Frequently Asked Questions (FAQs) – Social Security Administration System (SSAS)
Q1: What is the Social Security Administration System (SSAS)?
Answer: The Social Security Administration System (SSAS) is a centralized digital platform designed to streamline social security services for individuals, employers, and financial institutions. It facilitates registrations, contributions, benefit claims, and identity management. The system ensures compliance with national social security regulations while providing users with convenient online access to their accounts. Through the SSAS portal, individuals can apply for Social Security Numbers (SSNs), update personal information, and track benefit eligibility, while employers can manage workforce contributions and compliance reporting.
Q2: Who can use the SSAS eService portal?
Answer: The SSAS eService portal is accessible to employees, self-employed individuals, voluntary contributors, survivors, employers, and financial institutions. Employees can manage their contributions and benefits, while self-employed individuals and voluntary contributors can declare earnings and make payments. Employers use the portal to register employees, file contribution reports, and manage compliance. Financial institutions interact with the system for verification and reporting purposes. Each user category has tailored access rights to ensure data security and appropriate functionality.
Q3: How do I access the SSAS eService portal?
Answer: To access the SSAS eService portal, visit the official SSAS website and click on the “Social Security” menu. From there, select your user category (Individual, Employer, or Financial Institution) and proceed to registration. First-time users must complete an online form with personal or business details, upload required documents (such as identification and proof of employment) and submit the application for approval.
Q4: What documents are required for individual registration?
Answer : For individual registration, you will need a valid birth certificate, a government-issued photo ID (such as a passport or national ID card), and, if applicable, a marriage certificate (for name changes) or a work permit (for non-nationals). Survivors must also provide the deceased worker’s death certificate and proof of relationship. These documents are necessary to verify identity, prevent fraud, and ensure accurate benefit calculations. The system allows for digital uploads during registration, but original documents may be required for in-person verification in some cases.
Q5: Can I register if I don’t have a Social Security Number (SSN)?
Answer: Yes, you can register without an SSN. The system allows individuals to complete initial registration by leaving the SSN field blank. After approval, you can request an SSN through the “Social Security Number Application” section in your account. Temporary SSNs may be issued initially, which can later be converted to permanent SSNs by submitting additional verification documents. This ensures that all individuals, including new entrants to the workforce, can access social security services.
Q6: How do I register as an employee?
Answer: Employee registration can be initiated either by the employer, employee or the Social Security officer. Employers can register employees through their Employer Social Security Registration Number (ESSRN) account by entering personal details, employment information, and uploading required documents. Employees can also self-register by creating an individual account, linking it to their employer using the ESSRN, and completing their personal profile.
Q7: What is the process for self-employed registration?
Answer: Self-employed individuals must select “Self-Employed” during registration and provide detailed financial information, including declared earnings, business type, and economic activity. Supporting documents such as business registration certificates, tax returns, or bank statements may be required. The system uses this information to calculate contribution amounts, which can be adjusted annually. After submission, the application is reviewed for accuracy, and upon approval, the individual receives access to contribution payment options and benefit eligibility details.
Q8: How can a voluntary contributor register?
Answer: Voluntary contributors, individuals not covered under standard employment, must select “Voluntary Contributor” during registration. They must declare their earnings, provide proof of previous employment (if applicable), and select a coverage start date. The system offers flexible payment frequencies (monthly, quarterly, or annually) to accommodate different financial situations. Once registered, voluntary contributors can manage their contributions and track benefit eligibility through the portal.
Q9: What should survivors do to register?
Answer: Survivors must submit a registration request under the “Survivor” category, providing the deceased worker’s SSN, death certificate, and proof of relationship (e.g., marriage or birth certificates). Additional documents, such as medical reports or court orders, may be required for disability or guardianship cases. The system verifies the information before granting access to survivor benefits, which may include pensions or medical coverage.
Q10: How long does registration approval take?
Answer: Registration approval times vary depending on the completeness of the application, document verification requirements, and system workload. Typically, individual registrations are processed within 2-3 business days, while employer or financial institution registrations may take 5-7 business days due to additional compliance checks. Another way is to go to the Social Security it will take just a day to process approval.
Q11: Can we change/update passwords of E-Service Portal:
Answer: Yes, you can change/update it: Activity Menu> Access Control> Change Password
Q11: Can I switch from an employee to a self-employed status?
Answer: Yes, you can switch from employee to self-employed status by submitting an “Application as registration as Employee/ Self-Employed/ Voluntary” if you are Self-Employed through the SSAS portal. The process requires providing business registration documents, declaring expected income, and obtaining confirmation of employment termination from your previous employer. The system reviews the request to ensure no outstanding contributions or benefit issues exist before approval. Once approved, your contribution obligations and benefit eligibility will be adjusted accordingly.
Q12: Where can I find my pending requests?
Answer: The system highlights unprocessed requests in bold and provides real-time status updates in dashboard home screen, including any required actions or documents
Q13: Can we switch back to previous individual type?
Answer: Yes, you can revert to your previous individual type by submitting a new switch request.
Q14: How do I update my personal information (e.g., name, address)?
Answer: To update personal information, log into your SSAS eService account and navigate to the ‘Profile Management’ section. Select the type of change needed (name, address, contact details etc.) and complete the electronic change request form. For name changes, you’ll need to upload supporting documents like marriage certificates or court orders. Address changes require proof of residence such as utility bills. The system processes most updates within 3-5 business days, during which you’ll receive email notifications about your request status. All changes are logged in the system’s audit trail for security purposes.
Q15: How can I convert my temporary SSN to a permanent one?
Answer: Initiate the conversion process through the ‘Activity>Social Security>Social Security Identification>Convert Temporary SSN to Permanent’ menu by selecting ‘Temporary to Permanent Conversion’. You’ll need to provide additional documentation proving continued eligibility (employment contracts, residence permits, or academic enrollment records). The system conducts enhanced verification checks during conversion, including possible in-person appointments at SSAS offices for biometric updates.
Q16: How do I request a Social Security ID card?
Answer: From your account dashboard, select ‘ID Card Services’ and choose ‘New Application’. The system will prepopulate your verified information and guide you through photo capture (either upload or webcam session), signature collection, and etc. Activity>Social Security> Social Security Identification> Social Security ID Cards
Q17: How can an employer register with SSAS?
Answer: 1. Employers begin registration by selecting ‘SSAS website>click Social Security>Employers’ and providing business registration details, tax identification numbers, and banking information. The system verifies these against government databases before issuing an Employer Social Security Registration Number (ESSRN). 2. SS Officer can internally register an employer using SSAS. By Clicking Employers>click New> Put mandatory details. Next Go to> Activity>Social Security> Social Security Identification> Employer Social Security Registration Number Applications> Employer Social Security Registration Number Applications List>Click New.
Q18: Can employers update employee details?
Answer: Yes, authorized employer administrators can update employee details. Changes to salaries, employment status, or personal information require employee acknowledgment through the system’s dual verification process. All modifications are timestamped and logged for compliance purposes, with major changes triggering alerts to both the employee and SSAS auditors.
Q19: What if an employer misses a contribution filing deadline?
Answer: The system automatically calculates and applies late penalties based on the delay.
Q20: How are large employers (e.g., Governments) managed in SSAS?
Answer: Employers can split imports into subsets (1000’s), allowing multiple staff to process different segments before editing, reviewing, approving and final posting.
Q21: How do I approve the opening balance for a cash register station?
Answer: The opening balance is displayed under the dashboard for approval. Supervisors review it, and managers/admin approve it. Click the “Station ID” and put User and password to view details and proceed with approval.
Q22: What happens if the opening balance is not reviewed?
Answer: Pending balances are highlighted on the dashboard. Supervisors must review them before they can be approved by managers.
Q23: How is the closing balance approved?
Answer: Similar to the opening balance, it appears on the dashboard. Supervisors review it first, followed by manager/admin approval.
Q24: What status changes occur after approval?
Answer: The status updates to “Approved,” and the balance is finalized for the station.
Q25: Where do pending payment requests appear?
Answer: They are listed under the dashboard, with pending requests marked as bold to emphasize its pending. Or go to Activity>Social Security>Contribution Payments>Payment Request
Q26: Who can approve payment requests?
