05. User's Guide - HRM - Insurance

1 Input Data 1.1 Employee Insurance and Union Due Information  Effective Date from/to The effective date is defined for "Social Insurance", "Health Insurance", "Unemployment Insurance

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Insurance Table of Content

1 Input Data 2

1.1 Employee Insurance and Union Due Information 2

1.2 Employee SI History 3

1.3 Employee Requesting for SI Book Input 5

1.4 Written Request 6

1.5 Insurance Information Changes Input 7

1.6 Data Entry for Social Insurance Benefits 9

1.7 Data Adjustment for Social Insurance Benefits 11

1.8 Labor Contract 12

1.9 Insurance Information Summary Input 13

1.10 Input Accumulated Leaves with Benefits 14

1.11 Transfer Insurance Information to Next Year 14

2 Labor Contract and Insurance List Maintenance 15

1 Input Data

1.1 Employee Insurance and Union Due Information

 Effective Date from/to

The effective date is defined for "Social Insurance", "Health Insurance",

"Unemployment Insurance" and "Union Due" in many rows with different effective date The system will check the effective date to calculate salary, income, insurance

 Union Due

The system will use the union due input here instead of calculating by the contribution rate in "Insurance and Union Due Information

 Download template file

Click icon to download template file Some notes of insurance and union due information input:

- Employee ID: only employees in the assigned units and departments;

- SI/ HI Book No., Benefits: input in form of string, 32 and 128 characters maximum;

- Medical Care: must be one in Medical Care Center List;

- Union Dues: number format, 14 digits maximum;

- SI/HI Date of Issue, Join Date, SI/HI/UI/UD Effective Date from/to: date format

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 Upload data from file

Click icon to upload "Employee Insurance and Union Due Information"

to the system;

Click "Select " to select the required file;

Select copy type 1 - Overwrite if you want to replace the available data; if you select copy type "0 - No", the system will insert the new data only

Note

- If the effective date in "Social Insurance", "Health Insurance",

"Unemployment Insurance" and "Union Due" tab is different from the available one, the system will add a new row with related information;

- If the system gives an "indefinite error" message, you should check number fields or date fields;

- If the system gives a specific error message, you can check list column and accepted value fields

1.2 Employee SI History

 SI Change Date

The date that the system will base to consider which "Minimum Salary" is effective

 Report Date

Used to define the report date

 Level/Job Title/Unit/Address

User-defined information

 Salary Coefficient/ Position Coefficient/Region Coefficient

Input number, used to calculate total coefficient

 Off-scale Coefficient (%)/Seniority Coefficient (%)

Input number(%), used to calculate total coefficient

 Total Coefficient

Total coefficient = Salary Coefficient + Position Coefficient + Region Coefficient + Off-scale Coefficient/100 + Seniority Coefficient/100

 Minimum Salary

Apply the latest common minimum wage level before or on the SI change date

 Basic Salary

Basic salary = Minimum salary * Total Coefficient

 SI Contribution Rate (%)/HI Contribution Rate (%)/UI Contribution Rate (%)/Union Due Contribution Rate (%)

Input the rate of base salary to pay for each kind of insurance/union due Refer to "Insurance and Union Due Information"

 SI Premium/HI Premium/UI Premium/Union Dues

These amounts are calculated by the contribution rate on salary

 Payment Basis

Unser-defined information The system is enabled to import data from excel spreadsheet to save hours of manual effort

 Download template file

Click icon to download template file Some notes of PIT information input:

- Employee ID: only employees in the assigned units and departments;

- SI Change Type: must be one existing in SI Change Type List;

- Salary, Position, Region, Total Coefficient, Off-scale, Seniority Coefficient (%), SI/HI/UI/UD Contribution Rate (%): number format, less than or equal 1000;

- Minimum Salary, Basic Salary, SI/HI/UI Premium, Union Dues: number format, 15 digits maximum;

- SI Change Date, Report Date: date format;

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- Level, Job Title, Unit, Address, Payment Basis: user-defined information in form of string with the same length as one in corresponding lists

 Upload data from file

Click icon to upload "Employee SI History" to the system;

Click "Select " to select the required file;

Select copy type 1 - Overwrite if you want to replace the available data; if you select copy type "0 - No", the system will insert the new data only

