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Entity Web Services Portal User Manual

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					                         Entity Web Services Portal

                                       User Manual




Filename: Entity Web Services Manual                  Revised on: 14/06/2010
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            User Manual                                                                                 1.0
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Table of Contents

1..........Introduction ------------------------------------------------------------------------------------------- 3
   1.1. ..Log-in--------------------------------------------------------------------------------------------------- 4
2..........Online Enquiry for Entities ------------------------------------------------------------------------- 6
   2.1. ..Entity Information ----------------------------------------------------------------------------------- 7
   2.2. ..Employee Information------------------------------------------------------------------------------11
   2.3. ..Employee Salary Information----------------------------------------------------------------------14
3..........Online Services---------------------------------------------------------------------------------------17
   3.1. ..Uploaded Documents-------------------------------------------------------------------------------17
   3.2. ..Inbox --------------------------------------------------------------------------------------------------18
   3.2.1.Contribution Invoices:------------------------------------------------------------------------------19
   3.2.2.Penalty Invoices:-------------------------------------------------------------------------------------20
   3.2.3.Entity Account Statement: -------------------------------------------------------------------------21
   3.2.4.Monthly Salary Report: -----------------------------------------------------------------------------22
   3.3. ..Upload Monthly Salary Report --------------------------------------------------------------------23
   3.4. ..Salary Entry Form -----------------------------------------------------------------------------------27
   3.5. ..Member Registration Online-----------------------------------------------------------------------35
   3.6. ..Member Termination Online ----------------------------------------------------------------------38
   3.7. ..Addition of Previous Service Online -------------------------------------------------------------44
4..........Requests -----------------------------------------------------------------------------------------------48
   4.1. ..Update Entity Information-------------------------------------------------------------------------48
   4.2. ..Update Contacts -------------------------------------------------------------------------------------51
5..........Frequently Asked Questions -----------------------------------------------------------------------53
6..........User Profile -------------------------------------------------------------------------------------------54
   6.1. ..Change Password ------------------------------------------------------------------------------------54
7..........Log-out ------------------------------------------------------------------------------------------------55
8..........Appendix: Contribution rules to be used when completing the salary reporting form---56
   8.1. ..New entrants -----------------------------------------------------------------------------------------56
   8.2. ..Normal working--------------------------------------------------------------------------------------59
   8.3. ..Changes in salary or allowances in current month ---------------------------------------------60
   8.4. ..Changes in salary or allowances backdated (Gov and Semi-Gov only - Private sector can
   only change salaries effective date January 1 each year) ---------------------------------------------62
   8.5. ..Terminations and Leavers --------------------------------------------------------------------------64
   8.6. ..Multiple changes in salary or allowances in one period (Gov and Semi-Gov only)-------66
   8.7. ..Unpaid Leave where it is complete days of unpaid leave--------------------------------------67
   8.8. ..Unpaid Leave where the unpaid leave deduction is as a result of poor attendance (Gov
   and Semi-Gov only) ---------------------------------------------------------------------------------------72
   8.9. ..Unpaid study leave-----------------------------------------------------------------------------------73
   8.10. Sick leave where the salary has been reduced ---------------------------------------------------75
   8.11. Transfer Out (Gov and Semi-Gov only)---------------------------------------------------------77
   8.12. On Hold (Gov and Semi-Gov only)--------------------------------------------------------------78
   8.13. Unauthorised leave (Gov and Semi-Gov only) -------------------------------------------------79
   8.14. Complex multiple changes in one period --------------------------------------------------------80




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1.       INTRODUCTION
The Employer Web Services Portal (EWSP) is a facility offered by the Abu Dhabi Retirement
Pensions & Benefits Fund (The Fund) to give you - the entities - online access to certain facilities,
namely:

     •   View your employee information including salary history;
     •   Monthly Salary Uploads;
     •   Employee Registration;
     •   Employee Termination;
     •   Employee Previous Service Addition requests;
     •   Update your contact information.

These facilities will improve the speed and accuracy of communications between you and the
Fund by the submission of forms and documents becoming instantaneous once uploaded to the
system.

This manual covers each of the above facilities in detail, and takes you through step-by-step
guides. However, should you encounter any issues or problems in using them, the Fund’s
experts are only a phone call, e-mail or online chat away. The various ways to contact the Fund
and the specific contact information will have been provided with this manual, should you
encounter any issues.

There are many advantages in using the new basis of reporting for both the entities and the Fund.
The main advantages are as follows:

              Internet-based (no more paper);
              The Fund compares the calculations and validates the calculation made by the entity
              on entry. Important to note : There will no longer be the concept of an adjustments
              line;
              If there are no changes to your employees simply send us back the file we export to
              you and wait for the account statement;
              It is rules-based, it will immediately pick up salary information and contributions
              calculations that do not comply with the Law;
              An account statement will be issued each month showing details of the amounts due
              and payments made;
              If the Fund does not receive the salary information before the 5th working day of the
              following month an account statement will automatically be calculated and then sent
              to you for payment by the 15th;
              We request entities pay their contributions before the 10th of the month;
              Penalties will be calculated monthly and included in your invoice if you do not pay
              before the 20th;
              Benefit payments will be processed quicker because queries will be resolved at the
              time of the contribution not after the employee has terminated from employment;
              A dedicated team of entity accountants will be available to answer all of your queries.


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    1.1.      Log-in
Enter the Fund’s EWSP either through the link https://www.pfservice.pension.gov.ae or by the link
contained in the Fund’s main website (http://www.pension.gov.ae/interactive/default.aspx).




You should have been provided with details of your log-in username and password for the
EWSP at the initial demo provided by the Fund and these details should be entered in the
relevant fields shown, then click ‘Log In’.




If you have forgotten your password, click on the ‘Forgot your password?’ link, enter your
username and e-mail address and the details will be e-mailed to you.




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2.       ONLINE ENQUIRY FOR ENTITIES
Once logged-in, you will be taken to the main menu, with all menu options detailed on the left-
hand side of the screen.

Under the heading of ‘Online Enquiry for Entities’, there are three sub-headings, which can each
be summarized as follows.