Answer: Supervisors review requests, while managers/admins approve or reject them.
Q27: How do I reject a payment request?
Answer: Select “Rejected Date” and provide a reason before clicking “Reject.”
Q28: Can payment requests be batch-approved?
Answer: Yes, once payment requests on the cashier register batch is approved. Click Cash Register Audit and Approve the cashier register batch.
Q29: What happens after a supervisor reviews a payment request?
Answer: The request moves to the manager for final approval, and its status updates to “Reviewed.”
Q30: How do I create a new employer contribution filing?
Answer: Navigate to Activity > Social Security > Contribution Returns > Employer Contribution Remittance Filings, click “New,” fill in employer details, and save.
Q31: What information is required for a contribution filing?
Answer: Mandatory fields include Employer ESSRN, Name, Employee Group, Contribution Period, and Posted By/Date.
Q32: Can I edit a submitted contribution filing?
Answer: Yes, filings can be edited if their status is “Pending” or before they are posted.
Q33: Can I revert a submitted contribution filing?
Answer: Yes, filings can be edited if their status is “Pending”. You can revert it back to pending if the filing status is not Final Finished. Just Click “update” button and it will revert back to “Pending”.
Q34: How do I approve a contribution filing?
Answer: Select “Approved By” and “Approval Date,” then click “Approve.” A confirmation popup will appear.
Q35: What is the purpose of the “Post” button?
Answer: Posting finalizes the filing, locking it from further edits and initiating the payment process.
Q36: Can I delete a contribution filing?
Answer: Yes, but only if the filing is not yet posted or approved it has pending status.
Q37: How do I handle adjustments to a filing?
Answer: Use the Activity>Social Security>Contribution Filings and Payment Adjustments>” Contribution Filings and Payment Adjustments ” tab to add or review adjustments like missing employees or payment corrections.
Q38: What is the “Send to Review” function for?
Answer: It returns the filing to the employer/SS Officers for corrections before approval.
Q39: How do I create a filing for a self-employed individual?
Answer: Navigate to Self Employed/Voluntary Contribution Filing, click “New,” enter earnings, and submit.
Q40: What are the annual earnings limits?
Answer: The system auto-adjusts earnings to the minimum/maximum limits if the entered amount falls outside the range. It is set up driven.
Q41: Can I update a filing after submission?
Answer: Yes, but only if the status is “Pending.” Approved or rejected filings cannot be edited.
Q42: How do I approve a self-employed filing?
Answer: Select “Approved By” and “Approval Date,” then click “Approve.” A confirmation popup will appear.
Q43: How do I create a filing for a self-employed individual?
Answer: Activity> Contribution Filing> Self Employed/Voluntary Contribution Filing, click “New,” enter earnings, and submit.
Q44: What is Contribution Filing Initialization?
Answer: It prepares the system to process filings for a specific tax period by loading the required data.
Q45: How do I initialize a filing period?
Answer: Go to Activity>Social Security>Contribution Filings> Contribution Filing Initialization, select the Employee Group and Tax Period, and click “Initialize.”
Q46: What is Trial Posting? Can it be repeated?
Answer: A test run to calculate contributions and identify errors before final posting. It can be repeated.
Q47: How does Final Posting differ from Trial Posting?
Answer: Final Posting locks the filings for payment and cannot be undone, whereas Trial Posting is for review only.
Q48: What is the Trial Register?
Answer: A report comparing current and previous period filings to highlight variances for review.
Q49: Where do refund requests appear?
Answer: Pending requests are listed under the dashboard, with unreviewed items in bold or red.
Q50: What is the purpose of Auto Contribution Remittance?
Answer: This feature automatically generates contribution filings for employers who missed deadlines, using historical data to calculate dues for open or past periods.
Q51: How do I generate an auto-filing for a missed period?
Answer: Activity>Social Security>Contribution Filing> Employer Auto Contribution Remittance, select the employer and missed period, and click “Generate.” The system will populate the filing for approval.
Q52: Can I edit an auto-generated filing?
Answer: Yes, before final approval, you can adjust details like earnings or employee data in the filing.
Q53: What happens after an auto-filing is generated?
Answer: The filing appears in the Employer Contribution Filings list for review, approval, and posting like any manual submission.
Q54: How does the system determine liability for missed periods?
Answer: It uses the employer’s last filed return or default rates to estimate contributions due for the missed period(s).
Q55: How do I add an adjustment?
Answer: Activity> Social Security> Contribution Filings and Payment Adjustments> Employer Contribution Adjustments tab, click “Add,” specify the type (e.g., “Missing Employees”and etc..), enter the value, and save.
Q56: Are adjustments audited?
Answer: Yes, all adjustments are logged with request numbers, dates, and reasons for traceability.
Q57: Can adjustments trigger refunds?
Answer: If an adjustment reduces the employer’s liability, the system can process a refund or credit the amount to future payments.
Q58: How are self-employed contribution amounts determined?
Answer: Based on annual earnings declared by the individual, subject to minimum/maximum insurable earnings limits in the policy set-up.
Q59: What if a self-employed person misses the filing deadline?
Answer: The system auto-generates a filing using their last declared earnings or default rates
Q60: What roles can approve postings?
Answer: Only users with “Manager” or “Admin” through access permissions setup can finalize postings; supervisors review first.
Q61: Can I override system-calculated contributions?
Answer: No, contributions are locked after posting to maintain compliance. Adjustments must be submitted separately.
Q62: Where do I find historical filings?
Answer: Use the search filters in the Contribution Filings grid to pull records by period, employer, or status.
Q63: How are payment receipts generated?
Answer: Automatically upon approval, with a unique receipt number tied to the filing.
Q65: How can a benefit claim application be created?
Answer: Benefit claim applications can be created internally by system login (Activity>Social Security>Social Security Benefit Payments> Benefit Claim Application>Click New) or requested by individuals through the eService page, where they submit their details for review and approval.
Q66: Where can I find pending benefit claim applications?
Answer: Pending benefit claim applications appear under the “Benefit Claim Application” section on the dashboard. Or Activity>Social Security>Social Security Benefit Payments> Benefit Claim Application
Q67: How do I view the details of a benefit claim application?
Answer: Click on the “Edit folder button” in the grid to open the application details, where you can review, approve, or reject the claim. Activity>Social Security>Social Security Benefit Payments> Benefit Claim Application
Q68: How do I approve a benefit claim application?
Answer: Navigate to the application details, review all information, enter approval comments, select “Approved by” and the date, then click the “Approve” button. Activity>Social Security>Social Security Benefit Payments> Benefit Claim Application
Q69: Can I update a benefit claim after submission?
Answer: Yes, you can update a claim before it is approved or rejected by clicking the “Update” button and modifying the necessary fields. Activity>Social Security>Social Security Benefit Payments> Benefit Claim Application
Q70: Where do pending bank detail requests appear?
Answer: Pending requests are listed under “Bank Account Registration” on the dashboard
Q71: What if a bank detail request is incorrect?
Answer: Reject the request with a reason, prompting the individual to resubmit accurate information.
Q72: Can I edit bank details after approval?
Answer: No, once approved, changes must be requested through a new submission for security and audit purposes.
Q73: Can a payee request be revoked?
Answer: Yes, administrators can revoke payee status if misuse is suspected, requiring a new request for reinstatement.
Q74: How is the benefit amount calculated?
Answer: The system calculates benefits based on contribution history, average earnings, and entitlement rules set up in the policy, displayed in the “Benefit Calculation” tab.
Q75: How do I initialize a benefit payment period?
Answer: Navigate to Activity> Social Security> Social Security Benefit Payments> “Benefit Payments Period Initialization,” select the pay cycle and beneficiary group, then click “Initialize.”
Q76: What happens during trial processing?
Answer: Trial processing simulates payments for review, allowing adjustments before final approval to ensure accuracy.
Q77: How do I remove a delinquency status?
Answer: Submit a delinquency removal request(Activity>Social Security>Delinquency>Delinquency Removal Request), which is reviewed and approved once the issue is resolved.
Q78: Can benefit payments be adjusted?
Answer: Yes, adjustments are made for overpayments or underpayments by submitting a request with supporting details. Go to Activity>Social Security> Benefit Payment Adjustments> Benefit Payment Adjustments Request.