Note:

- The system will not recalculate the input number, so you should define the formula in the spreadsheet:

Total Coefficient = Salary Coefficient + Position Coefficient + Region Coefficient + Off-scale Coefficient/100 + Seniority Coefficient/100;

- Off-scale, Seniority Coefficient (%), SI/HI/UI/UD Contribution Rate (%): if input 1, it means 1/100;

- If the system gives an "indefinite error" message, you should check number fields or date fields;

- If the system gives a specific error message, you can check list column and accepted value fields

1.3 Employee Requesting for SI Book Input

This function is used to define the list of employees who request for issuing SI book and HI card, data for the A01a-TS (Social Insurance form) report

1.4 Written Request

Written request is crated and sent to SI Agency in case unit has any changes of insurance information (Form D01b-TS) "Type" in detail has 2 options 0 or 1 If type 1, the information input in this menu will be exported

to both Form D01b-TS and Form D07-TS - Employees Requesting for Insurance Profile Change

Note: The "SI Book No." in form D07-TS is get from "SI Book No." in 'Employee Insurance and Union Due Input"

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1.5 Insurance Information Changes Input

This function is used to input information for "Employees Joining Insurance" report

 Change Date

This is base to get the effective minimum salary in "Common Minimum Wage Levels" for salary calculating

 SI Change Type

Used to define data of report rows Consisting of:

- X1 Labor increase: input new salary, SI/HI/UI rate increase;

- X2 Labor decrease: used in case of job leaving or maternity leave, old salary, SI/HI/UI rate decrease;

- X3 Salary increase: input both old and new salary, SI/HI/UI rate increase;

- X4 Salary decrease: input both old and new salary, SI/HI/UI rate decrease;

- X5 HI increase: used in case an employee leaves job but not returns

HI card, input new salary, HI rate increase (Note: Define labor decrease to this employee);

- X6 HI decrease: input old salary, HI rate decrease;

- X7 UI increase: input new salary, UI rate increase;

- X8 UI decrease: input old salary, UI rate decrease;

- X9 Information change: used in case of changes in job title, job position, occupation, working condition or workplace

 Not Return HI Card

Checked when an employee leaves job but not returns HI card, it will be checked "X" in "Not Return HR Card" column in report

 Date from/to

This is base to calculate changes of wage fund, premium and number of employees in current period If the changes do not make the wage fund changed, the "Date to" can be blank and vice versa

 Old Information/New Information

These fields are enabled to input base salary and position/off-scale/seniority/region allowance coefficient to calculate salary in case the

"Apply State Salary Scale" parameter is "Yes" Otherwise, salary will be manually input

Note:

- Base salary, position and region allowance coefficient: input in form of integer number (1 means 1 unit);

- Off-scale/Seniority allowance coefficient: input in form of percentage (1 means 1%)

 Old Ceiling Salary

Used in case there is change of ceiling salary to calculate insurance premium of employees whose salary is over the ceiling salary Old ceiling salary is used to correctly calculate the increase value of wage fund (New ceiling salary minus the old one)

 Salary

In case the "Apply State Salary Scale" parameter is "Yes":

Salary = (Base salary coefficient + Position Allowance + Off-scale Allowance/100 + Seniority Allowance/100 + Region Allowance) * minimum salary

Minimum salary is get from "Common Minimum Wage Levels" based on the SI Change Date

In case the "Apply State Salary Scale" parameter is "No", this salary is manually input

 Increase/Decrease

Input SI/HI/UI rate increase or decrease to calculate wage fund or the current period

 Old Information/New Information

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Input information for "Information Change" type

1.6 Data Entry for Social Insurance Benefits

The information input in this function is used to show in part 1 in "List of Employees with Social Insurance Benefits" (For C70a-HD)

"Month/Year" in filter condition is base to define "Base Salary" and "YTD Accumulation"

 Time

Report time used for report filter

 SI Paying Period

- To employee receiving sickness benefit: input the total SI paying period

to the month before having sickness leave For example: the SI paying period is 15 years and 7 months, input "15-07";

- To employee receiving maternity benefit: input number of SI paying month within 12 months before maternity leave For example: the employee has been paying 8 months before leaving, input “0-08”;