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    2.1.      Entity Information
This is where you can check the information about you as an entity which we hold on our
records, including your bank details and all contact information.




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Entity ID                     This is the code that would have been given to you when you first
                              registered with the Fund

Date of Participation This is the date you joined the Fund as an entity

Commercial Reg Nbr This is your commercial licence number

ADCCI Reg Nbr                 This is your entity file number with the Abu Dhabi Chamber of
                              Commerce & Industry

Legal Classification          This is the Fund classifies you (Government entity, semi-Government
                              entity or private entity)

Contact Information This will list all your authorised or non-authorised personnel as points of
                    contact for the Fund

To view more detailed information about the individual contacts shown, highlight the relevant
contact and click ‘Open’ at the top of the screen. A pop-up screen will appear with this detailed
information.




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By selecting ‘Request Update’ from the top of the screen, you will be given the opportunity to
amend certain entity details or amend or add new contact information, and you will transferred
to the following screen where you can:

         •     View the details by clicking ‘Open’
         •     Create a new record by clicking ‘New’
         •     Edit the current information by clicking ‘Modify’




Using ‘New’ will give you the opportunity to create new contact information including telephone
number, e-mail and PO Box number.




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This option should be used to update existing contact information. You need to select the
record to be updated and click on ‘Modify’ to make the changes.




Having completed any updates using either ‘New’ or ‘Modify’, click ‘Submit’ to request for the
changes to be made. Please note that the changes will not take effect immediately as they will
first be reviewed by a representative of the Fund who will approve the changes before they are
reflected on the EWSP screens.




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    2.2.      Employee Information
This screen should contain information about all your employees that are currently contributing
to the Fund, together with any of your employees that were previously in your employment but
have now left.

There are a number of filtering options available to help you locate a specific employee or batch
of employees in the same category.




To use a specific search criteria, select the relevant ‘Filter by’ option, enter the search criteria and
value, and click ‘Search’.




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To search for groups of employees with a specific service type, choose the ‘Service Type’ from
the drop-down list and click ‘Search’.




To search for either registered or non-registered employees, select ‘Yes’ or ‘No’ from the drop-
down list and click ‘Search’:




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To view a particular employee’s details, select the relevant employee and click ‘Open’ at the top
of the screen.




Member ID                     This is the employee’s unique reference number with the Fund

Date of joining               This is the date the employee commenced employment with you

Designation                   This is the employee’s job title


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    2.3.      Employee Salary Information
This is where you can view your employees’ salary details, filter the information and export the
information to Excel if required.

For details of the service types, please refer to the ‘Salary Entry Form’ section.




To filter by date, choose the required period by entering the date in ‘Date from’ and ‘Date To’,
and click ‘Search’.




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To choose the ‘Salary Type’, select from the drop-down list and click ‘Search’.




To choose the ‘Service Type’, select from the drop-down list and click ‘Search’.




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To export the selected information to Excel, click on ‘Excel’ and open or save the file as
required.




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3.       ONLINE SERVICES

     3.1.     Uploaded Documents
Here you can find all the documents that you have uploaded through the EWSP. You can
search for specific transaction types by using the filter options available, then click ‘Search’.




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    3.2.      Inbox
This is where you can view and download the monthly salary template, invoices and account
statements as and when required.

You can filter the list using the drop-down options provided and by clicking ‘Search’.




Having selected the required document, click the relevant ‘Download’ box and open or save the
file as required.




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Once downloaded, the most recent download date and time will be shown in the relevant
column, together with the number of times the particular document has been downloaded, for
reference purposes.

         3.2.1. Contribution Invoices:




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         3.2.2. Penalty Invoices:




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         3.2.3. Entity Account Statement:




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         3.2.4. Monthly Salary Report:




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    3.3.      Upload Monthly Salary Report
Having downloaded the monthly salary report as detailed in the previous section, and updated it
with the current month’s employment data, this updated data should be uploaded as detailed in
this section.

The new salary reporting form can be accessed in two ways.

    1.        By downloading the xml salary form. This requires a licensed copy of Microsoft
              Infopath (available free with Microsoft Office Professional 2007)
    2.        Updating the Fund online web form

Important note:

If you choose to update the online web form you do not have the capability to save changes and
return to this update. All data must be input and submitted in one session. If an entity needs to
save the forms and use more than one session for input, the download of the Infopath xml form
must be used and, once completed, uploaded to the Fund's web-site by following the upload
process.


The new xml Salary Reporting Form is illustrated below. It is not possible to access all data on a
single screen so please use the scroll bar at the bottom of the screen to scroll to the right to
access the data fields.




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The Entity code, Group and Names are pre-populated by the Fund and are not editable.

The ‘period’ relates to the period for which the contribution month is due and is the first day of
that month. So in this example the period chosen is for April 2009.

In the body of the report are the following fields:




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The definitions of each field are included in the Salary Entry Form Section

You first need to select the relevant month using the drop-down boxes.




Select the relevant .XML file and click on ‘Upload’.




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    3.4.      Salary Entry Form
Here you can again download ‘Monthly Salary Report’ to be updated, open the report online to
check it or edit the report online.

To edit the report online, choose the required record and click on ‘Edit On-Line’ to update.




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Select the required record which needs to be modified and click the ‘Modify’ button.




Click ‘OK’ when done.




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Add a new record (for a new employee) by clicking on the ‘New’ button. Click ‘OK’ when done
(note that the salary details should be entered for the full month even where the employee joined
part-way through the month, as the system will calculate the correct number of working days).




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For terminated employees, only change the service type to ‘Terminated’.

Click on ‘Submit’ button when all updates complete.




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Field Descriptions:

Member ID:               The unique identifier on the Fund's system. Please do not enter data in this
                         field unless you know the Fund's member ID for new entrants.

National ID:             UAE National ID Number. (NATIONAL ID MUST BE PROVIDED).

Unified No:              UAE Unified number and should be used where the National ID is not
                         available.

Employee No:             Employee number used on the entity’s payroll system.

Employee Name: The employee name from the entity’s payroll system (in English).

Effective Date:          This is the effective date of the salary (please see later sections of this guide
                         on how to use this field).

Date to:                 This is the date to which the salary line is effective. (please see later sections
                         of this guide on how to use this field).