Q79: What if a beneficiary disputes a payment adjustment?
Answer: The dispute is reviewed, and if valid, the adjustment is reversed or modified with proper documentation.
Q80. How do I approve uploaded documents?
Answer: Review the documents in the dashboard, verify their authenticity, and click “Approve” or “Reject” with a reason.
Q81. How do I update my profile information?
Answer: Navigate to the user profile section, edit the details, and save changes; some fields may require admin approval.
Q82. How do I process a reinstatement request?
Answer: Reinstatement requests from employers are reviewed on the dashboard; approve or reject them based on compliance. Go to Activity>Social Security>Social Security Identification> Reinstatement Request
Q83. What is the purpose of the Social Security Retirement Calculator?
Answer: The calculator estimates pension amounts based on current data, helping individuals plan for retirement.
Q84: Can I delegate approval tasks?
Answer: No, approvals must be handled by authorized personnel only to maintain accountability and security.
Q85: How do I track the status of a claim?
Answer: Check the claim’s history tab on Individual profile or filter the Benefit Claim Application list (Activity>Social Security>Social Security Benefit Payments> Benefit Claim Application) by status (e.g., Pending, Approved, Rejected).
Q86: Are rejected claims permanently deleted?
Answer: No, rejected claims are archived and can be referenced for future submissions or audits.
Q87: Who can access beneficiary bank details?
Answer: Only authorized personnel with proper user access setup can view or edit bank details to prevent fraud.
Q88: What audit trails are maintained?
Answer: All actions (approvals, rejections, edits) are logged with timestamps and user IDs for accountability.
Q89: What is the purpose of the Access Control section?
Answer: The Access Control section allows administrators to manage system access, including user management, form management, and defining user groups to control permissions and activities within the SSA system.
Q90: How do I create a new user group?
Answer: Navigate to Activity > Access Control > User Groups, click the “New” button, fill in mandatory details like Group ID, Group Name, and Group Type, then click “Add” to save the new group.
Q91: Can I restrict access times for a user group?
Answer: Yes, under the “Group Access Days” tab, you can set specific start and end times for each day or leave it blank for all-day access.
Q92: How do I assign users to a group?
Answer: After creating a group, go to the “Group Users” tab, click “Add New User,” and select the users you want to assign to the group.
Q93: What happens if a user group is marked as inactive?
Answer: Inactive groups lose system access, and users in those groups will no longer be able to log in or perform assigned activities.
Q94: How do I update an existing user group?
Answer: Click the update button next to the group, modify the necessary details in the “Group Definition” tab, and click “Update” to save changes.
Q95: Can I delete a user group?
Answer: Yes, click the delete button next to the group, confirm the action, and the group will be permanently removed from the system.
Q96: How do I manage form access for a user group?
Answer: Under the “Forms/Reports Access” tab, select the checkboxes for forms or reports the group should access, then click “Update.”
Q97: What is the purpose of the “Desktop Activities Access” tab?
Answer: This tab allows administrators to grant or restrict access to specific desktop activities for a user group.
Q98: How do I copy a user group to another?
Answer: Go to Activity > Access Control > User Group Copy, select the source and destination groups, and confirm the copy action.
Q99: How do I add a new user?
Answer: Navigate to Activity > Access Control > User Management, click “New,” fill in mandatory details like Login, Password, and User Group, then click “Add.”
Q100: What information is required to create a user?
Answer: Mandatory fields include Employee Name, Login, Password, User Group, and Password Expiry Date; optional fields include Email and Department.
Q101: How do I reset a user’s password?
Answer: Edit the user’s profile, enter a new password, confirm it, and check “Change password at next login” if required.
Q102: Can I deactivate a user account?
Answer: Yes, edit the user’s profile, change the “User Status” to inactive, and save the changes.
Q103: How do I view a user’s activity history?
Answer: Go to the “User Activities” tab in the user’s profile to see access dates, times, and actions performed.
Q104: What is the “User Word to Remember” field for?
Answer: It serves as a security question or reminder phrase for the user, often used for account recovery.
Q105: How do I assign a user to multiple groups?
Answer: Users can only belong to one group at a time; reassign them by editing their profile and selecting a new group.
Q106: Can I export a list of all users?
Answer: The document doesn’t specify export functionality, but you can view the user list in the User Management section.
Q107: How do I filter users in the system?
Answer: Use the search bar to filter by username, user type, or user group for quicker navigation.
Q108: What happens if a user forgets their password?
Answer: An administrator can reset it manually, or the system may prompt the user to change it upon next login if configured.
Q109: How do I add a new form?
Answer: Navigate to Activity > Access Control > Forms Management, click “New,” fill in form details like Title and File Name, and click “Add.”
Q110: What are mandatory fields when creating a form?
Answer: Form Title in English, Form File Name, Form Group, and Form Status are required; other fields are optional.
Q111: How do I assign actions to a form?
Answer: Under the “Actions” tab, select action controls like View or Insert, add descriptions, and click “Add.”
Q112: Can I deactivate a form?**
Answer: Yes, edit the form and set the “Form Status” to inactive to restrict access.
Q113: Can I assign forms to specific user groups?
Answer: Yes, under the “Forms/Reports Access” tab in User Groups, select which forms each group can access.
Q114: What is the “Form Version Release” field for?
Answer: It tracks the version number of the form for updates and documentation purposes.
Q115: How do I customize the system menu layout?
Answer: Navigate to Activity > Menu Management > Menu Setup, toggle the “Standard Mode” ON/OFF, adjust settings, and click “Update” to apply changes.
Q116: Can I add a new menu item?
Answer: Yes, in Menu Management, select a parent menu, click the “+” icon, enter titles, link to a form, and assign an icon before saving.
Q117: How do I rearrange menu items?
Answer: Go to Menu Sequence, drag and drop menu items to reorder them, and the system will automatically save the new sequence.
Q118: Can I assign icons to menus?
Answer: Yes, click the icon link while editing a menu, upload or select an image, and save.
Q119: How do I restore the default menu layout?
Answer: Reset to standard mode in Menu Setup or contact system support for a full default restoration.
Q120: Why can’t I see my newly added menu?
Answer: Ensure it’s under the correct parent menu, marked “Active,” and your user group has access permissions.
Q121: How do I delete a menu item?
Answer: Edit the menu and click “Delete,” but note this action is irreversible.
Q122: Can menus be grouped by department?
Answer: Yes, create parent menus and nest child menus under them for organization.
Q123: How do I handle name changes due to marriage?
Answer: Use Registration Information Change Requests, select “Name Change due to Marriage and etc,” and upload the marriage certificate.
Q124: What if an SSN applicant has a foreign SSN?
Answer: Enter the foreign SSN in the “Previous SS Number” field during application.
Q125: How do I submit a medical assessment?
Answer: Go to Medical Assessments, click “New,” fill in diagnosis details, upload reports, and assign a status (Pending/Approved).
Q126: How do I request a medical referee review?
Answer: In Medical Referee Requests, create a new request, schedule a visit, and upload the referee’s diagnosis.
Q127: Can I delete an erroneous medical entry?
Answer: Yes, if unapproved, use the delete button; approved entries require admin override.
Q128: How do I approve a Direct Bank Transfer (DBT)?
Answer: In DBT Requests, verify amounts, click “Approve,” and confirm the transaction.
Q129: Can I split payments across multiple accounts?
Answer: Yes, in DBT Requests, assign partial amounts to different accounts in the grid.
Q130: What if a bank account fails verification?
Answer: Reject the request, note the reason (e.g., “Account mismatch”), and ask for corrected documents.
Q131: How are pension payments processed?
Answer: Via Certificate of Life forms; approved requests trigger automated DBT or checks.
Q132: How do I handle a deceased payee?
Answer: Suspend payments, update the status to “Inactive,” and notify the legal representative.
Q133: Where do I see payment histories?
Answer: Check the Beneficiary Bank Accounts or DBT Requests logs for transaction records.
Q134: What’s the penalty for late filings?
Answer: Configured in system policies; typically a fee percentage applied to overdue amounts.
Q135: What if an employer overpays?
Answer: The excess can be refunded or credited to future filings via adjustment requests.
Q136: How are sick pay contributions handled?
