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Interact Social Security Administration System

Interact SSAS is an integrated portal designed to cater to all the needs of international social security administrations.  It consists of 16 modules which cover all business needs in a social security environment.  These modules include:

  • System Manager
  • Registration Management
  • Social Security Number Management and Tracking
  • ID Card Management
  • Contributions Filing and Payments Management
  • Benefit Claims and Payments Management
  • Compliance Management
  • Delinquency Management
  • Medical Record Management
  • Documents Tracking and Management
  • GL Interface
  • Workbench
  • Employer Electronic Record
  • Employee Electronic Record
  • Beneficiary Electronic Record
  • e-Services
  • Reporting

Both Interact SSAS and Interact HRMS are built on the same common platform and share the same logic, look & feel and underlying technology which delivers the functionality through a user-friendly and highly flexible configurable portal application.

Functional Overview

System Manager

The System Manager is the highest level within the Interact SSAS application and it is where the entire setup is done for the various modules of Interact SSAS. It consists of many different functions but at its most basic level it supports the General Setup of the application, the definition of all master tables which will be used in the various modules and basic configuration around financial rules, GL, currencies, interfaces, workflow, alerts and more.
The configuration which is done in the System Manager will drive how the rest of the application will behave and how users will be able to do their work using Interact SSAS.

General Setup
The General Setup allows you to define the most essential information on how the system should function. A lot of these settings are subsequently refined further in separate Policy Setup areas that are specific to the functionality in question. For example, while there is some basic setup to be done related to the GL Posting Format in this General Setup, there is a lot more configuration related to General Ledger Accounts and Account Structures etc. under other menus.

Figure-1

Figure 1: Part 1 of General Setup Form

In the above Part 1 of the General Setup Form, you can see basic demographic information that is captured on the Social Security Administration as well as the setup for the Social Security Number Structure. Since each country will have its own Social Security Number Structure or Format, it is important that this is fully configurable. In Interact SSAS you can choose to have any number of segments, and for each segment you can choose the number of characters, whether they should be alphanumeric or numeric only, what will be the segment separator, whether the segments should be auto-generated or manually entered and for numeric segments what will be the starting number.

Figure-2

Figure 2: Part 2 of General Setup

The same General Setup screen contains many other settings, such as:

  • Temporary Social Security Numbers Setup
  • This allows the user to define if and how Temporary (or Suspense) Social Security Numbers can be used in the general operations of the Social Security Administration. Such numbers are usually used in case Employers and others provide documentation that is incomplete or erroneous and the Administration needs to record the information regardless and investigate further to be able to identify the correct permanent Social Security Number to be used.
    In the General Setup you can setup whether such Temporary SSNs should be generated automatically or manually, what the prefix is, what the starting number should be in case of automatic generation and more.

  • Employer Identification Number Structure
  • Similar to the Social Security Number Structure, you can also define the structure to be used for any Employer Identification Numbers (E.I.N.) for which you can use unlimited segment codes & segment names, choose the segment sequences, the segment character count and choose whether they should be generated automatically or manually.

  • Employer Identification Number Structure
  • Similar to the Social Security Number Structure, you can also define the structure to be used for any Employer Identification Numbers (E.I.N.) for which you can use unlimited segment codes & segment names, choose the segment sequences, the segment character count and choose whether they should be generated automatically or manually.

  • Social Security Authority Registration Number Structure
  • If there is a separate number for employers for social security related transactions only and different from the EIN number, then the structure of this number is also fully configurable and can be setup in these setup screens.

  • Naming Conventions
  • Since Interact SSAS is used around the world, the exact terminology to be used for various key elements in social security matters is also configurable since the same terminology, even in the English language, does not apply everywhere. Therefore, you can choose which term to use in all reports and all forms for a “Retired Employee”.

  • Use of Employee Groups
  • Employee Groups are used to allow the Administration to treat different types of Employees in a different manner from a social security policy point of view. This may be used to apply different contribution rates, filing frequency, benefit eligibility, benefit entitlement calculation rules, or any other matter. If such distinction is to be made then this can be done by choosing “Yes” for the “Use Employee Groups” option. In such case, the user can create as many Employee Groups as required and setup different policies to be linked with each Employee Group. It also affects data access which may be restricted for certain Social Security Administration users who may only be authorized to handle applications and claims for specific Employee Groups. Finally, such distinction will also allow the user to separate Employee Groups in reports and get the correct statistical reports from this.

  • Rate Tables
  • The system allows the user to choose whether Rate Tables should be used for Contribution Policies or for Benefit Policies as in some countries the contributions rates may be defined at the benefit level and individuals pay different contributions for different benefits for which the contribution rates may change over time and differ between Employer and Employee. In such cases the Contribution Rate Tables by Year can be used at the Benefit Policy level. Otherwise, a standard Contribution Rate Table can be used for a generic Rate Table which applies to one main Social Security Contribution regardless of the Benefits for which an individual may be entitled.

  • Retirement Calculator
  • A Retirement Calculator will allow a user to calculate the applicable Retirement which they will be entitled to at a given point and the specific Retirement Benefit Definition to be used for this Retirement Calculator can be selected in the Setup.

  • User Credentials
  • User Credentials can be generated automatically by the system based on an algorithm, or can be manually entered by the user who approves a user’s access.

  • Contribution Return Numbers and Contribution Payment Numbers
  • The numbering of all incoming Contribution Returns and Payments is usually done automatically by the system, but in Interact SSAS you do have the choice to configure the system so that either one of those numbers can be assigned manually.

    Figure-3

    Figure 3: Part 3 General Setup

  • Credit Earned Posting Method
  • Credits earned in a social security context are usually earned as a result of earnings (and resulting contributions made). These Credits which accumulate over time will allow an individual to qualify for specific Benefits based on the actual Credits. The calculation of how Credits are earned is fully configurable and in this particular setup screen the user can choose whether Credits are Earned (and therefore posted to the individual’s account) based at the time of Filing of Contributions information (indicating that the individual has worked, earned money and is therefore liable to pay contributions), or at the time of Receipt of the Contribution Payment. While in most cases this difference will be irrelevant when Contributions are paid on time, if there is a general challenge in the country of having Contributions paid significantly later than their filing and often in arrears, then the distinction of when exactly the Credits are to be posted can be important especially for determining eligibility for Short Term Benefits.

  • Social Security Contribution Payment Methods
  • Interact SSAS supports multiple methods of payment including Cash, Direct Deposit, Check, Money Order or Credit Card and the user can choose all or exclude some of them so that only the allowed options are shown when accepting payment in the system.

  • Social Security Benefits Payment Methods
  • The method to be used for Direct Deposit (ACH or other international formats) or Checks, including Check Format and Default Check Printer are all configurable.

  • Assessment / Re-Assessment
  • For Voluntary Contributors and or Self-Employed, the process usually includes some form of self-reporting of income, based on which the appropriate Social Security Contribution is calculated. The system allows the user to set a specific deadline for the annual reporting of this income so that an individuals Contributions can be recalculated and adjusted if necessary in case of a change in income or a change in applicable contribution rates. It also allows to set an Upper Age Limit or a Limit on the Increase vs. Prior Year Insurable Earnings (to avoid individuals reporting artificially low earnings initially to minimize contributions and subsequently submit dramatically higher earnings closer to retirement age).

  • GL Posting Format
  • In order for any financial transactions such as incoming payments for contributions or outgoing payments for benefit claims to be recorded accurately, they must also be reflected in the General Ledger of the Social Security Administration. In order for the GL Journal Entries to be generated correctly and then posted to an external General Ledger application, the Posting Format of the GL must be selected so that this can be posted automatically. Interact SSAS supports most commercial GL formats out-of-the-box and can support any bespoke or custom-made GL format also as required.

  • Show Summary Against
  • When looking at variances for summaries compared to a previous period, the user has a choice to configure the system to always calculate the variance against the most recent filing or to always compare against the previous calendar period regardless of the most recent filing. If the latter is chosen, then if there was no previous period filing, the system will show a 100% variance.

  • Medical Benefits
  • For Medical Benefits, a separate approval may be required by the Social Security Administration for the Medical Certificate that makes a beneficiary eligible for a Medical Benefit. If the Medical Certificate is to be approved first, then this can be configured as such in the system General Setup.
    In some cases, the Social Security Administration may even reimburse hospital expenses. The settings for this are configurable so that there is a choice whether only government hospital expenses are reimbursable or whether private hospital expenses are also reimbursable.

  • Medical Referee
  • For important Medical Benefits, especially the longer-term ones, it will be important for the Social Security Administration to be able to refer the matter to an independent “Medical Referee” before approving a particular claim based on a medical diagnosis. The manner in which the matter is to be referred and how it is to be tracked and how the case should be numbered, is fully configurable.

  • Audit Action Number Structure
  • If as the result of an Audit that has been conducted there is a need to undertake an Audit Action, then the case numbers for this can be auto-generated, and like all significant numbers in Interact SSAS, it is possible to define the structure and starting numbers as well as the segment separator and other elements.

    Dashboard and Welcome Message
    The user can configure a welcome message here in this area of the setup and this Message will be displayed on the Main login page for Social Security Administration System (Figure 5). They can change the message anytime without the need for any technical skills.

    Figure-4

    Figure 4: Dashboard and Welcome Text

    Figure-5

    Figure 5: Welcome Screen

    Application Forms
    Application Forms are used for all processes in Interact SSAS which start with an Employer or an Employee/Beneficiary. Any Registration, Request or Claim is processed through a Form, referred to here as an Application Form.
    The flexibility of the system is that such Forms can easily be created and can be associated with particular Workflow as required. They are integrated with all other relevant parts of Interact SSAS and the user can choose whether and how to use each specific form in social security.

    In Figure 4 you can see that for each form the user can define:

  • Form ID & Form Name
  • Since these can be completely new forms, even the most basic elements are configurable.

  • Who Completes the Form
  • Forms can be completed by an Employer, a Financial Institution, a Volunteer Contributor, an Employee, a Self-Employed Individual, a Pensioner, any other Person or a Survivor. If a user identifies in the setup who should complete a specific form, the form will be set to only appear for the specific profile user who has been linked with this type of Form.

  • Workflow List
  • One of the key tools in Interact SSAS to streamline processes and speed up transaction processing is through the use of flexible and user-friendly Workflow. It is key therefore that for any form, regardless of whether it is a Registration Form, an Application Form, a Request Form, a Claim Form or any other type of form, the Workflow is fully configurable. Configurable Workflow in Interact SSAS means that you can add any number of Workflow Steps, with each its own Approval Sequence, Maximum Review and Approval Time, and specific Role, Workflow Actor and Workflow Actor Name.

  • Attachments Required List
  • Another key goal of Social Security Administrations who implement Interact SSAS, is to reduce the paperwork they are currently processing and eliminate or drastically reduce the use of hardcopies and physical papers. This can be done to a large extent through all the electronic forms, but another critical feature is that the user needs to be able to attach any mandatory documents to any particular process. Processes are always initiated through Forms, hence the need for Attachments to be included with Forms. The flexible manner in which the system allows for configuring which attachments can be included with any particular Form is very user-friendly. Specifically, for any attachment related to a particular Form, the user can set which Type of Attachment should be included, choose a default Document ID/Name and Description, whether or not the Attachment should be Mandatory or Optional, how long the Attachment will be considered valid before expiry and it allows for tracking of who signed the attachment also.

    Figure-6

    Figure 6: Application Form Setup

    Benefits Payments Check Printers
    Interact SSAS supports large Social Security Administrations who may be using many different printers for printing Benefit Claims Checks. If that is the case, then you can define these Printers and link them with particular users who will print only to specific Printers. Specific Check Formats or specific Benefits can also be linked with specific Printers.
    When defining the Benefits Payments Check Printers, the user can assign a Printer ID and Name, the Type (Impact or Laser), Brand and Model of the Printer. Then you can define the type of Paper (Single Sheet or Continuous) to be used and the Paper Size.

    The Printer Status can be set so that Print Jobs are only sent to the right Active Printers.

    Figure-7

    Figure 7: Benefit Payments Printer Setup

    Figure-8

    Figure 8: Credit Units Setup

    Credit Units
    As indicated above in the main screen of the General Setup, the earning of Credits which will lead to eligibility for certain Social Security Benefits is a very important element to be tracked and carefully calculated. The most basic settings are done at the General Setup level, but more detailed configuration is done right here in the Credit Unit Definition screen which allows the user to define a specific Credit Unit, which can be tied to a specific year as the laws regarding how Credit Units are earned may change over the years. The Credit Unit Accrual Rate is configurable as well as the manner in which the Credit Unit is calculated and awarded to an individual. In Interact SSAS you can configure whether there is a minimum or maximum number of Credit Units that can be earned during a specific Week, Fortnight, Month, Quarter or Year and whether there are any minimum or maximum earnings (and resulting contributions) which apply to determine how many credit units are earned.

    Figure-9

    Figure 9: Job Type Setup

    Job Types Setup
    Job Types are used in Interact SSAS to enable the Social Security Administration to track employees and their job history using a validated list of Job Titles/Job Types. This way the important reports which are generated for policy and decision making will be accurate down to the Job Type and specific rules and policies can be implemented for particular Job Types in the country if required. There is no limit on the number of Job Types which can be defined. They can be color coded for easy recognition in specific reports and on screens and the system allows for the use of both a Job Code as well as a Job Description to identify each Job Type.

    Figure-10

    Figure 10: Intercountry Union

    Intercountry Unions Setup
    Intercountry Unions are setup in Interact SSAS to support reciprocity rules between countries in regards to Social Security Contributions and Benefits. In case there are Intercountry Agreements on Social Security between two or multiple nations, the system will need to store, track and exchange data related to social security contributions and/or claims of individuals who have contributed to social security in different countries. In order for this data exchange to be smooth, the data will need to be standardized and preferably be tied to a common unique identification number that applies in all countries.

    The Intercountry Union Setup is designed to allow the user to first of all define all the usual demographic and general data about the Intercountry Union based on which Reciprocity Rules are meant to be implemented. In addition to the country-specific social security ID, the system allows the user to define a structure and format of a common structure of a Union Person ID which allows a person to be identified with a single ID across all countries which fall under the Social Security Intercountry Union.

    In this setup you can also identify which countries are included in the Social Security Intercountry Union so that the data for any employees working in any of those countries can be tied with unique Intercountry Union Person IDs to allow for data-exchange in line with the current data privacy laws.

    Based on the settings, the user can choose to apply Social Security Reciprocity Rules (between countries) for Social Security Contributions between Member Countries and to Display Member Country Social Security Contributions in all Forms. In addition to this, the user can select which specific Benefit Claims should be subject to Intercountry Reciprocity Rules and which ones are not.

    Figure-11

    Figure 11: Adjustment Setup

    Adjustment Setup
    Interact SSAS allows for Adjustments to be made to Contributions paid by the Employer as sometimes these can exceed (or fall short of) the actual required contributions due to a mistake in earnings that were reported or due other exceptions. Once Contributions have been Filed and Paid, they are of course final as the transactions have been processed and the tables have been updated with history and Year-To-Date totals etc. However, if mistakes are discovered after the fact, these can be handled through Adjustments. Approved Adjustments will automatically reflect in future reports and will also affect the next amounts due by either increasing or decreasing the amount, depending on the scenario.