Insert item:             If a new member of staff needs to be included in the salary report press insert
                         item to create a new blank line. (See later sections of this guide on how to
                         create new members).




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Service type:            A drop-down menu for each service type is provided in this field to cover all
                         types of salary event, each of these salary event types has different contribution
                         rules attached to them which are explained in detail later in this guide, the service
                         types are summarised below:

              Normal Work
              This is where an employee is during the period. This is used for new entrants at the start
              of their employment.

              Unpaid Leave
              When an employee requests or has a period of unpaid leave that is complete days the
              service type is classed as ‘Unpaid Leave’.

              Unpaid study leave
              When an employee requests or has a period of unpaid leave relating to studying then the
              service type is classed as ‘Unpaid Study Leave’.

              Transfer out
              When an employee transfers to another part of an organisation’s group of companies
              this will be a termination event that does not result in an end-of-service payment being
              made.

              On hold
              If an employee's status is unknown with regard to his whereabouts or employment status
              the entity can place the employee ‘On Hold’ until such time as he returns to work and
              the status is decided.

              Unauthorised absence
              Where an employee is deemed to have been on ‘Unauthorised Absence’ and it is not
              classed as unpaid leave then no service is credited for this period. No contributions are
              from either employee or employer and the period is deducted from the service record of
              the employee when calculating benefits.

              Terminated
              This status is used for all leavers from employment. When choosing this service type
              please remember that a termination form is required to be completed that can be
              downloaded from the Fund's website.



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Details of all events types and the correct completion are included later in this guide.

Total Salary:            A calculated field and no input is required. This is the total of all salary and
                         pensionable benefit fields included on this form.

Basic Salary:            The employee's basic salary

Allowances:              The allowances are listed in this form. The entity does have the choice to
                         complete input to each of these fields or consolidate the allowances within the
                         ‘Other Allowances’ column.




Paid Sickness:                    When an employee receives a reduced salary as a result of long term
                                  sickness (i.e. reduce to 1/2 basic salary when sick for more than 60 days)
                                  then the amount of basic salary paid to the employee is placed in this
                                  field. The normal basic salary is still input into the Basic Salary field. This
                                  is explained in detail in the ‘Paid Sickness’ section of this guide.

Days of unpaid leave:             Where the entity operates a time and attendance system and the effect of
                                  excess deficit hours is for the entity to deducted days of pay then the
                                  number of days of unpaid leave needs to be input into this column. This
                                  differs from ordinary unpaid leave as it is not actual complete ‘Days of
                                  Unpaid Leave’. This is a deduction of days salary as a result of breaching
                                  the entity’s attendance policy.

Employee Contribution:            This is where you input the calculated employee contributions. Full rules
                                  for calculation will be given in all event scenarios. Ordinarily (for normal
                                  work) this is 5% of total pensionable salary but as will be illustrated in the
                                  guide each event type has different contribution rules.

Employer Contribution:            This is where you input the calculated employer contributions. Full rules
                                  for calculation will be given in all event scenarios. Ordinarily (for normal
                                  work) this is 15% of total pensionable salary but as will be illustrated in
                                  the guide each event type has different contribution rules.

Total Contribution:               A calculated field and is the sum of employee and employer
                                  contributions. This does not require input.




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The following sections of the guide will explain for all scenarios how to fill the form and also
how to calculate the contributions due. The table below provides a summary for
contribution calculation basis:

 Service Type                 Employee Contribution 5% Paid By       Employer Contribution 15% Paid By
 Normal Work                  Employee                               Employer
 Unpaid Leave                 Employee when returns to work          Employee when returns to work
 Unpaid Study Leave           Employee when returns to work          Employer
                              Employee on reduced salary from Paid
 Sick Leave                                                          Employer on Regular Salary
                              Sickness
 Days of Unpaid Leave         Employee                               Employee
 Terminated                   NA                                     NA




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    3.5.      Member Registration Online
This form allows users to register new members or select unregistered members and complete
their registration.

Firstly, click on ‘Select Member’ button if contributions have already been paid for this employee.




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Enter the data on the registration form. Note that required fields are indicated by a red asterisk
‘*’.




Arabic/ English Name:                  Name typed as per passport copy

Gender:                                If the employee is male or female

National ID:                           This is the ID card number. It will start with 784
                                       followed by the year of birth. Note that if the entered
                                       year of birth is different, an error message will appear

Unified No:                            Number located in last page of the passport

Date of Joining:                       Employment Date / starting date

Date of Contribution:                  Start contribution date




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Once the registration form is completed, click ‘Attach documents’ to attach the required
documents.




Chose ‘File Type’ and click on the ‘Select’ button to choose the relevant document.
Click on ‘Upload’ button to attach the document.




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Click on the ‘Close’ button to return to the ‘Member Registration Form’.




Submit the registration form by clicking on the ‘Submit’ button.




    3.6.      Member Termination Online

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This form allows users to terminate a registered member. Click on ‘Select Member’ button to
choose the relevant employee (in the search screen you can filter the search criteria by member
ID, National ID, employee number and name).




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Enter the relevant data on the termination form. Note that the required fields are marked by a
red asterisk ‘*’.




Termination Date:                      Date of the last working day for the employee

Termination Reason:                    Cause of termination, i.e. End of Service, retirement (pensioner),
                                       medical unfitness (in which case a medical report will need to be
                                       attached)

Unpaid leave:                          In case of any unpaid contributions

Absence:                               In case of any unpaid contributions for work absences

Action Preferred:                      If the terminated employee wants to receive the End of Service
                                       payment or retain it in the Fund to add to their current service
                                       period

Bank Details:                          The bank name, branch and account number to which any
                                       payment should be made

Salary Details:                        Full salary details for the employee, including the average of the
                                       last 3 years’ basic salaries for retirement cases

Contact details:                       Full contact details for the employee including address and
                                       telephone number (note that mobile number is the most
                                       important item of information)



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Under ‘Deductions’, click on ‘New’ to add a new deduction.




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Click on ‘Attach documents’ to attach the required documents.




Chose ‘File Type’ and click on ‘Select’ button to choose the relevant document.
Click ‘Upload’ button to attach the documents.