Answer: Enter sick pay amounts in the “Incapacity Details” tab during filing.
Q137: Where do I view payment receipts?
Answer: Check the “Payment Receipt Number” field in approved contribution filings.
Q138: How do I reinstate an inactive employer?
Answer: a Reinstatement Request with reason, effective date, and supporting documents for approval.
Q139: What is a Certificate of Life?
Answer: An annual verification form confirming pensioners are alive to continue benefit payments.
Q140: How do I process a Certificate of Life?
Answer: Verify the submitted form and witness details, then approve to maintain benefit payments.
Q141: What if a pensioner misses submitting the certificate?
Answer: Benefits are suspended until the certificate is received and verified.
Q142: How do I verify student status for benefits?
Answer: Use Education Institution Declaration forms with school enrollment proof and institution stamps.
Q143: How do I correct a contribution filing error?
Answer: Submit an Adjustment Request specifying type (missing employee, amount correction and etc)
Q144: Can I adjust contributions for multiple periods?
Answer: Yes, but each period requires separate adjustment requests.
Q145: How do I reset my password?
Answer: Use Change Password under Access Control or request an admin reset if locked out.
Q146: Why am I getting “access denied” errors?
Answer: Your user group lacks permissions; contact your system administrator.
Q147: Can I customize dashboard views?
Answer: Yes, via Menu Management if your role has layout permissions.
Q148: Where are system announcements posted?\
Answer: Check the dashboard banner or Notifications section.
Q149: How do I configure workflow approvals?
Answer: Via Access Control by defining approval chains per process.
Q150: Can I set up automatic reminders?
Answer: Yes, in Notification Settings for pending tasks.
Q151: Why are reports running slowly?
Answer: Filter smaller datasets or schedule off-peak generation.
Q152: How do I improve search speed?
Answer: Use specific keywords rather than broad terms.
Q153: What is the purpose of Contribution Payments Final Posting?
Answer: This process finalizes social security tax payments, making them unchangeable after posting.
Q154: How do I access the Contribution Payments Final Posting form?
Answer: Navigate to Activity > Social Security > Contribution Payments > Contribution Payments Final Posting.
Q155: Can I select specific employee/employer groups for final posting?
Answer: Yes, you can filter payments by employee or employer groups, but leaving it unselected processes all available payments.
Q156: Is a warning displayed before final posting?
Answer: Yes, a pop-up warns that payments cannot be changed after final posting. Confirm by clicking “OK.”
Q157: Are credentials required to proceed with final posting?
Answer: Yes, a username and password are required for security validation before finalizing the process.
Q158: What follows after successful final posting?
Answer: A success message appears, and you can proceed to GL Final Posting or Return Period Closing.
Q159: Can I undo the final posting once completed?
Answer: No, the process is irreversible. Ensure all data is correct before confirming.
Q160: What if no payments appear in the list?
Answer: Ensure the payments have been trial posted first, as only trial-posted payments are eligible for final posting.
Q161: What is the GL Final Posting used for Contribution Payments GL Final Posting?
Answer: It generates the General Ledger (GL) posting file for financial systems, finalizing transactions permanently.
Q162: Can GL Final Posting be rerun for Contribution Payments GL Final Posting?
Answer: No, once executed, it cannot be repeated for the same data.
Q163: What if a checkbox is disabled for Contribution Payments GL Final Posting?
Answer: It indicates the GL process is already finalized for that contributor. Click the edit icon to view details.
Q164: What mandatory fields are required for GL file generation?
Answer: Posting format, batch number, version number, and “Posted by” must be selected.
Q165: What financial systems are supported for GL posting?
Answer: The system auto-displays formats based on the General Setup configuration.
Q166: Can I edit GL transactions after posting?
Answer: No, but you can view details by clicking the edit icon next to disabled checkboxes.
Q167: What happens if the GL file generation fails?
Answer: A progress message will indicate errors.
Q168: Is a confirmation pop-up shown before generating the GL file?
Answer: Yes, you must confirm by clicking “Yes” to proceed.
Q169: Why close a contribution return period for Contribution Return Period Closing?
Answer: It finalizes the period, moves unprocessed transactions to the next period, and calculates credit units.
Q170: What happens if transactions are pending during closing?
Answer: A delinquent list pop-up appears, allowing you to review or proceed with closing.
Q171: Can I close a period without defining the next period?
Answer: No, the next period must be predefined in the system.
Q172: How do I check employees’ credit units after closing?
Answer: Navigate to Dashboard: Employees Social Security Contribution Statements.
Q173: What if all filings/payments are fully processed?
Answer: A confirmation pop-up appears without a delinquent list.
Q174: How are voluntary contributor periods handled?
Answer: Select the corresponding employee group to load their specific calendar periods.
Q175: Can I cancel period closing after starting?
Answer: Yes, click “Cancel” in the confirmation pop-up to abort.
Q176: What status indicates a successfully closed period?
Answer: A success message confirms the period is closed.
Q177: Where do unprocessed transactions go after closing?
Answer: They are moved to the next open period automatically.
Q178: Can I backdate a benefit’s start date?
Answer: No, dates must align with the claim’s logged submission and approval timeline to prevent fraud.
Q179: What if a beneficiary’s bank details are missing?
Answer: Payments highlight in red; update their profile with valid ACH info or switch to check payments.
Q180: How do I process third-party deductions?
Answer: Split payments via the Trial Processing screen, allocating amounts to the beneficiary and designated entity (e.g., creditors).
Q181: Why would a payment suspend?
Answer: Missing documentation (e.g., proof of life) or failed validations; resolve issues and reprocess via the Suspended Payments list.
Q182: Can I override a benefit’s calculated amount?
Answer: Yes, enter adjustments with a reason (e.g., overpayment recovery and etc..), but audits may require justification.
Q183: How are periodic benefits (e.g., pensions) handled?
Answer: They auto-process each pay cycle unless paused (e.g., for review) or terminated (e.g., recipient’s death).
Q184: What’s the “Benefit Payment Initialization” step?
Answer: It prepare the system for a new pay cycle, loading pending payments and validating eligibility criteria,
Q185: How do I request a contribution adjustment?
Answer: Submit a new request with filer details, period, adjustment type (e.g., overpayment), and refund preferences for approval.
Q186: Can I adjust individual employee earnings?
Answer: Yes, under the “Employees” tab, edit weekly earnings; changes auto-update variances and contributions.
Q187: What’s the turnaround time for adjustment approvals?
Answer: Depends internally within the organization, on reviewer workload; status updates to “Approved” once validated by authorized staff.
Q188: How are third-party payment installments set?
Answer: Define total debt, installment count, and amount; the system deducts automatically until paid or stopped.
Q189: Can I pause a third-party deduction?
Answer: Yes, click “Stop,” enter a date, and confirm; payments resume only if reactivated via “Start.”
Q190: Who approves third-party payment setups?
Answer: Admins with “Approval” permissions; pending requests await their review in the main list.
Q191: How do refunds work for overpaid contributions?
Answer: Check “Refund Employee/Employer Amount” to auto-generate a refund request or offset future payments.
Q192: What voids a printed benefit check?
Answer: Use the Voiding tool, select the check, and confirm; voids are logged for auditing purposes.
Q193: Are adjustment reasons mandatory?
Answer: Yes, select from predefined options (e.g., “Data Entry Error”) to ensure audit compliance.
Q194: How do I track third-party payment progress?
Answer: The “Payments” tab shows received/pending amounts, updated after each successful deduction cycle.
Q195: How do I request a contribution adjustment?
Answer: Submit a new request with filer details, period, adjustment type (e.g., overpayment), and refund preferences for approval.
Q196: Can I adjust individual employee earnings?
Answer: Yes, under the “Employees” tab, edit weekly earnings; changes auto-update variances and contributions.
Q197: What voids a printed benefit check?
Answer: Use the Voiding tool, select the check, and confirm; voids are logged for auditing purposes.
Q198: How do I track third-party payment progress?
Answer: The “Payments” tab shows received/pending amounts, updated after each successful deduction cycle.
Q199: What is the purpose of the Activity Menu in the Social Security system?
Answer: The Activity Menu serves as a central hub for various administrative tasks, including contribution payments, benefit adjustments, compliance audits, and document management, ensuring streamlined operations for the Social Security Board.