    The initial setup related to Adjustments in the General Setup allows the user to first of all define the Adjustment Request Number Structure and in addition to this the user can define the exact Approval Workflow that should govern the Approval of any Adjustment Requests. This easy and flexible Workflow Definition allows for an Adjustment Officer, an Adjustment Supervisor, an Adjustment Manager or a Financial Officer to be involved in the Workflow process.

    Definitions or Master Tables
    In addition to the above General Setup, there are many other Foundation Elements which are configured in the System Manager and these include the following:

  • Beneficiary Types
  • Figure-12

    Figure 12: Beneficiary Types

    Beneficiary Types can be used to allow for separate policies for different types of Beneficiaries and to manage the Payment Runs which can be divided into separate runs for each Beneficiary Type. On top of this, all reports will allow you to filter by Beneficiary Type when relevant so that the data can be analyzed better.

    There is no limit to the number and type of Beneficiary Types you can define in the system. Each will come with a Code and Description.

  • Benefit Types
  • Figure-13

    Figure 13: Benefit Types

    Apart from the different types of Beneficiaries, you can also define any number of Benefit Types. Again, this type of grouping and classification is used to enable the user to configure the system with different policies and rules which apply to different types of Benefits in this case. It also will allow reports to be run separately for specific types of Benefits and enable the user to run reports for a combined number of Benefits which all fall under the same Benefit Type.

  • Survivor Types
  • Figure-14

    Figure 14: Survivor Types Definition

    Interact SSAS supports Survivor Pensions and in order to do so it manages the different types of Survivors, their relationship to the Deceased and their own Demographics and Dependents. In order to do so, it allows for the user to first of all to define the different Types of Survivors which are relevant in the country under the country’s Social Security Laws. Since none of this is uniform across the world, the system is flexible enough to have these types of elements defined in the setup.

  • Contribution Type Policies
  • Figure-15

    Figure 15: Contribution Types

    In Interact SSAS there are always multiple ways to support a certain outcome, but depending on the exact requirement and scenario, one method can be far more efficient and effective than another. The use of Contribution Type Policies is meant to allow for the easy definition of unique Contribution Rates based on the Contribution Type. The above example shows different Contribution Types for Employees who are entitled to a Redundancy Benefit and those who are not, as well as for Self-Employed and Voluntary Contributors. By defining specific Contribution Type Policies here, it’s easy to setup a rate table afterwards for Contributions whereby the user will be able to specific a unique Contribution Rate for each Contribution Type Policy

  • Payment Types
  • Figure-16

    Figure 16: Payment Types

    As indicated previously, Interact SSAS supports various Payment Methods, including Cash, Check, Electronic Payment, Cash Card, etc.. These settings in the System Manager allow the user to define similar elements but also link additional logic to it such as whether this Payment Method can be used to pay a Survivor or to pay a Primary Beneficiary. By setting up the Payment Type Methods correctly from the start, you ensure that the system will automatically apply the correct Payment Method based on a given scenario.

  • Penalty Types
  • Figure-16

    Figure 17: Penalty Types

    Depending on the Compliance Regulations and Laws in effect, there may be various Penalties which apply for those Employers (or Employees) who are not in Compliance with Social Security Laws in a country. The most basic types of Penalties are those which apply for Late Filing or Late Payment of Contributions. Because these types of rules always differ in each country, the system allows the user to define their own Penalty Types, and define the Code & Description for it, as well as whether or not the Penalty will be a fixed amount or a calculated percentage based on an original amount due or an unpaid balance. In the same setup, the system will allow the user to define GL Revenue Accounts and Receivable Accounts where the Penalties are to be booked.

    Penalty Types can also be set to be One Time only or Recurring.

  • Filing Period Types
  • Figure-18

    Figure 18: Filing Period Type

    Interact SSAS supports many different types of Filing Periods for the periodic filing of salary and contribution data which is done by Employers, Self-Employed and Voluntary Contributors. Since every country is different, the System Manager allows the user to define the Filing Periods which should apply in this particular country’s context.

  • Sickness Codes
  • Used for Different Sickness Description that a Practitioner may Diagnose the Patient with

    Figure-19

    Figure 19: Sickness Codes

    Sickness Codes or Diagnostic Codes can be used to streamline all medical reporting from the Medical Providers to the Social Security Administration and can also inform the Social Security Administration’s own creation of policies to address particular situations which are observed based on careful analysis of the data. While there are International Diagnostic Codes which can be used, the user is free to set any reporting standard they want and create their own codes which are more applicable for the local conditions.

  • Employer Classification / Sector Codes
  • Figure-19

    Figure 20: Employer Classification / Sector Codes

    Because often in the context of Social Security Laws there are distinctions made among different sectors of the economy, it is important to be able to classify Employers based on a Classification which is meaningful in this context. Therefore, the Employer Classification or Sector Codes are fully user defined and can be set up as required.

    Employer Classifications can be as simple as Domestic vs. International, or Public vs. Private Sector, but they can also be based on Economic Activity such as Banking & Finance, Tourism, Retail, Food & Beverage, Agriculture. In times of economic distress, governments may want to offer specific relief or launch initiatives targeting a particular sector in the economy and this classification will first of all ensure that the Social Security Administration can provide all relevant data needed for decision making and can subsequently execute any targeted policies easily without having to go through major changes in their system.

    REASONS
    Another key method to improve data quality and reporting capability to inform decision making, is to validate as much of the data instead of collecting free-text data which cannot be easily reported on or consolidated. Specifically for processes which require Workflow Approvals, the system allows the user to define the particular reasons which underpin an Approval or Rejection of a transaction. Below are some of the “Reasons” which are used in different contexts and can be configured in the System Manager.

  • Temporary SSN Reasons
  • Figure-21

    Figure 21: Temporary SSN Reasons

    The purpose of using Temporary Social Security Numbers can vary between different Social Security Authorities and therefore the Reasons are user-defined with a Code, Description and Color.

  • Contribution Payment Rejection Reasons
  • Figure-22

    Figure 22: Contribution Payment Rejection Reasons

    There may be specific reasons for which Contribution Payments sometimes are rejected, but since these payments are important financial transactions the user can setup specific Rejection Reasons which are the only ones that can be chosen by the person rejecting a contribution payment. This will also allow the Social Security Administration to more easily report on and investigate the causes of rejections and take action to mitigate these circumstances.

  • Contribution Payment Send Back to Review Reasons
  • Figure-23

    Figure 23: Contribution Payment Send Back to Review Reasons

    Similar to tracking Contribution Payment Rejection Reasons, it is important to track “Contribution Payment Send Back to Review Reasons” so that the Social Security Administration can also investigate the frequency of certain reasons occurring and take appropriate action.

  • Account Status Reasons

  • Figure-24

    Figure 24: Account Status Reasons

    Sometimes the account of an employer is Suspended, or made Dormant or Inactive. This can occur for a variety of reasons but it is important that whoever changes this status of an employer clearly indicates the reason for the status change. This allows the administration to investigate and address the reasons more proactively and look for ways to spot or pre-empt such account changes in the future to reduce administrative work and to improve operations. The Account Status Reasons are fully flexible and user-defined as they must reflect the local conditions in which the Social Security Administration is operating.

  • Medical Referee Reasons

  • Figure-25

    Figure 25: Medical Referee Reasons

    The reasons for referring a case to a Medical Referee are user defined and can be configured as per the requirements of the Social Security Administration and its practices in this regard.

    Registration Management

    There are different types of Registration in Interact SSAS to support the different concepts which apply in this context.

  • e-Services Access Requests: these are used to obtain access to the Interact SSAS portal so the Individual or Employer can start communicating and transacting with the Social Security Administration.
  • General Registrations: these are used to link existing individuals, who are already registered, to particular employers or to obtain specific Identification Numbers.
  • Below we will first cover those Registrations which lead first of all to access to the Social Security Administrations web-portal, i.e. the e-Services Access Requests afterwards we’ll look at the additional Registrations which take place when the individuals and organizations are already registered in the system.

    In order for anyone to access the Social Security Administration’s portal, they will first need to be registered in the system and have user credentials.

    To register, they can go to the main portal page and select the type of access they are requesting and then complete the corresponding form, attach any mandatory documents and submit their registration.

    The different types of access or user profiles in Interact SSAS are mainly:

    • Employee
    • Self-Employed
    • Voluntary Contributor
    • Survivor
    • Employer (including Healthcare Providers)
    • Financial Institution

    Each one of the above will have their own required data to be provided in order for the applicant to be registered and given access to the Social Security Portal.

    The Registration Forms are user-defined and typically customized for the particular local context in which they are used.

    The data collected in these Registration forms will automatically be reflected in the system in the Individual or Employer’s Profile and throughout the various modules of Interact SSAS wherever necessary. One of the key principles of Interact SSAS is that no data ever needs to be entered more than once, so all data collected at this early stage will be available in the system anytime and anywhere.

    Once the Registrations or e-Services Access Request Forms are received, the appropriate user in the Social Security Administration will be able to process the Access Request Form and issue User Credentials so each Individual or Employer will be able to access their own e-Services Portal.

    The Workflow and Documents required for each form are defined in the General Setup under the Application Form tab.

  • Employee e-Services Access Request Form
  • Figure-26

    Figure 26: Individual Access Request Form

    The above form is as it appears to an end-user individual who wants to request access as a regular employee. Basic demographic data is collected and a few mandatory supporting documents are to be attached by the user. Note that the form can have underlying logic such as making a marriage certificate mandatory in case the registrant indicates their civil status as married or making a maiden name mandatory in case a female registrant indicates being married.

    Figure-27

    Figure 27: Employee e-Services Access Request Form Approval

    The above screen shows a user from the Social Security Administration reviewing and approving an e-Services Access Request Form/Registration and issuing user credentials. Note the box which lists Similar User Accounts and indicates that another Individual with the same name and birth-date is already registered. This gives the user the opportunity to investigate further first before approving the registration or to proceed in case it has been determined that it is a pure coincidence.

    All data submitted by the registrant can be reviewed by the Social Security Administration user and any documents that were attached can be reviewed in detail.

  • Self-Employed e-Services Access Request
  • Figure-28

    Figure 28: Individual Access Request Form for Self-Employed

    The Self-Employed will be able to fill a similar form as that one for regular Employees with the main difference being that Self-Employed individuals typically need to report their Declared Earnings for one of the most recent previous Fiscal Years as this information is used to determine their future contributions.

    Figure-28

    Figure 29: Self Employed e-Services Access Request Processing Form

    Once the Access Request Registration form has been received online by the correct user in the Social Security Administration, then it can be processed quickly. In the case of a Self-Employed individual, the economic activity which was provided by the individual during registration can be further classified based on International Standard Industry Codes so that the administration can produce better reports and analyze its data more effectively.

  • Voluntary Contributor e-Services Access Request / Registration
  • Figure-28

    Figure 30: Voluntary Contributor e-Services Access Request Form

    Voluntary Contributor Registration Forms differ mostly from regular Employee Registration forms in that they capture past Employer data and earnings information and also capture the Declared Earnings for the most recent fiscal year for this Contributor. This information will then be used to determine the appropriate contribution the Voluntary Contributor will need to make from that moment onwards.

  • Survivor e-Services Access Request Form
  • Figure-31

    Figure 31: Survivor e-Services Request Form Approval

    Survivors, who don’t have a Social Security Number yet, can initiate the process to obtain their Survivor Benefits by registering on the portal and requesting e-Services Access. In order to do so, they will have to not only provide their own demographics but also information on the deceased person as shown above.

  • Employer Registration
  • Figure-32

    Figure 32: Employer e-Services Access Request Form

    Employers can register for the first time online by providing basic demographic details, as well as banking information, an employee count, business license details and a description of their economic activity. These documents will be reviewed afterwards by the Social Security Administration prior to approving the request and then issuing user credentials.

    Figure-33

    Figure 33: Employer e-Services Access Request Approval Form

    When the user in the Social Security Administration reviews and processes the e-Services Access Request Form from the employer, they will be able to verify the documents which were included in the application and specify the exact economic activity by using the multi-level International Standard Industry Codes so that future reporting can be analyzed by Economic Activity using the ISIC Section, Division, Group and Class.

  • Financial Institution e-Services Access Requests
  • Figure-34

    Figure 34: Financial Institution e-Services Access Request Form

    Because Financial Institutions play a unique role in the context of social security, they have a separate access and profile in the Interact SSAS system. While on the one hand they are Employers just like all other Employers, they also hold accounts for individuals, employers and possibly even for the Social Security Administration. As a Financial Institution they are therefore able to receive payment files from the Social Security Administration which will allow them to process the Benefit Claims Payments which are meant for the wider population.

    For this reason, their Role in the system is unique and as a result their Registration is also separate from the rest.

  • Application for Registration as an Employee
  • It is important for many reasons that the Social Security Administration has the correct information as to which Employees are employed by which Employer. This information can be gathered in various ways: either by the Employee reporting it or by the Employer reporting it.

    If an Employee wants to report a new engagement or job with a new Employer, they can do so by filling in an “Application for Registration as Employee”. This Application will then be routed first to the Employer for confirmation, using the Employer’s e-Services, to confirm that the individual is truly a new Employee and to verify the Employee’s job title, start date, starting pay and pay frequency.

    The Employer can quickly verify and confirm the information and then proceed by “Posting” the Application to the Social Security Administration, without having to do any data-entry themselves.

    If this is the first time an Individual reports being employed, and if the country’s social security laws dictate that Social Security Numbers are only issued upon initial employment, then this Application for Registration as Employee will ultimately be converted by the system into a Social Security Number Application also.

    Once this is processed, the system will automatically link the Employee with this Employer and from now on all records will show the Employee-Employer relationship and the Employee’s Employment History will also be updated.

    Figure-35

    Figure 35: Employee’s e-Services Portal View

    In the above e-Services Portal View you can see how an Individual can access a menu to Register as an Employee with a particular Employer. Once the Employee clicks on the menu, they will be taken to the following screen to be filled in.

    Figure-36

    Figure 36: Registration as Employee with Employer

    The individual can fill in the above form online, and submit it. They only need to provide the information that is mandatory, which is highlighted in bold and blue.

    Figure-37

    Figure 37: [Continued] Registration as Employee with Employer

    Additional country-specific questions are asked in the above form so this information can be captured and verified prior to the registration of the employee as in some countries an individual who registers for the first time as an employee will get assigned their first Social Security Number also at this point.

    After submitting this form, it will be routed to the Employer who can review and confirm online through their own e-Services that the Employee is indeed working with the Employer, in which case the Registration will be forwarded to the Social Security Administration for online processing.

    Social Security Number Management and Tracking

    One very important responsibility of Social Security Administrations is to issue Social Security Numbers and IDs, track them and manage them to make sure they are used for the right purpose and any abuse of the Social Security Number is quickly tracked and addressed.

    The Social Security ID Management consists of several aspects:

  • Issuing and Tracking Social Security Numbers
  • Issuing and Tracking Temporary Social Security Numbers
  • Managing Conversion of Temporary Social Security Numbers into Permanent Social Security Numbers
  • Issuing and Tracking Employer Identification Numbers
  • Issuing and Tracking Employer Social Security Registration Numbers
  • Tracking Intercountry Union Person Numbers
  • Issuing Social Security ID Cards
  • Ensuring that all Social Security Data is Associated with the Correct Social Security Number and ID
  • SSA Supports Social Security Number Issuance which is produced for Employees, Voluntary Contributors and Self-Employed Persons. It can be generated automatically by the system upon approval of a Person Registration or can be Requested Separately by the User, this depends on the Configuration of the Setup and based on each Client’s Requirement.