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Click on ‘Close’ button to return to the ‘Member Termination Form’.




Submit the termination form by clicking on the ‘Submit’ button.




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    3.7.      Addition of Previous Service Online
This form allows you to request the addition of previous service periods for your employees.
Click on ‘New’ to start the process.




Click on ‘Select Member’ and select the relevant employee by clicking ‘OK’. Note that you can
filter the search results by Member ID, National ID, employee number and employee name.




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Input any additional data such as the employee’s contact details (mobile telephone number is the
most important), then under ‘Previous Service’, click ‘New’ to add a new previous service period
for addition.




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Input the previous service period details, including the entity name, period of service and the
amount of gratuity received, then click ‘OK’.




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Attach any relevant documents, such as passport, family book, National ID copy, confirmation
letter from previous employer etc, using the ‘Attach document’ button. When complete, submit
the Addition of Previous Service form by clicking on the ‘Submit’ button.




You can click on the ‘Addition of Previous Service Online’ again to check the submitted form.




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4.       REQUESTS

     4.1.     Update Entity Information
Here you can modify or create new main entity contact details.




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Click on ‘New’ button to add new main entity contact details or ‘Modify’ to amend existing
details. Click ‘OK’ when done.




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Having completed any updates using either ‘New’ or ‘Modify’, click ‘Submit’ to request for the
changes to be made. Please note that the changes will not take effect immediately as they will
first be reviewed by a representative of the Fund who will approve the changes before they are
reflected on the EWSP screens.




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    4.2.      Update Contacts
Here you can modify or create new contact details for your entity. To modify, select the required
line that needs the contact updated, and click the ‘Open’ button.




Update all the required fields and click ‘OK’ when done. Note that there are drop-down boxes
for the title, whether or not the individual is authorised, and the job title.




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To set up a new contact, click the ‘New’ button to add the new contact details. Click ‘OK’ when
done.




Click on ‘Submit’ button when all updates completed.




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5.       FREQUENTLY ASKED QUESTIONS
The Frequently Asked Questions can be accessed at any time and should contain information
that may assist you in the day-to-day operation of the EWSP.

Please let your EWSP contact know if you have any suggestions for additions to this section,
which may help you or others in your operations.




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6.       USER PROFILE

     6.1.     Change Password
This is where you have the options to change you password. You will need to enter the old
password and your new password twice in order for the change to be made.




After changing the password please Log-out and Log-in again with the new password.




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7.       LOG-OUT
To Log-out of the system, simply click the ‘Logout’ button and you will exit the EWSP.




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8.    APPENDIX: CONTRIBUTION RULES TO BE USED
     WHEN COMPLETING THE SALARY REPORTING FORM
     The following rules must be followed on the calculation and submission of contributions to
     the Abu Dhabi Retirement Pensions and Benefits Fund in order to comply with the articles
     included within Law No 2 of 2000.

     Please note that some rules relate to Government and Semi-Government companies only.
     Private sector companies are not permitted some of the salary rules included in this
     document.


     8.1.     New entrants
     When a new employee joins an entity he will need to be added to the contributions reporting
     form. The entity is also mandatory to complete a registration from for the employee and
     supporting documentation.

     Important note: Employees must be registered with the Fund and begin contribution
     immediately from his joining date. An entity must not wait until the end of any
     probationary period.

     What do I do when an employee joins the entity?

     For all new entrants a new line needs to be added to the contributions reporting form. To do
     this and the rules for the calculation of the contributions follow these steps:

     Step 1 – Press insert item to create a new line




     If you wish to create a line in the middle of a form select the line for which the new line to
     be inserted and click the insert item button and a blank line will be created below the
     highlighted line.




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    Alternatively you can select the down arrow key which is to the left of the Member ID field
    on all lines and it will pop up the following options box.




    After you have added a blank line you need to add the details for the employee. This is
    illustrated below.




    Member ID:                         Leave blank

    National ID:                       Please enter the National ID of the employee here. It is essential
                                       you provide this number (or alternatively the Unified Number)

    Unified No:                        If the entity does not have the National ID it is essential that the
                                       Unified ID is entered

    Employee No:                       This is the entity’s unique identifier for the employee

    Effective Date:                    This is the date of joining

    Date to:                           Leave blank

    Service type:                      Normal work

    Total Salary:                      Leave blank this is a calculated field which is populated once the
                                       salary and benefits are entered




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    Basic Salary:                      This is the monthly basic salary for the employee
                                       Do not pro rata the salary for part months

    Allowances:                        Enter the allowances
                                       Do not pro rate

    Paid Sickness:                     Leave blank

    Days of unpaid leave:              Leave blank

    Employee contribution:             Calculate and input the employee contribution (as per the
                                       calculation basis shown in the example below)

    Employer contribution:             Calculate and input the employer contribution (as per the
                                       calculation basis shown in the example below)

    Total contribution:                Leave blank: this is a calculated field populated once the
                                       contribution fields are input

    How to calculate new entrants' contributions:

    For employees who join part way through the month they pay from the date of joining
    including the start day to the end of the calendar month. If this is backdated into a previous
    month then the calculation adds the number of months to the current contribution month.

    Remaining days in the month (including date of joining) / total number of days in the month
    x total salary x 5% = employee contribution. (15% = employer contribution)

    In this example the joiner is from 6th February 2009 and it is April's contribution month. So
    the contribution is:

    Employee contribution
    February                                   23/28 x 5,000 x 5% =             205.36
    March                                      5000 x 5% =                      250.00
    April                                      5000 x 5% =                      250.00
    Total employee                                                              705.36

    Employer contribution
    February                                   23/28 x 5,000 x 15% =            616.07
    March                                      5000 x 15% =                     750.00
    April                                      5000 x 15% =                     750.00
    Total employee                                                            2,116.07

    Total contribution                                                        2,821.43




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    8.2.      Normal working
    Normal working is the category for where an employee is working and therefore contributing
    throughout the month. This is the most common event type.


    What do I do for employees if there are no changes?

    Nothing, the salary reporting from download by the Fund will contain all of your employees
    from the previous month. Also the default calculations for contributions will already be
    populated on the salary reporting form.