Q200: How do I download the generated ACH file?
Answer: After clicking the “Generate” button, a popup will confirm successful generation; click “Click Here to Download” to save the ACH file to your computer.
Q201: What is the purpose of Benefit Payment Adjustments?
Answer: Benefit Payment Adjustments correct underpayments or overpayments to beneficiaries, allowing adjustments to weekly rates or fixed-term payments via the “Benefit Payment Adjustment Requests” section.
Q202: How do I create a new Benefit Adjustment Request?
Answer: Go to Activity > Social Security > Benefit Payment Adjustment Requests, click “New,” fill in beneficiary details, adjustment type, and payment amounts, then save the request.
Q201: Can I update an existing Benefit Adjustment Request?
Answer: Yes, click “Edit” beside the request, make necessary changes, and save; updates are allowed until the request is approved or posted.
Q202: How are delinquent contribution returns processed?
Answer: Delinquent returns are generated by selecting the year, contribution period, and employer group, then clicking “Generate”; penalties are applied for late filings or payments.
Q203: What happens after delinquent returns are generated?
Answer: The system lists delinquent contributions, which can be reviewed, approved, and posted, with optional notice emails sent to employers.
Q204: What is the Delayed Contribution Filing Penalties Register?
Answer: This report reviews penalties before GL posting, displaying penalties for selected years and periods to ensure accuracy.
Q205: How do I generate a GL Posting file for penalties?
Answer: Select the financial system, posting format, and file parameters, then click “Generate” to create the GL Posting file for delayed penalties.
Q206: What is the process for contribution refunds?
Answer: Refunds are requested for overpaid contributions, with options for ACH or check payments, and require approval before processing.
Q207: How do I request a contribution refund?
Answer: Navigate to Activity > Social Security > Contribution Refunds, select the requester (employee, employer, etc.), and provide details like years and periods for the refund.
Q208: Can I delete a contribution refund request?
Answer: Yes, click the delete icon beside the request, confirm the action, and the request will be removed if not yet approved.
Q209: How are refunds processed via ACH?
Answer: Select the bank, branch, and account number, fill in file format parameters, and generate the ACH file for approved refunds.
Q210: What is the purpose of the Compliance Audit function?
Answer: It ensures employers comply with Social Security laws by scheduling audits, recording findings, and initiating legal actions if needed.
Q211: How do I schedule a compliance audit?
Answer: Go to Activity > Social Security > Compliance Audits, click “New,” enter employer and audit details, and save the audit schedule.
Q212: What is an Audit Checklist?
Answer: A tool to record audit findings, with items marked as pass/fail, and overall comments to determine compliance status.
Q213: How do I create an Audit Checklist?
Answer: Navigate to Activity > Compliance > Audit Checklist, click “New,” link it to an audit number, and add checklist items with findings.
Q214: What triggers a compliance audit?
Answer: Late filings, discrepancies in contributions, or random selection based on risk assessment algorithms.
Q215: How are audit schedules assigned?
Answer: Audit officers are assigned via the Compliance Audit form, with locations and timelines set per employer.
Q216: What happens during an audit?
Answer: Officers verify records onsite using the Audit Checklist, noting pass/fail items and overall compliance status.
Q217: Can an employer reschedule an audit?
Answer: Only with prior approval from the Compliance Department, valid reasons (e.g., natural disasters), and a new scheduled date.
Q218: How do I escalate a case to a lawsuit?
Answer: From the Audit Action form, select “Initiate Lawsuit,” which auto-creates a case in the Law Suits module for legal processing.
Q219: What is a Court Order?
Answer: A legally binding directive (e.g., to pay arrears) issued by a court, recorded in the system for enforcement tracking.
Q220: How does the system identify delinquent employers?
Answer: The system automatically flags employers who miss contribution filing deadlines or payment due dates based on predefined rules in the delinquency setup.
Q221: What’s the difference between manual and auto-captured delinquents?
Answer: Manual delinquents are added by staff for specific violations while auto-captured delinquents are system-identified based on late filings/payments during the Auto Capture process.
Q222: Can we customize delinquency severity levels?
Answer: Yes, severity levels (1-10) can be set in Delinquency Setup, with higher numbers indicating more serious violations.
Q223: How do delinquency notices get delivered?
Answer: Notices are sent via email if available, otherwise through postal mail, with delivery status tracked in the system.
Q224: What happens when a delinquent employer makes partial payment?
Answer: The system updates the outstanding balance but maintains delinquent status until full payment is received.
Q225: How long does delinquent status remain active?
Answer: Until all arrears are cleared and the case is formally closed by an authorized officer.
Q226: Can employers view their delinquency status online?
Answer: Yes, through their eService portal, including outstanding amounts and due dates.
Q227: What’s the escalation path for chronic delinquents?
Answer: The system can automatically escalate repeat offenders to legal action after a configured number of violations.
Q228: Who can request contribution refunds?
Answer: Employees, employers, self-employed individuals, and voluntary contributors meeting refund criteria. Can manually initiate through internal process.
Q229: How are overpayment amounts calculated?
Answer: Automatically by the system based on contribution limits and actual payments made during the period.
Q230: Can refunds be applied to future contributions instead?
Answer: Yes, if the payer selects this option during the refund request process.
Q231: How do I track refund status?
Answer: Through the Contribution Refund Requests page, filtering by request number or payer details.
Q232: Can denied refunds be appealed?
Answer: Yes, through the Reconsideration process.
Q233: What is the purpose of the Policies menu?
Answer: The Policies menu is used to control and manage all system-wide policies, including social security administration, compliance setups, statement configurations, and document management, ensuring standardized operations across the platform.
Q234: Where can I find the Social Security policy settings?
Answer: Navigate to Policies > Social Security, where you can configure general setups, compliance parameters, statement formats, and document management rules specific to social security transactions.
Q235: How do I upload a new logo for the Social Security Administration?
Answer: Under General Setup, locate the “Social Security Administration Logo” field, delete the existing logo using the delete icon, and upload a new logo via the file upload option.
Q236: What information is required in the General Setup for Social Security?
Answer: Key details include the country, administration name, logo, address (street, city, state, zip), contact numbers (phone, mobile, toll-free, fax), website, help email, and primary contact person details.
Q237: How is the Social Security Number (SSN) structure defined?
Answer: In General Setup, specify the number of segments, segment separators (e.g., “-“), segment codes, names, descriptions, sequences, types (numeric/alphanumeric), and generation methods (auto/manual/random).
Q238: Can temporary SSNs be enabled?
Answer: Yes, check “Enable Temporary SSN” in General Setup and configure generation methods (auto/manual), prefixes (e.g., ESSRN), starting numbers, and display colors for temporary SSNs in applications.
Q239: How do I set up the Employer Identification Number (EIN) structure?
Answer: Follow the same process as SSN structure setup in General Setup, defining segments, separators, and generation rules for EINs.
Q240: What is the purpose of the “Use Employee Groups” option?
Answer: When enabled, this feature allows the system to classify employees into groups for tailored policy application, such as contribution rates or benefit eligibility.
Q241: How are calendar and financial years configured?
Answer: Under General Setup, set the first calendar, financial, and remittance periods, and choose whether to auto-create next-year returns during year-end closing.
Q242: What are the user credential options?
Answer: Credentials can be auto-generated by the system or manually created, with options for User ID/password setup under General Setup.
Q243: What is the Compliance Setup used for?
Answer: It defines audit parameters, legal workflows, and compliance ratings (pass/fail/score) for monitoring adherence to social security regulations.
Q244: How do I set up audit officers?
Answer: Go to Compliance Setup > Audit Officers, assign employees as auditors, specify their active dates, locations, and linked employers, and set approval workflows.
Q245: Can compliance audits be scheduled automatically?
Answer: Yes, under Compliance Setup, select audit cycles (weekly/monthly/annually) and enable automatic scheduling based on predefined criteria.
Q246: What is the “Compliance Rating Type”?
Answer: It determines how audit results are reported: as pass/fail, a numerical score, or a range-based score (e.g., 1–100).
Q247: How are legal officers assigned?
Answer: In Legal Officers, select employees, define their tenure, and link them to employers by type, region, or district for legal oversight.