    The formatting and configuration of these numbers is fully flexible and done in the setup of Interact SSAS, below are a few examples of this to see how the format and structure of Social Security Numbers, Temporary Social Security Numbers, Employer Social Security Registration Numbers and Employer Identification Numbers are defined:

    Figure-38

    Figure 38: General Setup – Number Structures

    Below you can also see how Intercountry Union Person IDs are configured in case the country is subject to Intercountry Union Reciprocity rules.

    Figure-38

    Figure 39: General Setup – Intercountry Union Person ID Structure Setup

    SSN Number Requests are created in two ways: either they are initiated by a Social Security Administration user, or they are the result of an Employee who registers for Employment the first time (in countries where SSN’s are only assigned upon first employment and not prior to that).

    The most basic way for a Social Security Number Request to be issued therefore is based on an Employee who registers with an Employer for the first time, using the Employee Registration with Employer form as shown below:

    Figure-38

    Figure 40: Registration as Employee with Employer

    The above form is used for individuals to register themselves with an Employer so that the Social Security Administration is informed of their connection with this Employer.

    Figure-41

    Figure 41: [Continued] Employee Registration with Employer

    The above form shows the continuation of the Employee Registration with Employer with additional demographic information being captured as well as employment related information such as the name of the employer, occupation, employment start date and salary details.

    Once the above form has been filed, the Employer will be notified on their own e-Services portal and can access all Employee registrations which have been filed by new employees, so that the information can be confirmed and sent on to the Social Security Administration.

    Figure-42

    Figure 42: Employer e-Services Portal

    After the Employer has reviewed and approved the Application for Registration as an Employee it is sent (posted) to the Social Security Administration for processing.

    If the Employee registering with the Employer does not yet have a Social Security Number, the Application for Registration as an Employee will be converted into a Social Security Number Application by the system and appear on the dashboard for the Social Security Administration user to process.

    Figure-43

    Figure 43: Social Security Administration User

    Figure-44

    Figure 44: Social Security Number Application (converted from Employee Registration)

    After processing, the individual will be assigned a Social Security Number which will be used for all transactions related to Social Security for this individual.

    Figure-45

    Figure 45: Employee Electronic Record with Social Security Number

    For cases where the individual needs to be assigned a Temporary Social Security Number in order to safeguard data integrity and ensure that no records are mixed up with the wrong person, Interact SSAS supports assigning a Temporary Social Security Number and later converting this Temporary SSN to a Permanent SSN.

    Figure-46

    Figure 46: Voluntary Contributor Social Security Number Application

    The above Figure 9 shows an example of a Social Security Number Application being processed whereby the Social Security Administration user processing the application is assigning a Temporary Social Security Number as the existing SSN is Suspended for this Voluntary Contributor.

    Note the unique format and structure of the Temporary Social Security Number, to ensure it is easily recognized and can be taken into account by administrators when processing transactions.

    Figure-47

    Figure 47: Converting Temporary Social Security Number to Permanent

    After the request to Convert a Temporary Social Security Number to Permanent has been approved, the authorized user in the Social Security Administration will be able to issue the new Social Security Number for the Voluntary Contributor as shown below.

    Figure-48

    Figure 48: Social Security Number Application Processing

    Similar processes exist for Employers who are issued Employer Social Security Registration Numbers and Employer Identification Numbers.

    Contribution Filing & Payments Management

    Contribution Filing and Payments Management provides a comprehensive set of functions for Employers to file their Salary & Contribution Information based on the governing social security laws in the country and to subsequently pay the Contributions as required.

    In addition, the module provides all the required features for a Social Security Administration to receive all Salary & Contribution Information online from all employers in the country and to verify and process these Contribution Returns. Once the Returns are processed, the system provides the tools for the Social Security Administration to receive and process all payments against the outstanding Contribution amounts for each Employer and Employee.

    The application supports Contributions Filing and Payment for regular Employers but also for the Self-Employed and for Voluntary Contributors.

    Key Features include:

  • Fully Automated End-to-End Online Process from Filing till Payment of Contributions
  • Unlimited Trial Steps for Simulation and Verification of Financial Impact of Key Steps
  • Workflow Driven Steps with Comprehensive Review and Approval Steps
  • Configurable Filing Calendar for Monthly, Quarterly, Semi-Annually or Annual Filing
  • Social Security Contribution/Tax Rate Tables for Unlimited Years
  • Contribution Rates by Employee Group or by Contribution Type
  • Automatic Contribution Calculation based on Online Filing through e-Services of all Contribution Reports
  • Support for Sick Pay or Incapacity Pay Rules requiring Offsetting against Sickness Benefits
  • Auto-Population of all relevant Data in Contribution Filing Form to minimize Manual Data-Entry and eliminate Errors, Evasion and Fraud
  • Seamless Integration with Employee Electronic Records and Employer Electronic Records
  • Powerful e-Services Tools to allow Employers to manage Employee Records Online
  • Exception Based Filing to enable Employers to only correct Exceptions and avoid cumbersome and error-prone Manual Data Entry
  • Support for Configurable Penalty Rules for Late Filing and Late Payment
  • Automatic Application of Penalty Rules for Late Filing and Late Payment based on Setup
  • Support for multiple Payment Methods, including Cash, Check, Direct Deposit and Credit Card
  • Ability to receive Full or Partial Payment for Any Payments
  • Advanced Management of Accounts in Arrears
  • Supports Contribution Statements for individual Employees
  • Supports Advanced Rules for calculating Credits Earned for Social Security Contributions
  • Supports Posting of Social Security Credits Earned Upon Filing of Contribution Details or Upon Payment of Contribution
  • Produces Customized Receipts for all Payments Received
  • Advanced Review, Approval and Audit Steps for all Sensitive Processes
  • Extensive Registers and Reporting Available with Filters and Parameters to ensure Optimal Insight for the Social Security Administration
  • Configurable Alerts and Notifications to Notify Employers and Employees of Filing and Payment of Contributions
  • Flexible Configuration of Advanced Adjustment Features to support Adjustments to Erroneously Filed or Paid Contributions
  • Adjustments Automatically Reflected in next Contribution Filing in a Transparent Manner
  • Overview

    The entire Contribution Filing and Payment process starts with the Filing of Contribution and Ends with the Payment of Contributions. The process is seamlessly integrated with Employee and Employer Profiles, Employee Group Setup, Contribution Calendar and Social Security Contribution / Tax Policies. Based on the System Setup the Contribution Filing and its related Penalties whether for late Contribution filling or late Contribution Payment are calculated.

    The Setup defines when Contributions are to be Filed, how they are to be calculated and when and how any applicable Penalties will be applied.

    Trial Processing and Trial Posting before Final Posting provide functionality to allow the user to spot any anomalies and take corrective action before they affect the final totals.

    SSAS Provides Printing Submitted Social Security Contributions in Trial and Final Posting using Excel, Word and PDF.

  • Contribution Filing and Payment Workflow
  • Figure-49

    Figure 49: Contribution Filing and Payment Workflow

    Below is an example of the different steps in the process of Contribution Filing and Payment.

  • Step 1: Employer Submits a Contribution Filing through Employer e-Services
  • Figure-50

    Figure 50: Contribution Filing Form in Employer e-Services

    The above form is mostly auto-completed by the system and the Employer only needs to submit it as all the data is filled based on existing information in the system. Typically, one of the only exceptions to consider is that of Employees who have been on Sick Leave during the reporting period where the Employer has paid the Employee during Sick Leave. In such cases the amount paid by the Employer may affect the amount that an Employee can claim in terms of Sickness Benefits from the Social Security Administration. If that is the case, then the information included in this reporting period by the Employer will automatically be taken into account by the system for calculation the appropriate Sickness Benefit.

  • Step 2: Review and Approve the Employer Contribution Filing
  • Figure-50

    Figure 51: Detail Screen for Employer Contribution Filing Review

    The authorized user in the Social Security Administration will be able to review the Contribution Filings from the Employer and verify the details by Employee if necessary. The user can check variance against prior periods and send the Contribution Filing back for further Review or Edit it in case of an obvious mistake.

    Figure-52

    Figure 52: Adjustments Screen in Review of Employer Contribution Filing

    Interact SSAS ensures data integrity through its modules and complies with international accounting standards, therefore any corrections to be made after final processing of financial transactions or closing of a period must be done through a careful Adjustment process. Any such adjustments will show in the Contribution Filing for the next period so that the Adjustment can automatically reduce or increase the total amount due for that period. In the above screen you can see a Contribution Refund that was approved which will reduce the total due.

  • Step 3: Initialization of Contribution Filings
  • Figure-53

    Figure 53: Initialization of Contribution Filings Screen

    Because Interact SSAS supports filing of Contributions in the past, the present and the future, the application will Initialize all Contributions Filings applicable in a specific period so they can be picked up and processed while others which have already been processed will be kept aside.

  • Step 4: Contribution Filing Trial Posting
  • Figure-54

    Figure 54: Social Security Contribution Filing Trial Posting

    Posting of Social Security Contributions Filing will calculate the exact Contributions that will be due and make them ready for payment. Once Final Posting has been completed, these calculations can no longer be modified. Therefore, the application provides a very powerful tool to run Trial Posting and show the exact outcome of the calculations. This provides the options for Social Security Administration users to investigate anything that appears out of the ordinary, take action to correct any identified mistakes due to incorrect underlying data and then re-run the Trial Posting as many times as necessary until all calculations are 100% accurate.
    The Trial Process ensures that to the highest possible extent all information that is processed is accurate to avoid the need for corrections through adjustments after the fact.

    Figure-55

    Figure 55: Social Security Contribution Filing Trial Processing

    In the above form you can see the detail report provided after Trial Processing of several Contribution Filings submitted during a specific period. This summary report provides details on the total number of employees, the amount due, late penalties and grand total. The system provides a clear comparison with the previous period (either Calendar Period or Filing Period, depending on the setup) to easily spot anomalies.

  • Step 5: Contribution Filing Register
  • Figure-56

    Figure 56: Trial Processing Register

    A more detailed Contribution Filing Trial Processing Register is available in this step to ensure that all authorized users have the ability to review and confirm the numbers calculated in the Trial Process before the user proceeds to the Final Posting Process.

  • Step 6: Contribution Filing Final Posting
  • Figure-57

    Figure 57: Social Security Contribution Return Final Posting

    As explained in the previous step, the Posting step is meant to calculate the exact Contributions which will need to be paid, taking into account Adjustments and any corrections which may have been made in the prior Trial Process.

    At each stage, the user can always select which transactions to include in the process and leave others for another user to process or to process separately afterwards.

  • Step 7: Contribution Payment
  • Payments for Contributions may be submitted by Employers directly online through a bank transfer or credit card, or they can be processed by the Social Security Administration when the Employer sends in or brings in a check. Below is an example of the Contribution Payment being entered by a user from the Social Security Administration.

    Figure-58

    Figure 58: List of Existing Payments in the System with Button to Enter New Payment

    The user just needs to go to the list of Contribution Payments and select New to start the entry of a new Payment.

    Figure-59

    Figure 59: Payment Entry Screen

    In the above screen you can see the user entering payments for 3 separate periods. You will note that the system automatically pulls up all the relevant details for a specific Employer including all open/unpaid amounts for current or prior period Contribution Filings.

    The process to enter new payments is very simple and user friendly, by the user merely selecting the unpaid invoices, the system will automatically list them in the payment window and add up the totals. If the employer is paying the exact amount outstanding, the system already populates the field for the user, otherwise the user can enter the exact amount being paid and the system will display the difference for any unpaid balance.

    The Payment Details will include information on who accepted the payment, what the payment method was and in case of check it captures the check number. The date of receipt is important as it may affect potential penalty calculations.

  • Step 8: Social Security Contribution Payment Register
  • Figure-60

    Figure 60: Social Security Payment Register Review and Approval

    Since any payments received must be carefully reviewed before being applied to the correct Employer and Employee (or Voluntary Contributor and Self-Employed) accounts, it is important to have the Payment Register reviewed carefully by different users.

    Therefore, the user can filter the Payment Register and select those transactions which require further analysis, and can export the Register to PDF, Excel, Word and other formats for any analysis.

    Once Reviewed by an authorized user, and so confirmed in the system, the same Payment Register will need to be Approved by another user to make sure multiple people have verified and confirmed the accuracy.

    Figure-61

    Figure 61: Export Screen for Payment Register

  • Step 9: Social Security Payment Trial Posting
  • Figure-62

    Figure 62: Social Security Contribution Payments Trial Posting Form

    During Trial Posting of the Social Security Contribution Payments, the system will prepare to post the Payments to the various accounts for Employers and Employees. It will show the exact payments and how they will be applied to the various outstanding Contributions due from each Employer. This Trial Process again gives the opportunity for authorized users to carefully review and verify the numbers before proceeding to the Final Posting step.
    Any inaccuracies or issues identified in this stage still allow you to correct before moving on to the final stage after which only adjustments can be made (e.g. for overpayments or incorrect allocations).

  • Step 10: GL Trial Posting
  • Figure-63

    Figure 63: Social Security Contributions Payments GL Trial Posting

    Figure-64

    Figure 64: GL Trial Transactions

    All financial transactions need to ultimately be reflected in the General Ledger of the Social Security Administration. In order to ensure that these Journal Entries are 100% correct, the user can first run the GL Trial Process in order to verify the exact GL Accounts, Debit/Credit status and the amounts to be used which will be posted to the GL afterwards.

    As with all Trial Processes, the purpose is to ensure that various users can check the data while it is still relatively easy to adjust and make corrections instead of having any mistakes included in final processes which require more cumbersome adjustment processes to be done.

    There is no limit to the number of times that a user can run a Trial Process. Any mistakes in the GL Journal Entries will be due to the underlying data being incorrect, either through an incorrect original setup or linking of GL accounts with the appropriate or incorrect data entry. Both can be edited still to ensure that the final Journal Entries will be accurate.

    This process is run before the Contribution Payment Final Posting process has been run because issues uncovered in reviewing the GL Journal Entries may require changes which can only be done prior to Final Posting of Payments.

  • Step 11: Social Security Contribution Payment Final Posting
  • Figure-65

    Figure 65: Social Security Payment Final Posting

    If the Trial Posting of Contribution Payments has been completed successfully with no issues uncovered and if the Trial GL Processing was also run successfully, then the payment data is ready for Contribution Payments Final Posting.

  • Step 12: Social Security Contribution Payment Final Posting
  • Figure-66

    Figure 66: Social Security Contribution Payment GL Final Posting Screen

    Since the Social Security Contribution Payments have been processed through Final Posting in the previous step, the user can now also proceed with Final Posting of the GL Entries for Social Security Contribution Payments. The system will provide all the data for review and in a file format that can be imported directly in any commercial GL, based on the settings configured in the Setup under the System Manager.

    Figure-67

    Figure 67: GL Transactions

    The Journal Entries will be shown for the period and the user can verify the totals and proceed to generating the file that goes to the external General Ledger.

