox. You can opt out of this eservice via the Update Company s Particulars. Pg 61

eservices Update Company s Particulars https://www.ns.sg/nsp/portal/employers/amend-company-details/update+company+details Employers can update changes in their particulars such as changes in Certifying Officer, Endorsing Officer and Superior (for Payment to Employer DIRECT scheme) via this eservice Pg 62

eservices View My Profile https://www.ns.sg/nsp/portal/employers/amend-company-details/view+my+profile A single individual residing in Singapore can be appointed as the authorised officer for more than one company. You can view the various companies account that you are in charge of using this eservice. Pg 63

Our Contact NS Portal www.ns.sg Hotline 1800 ensnsns 1800 367 6767 Email contact@ns.sg Fax 6373 1464 (Mindef) 6250 2048 (SPF) 6848 1628 (SCDF) Pg 64

Q & A Thank you for your support towards National Service! Pg 65