Q248: What is an “Audit Action Number”?
Answer: A unique identifier for post-audit actions, configurable with starting numbers, segment separators, and auto-generation rules in Compliance Setup.
Q250: How do I define default audit schedules?
Answer: Under Audit Schedule, create schedules by employer type, group, or region, specifying months, weeks, or days for audits.
Q251: What happens if an employer misses an assessment deadline?
Answer: Enable “Auto Assessment Deadline” to auto-submit assessments using prior data if deadlines are missed or contribution rates change.
Q252: How are interest rates applied to late contributions?
Answer: Set statutory interest rates in Compliance Setup to calculate penalties on overdue contribution amounts.
Q253: Can audit schedules be deleted?
Answer: Yes, but only if no audits are linked to them. Use the delete icon beside the schedule in the Audit Schedule tab.
Q254: What is the Statement Setup used for?
Answer: It configures the format, content, and layout of social security statements, including titles, footers, and earning records.
Q255: How do I set the statement start number?
Answer: In General Setup, define the starting number and choose to prefix/postfix it with the year for better tracking.
Q256: Can retirement ages be customized in statements?
Answer: Yes, specify early, normal, and late retirement ages under General Setup in the Statement section.
Q257: How do I format statement titles and footers?
Answer: Set fonts, sizes, colors, and alignment (left/center/right) for titles and footers in the General Setup tab.
Q258: What information appears in the statement introduction?
Answer: Select fields like SSN, name, birth date, and contribution history under the Introduction tab, and add custom introductory text.
Q259: How are estimated benefits displayed?
Answer: Under Estimated Benefits, select benefits to include, add descriptive text, and format their appearance (font, color, alignment).
Q260: Can I customize retirement calculations?
Answer: Yes, under Estimated Retirement, define formulas for early, normal, and late retirement benefits and format the output. Under General Set up
Q261: What earning record details are shown?
Answer: Check parameters like insurable earnings and credits under Earning, and add titles or descriptive text.
Q262: How do I preview a statement?
Answer: Click the “Preview” button at the bottom of the Statement Setup page to generate a sample statement for review.
Q263: Can I frame text sections in statements?
Answer: Enable the “Text Frame” option for introduction, benefits, or retirement sections to visually separate content.
Q264: What is the purpose of Document Management Setup?
Answer: This module defines how documents (e.g., forms, certificates) are stored, numbered, and approved, including server settings, storage methods (folder-based or database blobs), and approval workflows.
Q265: How are document numbers generated?
Answer: Choose between auto-generated or manual entry, set starting numbers, and optionally prefix/postfix with the year under General Setup.
Q266: Who approves documents in the workflow?
Answer: Assign approvers like Document Management Department Heads or Audit Officers in the Document Approval Workflow section.
Q267: How do I add a new document officer?
Answer: Under the Officers tab, select an employee, assign their role (e.g., Reviewer/Approver), and save the details.
Q268: Can document officers be deleted?
Answer: Yes, use the delete icon beside an officer’s name, but ensure no pending documents are linked to them.
Q269: Are document approval workflows customizable?
Answer: Yes, define sequential approvers (e.g., Transaction Officer → Audit Head) in the Approval Workflow tab.
Q270: How do I configure Social Security ID cards?
Answer: Under ID Cards Setup, define fonts, size ranges (4–24pt), batch print numbers, validity periods, and officer signatures.
Q271: What badge formats are supported?
Answer: Options include one/two-sided cards, portrait/landscape orientation, and customizable layouts with logos, photos, and text alignment.
Q272: How do I add a new badge format?
Answer: Click “New” in Badge Formats, assign a unique code, select orientation/type, and configure elements like photo position, colors, and text.
Q273: Can I use pre-printed check numbers for benefit payments?
Answer: Yes, under Benefit Payments Check Printers, assign pre-printed check numbers or let the system generate them.
Q274: How are badge request numbers structured?
Answer: Set a starting number and optional yearly reset in the Badge Formats tab.
Q275: Can I delete a badge format?
Answer: Yes, but ensure no active ID cards are using it. Click the delete icon and confirm the action.
Q276: How do I update a badge format?
Answer: Click the edit icon, adjust fields (e.g., background color, logo position), and save changes.
Q277: What’s the purpose of the “Default Back Side Text”?
Answer : It adds standardized text (e.g., terms and conditions) to the reverse side of ID cards.
Q278: How do I assign a default printer for checks?
Answer: In Benefit Payments Check Printers, select a printer from the dropdown and mark it as the default.
Q279: What are Payment Types used for?
Answer: They classify payment methods (e.g., cash, direct deposit) and specify if they apply to primary beneficiaries or survivors.
Q280: How are Contribution Types defined?
Answer: Specify if they apply to employees/employers/both, calculation methods (percentage/flat rate), and default filing status.
Q281: Can penalties be automated for late payments?
Answer: Yes, under Penalty Types, set fixed amounts, percentages of unpaid dues, or annual interest for late filings/payments.
Q282: What are Filing Period Types?
Answer: They define contribution intervals (e.g., weekly, monthly) for tax filings and remittances.
Q283: How do Sickness Codes work?
Answer: Used for medical claims, these ICD-10 codes (e.g., “E11.65”) can be added manually or imported via CSV.
Q284: Can I reject contribution payments with a reason?
Answer: Yes, under Contribution Payment Rejection Reasons, predefine reasons (e.g., “Insufficient Funds and etc”) for transparency.
Q285: How do I add a new bank?
Answer: Under Banks, provide ABA/routing numbers, name, address, and B2B server details, then assign branches.
Q286: What’s an Intermediary Bank Swift Code?
Answer: A secondary bank’s identifier for international transfers, added in the Banks section.
Q287: How are GL Accounts structured?
Answer: Define account numbers, types (asset/liability), normal balances (debit/credit), and segment separators (e.g., “-“).
Q288: Can fiscal years be closed automatically?
Answer: No, manually set the status to “Closed” in Fiscal Year and Periods after verifying all transactions.
Q289: How do I assign a default bank account?
Answer: In Bank Accounts, mark an account as “Active” and link it to payment methods (e.g., ACH, checks).
Q290: How are fiscal periods added?
Answer: Under Fiscal Year and Periods, create periods (e.g., “Q1-2025”) with start/end dates and statuses (open/closed).
Q291: Can I delete a bank branch?
Answer: Yes, unless it’s linked to active transactions. Use the delete icon in the Branches tab.
Q292: What’s the “Validate Bank Account Number” feature?
Answer: It ensures account numbers meet digit requirements (e.g., 10 digits) and are numeric-only, reducing errors.
Q293: What’s the purpose of Employee Groups?
Answer: To segment employees (e.g., full-time/contractors) for customized benefits, filing periods, and payment methods.
Q294: Can a Beneficiary Group include multiple benefit types?
Answer: Yes, under Beneficiary Groups, assign benefits (e.g., pension, disability) and define payment methods per group.
Q295: How are Contribution Rates set for Employee Groups?
Answer: In the Contribution Rates tab, specify employer/employee percentages (e.g., 5%/3%) by year.
Q296: Can groups be deactivated?
Answer: Yes, set their status to “Inactive” to exclude them from current transactions without deleting historical data.
Q297: How are Credit Units configured for groups?
Answer: Define accrual rates (e.g., 1 credit per $1,000 earnings) and annual caps in the Credit Units tab.
Q298: What’s the “Last Benefit Payment Period Processed”?
Answer: A tracker in Beneficiary Groups showing the most recent payment cycle completed for the group.
Q299: How do I assign a default ACH format to a group?
Answer: Under Policies> Social Security Benefits Payment Methods, select a NACHA format and default bank/account for direct deposits.
Q300: Why can’t I delete a bank or branch?
Answer: The system prevents deletion if the bank/branch is linked to active transactions, accounts, or payment records. First, reassign these dependencies or mark the branch as “Inactive.”
Q301: How do I fix an incorrect SSN structure?
Answer: Navigate to General Setup > Social Security Number Structure, edit the segments, and click “Save.” Existing SSNs remain unchanged, but new issuances follow the updated format.
Q302: Why is a policy change not reflecting in reports?
Answer: Ensure the policy’s “Effective Date” is past and the status is “Active.” Reports only pull data from active, date-compliant policies.