  • Step 12: Social Security Contribution Period Closing
  • Figure-68

    Figure 68: Social Security Contribution Period Closing

    Once Filing of Contributions and Payment of All Contributions has been completed, the user can close the Period.
    This Closing Process will

    • Close the Contribution Return Period,
    • Move the Transactions that are not Final Processed to the next open period
    • Calculate the Credit Units earned

    The system will inform the user if there are unfinished transactions still in the period so the user can choose how to proceed by either going back and finishing the transactions or having the system move them to the next open period.

    The system will also calculate the Credit Units as per the rules defined in the General Setup regarding Credit Units earning and assign them to the right individuals.

    Figure-69

    Figure 69: Contribution Period Closing

  • Step 13: Social Security Contribution Statements
  • Figure-70

    Figure 70: Social Security Employee Contributions Statement

    After Closing of the Period, the Employees’ Social Security Contributions will be showing in their Statements and their Credit Units will have been calculated and posted to their account. These will Credit Units and the associated Contributions and Insurable Earnings information will be used from then on in any determination of eligibility and calculation of benefit entitlement for the individuals. All relevant information will be seamlessly accessible by the various modules of Interact SSAS without there being any need for separate data entry by any user.

    Benefit Claims & Payments Management

    Benefit Claim Applications and Payment Management handles the entire cycle from the original Benefit Claim through its review and approval until its Payment.

    This comprehensive module is highly configurable as there is no limit to the number of benefits which can be defined and the rules for eligibility and entitlement calculation are fully configurable and highly flexible.

    There is no limit on the number of Benefit Classes which can be defined, and for each Benefit Class there is no limit of Benefit Types which can be grouped under a given Benefit Class.

    The elements used to determine benefit eligibility and to calculate the benefit entitlement are defined in Benefit Class. Based on the included elements, the user can configure the Benefit Type with the exact benefit eligibility rules and benefit entitlement calculation by configuring the parameters.

    The elements used to determine benefit eligibility and to calculate the benefit entitlement are defined in Benefit Class. Based on the included elements, the user can configure the Benefit Type with the exact benefit eligibility rules and benefit entitlement calculation by configuring the parameters.

    In the Benefit Claim Application Form, the user can define which specific fields are to be included in the application form and even choose the label for each field. The user can also set the documents that should be included with the Claim and the Workflow to be used for reviewing and approving the Benefit Claim.

    For Benefit Claims which require a Medical Certificate which can be entirely preceded through the system as even medical Practitioners will have access to a certain form which is used to approve the Benefit Classes which required Medical Practitioners approval.

    Lastly, the system also provides a medical referee feature which allows the Social Security Officer to request another Opinion for a specific case in order to pay a Benefit Claim. The user can select a specific Medical Practitioner to be a referee.

    Steps in the Benefit Claims and Payments Management Process are the following:

    Step 1: Doctor Certificate

    Figure-71

    Figure 71: Medical Doctor e-Services Home Screen

    Before an individual can claim any type of Medical Benefit, they will need to first have an (approved) Medical Certificate in the system which needs to be submitted together with the Medical Benefit Claim.

    In order to have this in the system, the individual will need to visit with a medical doctor who can enter the Patient Visit directly into the system so that the information will be validated immediately and is ready for submission with the Medical Claim.

    In the above screenshot you can see the Medical Doctor’s home screen where they will access the Patient/Medical Visit menu to be able to fill in the appropriate Medical Certificate.

    Figure-72

    Figure 72: Medical / Healthcare Provider Certificate

    In Figure 72 you can see the Medical Certificate as completed by the doctor, indicating the diagnosis, the visit details and the recommended Medical Benefit as well as the Start and End Date of the Incapacity Period as per the doctor’s finding.

    Step 2: Sickness Benefit Claim Submission by Claimant

    Figure-73

    Figure 73: Employee e-Services Home Screen

    In the above Figure 73, you can see the Employee (Claimant) access their e-Services in order to submit the Medical Claim. They will simply select the “Claim for Sickness or Maternity Benefit” in order to access the form. The form itself is a user-defined form, specifically designed for capturing relevant data for Medical Benefits.

    It is automatically populated by the system to reflect all the known information regarding the benefit claim, using the Medical Certificate previously entered by the medical doctor and including all other known information about the Claimant.

    Figure-74

    Figure 74: Claim for Sickness or Maternity Benefit

    The above figure shows a form as seen by the Claimant in her e-Services, where once she has selected the relevant Medical Certificate that applies for her claim, the system populates most of the data automatically. The Claimant just has to review and submit the Claim for further processing. Note the selection of the Medical Certificate as well as the choice of Bank Account to be used for Payment of the Benefit Claim afterwards.

    Step 3: Sickness Benefit Claim Review and Approval by Employer

    Figure-75

    Figure 75: Employer e-Services Access Form

    Any Sickness Claim which involves employment will need confirmation or review by the Employer. This is done through the Workflow whereby the Claim is automatically routed to the Employer’s e-Services and they can access all information regarding Sickness Benefit Claims with one mouse click.

    Figure-76

    Figure 76: Sickness Benefit Claim in Employer e-Services

    In the context of this particular claim and the Social Security Laws in place, the Employer needs to confirm when the Employee was last at work prior to the start of the claimed period of sickness (Incapacity Period). In addition, the Employer needs to confirm whether and how much was paid to the Claimant for the Period of Incapacity (Sick Pay), as any amount in excess of 40% in this particular setup will mean that the Social Security’s own benefit payment will be reduced by the excess amount. Therefore, the Employer will need to confirm what and how much was paid, whether overpaid amounts will be claimed back from the Social Security Administration.

    It should be clear that unique conditions like the ones described above are country-specific and the support for these rules in the setup of Interact SSAS underlines the flexibility and power of the system.

    Step 4: Sickness Benefit Claim Review and Approval by Social Security Administration User

    Figure-77

    Figure 77: Social Security Administration User Dashboard

    Once the Employer has approved the Sickness Claim of their Employee and confirmed the Work Date and other conditions related to the Claim, then it will be Posted by the Employer to the Social Security Administration with a simple click.

    The user in the Social Security Administration will find the correct claim instantly on the dashboard and can review and approve it.

    Figure-78

    Figure 78: Benefit Claim Review & Approval

    The Social Security Administration can now review and approve the Benefit Claim, starting by reviewing all the data submitted, checking the Medical Certificate and verifying all the underlying information. There is no need for any data-entry since all mandatory data is already there as it was reviewed and submitted by the Claimant and their Employer.

    Figure-79

    Figure 79: Benefit Claim Calculation

    In order to be able to proceed to payment of the Benefit Claims, the Claim itself needs to be approved for payment and for this the Benefit Calculation first needs to be Reviewed, Approved and possibly also Audited.

    The Benefit Claim Calculation shown in Figure 8 above shows a detailed calculation which allows a user to review all the elements taken into account to determine the exact outcome of the calculation.

    If everything checks out and the auditor has also given their ok, then the Benefit Claim can be included in the next applicable Payment Run.

    Step 5: Social Security Benefit Payments Initialization

    Figure-80

    Figure 80: Social Security Benefits Payment Calendar

    In the above figure you can see the Payments Calendar which is completely configurable and you’ll notice that one particular Period can only be Open at the same time for each Pay Cycle. This way the system will know which approved Benefit Claim Payments to include in any particular Payment Run.

    Interact SSAS supports multiple Pay Cycles, including Weekly, Fortnightly, Monthly, Quarterly and Annual Payments. The Payment Calendar for this is completely configurable as shown above. The dates for each payment in the calendar are fully configurable. Different benefits can then be associated with different Pay Cycles so that the system can automatically include a specific approved Benefit Claim Payment in the correct Pay Cycle.

    Figure-81

    Figure 81: Social Security Benefit Payments Initialization

    The first step in the Payment Process is to run the Payment Initialization to basically make them active and ready for payment and inclusion in the current Pay Cycle. Since Interact SSAS supports the entry and approval of claims from the past, present and future, and there may be multiple Payment Periods (with different Pay Cycles each) open at any given time, it’s critical to separate the transactions so only the relevant Claims are included in a particular Payment Run.

    If there are Past or Future Adjustments which will affect current Benefit Payments these will also be picked up and listed at this time for inclusion so they can either increase or reduce the amount to be paid to a Beneficiary.

    Step 6: Social Security Benefit Payments Trial Processing

    Figure-82

    Figure 82: Social Security Benefit Payment Trial Processing

    The Benefit Payment Trial Process will give the user the actual Benefit Payments which are to be included in the Pay Run and provide all details for each Beneficiary Type, Beneficiary Group and Claim Type so that the right people can verify and make sure that the right Benefit Claims with the right amounts are included in this particular Pay Cycle.

    At this point in the process, the user will be able to choose whether to Approve or Suspend certain Benefit Claims from this particular Payment Run.

    The result of the Trial Process will be a Trial Register to facilitate the Review and Approval of the results prior to Final Processing.

    Step 7: Social Security Benefit Payments Trial Check Register

    Figure-83

    Figure 83: Social Security Benefit Payments Trial Check Register

    For those Beneficiaries who are to be paid by Check, the next step to follow will be to produce a Trial Check Register which offers the opportunity to verify that the right Beneficiaries are paid by Check (vs Direct Deposit or Cash) and that the amounts included are correct.

    Step 8: Social Security Benefit Payments Trial ACH

    Figure-84

    Figure 84: Social Security Benefit Payments Trial ACH

    For those Beneficiaries who will be paid directly in their bank account, Interact SSAS will produce an electronic file in the exact format required by the various banks used by the Social Security Administration so this file can be uploaded or sent to the Financial Institution through the application.

    While in North America the ACH format is standard, the application can produce any international format required by international banks as required.

    Figure-85

    Figure 85: ACH File

    The above screen lets the user download the Trial ACH file so it can be checked for accuracy if required.

    Step 9: Social Security Benefit Payments Trial GL

    Figure-85

    Figure 86: Social Security Benefit Payments Trial GL

    The last Trial Process to be run is that of the Trial GL, which provides the exact GL Journal Entries that will result from the Pay Cycle currently under way. The Trial GL gives the user the opportunity to verify all transactions as well as all GL accounts and other details to be used.

    Figure-87

    Figure 87: GL Journal Entries

    The GL Journal Entries produced as a result of the GL Trial Process can be verified at this point. Once that is done and verified and all information is correct, the user can proceed. If during the review of these Trial results it is found that some of the results are not what was expected, this can only be due to incorrect data submitted or incorrect policy setup, then the user can retrace their steps, fix the underlying issue and re-run the Trial Process for those transactions affected before proceeding to Final Steps.

    Figure-88

    Figure 88: GL Journal Entries File Format

    Interact SSAS will produce the exact File Format required to export the Journal Entries to the external General Ledger currently in use.

    This provides a perfect way to ensure that with careful review, the final output of the system is 100% correct as the user will have had many chances to spot and rectify any issues in advance.

    Step 10: Social security Benefit Payments Final Processing

    Figure-89

    Figure 89: Social Security Benefits Payment Final Processing

    If the Benefits Payment Trial, the Check Trial (or ACH Trial) and the GL Trial details have all been carefully verified and confirmed to be correct, then the user can move on to the final steps (which are irreversible) by starting with the Benefits Payment Final Processing.

    Figure-90

    Figure 90: Final Benefits Payments

    When the Benefits Payments Final Processing has been run, the user will get a list of all payments and will be able to Approve them or Reject them individually or all together at once.

    The system will then also produce a Final Register for further reporting purposes.

    Step 11: Social Security Benefit Payments Final Register

    Figure-91

    Figure 91: Social Security Final Benefit Payments Register

    The Final Benefit Payments Register will give the user a complete listing of all approved payments which are included in this Pay Cycle so any time it is necessary in the future to check which transactions were included in the Register all the required detail information will be available immediately.

    Step 12: Social Security Benefit Payments Final Check Register

    Figure-92

    Figure 92: Social Security Benefit Payments Final Check Register

    Interact SSAS will next produce a Final Register of all Benefit Payments which will be paid by Check so that the user can check against this register and also use it afterwards to verify that all checks printed correctly and are of the same count and total. An Approval is required at this point in order to proceed with printing the Checks.

    Step 13: Social Security Benefit Payments Check Printing

    Figure-93

    Figure 93: Check Printing Window

    At this point, the user can proceed with printing the Checks. This is done based on the exact requirements of each Bank, using the correct Check Format and Printer as show in the above screen. There is no limit on the number of Printers to be used or on the number and type of Check Formats which can be used.

    Figure-94

    Figure 94: Social Security Benefit Payments Check Printing

    The above form shows the final step in Printing the Checks so that the user can Approve and proceed.

    Step 14: Voiding benefit payments check printing

    Figure-95

    Figure 95: Voiding Benefit Payments Check Printing

    If during printer a mechanical problem occurs with the printer or the paper, or if for any other reason a Check needs to be voided after printing, the system allows the user to Void the Check with a simple process so that it is recorded with an audit trail to ensure it can also be verified what the exact process was regarding this particular Benefit Payment.

    Figure-96

    Figure 96: Confirmation of Voided Check

    The above screen shows the confirmation provided by the system that a Check has been Voided.

    Step 15: Social Security Benefit Payments Final GL

    Figure-97

    Figure 97: Social Security Benefit Payments Final GL

    The above form will allow the user to initiate the process to generate the Final GL Transactions related to the selected Benefit Payments.

    Step 16: Social Security Benefit Payments Final GL/JV Transactions

    Figure-98

    Figure 98: Benefit Payments Final GL Transactions

    Once the system has generated the Final GL Transactions they will be displayed for the user to review so they can be produced in the correct GL File Format afterwards

    Figure-99

    Figure 99: Benefit Payment Final GL Transactions

    The above form is used to generate the GL File which will be sent to the external General Ledger in the exact file format required by this General Ledger system.

    Step 17: Benefit payments period closing

    Figure-100

    Figure 100: Benefit Payments Period Closing

    The above form enables the user to Close the Period for the Benefit Payments and open a new period.

    Figure-101

    Figure 101: Benefit Payment Period Closing Confirmation Screen

    Step 18: Benefit Payment Statement

    Figure-102

    Figure 102: Benefit Payment Statement

    After all processes for Payments have been run and the period has been closed, the user can produce Benefit Payment Statements which will be made available to all Beneficiaries who have received a payment so their records are complete and they can verify themselves also what they were paid.