    If you had a new entrant part-month in the previous month the download for the following
    month will assume he has worked for the complete month on the same salary and benefits
    and calculate the contribution accordingly.

    This is one of the benefits of using the new system. No changes simply send the xml salary
    reporting file back to us via the web site and pay your contribution.


    What are the minimum and maximum limits for contributions?

    For Private Sector entities the Fund has limits on the maximum and minimum value of salary
    for contributions. The minimum total salary is AED3,000 per month and the maximum total
    salary is AED60,000. Please note this total salary is basic salary plus all pensionable
    allowances.




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    8.3.      Changes in salary or allowances in current month
    Please note the following instructions are for Government and Semi-Government
    entities ONLY.

    Private Sector entities can only change salary information for an employee with an
    effective date of the 1 January every year.

    If an employee changes his salary in the current month it will be necessary to inform the
    Fund of this change. If the salary or allowance change is effective from the beginning of a
    month simply change the salary or allowance and amend the contribution figures to reflect
    the new salary.

    What to do when an employee has a salary or allowance change in the current month
    (Gov and Semi-Gov only)?

    When an employee changes his salary or allowances during the current month the form
    needs to be completed to reflect this change in salary and the change in contribution.

    This is how the change should be reported to the Fund:

    Step 1 – Insert a new line below the current month line
    In this example we are changing the first employees salary select the line you wish to amend.
    Click on the button to the left of the member ID and select ‘Insert line below’. It will create
    a new line as shown in this illustration:




    Step 2 – Copy the line above to the second line
    As we are amending the salary of Employee number 66 and therefore need two lines we
    copy the first line onto the second line to save time and also to ensure data consistency. To
    complete this task highlight the first line with the record. Select the down arrow to the left of
    the Member ID and from the drop down menu select ‘Copy’. Then move down and select
    the blank line you have created and then click once again on the down arrow and select
    ‘Paste’ from the drop down menu. Now you have a copy of the line above and can now
    begin the amendment.




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    Step 3 – Amend the ‘Date To’ on the first line
    Amend the first line with the original salary and allowances to effectively close this line by
    placing a ‘Date To’. In this example the effective date of the salary change is the 6th April. So
    the date to be input into the ‘Date To’ is 05/04/2009. This can be either keyed or selected
    from a calendar by pressing the button to the right of the date. So the screen will now look
    like this:




    Step 4 – Amend the second line adding the Effective date and then inputting the new salary
    and allowances
    Amend the second line entering in the ‘Effective Date’ the date the salary is effective from.
    This must be the day after the ‘Date To’ in the line above. Then input the new salary and
    allowance information. The screen will look like this:




    You will notice there is no need to put a ‘Date To’ on the last line and the salary is now
    increased to AED4,000.

    Step 5 – Calculate and input the contributions lines
    Now all that remains is to calculate the contribution lines remembering that at any time the
    pro-rata calculation of contributions relates to actual days in the month.

    On this example the salary is increasing from 3,000 to 4,000 effective 6 April. So the
    calculation is:

    Line 1                                                     Employee           Employer
    01/04/09 to 05/04/09               3,000 x 5/30 x         5% = 25.00        15% = 75.00

    Line 2                                                    Employee           Employer
    05/04/09 to 30/04/09               4,000 x 25/30 x       5% = 166.66       15% = 500.00

    Now input this data into the salary reporting sheet and the final result will look like this.




    For multiple changes in one period please see section 5.6


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    8.4.     Changes in salary or allowances backdated (Gov and Semi-Gov
           only - Private sector can only change salaries effective date January 1
           each year)
    The previous section covered changes in the current month. What if the change to salary or
    allowances was backdated and not in the current month?

    Please note if you do not submit a contribution file by the agreed deadline an invoice will be
    issued on the previous month's data. If this proves to be incorrect it must be changed in the
    current month with the difference calculated between what the Fund's invoice and the
    correct backdated value in the current month. This is explained further later in this guide but
    please read this section carefully if your contributions have not been submitted within the
    agreed deadlines.


    What to do I do when an employee has had a change in salary or an allowance in a
    previous month?

    The process is the same as previously mentioned for the dates. The only complication with
    making changes backdated the entity needs to calculate the difference between the previously
    reported salary and the correct reported salary.

    This is best shown by this example:

    It is currently April's reporting month and you backdate a salary increase to an employee
    from 5th February 2009 from AED3,000 to AED4,000.

    In order to complete entry on the form all you need here is one line amendment. Change the
    employee's salary to AED4,000 effective date 05/02/2009. See below:




    You will see the current reporting period is 01/04/2009 (April 2009) and the effective date
    on the change is 05/02/2009.




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    Now the contribution will need to be calculated as follows:


                                                               Employee          Employer
    Calculate new contributions
    05/02/09 to 28/02/09    4,000 x 24/28                    x5% = 171.43   x15% = 514.29
    01/03/09 to 31/03/09    4,000                            x5% = 200.00   x15% = 600.00

    Less original contributions
    05/02/09 to 28/02/09     3,000 x 24/28                x5% =-128.57      x15% = -385.71
    01/03/09 to 31/03/09     3,000                       x5% =- 150.00       x15% =-450.00

    Total backdated adjustment                                      92.86               278.58

    Add April's contribution
    01/03/09 to 31/03/09     4,000                       x5% = 200.00       x15% = 600.00

    Contribution reported for April                                292.86               878.58

    This is all reported now in one line. As illustrated below:




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    8.5.      Terminations and Leavers
    When an employee leaves service for any reason except for a transfer to another company
    within the Group it is classed as a ‘Termination’. The Fund requires the entity to report this
    both in the salary reporting file and send a termination form to the Fund immediately in
    order to begin processing of the End of Service payment (if required).

    What do I do when an employee is terminated or resigns from our company?

    There are two elements to reflect on the salary reporting sheet for a termination. Firstly is the
    normal work up until the termination date; then reporting of the termination itself.

    So if in our example the employee's last working day is 20th April then the reporting will look
    as follows:




    You will notice when you select ‘Terminated’ from the drop down menu on Service Type
    that it automatically enters zeros in the Salary lines. This is why the terminated date is the day
    after the last working day as the salary needs to be reported up to and including the last
    working day.