Q303: How do I resolve a “Document Upload Failed” error?
Answer: Check the File Upload Max Size in Document Management Setup. If the file exceeds this limit, compress it or increase the allowed size (in MB).
Q304: Why can’t I assign a Benefit Policy to a group?
Answer: Verify the policy’s “Effective Date” covers the current period and its status is “Active.” Inactive or expired policies won’t appear in dropdowns.
Q305: How do I correct a misassigned audit officer?
Answer: Under Compliance Setup > Audit Officers, click “Update” beside the officer, modify the assigned employers/regions, and save.
Q306: What if a contribution payment is marked “Rejected” incorrectly?
Answer: Override the status in the payment review queue, add a note (e.g., “System Error”), and reprocess it with the correct approval workflow.
Q307: How do I handle a missing fiscal period?
Answer: Add the period manually under Fiscal Year and Periods, ensuring dates don’t overlap with existing periods to avoid conflicts.
Q308: Why is a penalty not auto-calculating?
Answer: Check the penalty’s “Effective Date” and “Status” in Penalty Types. Also, verify that the filing/payment deadline passed without action.
Q309: How do I process a late contribution payment step-by-step?
Answer: Navigate to Policies> Payments, locate the overdue filing. 2) Apply the penalty (auto-calculated if rules are set). 3) Approve the payment with notes.
Q310: How to set up a new Employer Group with custom rates?
Answer: Create the group under Groups > Employer Groups. 2) In Contribution Rates, input employer/employee percentages. 3) Assign to relevant employers.
Q311: How to automate annual benefit adjustments?
Answer: Under Benefit Entitlement Policies, enable “Auto-Adjustment” and link it to inflation indices or predefined annual increase rates.
Q312: How to batch-print ID cards?
Answer: Go to ID Cards Setup. 2) Select beneficiaries, assign a badge format, and click “Batch Print.” 3) Enter the starting batch number.
Q313: How to assign multiple benefit policies to one group?
Answer: In Benefit Policies, use the “Associate Existing Policy” dropdown to link additional policies after the initial setup.
Q314: How do I customize system alerts?
Answer: Configure notification templates under Dashboard & Welcome Text, setting triggers (e.g., “Deadline Reminder”) and recipient roles.
Q315: Can I restrict access to certain policies?
Answer: Yes, assign role-based permissions (e.g., “Audit Officers” can view compliance setups but not edit financial policies).
Q316: What’s the “ACH Format” used for?
Answer: It standardizes direct deposit files (e.g., NACHA) for benefit payments, ensuring compatibility with banks.
Q317: How do I back up policy settings?
Answer: Export tables (e.g., Benefit Types, Penalties) to CSV or use the system’s built-in database backup tool.
Q318: Can I customize the dashboard layout?
Answer: Yes, drag-and-drop widgets in Dashboard & Welcome Text to prioritize key metrics (e.g., pending approvals, overdue filings).
Q319: How do I add a new system user?
Answer: Navigate to User Credentials, choose “Manual” creation, enter details (name, email, role), and set a temporary password.
Q320: What’s the difference between “Reviewer” and “Approver” roles?
Answer: Reviewers can assess documents/payments but can’t finalize them; Approvers have authority to approve/reject submissions.
Q321: Can a user belong to multiple roles?
Answer: No, each user is assigned one primary role (e.g., “Audit Officer”), but permissions can be customized for hybrid access.
Q322: How do I deactivate a user account?
Answer: Set the user’s status to “Inactive” in their profile. They’ll lose login access but their historical actions remain logged.
Q323: How do I track user activity?
Answer: Access the Audit Logs under Compliance to view timestamps, actions (e.g., “Policy Edited”), and IP addresses.
Q324: Can I customize contribution reports by pay cycle?
Answer: Yes, under Statement Setup, select “Pay Cycle” as a grouping parameter before generating the report.
Q325: Can I compare actual vs. budgeted contributions?
Answer: Yes, the GL Account Budget/Actual table highlights variances for each pay period.
Q326: What’s the “Insurable Earnings” report for?
Answer: To analyze wages subject to social security contributions, useful for compliance checks and actuarial reviews.
Q327: How do I sync with accounting software?
Answer: Map GL account codes in Chart of Account Structure to align with your software’s chart of accounts.
Q328: Can I export data for tax filings?
Answer: Yes, use the Contribution Returns Export tool to generate files compatible with national tax authorities.
Q329: How do I handle multi-currency payments?
Answer: The system supports single-currency setups only; conversions must be processed externally before recording.
Q330: What if two policies conflict for an employee?
Answer: The system prioritizes the most specific policy (e.g., Employee Group rules override general system policies).
Q331: What if a beneficiary’s bank account changes?
Answer: Update their details in Beneficiary Groups, triggering a verification step if “Validate Bank Account” is enabled.
Q332: What if a filing period is accidentally closed?
Answer: Reopen it by editing the Contribution Return Period status to “Open” before the next system audit cycle.
Q333: What if a printer fails during check runs?
Answer: Reassign the batch to another printer in Benefit Payments Check Printers and void the partial print job.
Q334: How to handle a lost ID card?
Answer: Issue a replacement with a new number, mark the old card “Invalid,” and note the reason in the beneficiary’s record.
Q335: What if an audit reveals underpaid contributions?
Answer: Use the Adjustment Request feature to bill the employer for arrears plus statutory interest.
Q336: How to correct a misclassified employee group?
Answer: Update the employee’s group assignment; historical data remains tied to the original group for reporting.
Q337: How often should I review compliance audits?
Answer: Quarterly, or per the cycle defined in Compliance Audit Schedule (e.g., “Every Six Months”).
Q338: How many active penalty types should I maintain?
Answer: Limit to 5–10 core types (e.g., “Late Filing,” “Late Payment”) to avoid confusion and overlap.
Q339: How often should I update benefit policies?
Answer: Annually, or when legislation changes, ensuring “Effective Dates” align with the new rules.
Q340: How often should I reconcile bank accounts?
Answer: Monthly, using the GL Accounts reconciliation tool to flag discrepancies early.
Q341: Should I enable auto-assessment deadlines?
Answer: Yes, to ensure timely submissions, but monitor exceptions where manual reviews are needed.
Q342: Can I track who viewed a beneficiary’s SSN?
Answer: Yes, the Audit Logs record all accesses to sensitive fields, including timestamps and user IDs.
Q343: How do I prevent unauthorized policy edits?
Answer: Assign “Approver” roles sparingly and enable “Change Approvals” for critical sections like Benefit Policies.
Q344: Should I log out inactive users automatically?
Answer: Yes, set a session timeout (e.g., 30 minutes) in User Management > Security Settings.
Q345: Can I restrict data exports?
Answer: Yes, limit export permissions to roles like “Auditors” and require approvals for bulk data downloads.
Q346: How do I access the SSAS Reports Portal?
Answer: To access the SSAS Reports Portal, enter the SSAS portal URL in your browser, which will direct you to the login page where you can input your User ID/Email and Password in the form located at the left corner of the page, then click the “Log In” button to proceed.
Q347: What browsers are supported for accessing the SSAS portal?
Answer: The portal supports modern browsers such as Chrome, Firefox, Edge, and Safari; ensure your browser is updated to the latest version for the best experience.
Q348: How do I navigate to the Reports section?
Answer: After logging in, go to the “Reports” tab in the main menu, then select “SSAS Reports” to view all available report categories.
Q349: What types of reports are available in the portal?
Answer: The portal offers a wide range of reports, including Claims & Benefits, Registration, Contribution, Statistical, and Legal/Compliance reports, each with multiple subcategories.
Q350: Can I search for a specific report?
Answer: Yes, you can use the search functionality or browse through the categorized report list under the “SSAS Reports” section to locate a specific report quickly.
Q351: How do I filter reports by date or category?
Answer: Most reports include filter options such as date ranges, categories, or dropdown selections; simply input your criteria and click “Search” or “Generate” to refine results.
Q352: Is there a way to bookmark frequently used reports?
Answer: While the portal does not currently support bookmarking, you can quickly access recent reports from the homepage or note their paths for future reference.
Q353: What is the Benefit Claims Report used for?