    Figure-102

    Figure 103: Benefit Payment Statement

    Compliance Management

    Interact SSAS Compliance Management supports the Social Security Administration to ensure that all external stakeholders are complying with the Social Security laws and regulations and this includes making sure that:

    • Employers are reporting their employment count – How many employees are employed by the employer
    • Employers are filing their employees’ wages correctly and in a timely manner
    • Employers are filing social security contributions correctly and in a timely manner
    • Employers are paying for the filed social security contributions correctly and in a timely manner
    • Employers are providing all supporting documents with regard to employees’ wages and contributions
    • Employers are audited (inspected) from time to time to ensure that they are complying with the above rules and regulations
    • The outcome of each audit is recorded and reported with the recommended action(s)
    • Employers are notified of their non-compliance and follow up is conducted to ensure that the employers have implemented the required actions as recommended by the social security administration
    • In case employers have not taken the corrective actions and are still delinquent, the social administration, through its legal officers, can elect to pursue them in court to enforce the actions resulting from the audit
    • Audit outcome actions may include notices to correct the employer record keeping, correct the contributions filing, make the pending/delayed contribution payments, penalties and fines for delinquent filings or payments, etc.
    • Social Security may file lawsuits against employers who are delayed in making contribution payments
    • The court may issue court orders to employers to pay the contributions that are in arrears

    The Social Security Compliance Management process is the last process of the Social Security Administration System (SSAS), hence the following order of SSAS processes:

    • Registration Management
    • Social Security Number Management
    • Benefits Contribution and Payments
    • Benefits Claims and Payments
    • Compliance Management

    Actors

    The actors in the Social Security Compliance process/function include internal actors which consist of Auditors (Compliance Inspectors or Audit Officers) and Legal Officers. External actors include Employers, Healthcare Providers, and the Courts. Each of these actors have a specific role in the Compliance process (Figure-1):

    Auditors (Audit Officers) – Auditors are responsible for scheduling and conducting the compliance audits of the employers in accordance with specific rules and regulations and reporting of the findings of each audit and recommending what audit actions are to be taken. Other terms which may be used for a similar role are:

    • Audit Officer
    • Audit Inspector
    • Compliance Officer
    • Compliance Inspector
    • Inspector

    Legal Officers – Legal Officers are responsible for receiving the recommended audit actions and making the final decision on what action needs to be taken to correct the non-compliance of the employers. Other terms which may be used for a similar role are:

    • Counselor
    • Legal Advisor
    • Legal Counselor

    Employers – Employers are responsible for making all employees, wages, and contributions filings and payments records available to the Audit Officers (Auditors) and responding to any request of information from the auditors and implementing the recommended actions made by the auditors. If ordered by a Court, they must comply with the court orders including making payment for any unpaid contributions and fines.

    Courts – The courts are responsible for reviewing the social security audit actions and ordering the employers to comply with specific orders of the court which are resulting for the social security compliance audit actions and findings.

    Figure-104

    Figure 104: Compliance Audit Actors

    Workflow

    The workflow of the compliance process starts with defining the Audit Officers, Legal Officers, and the Courts, and then assigning employers to each Audit Officer. Each Audit Officer is assigned to a specific region and district in the country and a number of employers within the regions. Each audit officer is responsible for the compliance of a number of employers. Once the actors are defined, then the following processes take place (figure-2):

    Audit Scheduling (Schedule Compliance Audit) – This process consists of scheduling a compliance audit based on the predefined compliance audit cycle. Note however, not all social security organizations have a schedule for compliance audits. Some organizations may conduct compliance audits in an ad hoc manner based on the discretion of the audit officers.

    Compliance Audit – Once the audit schedule is defined, a Compliance Audit record is created and the employer is informed of the Audit Date and Time and Reason of the audit.

    Compliance Audit Checklist – On or before the date of the Audit, a Compliance Audit Checklist is printed to be used during the Audit visit by the Audit Officer.

    Compliance Audit – On the date of the compliance audit, the audit officer visits the employer and conducts the audit using the Compliance Audit Checklist and record his/her findings.

    Record Compliance Audit Findings – Once the audit is conducted, the audit officer will record the outcome of the audit as to whether the employer is compliant or not with the reason for non-compliance.

    Recommend Compliance Audit Action – Based on the audit findings, the auditor will recommend a compliance/audit action resulting from non-compliance.

    Review and Approve Compliance Audit Action – The management and the Legal Officer will review and approve the recommended Compliance Audit Action, and once approved to a notice of the recommended Compliance Audit action is sent to the employer to implement the issued Audit Action.

    Follow up on the Compliance Audit Action – An Audit officer will follow up with the employer to ensure that the Compliance Audit Action has been implemented by the employer. If not, the Audit Officer will send a notice to the Legal Officer to take further action.

    Court Issue Court Order to Employer – The court will review the non-compliance audit action and issue a court order to the employer to comply with the specific audit action.

    Figure 105

    Figure 105: Compliance Audit Workflow

    Setup
    The initial Setup required for the Compliance Management module includes the following:

  • General Setup
  • Figure 106

    Figure 106: General Setup


    In the General Setup all the main rules are defined which will drive the basic logic, numbering standards, initial workflow and methods to be used such as

    • Compliance Audit Schedule
    • Lawsuit Numbering
    • Compliance Audit Cycles
    • Audit Action Approval Workflow
    • Compliance Rating Type
    • Compliance Audit (Manual vs. Automatic)
    • Interest Rate for Statutory Interest
  • Regions
  • Figure 107

    Figure 107: Regions Setup

    The user can define any number of Regions which will be associated with Districts and Cities as part of the classification of Employers for which Audit Officers will be responsible.

    Figure 108

    Figure 108: Region Definition

    The regions can be defined with a Code and a Name as well as a color which can be used for color coding in reports. Statistics are generated by the system by region.

  • Districts
  • Figure 109

    Figure 109: Districts List

    The system will display all the Districts defined, each District can be linked with a Region.

    Figure 110

    Figure 110: District Definition

    Defining a new District is done easily using a District Code and District Name as well as a Color for color coded reports.

  • Cities
  • Figure 111

    Figure 111: Cities List

    All Cities can be defined in Interact SSAS to allow for easy classification of Employers by location.

    Figure 112

    Figure 112: City Definition

    Cities can be defined with a City Code and City Name, after which they will be linked with a Region and District and a Color. The use of Codes ensures that even Cities with identical names can be classified correctly with the right Region and District.

  • Zip Codes
  • Figure 113

    Figure 113: Zip Codes

    Zip Codes may be used to help in classifying employees, the system allows the user to define any number of Zip Codes.

    Figure 114

    Figure 114: Zip/Postal Code Definition

  • Courts
  • Figure 115

    Figure 115: Courts Listing

    Since Courts are important Actors in the Compliance process, these will all be defined in the system.

    Figure-16: Interact Compensation and Payroll

    Figure 116: Court Definition

    Courts are defined with a Court Code and Court Name, as well as their address and the Court Officer.

  • Audit Performance Cycles
  • Figure-17: Interact Compensation and Payroll

    Figure 117: Audit Performance Cycle List

    Audit Performance Cycles are fully user-defined and can be setup as per the practice of the Social Security Administration. The system will then auto-create Audit Schedules based on these Cycles or can allow the Social Security Administration to set the dates for Audits manually.

    Figure-18: Interact Compensation and Payroll

    Figure 118: Audit Performance Cycle Definition


    Different Audit Cycles can be associated with different Districts, Regions, Employer Groups, Employer Types etc., for maximum flexibility and efficiency.

  • Audit Reasons
  • Figure-19: Interact Compensation and Payroll

    Figure 119: Audit Reasons Listing


    Depending on the Audit Policy Framework in use within the Social Security Administration, the user can define any set of Audit Reasons which can be invoked and shared with the Employer when an Audit is scheduled.

    Figure-20: Interact Compensation and Payroll

    Figure 120: Audit Reasons Definition


    Defining new Audit Reasons is very simple in Interact SSAS and is done as usual with a Code and a Description/Name. In addition, this form allows the user to set an Importance Level for the Reasons and a Color Code.

  • Audit Scope Items

  • Figure-21: Interact Compensation and Payroll

    Figure 121: Audit Scope Items List

    The Scope of Audits will depend on the governing laws and regulations in the country as well as the local context. Therefore the entire framework is fully configurable and user-defined. Above you can see a set of Audit Scope Items which can then be included in any Audit.

    Figure-22: Interact Compensation and Payroll

    Figure 122: Audit Scope Item Definition

    Defining Audit Scope Items is simple with an Item Code, an Item Description, Audit Reasons which are associated with it, and the Audit Scope Urgency Level as well as Color Coding for easy Reporting.

  • Audit Documents
  • Figure-23: Interact Compensation and Payroll

    Figure 123: Audit Documents List

    The user can define any Audit Documents which may be used in an Audit as evidence or to support a statement made by the Employer. This way reporting on such Audit Documents is standardized and streamlined.

    Figure-24: Interact Compensation and Payroll

    Figure 124: Audit Documents Definition

    Audit Documents can be defined with the Document Code and Document Name and Description, as well as classified based on their Type. The Audit Document can then be linked with the Audit Scope Items where it will be Required. Color coding is available as with most other definitions in Interact SSAS.

  • Audit Types
  • Figure-25: Interact Compensation and Payroll

    Figure 125: Audit Types List

    In order to effectively manage and schedule the right Types of Audits, these should be classified by Type in order for the organization to be able to prioritize as required when scheduling.

    Figure-26: Interact Compensation and Payroll

    Figure 126: Audit Types Definition

    Each Audit Type can be defined with extensive information and linked with a specific Performance Cycle and with a particular Audit Scope.

  • Compliance Audit Checklist
  • Figure-27: Interact Compensation and Payroll

    Figure 127: Compliance Audit Checklist

    Each Audit which is conducted will be based on a specific Compliance Audit Checklist, which will contain all the items that must be checked and verified during the Audit. The Audit Officer will be able to print the Audit Checklist and document all necessary elements that are verified during the Audit.

    Figure-28: Interact Compensation and Payroll

    Figure 128: Compliance Audit Checklist Item Definition

    There is no limit on the number of Compliance Audit Checklist Items which can be defined. Each can be associated with an Audit Type, Audit Reasons, and linked with Employer Types, Employer Groups or Healthcare Providers.

  • Audit Action Types
  • Figure-29: Interact Compensation and Payroll

    Figure 129: Audit Action Types List

    The Audit Actions which may result as the outcome of an Audit are fully configurable as part of the Audit Framework which the Social Security Administration wants to implement.

    Figure-30: Interact Compensation and Payroll

    Figure 130: Audit Action Types

    Audit Actions Types can easily be defined with a Code & Description, associated with a Severity level, an Action Form and a Color. In addition, each type of Audit Action can be associated with a different Audit Action Type Workflow.

  • Audit Action Reasons
  • Figure-30: Interact Compensation and Payroll

    Figure 131: Audit Action Reasons List

    In order to take an Audit Action there will be a need to provide an official Reason, depending on the laws and regulations in the country and the policies in place at the Social Security Administration. The system will allow the user to define any number of Reasons which will be invoked when initiating an Audit Action.

    Figure-32: Interact Compensation and Payroll

    Figure 132: Audit Action Reason


    Defining Audit Action Reasons can be done with a simple Reason Code, Reason Description and a Severity Level with Color Code.

  • Audit Actions

  • Figure-33: Interact Compensation and Payroll

    Figure 133: Audit Actions List

    Once the Audit Action Types and Audit Action Reasons have been defined, we can define the individual Audit Actions which fall under each Type. This way, the correct Audit Actions will be listed by the system when a user is managing a particular Audit Action Type.

    Figure-34: Interact Compensation and Payroll

    Figure 134: Audit Action

    Defining individual Audit Actions can be done using the simple form above which allows for the Audit Action Code and Description as well as various classifications to be setup.

  • Lawsuit Reasons
  • Figure-35: Interact Compensation and Payroll

    Figure 135: Lawsuit Reasons List

    One critical outcome of a Compliance Audit may be that the Social Security Administration will take legal action in court. In order to track the various Reasons for which such Lawsuits are initiated, the system uses a validated list of codified Lawsuit Reasons which can be configured as required.

    Figure-36: Interact Compensation and Payroll

    Figure 136: Lawsuit Reason

    The definition of Lawsuit Reasons is a simple as all other definitions in Interact SSAS, using Reason Codes and Descriptions as well as Severity Levels and Color Codes.

  • Lawsuit Types
  • Figure-37: Interact Compensation and Payroll

    Figure 137: Lawsuit Types

    Since there may be different Types of Lawsuits, each for different Reasons, the system allows the user to define the Types of Lawsuits in the Compliance Framework.

    Figure-38: Interact Compensation and Payroll

    Figure 138: Lawsuit Types Definition

    Defining a new Lawsuit Type is simple with a Code and Description, together with the Minimum and Maximum Debt Threshold which may determine the type of Court and Lawsuit that will be initiated.

  • Lawsuit Methods
  • Figure-39: Interact Compensation and Payroll

    Figure 139: Lawsuit Methods List

    The different Legal or Lawsuit Methods which may take place in the legal process can be defined so that the status can be tracked carefully

    Figure-40: Interact Compensation and Payroll

    Figure 140: Lawsuit Method

    Defining the Lawsuit Method only requires a Code and Description.

    Figure-41: Interact Compensation and Payroll

    Figure 141: Lawsuit Status Listing

    The manner in which to track the Status of a Lawsuit and the actual Status itself is fully configurable.

    Figure-42: Interact Compensation and Payroll

    Figure 142: Lawsuit Status Definition

    Creating a Status with Code and Description is straight-forward.
    Workflow
    Once the setup has been completed for the Compliance Management module, the various Actors and Users can start performing their Actions.
    Below is an example of the Workflow which will be followed.

  • Step 1: Audit Scheduling
  • Figure-43: Interact Compensation and Payroll

    Figure 143: Compliance Audit List – Compliance Audit

    Figure-44: Interact Compensation and Payroll

    Figure 144: Compliance Audit List – Compliance Audit Schedules

    Audit Scheduling (Schedule Compliance Audit) – This process consists of scheduling a compliance audit based on the predefined compliance audit cycle. Note however, not all social security organizations have a schedule for compliance audits. Some organizations may conduct compliance audits in an ad hoc manner based on the discretion of the audit officers.

  • Step 2: Compliance Audit
  • Figure-45: Interact Compensation and Payroll

    Figure 145: Compliance Audit

    Compliance Audit – Once the audit schedule is defined, a Compliance Audit record is created and the employer is informed of the Audit Date and Time and Reason of the audit.

  • Step 3: Compliance Audit Checklist & Findings
  • Figure-46: Interact Compensation and Payroll

    Figure 146: Audit Checklist List

    Figure-47: Interact Compensation and Payroll

    Figure 147: Audit Checklist Details

    Compliance Audit Checklist – On or before the date of the Audit, a Compliance Audit Checklist is printed to be used during the Audit visit by the Audit Officer.
    Compliance Audit – On the date of the compliance audit, the audit officer visits the employer and conducts the audit using the Compliance Audit Checklist and record his/her findings.
    Record Compliance Audit Findings – Once the audit is conducted, the audit officer will record the outcome of the audit as to whether the employer is compliant or not with the reason for non-compliance.
    Recommend Compliance Audit Action – Based on the audit findings, the auditor will recommend a compliance/audit action resulting from non-compliance.

  • Step 4: Audit Action
  • Figure-48: Interact Compensation and Payroll

    Figure 148: Audit Action List

    Figure-49: Interact Compensation and Payroll

    Figure 149: Audit Action Details

    Review and Approve Compliance Audit Action – The management and the Legal Officer will review and approve the recommended Compliance Audit Action, and once approved to a notice of the recommended Compliance Audit action is sent to the employer to implement the issued Audit Action.

  • Step 5: Legal Action
  • Figure-50: Interact Compensation and Payroll

    Figure 150: Legal Action List

    Follow up on the Compliance Audit Action – An Audit officer will follow up with the employer to ensure that the Compliance Audit Action has been implemented by the employer. If not, the Audit Officer will send a notice to the Legal Officer to take further action.

    Figure-51: Interact Compensation and Payroll

    Figure 151: Legal Action – General

    Figure-52: Interact Compensation and Payroll

    Figure 152: Legal Action – Legal Action Notices

  • Filing Lawsuit
  • Figure-53: Interact Compensation and Payroll

    Figure 153: Lawsuit List

    Figure-54: Interact Compensation and Payroll

    Figure 154: Lawsuit

    If the Employer is not taking Action as per the Audit Actions recommended, then the Social Security Administration will be forced to take Legal Action and after advising of the intent to do so, the Social Security Administration can initiate the Lawsuit and record all details in the system for reference and managing the case information.