    The contribution side of the xml form will look like this with the contribution calculated up
    until the 20th April.

    01/04/2009 to 20/04/2009 – 4,000 x 20/30 x 5% = 133.33               x15% = 400.00




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    What happens if I notify you of backdated termination?

    Of course the Fund would like to know as soon as possible of terminations but it is often
    necessary to report a backdated termination, particularly if you have missed the reporting
    deadline for a previous month and the Fund has invoiced the entity based on previous
    month’s salaries.

    The main issue relating to backdated terminations is that the entity would have paid or been
    invoiced for contributions which have already been paid or are due. This means we need to
    reverse the contributions and credit the entity account.

    We will take the following scenario as an example. This is where the entity is up-to-date with
    its payment and its reporting and has a backdated termination to notify the Fund.

    Taking the example of the current reporting month being April 2009 and the termination
    was backdated to 5th March 2009 (last working day 4th March) then the contribution
    reporting file will be as follow:




    You will notice that in this case we have reported the contribution from the beginning of the
    month of the termination. This is in order to allow the correction of the contribution.




    The contribution is negative as the previous month has been invoiced. The calculation is
    completed as follows:

    Correct contribution for month
    01/03/09 to 04/03/09     4,000 x 4/31              x5% = 25.81          x15% = 77.42
    Less contribution invoiced for month
    01/03/09 to 31/03/09     4,000                   x5% = -200.00        x15% = -600.00
    Total to be reported                                   -174.19               -522.58

    If this was your only member, a credit will be placed on your account which will be
    used against future invoices (see account statement).




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    8.6.     Multiple changes in salary or allowances in one period (Gov and
           Semi-Gov only)
    When an employee has multiple salary changes in one period the same principles apply as
    have been previously stated. Simply report on each period on a separate line and calculate the
    contribution for each period with reference to the number of days in the month for which
    the salary was effective.

    What do I do when an employee has multiple changes of salary or allowance in one
    period?

    If there are multiple changes in any one month then simply add more lines, making sure that
    the ‘Effective Date’ and ‘Date To’ fields are populated with the relevant dates.

    For example, say an employee had an increase in salary from AED3,000 to AED4,000 on 6th
    April 2008, then a child on 28th April 2009 and qualified for a AED300 child allowance; then
    the new lines would look like this with the two changes in the month. You follow the same
    procedure of creating a new line and inputting the details. In this case it would look like this:




    From here you can see the three lines with each part of the contribution calculated for the
    number of days the salary was effective.

    Line 1                                                     Employee          Employer
    01/04/09 to 05/04/09               3,000 x 5/30 x         5% = 25.00       15% = 75.00

    Line 2                                                    Employee          Employer
    05/04/09 to 27/04/09               4,000 x 22/30 x       5% = 146.66      15% = 440.00

    Line 3                                                     Employee           Employer
    28/04/09 to 30/04/09               4,300 x 3/30 x         5% = 21.50        15% = 64.50




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    8.7.      Unpaid Leave where it is complete days of unpaid leave
    When an employee has unpaid leave that are complete days (or weeks/months) the
    contributions are calculated differently. Please note, this is not to be used where days of pay
    are deducted for time and attendance or disciplinary action. This is included in a section later
    in this guide.

    What do I do when an employee goes on unpaid leave and it is a short period within
    a reporting month?

    The effect of unpaid leave on the contribution is that the employee pays both the
    employee and employer contribution (20%). So if the unpaid leave is for a short period in
    a month then the deduction you make from the employee’s salary for contribution is larger.

    For example, an employee takes unpaid leave from 12th April 2009 returning to work on the
    20th April 2009; the contribution for the 8-day period of unpaid leave is payable by the
    employee. As there are three distinct events in the month, the employee needs three lines.

    Line 1 shows the work from 01/04/09 to 11/04/09
    Line 2 shows the unpaid leave period from 12/04/09 to 19/04/09
    Line 3 shows the work from 20/04/09 to the end of the month

    This is illustrated below:




    The contributions will be calculated for each of these periods and are calculated as follows:

    Line 1                                                      Employee       Employer
    01/04/09 to 11/04/09               4,000 x 11/30 x         5% = 73.33    15% = 220.00

    Line 2                                                     Employee          Employer
    12/04/09 to 19/04/09               4,000 x 8/30 x        20% = 213.33            0.00

    Line 3                                                      Employee       Employer
    20/04/09 to 30/04/09               4,000 x 11/30 x         5% = 73.33    15% = 220.00




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    What do I do when an employee goes on unpaid leave (longer periods)?

    When the unpaid leave is for a longer period or spans the end of one month there will be the
    situation where the employee is not being paid and therefore cannot pay the contribution. In
    this situation there are two options for the employer which must be agreed in advance
    with the Fund.

    Option 1 (the Fund's preferred option)
    The employer can pay the contribution on behalf of the employee and then deduct it from
    his salary when the employee returns to work (either by instalments or directly), or ...

    Option 2
    The employer does not pay the contribution and the contribution become due on the return
    of the employee. Then the employer deducts the amount from the employee's salary to pay
    the contribution for the unpaid leave period to the Fund. The entity internally may deduct
    from the employee in instalments but the Fund must receive the full amount of his
    contribution on his return.

    For example an employee goes on unpaid leave from 11th April 2008 for a period that last
    longer than the end of April. In April's report it will be shown as follows:




    On either option the main part of the form is exactly the same as shown above with two
    lines showing the change in status.

    If Option 1 is chosen then the contributions will be reported as follows:




    The entity will in this case pay the contribution on behalf of the employee and then deduct it
    from the employee on his return.

    The calculation of contribution was as follows:

    Line 1                                                  Employee          Employer
    01/04/09 to 11/04/09               4,000 x 11/30 x     5% = 73.33       15% = 220.00
    Line 2                                                  Employee          Employer
    12/04/09 to 30/04/09               4,000 x 19/30 x   20% = 506.66               0.00

    For Option 2 the contribution will be reported as follows:




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    Here the contribution is reported as zero and employee must pay it on his return.




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    What do I do when an employee returns from unpaid leave (longer periods)?