Answer: The Benefit Claims Report provides details on daily claims logged, processed, approved, verified, and disallowed by claim type, allowing users to track claim activity over a selected date range.
Q354: How do I generate a Summary of Claims Logged by Office?
Answer: Navigate to Reports > SSAS Reports > Claims & Benefits Reports > Summary of Claims Logged-Office, select the desired date range, and click “Search” to view claims categorized by office.
Q355: What does the Social Security Benefit Payment Statement show?
Answer: This report displays payment statements for beneficiaries based on selected benefit payment periods, including details like payment amounts, dates, and beneficiary information.
Q356: Can I export the Claims Allowed Below Minimum Payment Report?
Answer: Yes, after generating the report, use the download icons (Word, PDF, or Excel) in the print view popup to export the data for further analysis.
Q357: How do I check Early Retirement Claims?
Answer: Go to Reports > SSAS Reports > Claims & Benefits Reports > Early Retirement Claims Report, select the benefit claim date range, and click “Search” to view claims submitted before full entitlement age.
Q358: How do I generate a list of deceased insured persons?
Answer: Navigate to Reports > SSAS Reports > Registration Reports > Listing of All Deceased Insured Persons, select the year or death date range, and click “Search” to view the report, which can be filtered by SSN, name, or other criteria.
Q359: What details are included in the Insured Persons by Name report?
Answer: This report lists all registered insured persons alphabetically, including SSN, full name, sex, birth date, age, and status, with options to filter by registration date range..
Q360: How do I find new insured person registrations by age group?
Answer: Go to Reports > SSAS Reports > Registration Reports > New Registration by Age Group & Sex, select the registration year, and click “Generate” to view demographic breakdowns with optional chart displays.
Q361: What does the OECS Nationals report show?
Answer: This report highlights new registrations from OECS member countries, allowing filtering by year range and displaying trends via graphs for comparative analysis.
Q362: How do I identify unbalanced contribution schedules?
Answer: Access Reports > SSAS Reports > Contribution Reports > Unbalanced Schedules, then filter by employee group, year, or filing period to find employers with unpaid/partial payments.
Q363: Can I track productivity of contribution collections by inspector?
Answer: Yes, the Productivity Listing of Contribution Detail report shows individual inspector performance, filterable by entry date range and operator name.
Q364: How do I check employers’ reconciliation summaries?
Answer: Select Reports > SSAS Reports > Contribution Reports > Employers Reconciliation Statement – Summary, then choose a year and employer name to view annual contribution summaries.
Q365: How do I analyze active insured persons by sector?
Answer: Go to Reports > SSAS Reports > Statistical Reports > Contribution > Active Insured by Sector, select year ranges, and generate a report with pie/bar charts showing sector-wise distributions.
Q366: Can I compare new registrations vs. active employers?
Answer: Yes, the New Registrations & Active Employers report provides side-by-side annual comparisons with visual charts to track growth or declines.
Q367: What is the purpose of the Cash Register Audit?
Answer: The Cash Register Audit ensures that all payments received (cash, checks, credit cards) match the expected amounts for the day, helping to identify and resolve discrepancies before final approval by a supervisor or manager.
Q368: When should the Cash Register Audit be performed?
Answer: The audit is conducted once at the end of each business day to verify daily transactions and reconcile payments.
Q369: Who can initiate the Cash Register Audit?
Answer: Only authorized Cash Register Station Users can initiate the audit process.
Q370: What details are displayed on the Cash Register Audit page?
Answer: The page shows the Cash Register Station ID, location ID, user details, audit number, audit date/time, status, and a grid of all daily transactions.
Q371: Can the audit details be filtered?
Answer: Yes, users can filter the audit grid by “Payment Mode” or “Payment Type” for easier review.
Q372: Can the Cash Register Audit be viewed at any time?
Answer: Yes, users can review the audit details at any time, but it can only be finalized at the end of the day.
Q373: What is the “Send” button used for?
Answer: The “Send” button submits the audit to the audit officer for review, though they cannot finalize it until closing balance approval.
Q374: What happens after sending the audit to the audit officer?
Answer: The audit officer can review the transactions, but the audit remains pending until the closing balance is approved.
Q375: How do I confirm the audit submission?
Answer: A confirmation popup appears after clicking “Send”; select “Yes” to proceed or “No” to cancel. And Audit button will be disabled.
Q376: What is the Closing Balance, and when is it entered?
Answer: The Closing Balance is entered after posting payment requests and must be approved before the audit can be finalized.
Q375: How do I audit the payments?
Answer: Select “Audited By” and “Audited Date,” then click the “Audit” button to finalize the review.
Q376: What happens after auditing the payments?
Answer: The system enables the “Post” button, allowing the audit to be submitted for final approval.
Q377: What does the “Post” button do?
Answer: The “Post” button finalizes the audit, updating all payment statuses to “Approved” in the system.
Q378: Can I edit or delete a Cash Register Audit?
Answer: No, once the audit is posted, it cannot be edited or deleted.
Q379: How are payments from Self-Service (ESS) handled?
Answer: ESS payments appear under “ESS Sent Payments” and must be accepted by the Cash Register User after opening balance approval.
Q380: How do I accept an ESS payment?
Answer: Click the checkmark icon beside the payment, confirm the action, and it will be added to the transactions grid.
Q381: Can I edit a Cash Register Station entry?
Answer: Yes, but only if the status is “Pending.” Click the edit icon to make changes.
Q382: What happens if there’s a discrepancy in the audit?
Answer: The supervisor or manager will review the discrepancy and either approve or reject the audit for correction.
Q383: Are credit card receipts included in the audit?
Answer: Yes, the audit includes all payment methods: cash, checks, and credit cards.
Q384: Can I print the Cash Register Audit report?
Answer: Yes, the system allows printing for record-keeping and verification purposes.
Q385: What status do payments have after posting the audit?
Answer: All payments are marked as “Approved” and appear in their respective payment pages.
Q386: Is there a confirmation step before posting the audit?
Answer: Yes, a confirmation popup appears to ensure the audit is ready for final submission.
Q387: What happens if I click “No” in a confirmation popup?
Answer: The action is canceled, and the audit remains in its current state.
Q388: Can I view individual payment receipts during the audit?
Answer: Yes, clicking the Receipt Number in the grid displays the payment receipt.
Q389: Are partial audits allowed?
Answer: No, the audit must include all daily transactions for accuracy.
Q390: What is displayed in the Cash Register Audit grid?
Answer: All transactions processed through the Cash Register Station for the day.
Q391: Can I customize the audit report format?
Answer: No, the report format is standardized for consistency.
Q392: How do I correct an error in a posted audit?
Answer: Contact system administrators, as posted audits cannot be edited.
Q393: What if I forget to run the audit?
Answer: The system will prompt the user or supervisor to complete the audit before the next business day.
Q394: How do I handle a missing receipt?
Answer: Document the discrepancy and notify the supervisor for resolution before approval.
Q395: Can I approve my own audit register?
Answer: No, audits require supervisor or manager approval for accountability.
Q396: Can I audit multiple registers simultaneously?
Answer: No, each register must be audited individually.
Q397: What if I accidentally post the audit early?
Answer: Contact the supervisor or IT support to reverse the action if possible.
Q398: How do I handle a voided transaction?
Answer: Voided/Cancelled transactions should appear in the audit grid with a “Voided/Cancelled” status.
Q399: Can I change the audit date?
Answer: No, the audit date is automatically set to the current day.
Q400: What is the correct sequence for a cashier to achieve the best results during the Cash Register Audit process?
Answer:
- Add and Approve the Opening Balance – Begin the day by entering and approving the starting balance.
- Accept Transactions – Process all payments (cash, checks, credit cards) by adding them via payment requests.
- Send the Audit Report for Approval – Once all daily transactions are recorded, submit the audit report for initial review.
- Add the Closing Balance – Enter the final balance after all transactions are complete.
- Approve the Closing Balance – Important: Do not approve the closing balance until the audit report has been fully audited.
- Final Approval of Closing Balance – After verifying the audit, approve the closing balance.
- Approve and Post the Audit Report – Complete the process by approving and posting the final audit report, updating all payment statuses to “Approved.” Following this sequence ensures accuracy, accountability, and compliance with audit procedures.