    Step 7: Court Orders

    Figure-55: Interact Compensation and Payroll

    Figure 155: Court Orders List

    Figure-56: Interact Compensation and Payroll

    Figure 156: Court Order

    If after the filing of the Lawsuit the Employer remains non-compliant and the Social Security Administration prevails in Court, the Court will Order the Employer to comply.

    Delinquency Management

    • Improve Compliance
    • Increase Visibility and Transparency
    • Identify & Reduce Errors, Evasions and Fraud
    • Maintain Detailed Audit Trails
    • Streamline Processes in Audit & Legal Departments
    • Exchange Sensitive Data Securely
    • Leverage Powerful Reporting
    • Empower Audit Officers and Legal Officers

    Delinquency Management is a key module in the Interact Social Security Administration System suite of products. It is specifically designed to be flexible enough to support differences in social security legislation for different countries. Its primary goal is to help international social security organizations improve compliance by allowing them to easily identify, track, and manage delinquent employers, healthcare providers, and individuals. Individuals determined to be Delinquent can be employees, self-employed, voluntary contributors, beneficiaries or pensioners, mostly due to fraudulent benefit claims. Through the seamless integration with Compliance Management, a Compliance Officer or Auditor can select an Audit Action outcome of marking an Employer, Healthcare Provider or Individual as Delinquent.

    • Configurable Rules for Automatic Triggers for Assignment of Delinquency Status
    • Integrated with Electronic Record for Employer, Healthcare Provider & Individual
    • Manual Requests by Authorized User for Assignment of Delinquency Status
    • Manual Requests by Authorized User for Removal of Delinquency Status
    • Integrated with Compliance Management for Audit Actions
    • Configurable Workflow for Review and Approval
    • Color Coding by Severity Level
    • Configurable Types of Delinquency
    • Configurable Reasons of Delinquency
    • Configurable Alerts
    • Extensive Reporting
    Employers
    Not Filing Contribution Reports
    Submitting Fraudulent Contribution Reports
    Not Paying or Only Partially Paying Contributions
    Any Other User-Defined Reasons
    Healthcare Providers
    Submitting Fraudulent Supporting Document
    Any Other User-Defined Reasons
    Individuals
    Filing Fraudulent Benefit Claims
    Submitting Fraudulent Supporting Document
    Any Other User-Defined Reasons

    The reasons for marking someone Delinquent are fully configurable and vary based on the type of entity:

    Figure-157: Interact Compensation and Payroll

    Figure 157: Delinquency Request

    The system can be set to automatically mark an employer as Delinquent, or this can be initiated manually through a Delinquency Request.

    Key Processes
    Assigning Delinquency Status

    There are rules and policies that govern the basis of changing the status of an Employer, a Healthcare Provider or an Individual to Delinquent. These delinquency rules and policies vary from country to country.

    There are three ways in which a Delinquency is invoked:
    (1) Automatic, where, based on specific pre-defined rules, the system will make an Employer or Individual Delinquent, example: if an Employer does not pay the Contributions Filed within 30 days from filing, the system will automatically mark the Employer as Delinquent.

    (2) Manually, a user who has uncovered a violation can manually create a Delinquency Request where he/she selects which Employer, Healthcare Provider or Individual should be set to Delinquent and includes the details of the Alleged Violation in the Delinquency Request. In this case the request goes through the workflow and once approved the selected entity will be marked as Delinquent.

    In addition, through the Compliance Audit Action in the Compliance Management module, an Audit Officer can select the Audit Action as Delinquent, and the system will mark the selected Employer as Delinquent.
    Removing Delinquency Status
    To remove the Delinquency status, the user has to go through a process known as Removal of Delinquency, where a Removal of Delinquency Request is raised and then once approved the delinquency will be removed from the selected entity.

    Delinquency Framework

    Figure-158: Interact Compensation and Payroll

    Figure 158: Delinquency Framework

    The basis of the Delinquency Framework shown is that the Delinquency can be triggered using two modes: an Automatic and a Manual Trigger. The Automatic Trigger of Delinquency is handled using specific Trigger Rules defined at the Setup of the Delinquency Module and at the Policy Level. Once the trigger rules are setup, the system will automatically trigger a delinquency event, which generates a Delinquency Request, and in turn an entity will be flagged as delinquent after review and approval of the Delinquency Request.

    Manually triggered Delinquency on the other hand is not linked to any process. In the manually triggered Delinquency, the user has to manually invoke the Delinquency Request and complete the request by selecting the concerned entity, the delinquency type, and delinquency reason. Once the request is reviewed and approved, the selected entity will become delinquent.

    Entities – The delinquency process applies to various entities including Employers, Employees, Individuals, Beneficiaries, and Healthcare Providers. Note that the automatic delinquency mode is only applied to Employers as the automatic delinquency is linked to Contribution Filing, Contribution Payment, and Compliance Audit Actions. While the manual delinquency mode is applicable to all entities.

    Removing/Revoking Delinquencies – Removing or Revoking a Delinquency process is used to remove an entity from the Delinquency List. Removing a Delinquency is a manual process, where the user has to submit a Delinquency Removal Request, and once the request is approved, the concerned entity will be removed from the delinquency pool/list. Removing an entity from the Delinquency List, does not delete/purge the Delinquency History of the delinquent entity. The delinquency history will remain, even if the Delinquency is removed. The delinquency removal applies only to the current state of the entity.

    Figure-159: Interact Compensation and Payroll

    Figure 159: Configurable Setup for Delinquency Management

    Figure-160: Interact Compensation and Payroll

    Figure 160: Delinquency Tab in Employer Record

    Medical Record Management

    Since Interact SSAS provides a single suite of modules which are all seamlessly integrated to streamline the processes of Social Security Administrations. This also applies to how Medical Records are managed as they can be crucial in determining eligibility for specific Medical Benefits.
    Typically, Medical Benefits include:

    • Sickness Benefits
    • Maternity Benefits
    • Disability Benefits
    • Invalidity Benefits

    In each case, a doctor will need to provide a Diagnosis and file it with the Social Security Administration so that this information can be treated confidentially and reviewed to ensure eligibility of a Claimant for the Benefit that is Claimed.

    Lastly, the system also provides a Medical Referee feature which allows the Social Security Officer to request another Opinion for a specific case in order to pay a Benefit Claim. The user can select a specific Medical Practitioner to be a referee.

    Figure-161: Interact Compensation and Payroll

    Figure 161: Medical Doctor e-Services Home Screen

    Before an individual can claim any type of Medical Benefit, they will need to first have an (approved) Medical Certificate in the system which needs to be submitted together with the Medical Benefit Claim.

    In order to have this in the system, the individual will need to visit with a medical doctor who can enter the Patient Visit directly into the system so that the information will be validated immediately and is ready for submission with the Medical Claim.

    In the above screenshot you can see the Medical Doctor’s home screen where they will access the Patient/Medical Visit menu to be able to fill in the appropriate Medical Certificate.

    Figure-161: Interact Compensation and Payroll

    Figure 162: Medical / Healthcare Provider Certificate

    In Figure 162 you can see the Medical Certificate as completed by the doctor, indicating the diagnosis, the visit details and the recommended Medical Benefit as well as the Start and End Date of the Incapacity Period as per the doctor’s finding.

    This same Certificate and any other follow up information will be on record with the Social Security Administration and will build a Medical Profile for the Individual which can be used by Doctors or Medical Boards in charge of reviewing important claims for Medical Benefits.

    A summary of the information will also be available on the Employee Electronic Record as shown below.

    Medical Visits

    Figure-163: Interact Compensation and Payroll

    Figure 163: Employee Electronic Record – Medical Visits

    Details on Medical Visits are captured in the system in order to justify various Medical Benefits, including Sickness Benefits, Maternity Benefits, Invalidity and/or Disability Benefits. For this reason, the diagnosis reported by a Healthcare Provider will be transmitted directly from the doctor to the Social Security Administration. If required, the information can be available on the Employee Electronic Record online with access to more detailed reporting for authorized users.
    The summary view includes:

  • Healthcare Provider
  • Visit NumberM
  • Visit Date
  • Visit Time
  • Visit Status
  • Diagnosis
  • Medical Benefit Required
  • Documents Management and Tracking

    All transactions processed in Interact SSAS can be configured with specific mandatory or optional supporting documents to be uploaded with the transaction.
    Based on the social security administration’s requirements, the rules can be defined as to when, which documents should or can be attached and who should be able to review and access the documents afterwards.
    Starting from E-Service Request, there are different documents that can be uploaded to support the data, and these are based on the form type, for example:

    Employees will find:

  • Birth certificate (Mandatory)
  • Marriage Certificate (Mandatory in Case Martial Status is selected as “Married”).
  • Passport/ID
  • Work Permit
  • While Employers will find:

  • Company and Medical License
  • Every form that requires a document is always supported with a field to upload that document. For instance, Employee Profiles will have different supporting documents that should be uploaded such as when adding a Dependent, a School Certificate and Birth Certificate may be required. Other Documents can also be defined in Application form Setup which allows the User to define the Supporting documents that need to be attached with this Application form.

    Figure-163: Interact Compensation and Payroll

    Figure 164: Attachment Requirements by Form

    GL Interface

    Interact SSAS provides a comprehensive GL Interface which provides the exact Journal Entries as per the Social Security Administration’s own Chart of Accounts structure and setup.

    Using the Interact SSAS GL Interface functionality, the General Ledger Journal Entries which result from the receipt of Contributions and the payment of Benefit Claims by the Social Security Administration can quickly be posted to an external General Ledger.

    In order for the system to produce the exact GL Journal Entries required, the user will first need to configure the GL interface parameters in the setup of Interact SSAS.

    Interact SSAS GL Accounts are defined in the financial setup and will need to be linked with the appropriate Social Security Contribution Policy and the right Benefit Entitlement Policies so the correct accounts will be used depending on the type of Contribution or Benefit Payment that is being processed.

    Interact SSAS will produce GL Journal Entries for all Contribution Payments processed in the system and for all Benefit Payments paid by the Social Security Administration. In each case it will first produce a Trial GL file for review and approval, prior to producing the Final GL Journal Entries.

    After receiving payments for Social Security Contributions, the payment processing includes a step for GL Trial Posting, during which time the application will generate the Journal Entries which result from the Contribution Payments received. The user will be able to review and verify the accuracy of these GL Journal Entries in ‘trial stage’. The system will then provide a GL file based on the setup and GL accounts provided and GL Template required by the Social Security Administration.

    Shortly, the System can be integrated with any financial system through a predefined template that is received from the client and provide the GL file based on that Template.

    GL Setup
    There are several matters which need to be configured in the system first in order to use the GL Interface correctly.

  • Choice of GL System Interface
  • Figure-165: Interact Compensation and Payroll

    Figure 165: GL Interface Selection in General Setup

    Since Interact SSAS can support most commercial systems’ GL file formats out of the box, the user will first select their choice of General Ledger so that the correct file format will be used when generating the final GL File.

  • Fiscal Years and Fiscal Periods Definition
  • Figure-166: Interact Compensation and Payroll

    Figure 166: Definition of Fiscal Years in use at the Social Security Administration

    Figure-167: Interact Compensation and Payroll

    Figure 167: Fiscal Period Definition

  • GL Chart of Accounts Structure
  • Figure-168: Interact Compensation and Payroll

    Figure 168: Chart of Account Structure Definition

    The structure of the Chart of Accounts to be used is fully configurable, whereby you can choose any number of segments, the purpose of each segment, the sequence, segment code and segment separator.

  • GL Accounts Definition
  • Figure-169: Interact Compensation and Payroll

    Figure 169: GL Accounts Definition

    Any GL Account can be defined which will be used for the GL Entries. GL Accounts can be asset, liability, expense, income, control, retained earnings and capitalization accounts.

  • Social Security Contribution – GL Accounts Link
  • Figure-170: Interact Compensation and Payroll

    Figure 170: Linking GL Accounts with Social Security Contributions

    In order for Interact SSAS to use the correct GL Accounts for different Social Security Contributions, the system enables you to link the correct Asset, Liability and Revenue accounts to the Social Security Contribution defined. There is no limit to the number of different Social Security Contributions which you can define in the system (although usually only a small number will be in use) and each can be linked with different GL Accounts.

  • Penalty Policy – GL Accounts Link
  • Figure-171: Interact Compensation and Payroll

    Figure 171: Penalty – GL Accounts Link

    Just like with the incoming Contribution Payments which the Social Security Administration receives, any Penalties which are paid by Employers for Late Filing or Late Payment will also need to be accounted for separately and may be booked with different GL Accounts. In order to be able to differentiate (and have clear financial reporting based on it later on), the user will need to associate correct GL Accounts also with each type of Penalty defined in the system.

  • Benefit Entitlement – GL Accounts
  • Figure-172: Interact Compensation and Payroll

    Figure 172: Benefit Entitlement Policy – GL Accounts Link

    In order for outgoing payments for Benefit Claims to be accounted for correctly, the associated Benefit Entitlement Policies for each Benefit Entitlement also need to be linked with the appropriate GL Accounts.

    Once the above setup is complete, the system will use the correct GL Accounts for all financial transactions in Interact SSAS based on the following GL Posting Process.

  • GL Trial Posting
  • Figure-173: Interact Compensation and Payroll

    Figure 173: Contribution Payments Trial Posting

    Once Contribution Payments have been received and are being processed, the application will let the user generate the Trial GL entries for review.

  • Contribution (and Penalties) Payments GL Trial Journal Entries
  • Figure-174: Interact Compensation and Payroll

    Figure 174: GL Journal Entries in Trial Stage

    The Trial GL file showing all details for the GL Journal Entries related to the payment of Contributions (and Penalties) so that these are accounted for correctly. If after review any inconsistencies are found, which will be due either to incorrect data submitted or a mistake or omission in the original GL setup, the user can address the cause of the inconsistency and regenerate the Trial GL until all Journal Entries are verified to be correct.

  • Social Security Contribution Payment GL Final Posting
  • Figure-175: Interact Compensation and Payroll

    Figure 175: Final Posting of GL Entries

    This step will generate the Final GL Entries which can then be posted.

  • Social Security Contribution Payment GL Final

  • Figure-176: Interact Compensation and Payroll

    Figure 176: GL Final Posting

    This step will post the GL Journal Entries as final, no further changes are allowed at this point other than through standard adjustment processes.

  • Social Security Benefit Payments – Trial GL

  • Figure-177: Interact Compensation and Payroll

    Figure 177: Social Security Benefit Payments – Trial GL

    In order to produce the Trial GL Journal Entries the user can select the Benefit Payments which they intend to proceed with in the current Pay Run and uncheck any that should be excluded. Once the “Generate” button is clicked, the application will start generating the correct Journal Entries associated with those Benefits.

  • Social Security Benefit Payment Trial GL/JV Transactions

  • Figure-178: Interact Compensation and Payroll

    Figure 178: Social Security Payment Trial GL/JV Transactions

    The above form displays the actual GL Journal Entries in the first tab. In the second tab, the user can Generate the GL File.