    When the employee returns from unpaid leave all the amounts that have not been paid then
    become immediately due if they have not been paid following Option 1 above.

    For example following on from the example shown above, the employee returns to work on
    20th May 2009. The salary reporting for May will be completed as below:

    You will notice when changing the status of the member from unpaid leave to normal work
    the following message will appear:




    This is to remind the employer that the amounts of missing contributions are now due for
    payment if Option 1 was not followed.




    You will notice in the screen above that this is May 2009's contribution month and the two
    lines reflect the employees change in status from unpaid leave to normal work when he
    returned on 20/05/09.

    On the contributions calculation for Option 1 (which had paid whilst the employee was on
    leave the calculation is exactly the same as the previous month)




    The calculation for the Option 1 contribution was as follows:

    Line 1                                                 Employee           Employer
    01/05/09 to 19/05/09               4,000 x 19/31 x   20% = 490.32             0.00
    Line 2                                                 Employee           Employer
    20/05/09 to 31/05/09               4,000 x 12/31 x      5%=77.42        15%=232.26

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    On the contributions calculation for Option 2 (nil paid during the unpaid leave period, the
    amount is now due) the calculation is the total amount since the person went on unpaid
    leave:




    The calculation for the Option 2 contribution was as follows:

    Line 1                                                 Employee            Employer
    12/04/09 to 30/04/09   4,000 x 19/30 x               20% = 506.66              0.00
    01/05/09 to 19/05/09   4,000 x 19/31 x               20% = 490.32              0.00
    Total unpaid leave payment due                             996.98              0.00

    Line 2                                                   Employee          Employer
    20/05/09 to 31/05/09               4,000 x 12/31 x       5%=77.42        15%=232.26

    Important Note: The basis for unpaid leave payment must be agreed in advance with
    the Fund initially in the Service Level Agreement meeting. If the entity requires the
    basis to be changed it must contact the Fund to inform them before doing so.




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    8.8.     Unpaid Leave where the unpaid leave deduction is as a result of
           poor attendance (Gov and Semi-Gov only)
    Many entities operate time and attendance systems where an employee has to work a certain
    number of hours in any one month. Failure to do so results in either leave being deducted
    (which does not impact the contribution calculation) or days are deducted as unpaid leave.

    Where an employee is deducted days for unpaid leave the employer has the option to make
    the employee pay the employer part of the contribution.

    Please note, this is not compulsory and depends on your entity’s HR policy. Normal
    contribution payments can be made by the entity and the employee if the entity
    chooses to do so.

    What do I do when an employee has salary deduction due to poor attendance?

    Where the entity does want to deduct salary as unpaid leave as a result of poor time and
    attendance or for any other disciplinary matter the form is completed the number of days of
    unpaid leave is used.

    For example if an employee has not worked enough hours in the month as dictated by your
    time and attendance regulations. In this case the employee has had 3 days deducted from his
    salary in April as a result of poor time and attendance in February. April's sheet will be
    completed as shown below:




    The first thing to notice is that the main part of the form stays unchanged. The employee is
    still in normal work.




    The number of unpaid leave days is input in the field and the employee pays for three days
    employer contribution.

    4000 x 27/30 x 20% = 540 (employer)
    4000x 3/30 x 20% = 60 plus the employee contribution of 5% x 4000 = 200 = 260




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    8.9.      Unpaid study leave
    Where an employee goes on unpaid study leave (generally this is for a long period of time)
    the rules state that the employer must continue to pay the employee the employer
    contribution and the employee does not have to pay his contribution until his return to work.
    As before there are two options that can be used by the entity that need to be agreed in
    advance.

    Option 1 (the Fund's preferred option)
    The employer can pay the contribution on behalf of the employee and then deduct it from
    his salary when the employee returns to work (either by instalments or directly), or ...

    Option 2
    The employer does not pay the contribution and the contribution becomes due on the return
    of the employee. Then the employer deducts the amount from the employee's salary to pay
    the contribution for the unpaid study leave period to the Fund. The entity internally may
    deduct from the employee in instalments but the Fund must receive the full amount of his
    contribution on his return.

    What do I do when an employee goes on unpaid study leave?

    When the employee goes on unpaid study leave the contribution form is changed to reflect
    this change in status.

    Important note: If the entity chooses Option 1 the entity can continue to report the
    employee as normal work as the contribution continues as normal. On return to employment
    the entity will need to deduct the debt from the employee from his salary or in the event of
    him leaving, from the EOS payment made by the fund to the employee.

    For example an employee starts unpaid study leave on 12th April 2009. The contribution
    form will be completed as follows:




    You will notice the salary reporting remains unchanged but the change in status is reflected
    in the service type.

    The contribution looks like this:




    Line 1                                                    Employee       Employer
    01/04/09 to 11/04/09               4,000 x 11/30 x       5% = 73.33    15% = 220.00
    Line 2                                                    Employee       Employer
    12/04/09 to 30/04/09               4,000 x 19/30 x             0.00          380.00
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    What do I do when an employee returns from unpaid study leave?

    When coming back from unpaid study leave (where the employer has not paid the
    contribution on the employee's behalf) the amount becomes due immediately on the
    employee’s return to work.

    Following on the example above the employee returns from unpaid study leave on 20th May
    2009. In the May contribution report it would appear as follows:




    The pop-up notice will appear when the user selects the service type ‘Normal Work’ to
    remind the entity that the full amount of backdated employee contributions are now due.

    The contributions would appear as follows:




    Line 1                                                    Employee          Employer
    12/04/09 to 30/04/09   4,000 x 19/30 x                   5% = 126.66            Paid
    01/05/09 to 19/05/09   4,000 x 19/31 x                   5% = 122.58          367.74
    Total unpaid leave payment due                                249.24          367.74

    Line 2                                                    Employee          Employer
    20/05/09 to 31/05/09               4,000 x 12/31 x        5%=77.42        15%=232.26




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    8.10. Sick leave where the salary has been reduced
    When an employee is on sick leave ordinarily the Fund does not need to know. The only
    time when this changes is where an employee's salary reduces as a result of long-term sick
    leave. Most organisations have rules relating to the payment of salary when the employee is
    on long-term sickness. Ordinarily, after a period of time of continuous sickness (e.g. 60 days)
    the employee’s basic salary is reduced to half-pay. Then after a further period of time (e.g.
    120 days) the payment of basic salary ceases.