- This field is not required in case of childcare leave, convalescence leave

 Base Salary

- To sickness, maternity benefit: use the base salary of the month before

or average salary of a number of months before leaving (defined in SI Benefit Item List/ Preceding Months);

- To convalescence benefit: use the latest common minimum wage level before or on the last day of the report month

 Benefit Status

This field is used to declare the status of the employee as condition to receive sickness, maternity or convalescence benefits

 Benefit Time

This field is used to declare the time to receive the benefits

- To childcare, giving birth or adopting: input the child's birthdate;

- To convalescence leave after sickness, maternity: input the date the employee back to work;

- To convalescence leave after labor accidents or occupational diseases: input the date in document of the Medical Evaluation Council

 Date from

The date when the employee begins leaving with benefits

 Date to

The last date that the employee leaves with benefits

 No of days

Input total number of days that the employee leaves with benefits in report period

 Calculate by Month

Check-box option is base to calculate "Benefit Amount"

 No of Months

Input number of months to calculate "Benefit Amount" in case of check in

"Calculate by Month"

 YTD Accumulation

The total number of leave days from the beginning of year to the end of this period (including ones in "Input Accumulated Leaves with Benefits") plus "No of Difference Days" in "Data Adjustment for Social Insurance Benefits" (in "Time/Month" before the current time/month in the current year

 Benefit Amount

In case of not "Calculate by Month", Benefit Amount = Base Salary / Days in Month * Rate * No of Days + Common minimum wage level * Min Wage Add Months

In case of "Calculate by Month", Benefit Amount = Base Salary * Rate * No of Months + Common minimum wage level * Min Wage Add Months

To convalescence benefit, Benefit Amount = Base Salary * Rate * No of Days + Common minimum wage level * Min Wage Add Months

Note:

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Rate, Days in Month get from SI Benefit Item List; common minimum wage level is latest one before report month

1.7 Data Adjustment for Social Insurance Benefits

The adjustment information input in this function is used to show in part 2

in "List of Employees with Social Insurance Benefits" (For C70a-HD)

 Approving Time/Month/Year

Used to filter report by report time

 Old Amount

Default to be benefit amount calculated in "Data Entry for Social Insurance Benefits" in the same time/month/year, but editable

 New Amount

Manually input to calculate the difference

 Difference Amount

Difference amount = New Amount - Old Amount If it is decreased, the result will be shown in negative number, but editable

 No of Difference Days

Number of leave days increase or decrease; in case of decrease, it will be shown in negative number; if there is no change, the value is 0

 YTD Accumulation

Total number of leave days from the beginning of the year after adjustment; if there is no change of days, it will be blank

 Content

Input the content and reason for adjustment For example: minimum wage level increase

1.8 Labor Contract

The system is enabled to import data from excel spreadsheet to save hours of manual effort

 Download template file

Click icon to download template file Some notes of Labor Contract input:

- Employee ID: only employees in the assigned departments;

- Minor Labor, Handicap Labor: accepted with 1 or 0;

- Labor Contract No.: must not be duplicate;

- Contract Type: must be one existing in Contract Type list;

- Permanent Residence, ID Card/Passport No., Place of Issue, Labor Book No., Labor Contract No., Workplace, Job Title, Job Position, Occupation, Required Tasks, Working Time, Working Tools, Means of Commutation, Base Salary, Bonus, Allowances, Protection Equipments, Other Agreement: in form of string with the same length

as one in corresponding lists;

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- Date of Issue, Working Date from/to, Probation Date from/to, Effective Date from/to, Date Signed: date format

 Upload data from file

Click icon to upload "Labor Contract" to the system;

Click "Select " to select the required file;

Select copy type 1 - Overwrite if you want to replace the available data; if you select copy type "0 - No", the system will insert the new data only

Note:

- If the system gives an "indefinite error" message, you should check number fields or date fields;

- If the system gives a specific error message, you can check list column and accepted value fields

1.9 Insurance Information Summary Input

This function is used to input number of employees joining and wage fund paying SI, HI and UI; supports in reporting "Employees Joining Insurance" This function is used to input information only once when you start using HRM module the data of next years will be systematically transferred by

"Transfer Insurance Information to Next Year" function