    In these circumstances the law states that the employee pays 5% on the reduced salary and
    the employer pays 15% on the full salary.

    What do I do when an employee has had his salary reduced as a result of long-term
    sick leave?

    When an employee has his salary reduced due to sick leave the form is completed using the
    same principles as have been previously displayed using the event dates for the change in
    status. What differs in this case is the reduced salary needs to be input into the ‘Paid
    Sickness’ column.

    For example, an employee goes on to half-pay on 10th April. His basic salary is AED10,000
    with allowances totalling AED15,000. This is how the form will be completed:




    You will notice that the change in ‘Service Type’ is completed as previously illustrations. The
    principle difference here is that the actual reduced salary is placed in the ‘Paid Sickness’
    column with the full salary remaining as normal in the new line. The contribution is
    calculated as follows:

    Line 1                                                    Employee          Employer
    01/04/09 to 09/04/09               25,000 x 9/30 x       5% = 375.00      15% = 1,125

    Line 2                                                    Employee          Employer
    10/04/09 to 30/04/09               20,000 x 21/30 x      5%=700.00
                                       25,000 x 21/30 x                                2,625.00




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    What do I do when an employee returns to his normal salary when he returns to work
    from long-term sick leave?

    When an employee returns to work after the sick leave period then it is simply a case of
    changing the status back to normal work and changing the calculation of the contributions
    back to the normal 5% and 15%.

    Following on from the example above, if the employee returns back to normal work on 13th
    May 2009, the contribution reporting will be as below:




    The contribution is calculated as follows:

    Line 1                                                    Employee          Employer
    01/05/09 to 12/05/09               20,000 x 12/31 x       5%=387.10
                                       25,000 x 12/31 x                          1,451.61
    Line 2                                                    Employee         Employer
    13/05/09 to 31/05/09               25,000 x 19/31 x      5% = 766.13   15% = 2,298.39




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    8.11. Transfer Out (Gov and Semi-Gov only)
    Where an employee works for a group of companies such as ADNOC Group, an employee
    can move between group companies. Essentially this is treated the same as a termination
    except for the fact that no EOS payment is made.

    What do I do if I have an employee who transfers out of the entity to another group
    company?

    In the contribution reporting form it is completed by entering a new line and selecting the
    ‘Transfer Out’ option in the ‘Service Type’ fields for the day after the employee’s last
    working day.

    For example, an employee transfers to another company within the group and his last
    working day was 20th April 2009. The form would look like this:




    What does the entity do if an employee is transferred from a group company?

    When an entity has a new joiner from another group company it is simply treated as a new
    entrant. This time however, the entity now may know the member ID for the new entrant so
    will be able to complete it. Also, there will be a new employee number as it is a new entry.

    Please note: Both entities must complete the correct forms for the transfer out and
    the new entrant registration.

    In this example, if they transfer to another group company it will simply be normal work
    from the date of joining:




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    8.12. On Hold (Gov and Semi-Gov only)
    The ‘On Hold’ status is used by some entities when an employee does not show for work for
    a period of time and they don’t know what the situation is (and what to report to the Fund).
    In these circumstances the employee can temporarily be placed in ‘On Hold’ status.

    When the employee returns to work or the entity discovers the status then they must
    complete the contribution form with the actual status for the period they were classed
    ‘On Hold’. The entity cannot have a period of service classed as ‘On Hold’ for a
    termination event.

    What do I do when an employee does not show up for work but I am not sure what
    the status is?

    Using the example of an employee does not report for duty and is not contactable and his
    last working day was 20 April 2009, it will be reported as follows:




    Contributions cease as at 20/04/2009.


    What do I do now I know the situation and he is now on unpaid leave?

    In this case you enter in the current months contribution file the unpaid leave service type
    from the date it was placed ‘On Hold’.

    In this example in June 2009 the company managed to contact the employee and decided to
    place him on unpaid leave from this date.




    You will notice that the reporting month is June and the effective date of the change is
    21/04/2008. The contributions are now due from the Employee for the full 20% and will
    now need to be calculated and paid (see section 5.7 for the calculation of contributions.




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    8.13. Unauthorised leave (Gov and Semi-Gov only)
    When an entity has a policy of unauthorised absence in their organisation they have the right
    to place an employee on unauthorised leave. The effect of placing an employee in this status
    is that the period of unauthorised leave will not be counted for service. No contribution is
    payable for the period and the employee does not have the right to pay the contribution.
    This is not unpaid leave.

    What do I do when an employee has an unauthorised leave deduction during a
    month?

    If an employee is being placed on unauthorised leave for a period then the service type is
    changed for the unauthorised leave period and a line added both before and after the period
    to reflect the normal paid work periods.

    For example an employee is classed having unauthorised leave period from 21st the 25th April
    2008. He worked normally before and after this time. The form would be completed as
    follows:




    The contribution section is straight forward to calculate with the pro rata contribution being
    used for the normal work periods of 20 days and 5 days before and after the unauthorised
    leave period. The unauthorised leave period has a zero salary and contribution.




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    8.14. Complex multiple changes in one period
    There will always be complex sets of circumstances when many things happen backdated and
    multiple events occur in one month or backdated. Our caring staff are awaiting your call to
    guide you in these circumstances.

    Stick to the principles outlined in this guide, remembering to ensure that every time a change
    happens in the employee’s circumstances it should be included in the Fund contribution
    report.

    Please remember the following tips:

              If the change is in the current month, check that you have no overlap of dates and
              the total number of days calculated for the contribution equals the number of days in
              the month

              All calculations are pro-rata to the number of days the service type and salary are
              effective

              If it is a backdated change then remember to take into account the previously
              reported position. If you have not reported then the Fund will do it for you so an
              outstanding invoice will exist for every month you do not report to the Fund

              Please look at the contribution rules for each service type because the rules vary for
              each of the types. The employee does not always pay just 5%




Filename: Entity Web Services Manual                                                 Revised on: 14/06/2010

				
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