  • Social Security Benefit Payment Trial GL/JV Transaction – Generate File

  • Figure-179: Interact Compensation and Payroll

    Figure 179: Benefit Payment Trial GL Transactions – Generate File

    Once the user presses the Generate button, the system will process and then display the Trial GL Transactions for further review and allow the user to generate a GL File which can be reviewed as it will be used later to post or import the GL File to an external Third-Party GL.

  • Social Security Benefit Payment Final GL

  • Figure-180: Interact Compensation and Payroll

    Figure 180: Social Security Benefit Payment – Final GL Transactions

    In order to do Final Processing of GL Transactions, the user will choose to select all or individual Benefit Payments that are planned for final release in the current Pay Run. By clicking “Generate” the system will generate and list the resulting GL Journal Entries.

  • Social Security Benefit Payment Final GL/JV Transactions
  • Figure-181: Interact Compensation and Payroll

    Figure 181: Social Security Benefit Payments Final GL Transactions

    After viewing the resulting Final GL Transactions, the user proceeds to the next tab to generate the correct Final GL File for the GL Interface.

  • Social Security Benefit Payment Final GL/JV Transactions
  • Figure-182: Interact Compensation and Payroll

    Figure 182: Social Security Benefit Payment Final GL Transactions

    Once the Trial GL Transactions and Trial GL File have been reviewed and found to be accurate, then the user can finalize the process of GL Transactions (after first processing the Final Benefit Payments and the Final Check Register and Final ACH File) by generating the Final GL Transactions and the Final GL File.

    Workbench

    Interact SSAS is designed to make it easy for users to quickly perform their tasks in the system and to see which tasks are pending so they know how to prioritize their work.

    Since the entire application is one single suite, all activities can be consolidated in one single Dashboard or Workbench where the transactions will be processed.

    Through the Granular User Access Control, the system manages which users can view which data. This also applies to the Dashboard below which will only display the activities for which a particular user is authorized.

    The functionality for this is quickly evolving as we introduce more features and options to improve the User Experience (UX).

    Upcoming updates will provide extensive flexibility to the User Interface to enable users to choose what should be displayed on the screen

    Figure-183: Interact Compensation and Payroll

    Figure 183: Dashboard / Workbench and Activity Grid

    Employer Electronic Record

    One of the key advantages of Interact SSAS is that it is an “all-in-one” suite of products, where all core functionality needed by Social Security Administrations is available out of the box in one single platform without the need for any interfaces between different modules.

    As a result, all data which is captured through any of the modules can be available in any other module when required.

    The Employer Electronic Record brings together all relevant information from across the system in regards to Employers registered with the Social Security Administration. It is a “multi-tab” electronic form which give instant access to any data that has already been collected on the Employer previously as well as any data that is produced by the system as a result of transactions processed.

    The Employer Electronic Record consists of the following tabs:

  • General
  • ESSRN Application
  • Employees
  • Contribution Returns
  • Contribution Payments
  • Bank Accounts
  • Penalties
  • Contribution Liabilities
  • Notices
  • Dormancy Details
  • Arrears Details
  • Audits
  • Court Orders
  • Lawsuits
  • Legal Actions
  • Legal Action Notices
  • General

    Figure-184: Interact Compensation and Payroll

    Figure 184: Employer Electronic Record – General

    The General tab provides in a single view all relevant numbers such as EIN and ESSRN number, the address and contact information but also details on the authorized representative for the firm, economic activity classification and a set of corporate documents that were attached during registration of the Employer.

    ESSRN Application

    Figure-185: Interact Compensation and Payroll

    Figure 185: Employer Electronic Record – ESSRN Application

    The ESSRN Application provides the original record of the Employer Social Security Registration Number Application which was submitted upon registration of the Employer. As with all listings in Interact SSAS, the system will first list a summary and the user can then click on the details to see the full detailed long form of the ESSRN Application.
    Employees

    Figure-186: Interact Compensation and Payroll

    Figure 186: Employer Electronic Record – Employees

    The next tab in the Employer Electronic Record gives details about the Employees which are associated with the Employer. This ensures that anyone in the Social Security Administration who needs to see a listing of a particular Employer’s Employees can find them instantly. Note that listing offers filters and search boxes to search for any particular employee based on any criteria.
    The detailed employee listing includes the following columns:

  • Social Security Number
  • Employee Name
  • Employee Group
  • Birth Date
  • Age
  • Place of Birth
  • Nationality
  • Phone Number
  • Email Address
  • Job Title
  • Employment Start Date
  • Employment End Date
  • Pay Frequency
  • Monthly Earning
  • Quarterly Earning
  • Annual Earning
  • Employee Status
  • Contribution Returns

    Figure-187: Interact Compensation and Payroll

    Figure 187: Employer Electronic Record – Contribution Return

    The Contribution Returns brings together all information about (Salary &) Contribution Filings and contains each and every filing that has been processed by the Employer before. It offers immediate access to a summary screen with further ability to drill down into the detailed filing itself so the user can find anything required.
    The summary screen for Contribution Filings provides searchable columns for:

  • Period
  • Period Type
  • Period Start Date
  • Period End Date
  • Period Status
  • Contribution Return Number
  • Contribution Return Filing Date
  • Return Filing Status
  • Return Period Number of Employees
  • Return Period Total Earnings
  • Return Period Total Amount
  • Return Total Earnings Year Date
  • Contribution Payments

    Figure-188: Interact Compensation and Payroll

    Figure 188: Employer Electronic Record – Contribution Payments

    In the next tab under the Employer Electronic Record you’ll find the Contribution Payments. Again, you’ll be able to see a summary listing with the most vital information which most users may want to access instantly when they are trying to verify some information. If more details is required, the user can click and drill-down into the underlying transaction (i.e. the Contribution Payment receipt) or they can find additional information in related reports.

    The Contribution Payments tab provides summary columns which are searchable on the following items:

  • Return Period
  • Period Type
  • Return Period Start Date
  • Return Period End Date
  • Return Period Status
  • Payment Number
  • Payment Date
  • Payment Status
  • Return Period Total Amount
  • Return Period Payment Amount
  • Return Period Liability
  • Total Payments Year to Date
  • Bank Accounts

    Figure-189: Interact Compensation and Payroll

    Figure 189: Employer Electronic Record – Bank Account

    Employers can have multiple Bank Accounts and all the accounts will be listed under the Bank Account tab. This provides details on:

  • Account Number
  • Bank Name
  • Branch Name
  • Default Account Selection
  • Bank Account Status
  • Penalties

    Figure-190: Interact Compensation and Payroll

    Figure 190: Employer Electronic Record – Penalties

    If an Employer has been subject to any Penalties for Late Filing or Late Payment of Contributions, these Penalties will have been assessed through the system and added to the outstanding amounts/liabilities. The information will be available in different areas in the system but will also be consolidated in the Employer Electronic Record.

    The system displays the following information for any Penalties:

  • Contribution Return Period
  • Contribution Return Period Type
  • Contribution Return Period Start Date
  • Contribution Return Period End Date
  • Contribution Return Period Status
  • Penalty Number
  • Penalty Type
  • Penalty Date
  • Penalty Amount
  • Penalty Status
  • Contribution Return Period Total Penalty Amount
  • Contribution Return Period Payment Amount
  • Contribution Return Period Payment Liability
  • Contribution Return Total Payments Year-to-Date
  • Total Penalties Year-to-Date
  • Contribution Liabilities

    Figure-191: Interact Compensation and Payroll

    Figure 191: Employer Electronic Record – Contribution Liabilities

    If the Employer has any outstanding Contribution Liabilities, they will be listed here, as usual, in summary form, with more information available either through drill-down or in a separate report.
    The Contribution Liabilities will list:

  • Return Period
  • Return Filing Date
  • Contribution Return Dues
  • Payment Date
  • Amount Paid
  • Penalty Type
  • Penalty Reason
  • Penalty Amount
  • Total Liability
  • Notices

    Figure-192: Interact Compensation and Payroll

    Figure 192: Employer Electronic Record – Notices

    Employers who have received official Notices from the Social Security Administration will receive them in their own e-Services portal (and by email) but the same notices will also be available for immediate viewing for any authorized user within the Social Security Administration.
    This includes the following columns:

  • Notice Date
  • Notice Type
  • Notice Reason
  • Notice Message
  • Dormancy Details

    Figure-193: Interact Compensation and Payroll

    Figure 193: Employer Electronic Record – Dormancy Details

    It is important for the Social Security Administration to be able to track the status of all Employers and determine whether a certain Employer is still Active or whether they have become Inactive or Dormant. If the Employer’s status changes Dormant, it will show in the Employer- Dormancy Details Tab with Start and End Date so there is a clear record on when the status changed and for which period.

    Arrears Details

    Figure-194: Interact Compensation and Payroll

    Figure 194: Employer Electronic Record – Arrears Details

    In order for Collection Officers to be able to manage Accounts Receivables from Employers, it is important that they have easy access to summary and detail information regarding all Arrears information for an Employer
    The Arrears Details tab contains the following columns:

  • SL Number
  • Employer Number
  • Arrear Amount
  • Date of Arrears
  • Due Interest on Arrears
  • Arrears Penaltiesv
  • Audits

    Figure-195: Interact Compensation and Payroll

    Figure 195: Employer Electronic Record – Audits

    With Compliance being a key responsibility of the Social Security Administration, there is an entire Compliance Management module in Interact SSAS. This is where you will manage the various types of Audits, Audit Scopes, Legal Actions and Court Cases which may result from Non-Compliance.

    The summary of the Audits which have been conducted for a particular Employer will be listed in the above tab which is readily available under the Employer Electronic Record.

    You can find the following searchable columns there:

  • Audit Number
  • Audit Year
  • Audit Period
  • Region
  • District
  • City
  • Audit Officer ID
  • Audit Officer Name
  • Audit Officer Phone Number
  • Number of Employees Assigned
  • Regions Assigned
  • Employer ID
  • Employer Name
  • Employer Contact Person
  • Contact Person Phone
  • Scheduled Audit Date
  • Scheduled Audit Start Time
  • From here, the detailed Audit Report with Findings will be available with the click of a button.

    Lawsuits

    Figure-196: Interact Compensation and Payroll

    Figure 196: Employer Electronic Record – Lawsuits

    If there are any Lawsuits which have been filed against the Employer due to Non-Compliance, the user in the Social Security Administration can view an immediate history of them online in the Employer Electronic Record. This will show:

  • Lawsuit Name
  • Employer Name
  • Lawsuit Year
  • Region District City
  • Additional information regarding the exact Lawsuits will be available in the Compliance module.

    Legal Actions

    Figure-197: Interact Compensation and Payroll

    Figure 197: Employer Electronic Record – Legal Action

    If any Legal Actions have been taken against the Employer, this information will be shown under the Legal Actions tab with the following detail columns:

  • Legal Action Number
  • Legal Officer ID
  • Legal Officer Name
  • Audit Number Filter
  • Region
  • District
  • City
  • Audit Officer
  • Audit Date
  • Audit Reason
  • Audit Status
  • Legal Action
  • Legal Action Date
  • Number of Legal Action Notices
  • First Legal Action Notice Date
  • Last Legal Action Notice Date
  • Status
  • Legal Action Notices

    Figure-198: Interact Compensation and Payroll

    Figure 198: Employer Electronic Record – Legal Action Notices

    The Legal Action Notices which will have been sent in relation to each Legal Action will be viewable to the authorized user at the Social Security Administration in the Employer Electronic Record, this includes:

  • Notice Number
  • Notice Date
  • Notice Type
  • Arrears Amount
  • Date of Arrears
  • Arrears Penalties
  • Date Sent to Employer
  • Status
  • Copy of Legal Action Notice
  • Individual Electronic Record

    The Employee Electronic Record consolidates all the information from across all Interact SSAS modules in one single location, the Employee Electronic Record. This multi-tab form provides the user with an immediate view of all critical summary information from all angles and all aspects related to social security on one particular Individual.

    If a user still needs further details after reviewing the summary information, they can view this by drilling down into the underlying transactions which generated the information itself or by running the applicable reports.

    The following tabs are included in the Employee Electronic Record:

    Figure-199: Interact Compensation and Payroll

    Figure 199: Employee Electronic Record – General

    The General Tab, covers the Employee’s Demographic Details such as Name, Mother’s Name, Address and Contact Information, various Social Security Numbers and Identification Numbers as well as a summary History of Contributions Details related data and attachments of supporting Documents.

    Dependents

    Figure-200: Interact Compensation and Payroll

    Figure 200: Employee Electronic Record – Dependents

    Since Dependent Information is critical information to capture and maintain in regards to social security matters, the next most important Tab in the Employee Electronic Record form is the Tab for Dependents. In this tab a summary is provided and the user can click on the record to drill down further and see more information. At the summary level, the following information is
    provided:

  • Dependent Social Security Number
  • Dependent Name
  • Dependent Date of Birth
  • Dependent Place of Birth
  • Dependent Age
  • Dependent Gender
  • Dependent Type
  • Living Situation
  • Spouses

    Figure-201: Interact Compensation and Payroll

    Figure 201: Employee Electronic Record – Spouses

    Current and Former Spouse information is available separately since a Spouse relationship may have other implications in a social security context. The system provides the following information:

  • Spouse Social Security Number
  • Spouse Name
  • Spouse Date of Birth
  • Spouse Place of Birth
  • Spouse Age
  • Spouse Gender
  • Spouse Nationality
  • Spouse Type
  • Marriage Date
  • Marriage Type
  • Marital Status
  • As mentioned above, if the user needs to see further details, they can click on the record and obtain the additional information associated with this record as shown below:

    Figure-202: Interact Compensation and Payroll

    Figure 202: Detail on Spouse

    Addresses

    Figure-203: Interact Compensation and Payroll

    Figure 203: Employee Electronic Record – Addresses

    An individual may have many addresses over a life-time and for various reasons a Social Security Administration may need to have the history of these Addresses available for consultation during investigations. Therefore, the address information is readily available in the Employee Electronic Record.
    You can find the following information by column:

  • Address Date
  • Home Address
  • City
  • State
  • Zip Code
  • PO BOX
  • Mailing Address
  • Mailing City
  • Mailing State
  • Mailing Zip Code
  • Mailing PO BOX
  • Status (Current/Old)
  • Employment History

    Figure-204: Interact Compensation and Payroll

    Figure 204: Employee Electronic Record – Employment History

    The data regarding Employment History of an Employee is updated automatically by the system, depending on the transactions processed in the system (i.e. Application to Register as Employee or an ESSRN filing by an Employer, etc.). The Employment History will show the following data:

  • Employer
  • Job
  • Employment Start Date
  • Employment End Date
  • Hourly Wage
  • Weekly Earning
  • Biweekly Earning
  • Monthly Earning
  • Quarterly Earning
  • Annual Earning
  • Employee Group
  • Pay Cycle
  • Total Social Security Contribution
  • Status
  • Job Status
  • Tenure From
  • Tenure To
  • Annual Insurable Earnings
  • Contributions

    Figure-205: Interact Compensation and Payroll

    Figure 205: Employee Electronic Record – Contributions

    The Contributions Tab will show all relevant information regarding Contributions made by or on behalf of an Employee. All of the information will automatically flow from the Contributions Filing and Payment Management module in Interact SSAS. The following information will be displayed:

  • Filing Type
  • Employer Name
  • ESSRN of the Employer
  • Contribution Return Filing Date
  • Contribution Return Period
  • Total Contribution Amount
  • Adjustment Made to the Filing
  • Insurable Earnings
  • Status
  • Benefit Claims

    Figure-206: Interact Compensation and Payroll

    Figure 206: Employee Electronic Record – Benefit Claims

    Benefit Claims which have been filed through the Employee’s e-Services (or were filed manually and entered by a user at the Social Security Administration), can be seen in a summary overview under the Employee’s Electronic Record so that the user has immediate access and insight into the summary. If further detail is required they can drill-down and view the underlying claim transaction.
    The Benefit Claims tab shows the following information:

  • Serial Number
  • Claim number
  • Claim Date
  • Benefit Entitlement Policy
  • Beneficiary Group
  • Claim Logged Office
  • Claim Processed Office
  • Claim Administrator
  • Claim Amount
  • Claim Statu
  • Accrued Credits

    Figure-207: Interact Compensation and Payroll

    Figure 207: Employee Electronic Record – Accrued Credits

    The Accrued Credits which are earned as a result of contributions paid into the social security system, will be shown in various reports but are also visible immediately on the Employee’s Electronic Record for any user who needs to be able to access this information.
    This form shows the following details regarding Accrued Credits:

  • ESSRN of the Employer
  • Employer Name
  • Filing Period
  • Processed Period
  • Accrued Credits Awarded
  • Accrued Credits Earned
  • Accrued Credits Total
  • Medical Visits

    Figure-208: Interact Compensation and Payroll

    Figure 208: Employee Electronic Record – Medical Visits

    Details on Medical Visits are captured in the system in order to justify various Medical Benefits, including Sickness Benefits, Maternity Benefits, Invalidity and/or Disability Benefits. For this reason, the diagnosis reported by a Healthcare Provider will be transmitted directly from the doctor to the Social Security Administration. If required, the information can be available on the Employee Electronic Record online with access to more detailed reporting for authorized users.
    The summary view includes:

  • Healthcare Provider
  • Visit Number
  • Visit Date
  • Visit Time
  • Visit Status
  • Diagnosis
  • Medical Benefit Required
  • Bank Details

    Figure-209: Interact Compensation and Payroll

    Figure 209: Employee Electronic Record – Bank Details

    This tab will display the Bank Accounts on record for the Employee, showing both Active and Inactive ones. The system lists the following columns:

  • Bank Name
  • Branch Name
  • Account Number
  • Account Name
  • Account Status
  • Certificate of Life

    Figure-210: Interact Compensation and Payroll

    Figure 210: Employee Electronic Record – Certificate of Life

    Certificates of Life are required for Pensioners to continue receiving their Pension. The system therefore keeps track of exactly which Certificate has been filed when and how it was verified. The details shown in the summary include the following:

  • Type
  • Pension Type
  • Claim Number
  • Not Later Than Month & Date
  • Not Later Than Year
  • Request Date
  • Status
  • Benefit Payments

    Figure-211: Interact Compensation and Payroll

    Figure 211: Employee Electronic Record – Benefit Payments

    Any Benefit Payments processed in the system will automatically be displayed in the Employee Electronic Record for easy reference of the user. The Benefit Payment details shown in the summary include the following:

  • Claim Number
  • Claim Date
  • Pay Cycle
  • Benefit Payment Period
  • Benefit Type
  • Benefit Payment Number
  • Benefit Payment Amount
  • Benefit Payment Method
  • Bank
  • Account Number
  • Social Security Number Change History

    Figure-212: Interact Compensation and Payroll

    Figure 206: Employee Electronic Record – Benefit Claims


    Figure 212: Social Security Number Change History
    The final tab in the Employee Electronic Record covers the Social Security Number Change History. This particular tab will show any changes which occurred to an individual’s Social Security Number and the records for it so that a user within the Social Security Administration who needs to quickly verify a related matter can view the summary in an instant.

    The system displays the following information:

  • SSNA Number
  • Social Security Number
  • Issued By
  • Issued Date
  • Reason for Changing SSN
  • Approval Status
  • Issuance Status
  • Beneficiary Electronic Record

    This form covers the main details for a Beneficiary, specifically the Claims and Payments of Benefits.

    The General tab provides details such as the:

  • Claimant Name
  • Claimant Social Security Number
  • Claim Number
  • Claim Date
  • Benefit Type
  • Benefit Effective date
  • First Payment Date
  • Last Payment Date
  • Last Payment Amount
  • YTD Payment Amount
  • Payment Cycle
  • Status
  • In addition, there are functions built-in that allow the Social Security Administration officer to Start/Restart, Stop or Suspend a Payment of a particular Benefit.

    Beneficiary Electronic Record – General

    Figure-213: Interact Compensation and Payroll

    Figure 213: Beneficiary Electronic Record – General

    Benefit Payments

    Figure-214: Interact Compensation and Payroll

    Figure 214: Benefit Payments

    In the same Beneficiary Electronic Record, you’ll find all summary information regarding Benefit Payments which have been released to the Beneficiary so far.
    You can find the following:

  • Claim Number
  • Claim Date
  • Benefit Type
  • Benefit Payment Number
  • Benefit Payment Amount
  • Benefit Payment Method
  • Bank Name
  • Beneficiary History

    Figure-215: Interact Compensation and Payroll

    Figure 215: Beneficiary History

    Finally, the Beneficiary History tab will provide additional details regarding all individual payments that have been released to the Beneficiary. This will include the following:

  • Pay Cycle
  • Payment Start Date
  • Benefit Entitlement Policy
  • Benefit Payment Amount
  • Benefit Payment Method
  • Payment Account
  • Payment Account Name
  • First Payment Date
  • Last Payment Date
  • Benefit Payment Stop Date
  • Benefit Suspension Date
  • Benefit Suspension Reason
  • Suspended By
  • Payment Stop Reason
  • Stopped By
  • Last Payment Amount
  • Beneficiary Status
  • The above is a general summary overview of a Beneficiary Electronic Record, but a more detailed record exists for Pensioners and Survivors as shown below.

    Pensioner Electronic Record

    Figure-216: Interact Compensation and Payroll

    Figure 216: Pensioner Electronic Record – General

    The General tab in the Pensioner Electronic Record provides the standard demographic details and Social Security Number of the Pensioner, including the Classification in Beneficiary Group and/or Employee Group and information about Social Security Credits Earned to Date.

    Dependents

    Figure-217: Interact Compensation and Payroll

    Figure 217: Pensioner Electronic Record – Dependents

    Since Dependent Information is critical information to capture and maintain in regards to social security matters, the next most important Tab in the Pensioner Electronic Record form is the Tab for Dependents. In this tab a summary is provided and the user can click on the record to drill down further and see more information. At the summary level, the following information is provided:

  • Dependent Social Security Number
  • Dependent Name
  • Dependent Date of Birth
  • Dependent Place of Birth
  • Dependent Age
  • Dependent Gender
  • Dependent Type
  • Living Situation
  • Spouses

    Figure-218: Interact Compensation and Payroll

    Figure 218: Pensioner Electronic Record – Spouses

    Current and Former Spouse information is available separately since a Spouse relationship may have other implications in a social security context. The system provides the following information:

  • Spouse Social Security Number
  • Spouse Name
  • Spouse Date of Birth
  • Spouse Place of Birth
  • Spouse Age
  • Spouse Gender
  • Spouse Nationality
  • Spouse Type
  • Marriage Date
  • Marriage Type
  • Marital Status
  • Figure-218: Interact Compensation and Payroll

    Figure 218: Pensioner Electronic Record – Addresses

    An individual may have many addresses over a life-time and for various reasons a Social Security Administration may need to have the history of these Addresses available for consultation during investigations. Therefore, the address information is readily available in the Pensioner Electronic Record.
    You can find the following information by column:

  • Address Date
  • Home Address
  • City
  • State
  • Zip Code
  • PO BOX
  • Mailing Address
  • Mailing City
  • Mailing State
  • Mailing Zip Code
  • Mailing PO BOX
  • Status (Current/Old)
  • Employment History

    Figure-219: Interact Compensation and Payroll

    Figure 219: Pensioner Electronic Record – Employment History

    The data regarding Employment History of a Pensioner is updated automatically by the system, depending on the transactions processed in the system (i.e. Applications to Register as Employee or an ESSRN filing by an Employer, etc.). The Employment History will show the following data:

  • Employer
  • Job
  • Employment Start Date
  • Employment End Date
  • Hourly Wage
  • Weekly Earning
  • Biweekly Earning
  • Monthly Earning
  • Quarterly Earning
  • Annual Earning
  • Employee Group
  • Pay Cycle
  • Total Social Security Contribution
  • Status
  • Job Status
  • Tenure From
  • Tenure To
  • Annual Insurable Earnings
  • Contributions

    Figure-220: Interact Compensation and Payroll

    Figure 220: Pensioner Electronic Record – Contributions

    The Contributions Tab will show all relevant information regarding Contributions made by or on behalf of the Pensioner while the Pensioner was still Employee. All of the information will automatically flow from the Contributions Filing and Payment Management module in Interact SSAS. The following information will be displayed:

  • Filing Type
  • Employer Name
  • ESSRN of the Employer
  • Contribution Return Filing Date
  • Contribution Return Period
  • Total Contribution Amount
  • Adjustment Made to the Filing
  • Insurable Earnings
  • Status
  • Benefit Claims

    Figure-221: Interact Compensation and Payroll

    Figure 221: Pensioner Electronic Record – Benefit Claim

    Any Benefit Claims in the lifetime of the Pensioner will be shown in the system here and can be viewed quickly for verification. Benefit Claims which have been filed through the former Employee’s e-Services (or were filed manually and entered by a user at the Social Security Administration), can be seen in a summary overview under the Pensioner’s Electronic Record so that the user has immediate access and insight into the summary. If further detail is required, they can drill-down and view the underlying claim transaction.
    The Benefit Claims tab shows the following information:

  • Serial Number
  • Claim number
  • Claim Date
  • Benefit Entitlement Policy
  • Beneficiary Group
  • Claim Logged Office
  • Claim Processed Office
  • Claim Administrator
  • Claim Amount
  • Claim Status
  • Bank Account

    Figure-222: Interact Compensation and Payroll

    Figure 222: Pensioner Electronic Record – Bank Account

    This tab will display the Bank Accounts on record for the Pensioner, showing both Active and Inactive ones. The system lists the following columns:

  • Bank Name
  • Branch Name
  • Account Number
  • Account Name
  • Account Status
  • Figure-223: Interact Compensation and Payroll

    Figure 223: Pensioner Electronic Record – Accrued Credits

    The Accrued Credits which are earned as a result of contributions paid into the social security system, will be shown in various reports but are also visible on the Pensioner’s Electronic Record for any user who needs to be able to access this information.
    This form shows the following details regarding Accrued Credits:

  • ESSRN of the Employer
  • Employer Name
  • Filing Period
  • Accrued Credits Total
  • Survivor Electronic Record

    Figure-224: Interact Compensation and Payroll

    Figure 224: Survivor Electronic Record – General

    The Survivor is also a unique type of Beneficiary for which the relationship and details of the Deceased Worker need to be documented in addition to the demographic and other details of the Survivor.
    The General tab contains the following key information:

  • Deceased Worker Social Security Number
  • Deceased First Name
  • Deceased Middle Name
  • Deceased Last Name
  • Deceased Date of Death
  • Survivor Social Security Number
  • Survivor First Name
  • Survivor Middle Name
  • Survivor Last Name
  • Survivor Maiden Name
  • Survivor Other Name
  • Survivor Date of Birth
  • Survivor Place of Birth
  • Survivor Country of Birth
  • Survivor Age
  • Survivor Type
  • Survivor Nationality
  • Survivor Status
  • Survivor Beneficiary Group
  • Survivor Phone Number
  • Relation with Deceased Worker
  • Survivor Email Address
  • Dependents

    Figure-225: Interact Compensation and Payroll

    Figure 225: Survivor Electronic Record – Dependents

    Since Dependent Information is critical information to capture and maintain in regards to social security matters, the next most important Tab in the Survivor Electronic Record form is the Tab for Dependents. In this tab a summary is provided and the user can click on the record to drill down further and see more information. At the summary level, the following information is provided:

  • Dependent Social Security Number
  • Dependent Name
  • Dependent Date of Birth
  • Dependent Place of Birth
  • Dependent Age
  • Dependent Gender
  • Dependent Type
  • Living Situation
  • Spouses

    Figure-226: Interact Compensation and Payroll

    Figure 226: Survivor Electronic Record – Spouses

    Current and Former Spouse information is available separately since a Spouse relationship may have other implications in a social security context. The system provides the following information:

  • Spouse Social Security Number
  • Spouse Name
  • Spouse Date of Birth
  • Spouse Place of Birth
  • Spouse Age
  • Spouse Gender
  • Addresses

    Figure-227: Interact Compensation and Payroll

    Figure 227 Survivor Electronic Record – Addresses

    An individual may have many addresses over a life-time and for various reasons a Social Security Administration may need to have the history of these Addresses available for consultation during investigations. Therefore, the address information is readily available in the Survivor Electronic Record.
    You can find the following information by column:

  • Address Date
  • Home Address
  • City
  • State
  • Zip Code
  • Mailing Address
  • Status (Current/Old)
  • Employment History

    Figure-228: Interact Compensation and Payroll

    Figure 228: Survivor Electronic Record – Employment History

    The data regarding Employment History of an Survivor is updated automatically by the system, depending on the transactions processed in the system (i.e. Application to Register as Employee or an ESSRN filing by an Employer, etc.). The Employment History will show the following data:

  • Employer
  • Job
  • Employment Start Date
  • Employment End Date
  • Hourly Wage
  • Weekly Earning
  • Biweekly Earning
  • Monthly Earning
  • Quarterly Earning
  • Annual Earning
  • Employee Group
  • Pay Cycle
  • Total Social Security Contribution
  • Status
  • Job Status
  • Tenure From
  • Tenure To
  • Annual Insurable Earnings
  • Benefit Claims

    Figure-229: Interact Compensation and Payroll

    Figure 229: Survivor Electronic Record – Benefit Claims

    Benefit Claims which have been filed through the Survivor’s e-Services (or were filed manually and entered by a user at the Social Security Administration), can be seen in a summary overview under the Survivor’s Electronic Record so that the user has immediate access and insight into the summary. If further detail is required they can drill-down and view the underlying claim transaction.

    The Benefit Claims tab shows the following information:

  • Serial Number
  • Claim number
  • Claim Date
  • Benefit Entitlement Policy
  • Beneficiary Group
  • Claim Logged Office
  • Claim Processed Office
  • Claim Administrator
  • Claim Amount
  • Claim Status
  • Certificate of Life

    Figure-230: Interact Compensation and Payroll

    Figure 230: Employee Electronic Record – Certificate of Life

    Certificates of Life are required for Pensioners and those receiving a Survivor’s Pension to continue receiving their Pension. The system therefore keeps track of exactly which Certificate has been filed when and how it was verified. The details shown in the summary include the following:

  • Type
  • Pension Type
  • Claim Number
  • Not Later Than Month & Date
  • Not Later Than Year
  • Request Date
  • Status
  • Benefit Payments

    Figure-231: Interact Compensation and Payroll

    Figure 231: Employee Electronic Record – Benefit Payments

    Any Benefit Payments processed in the system will automatically be displayed in the Beneficiary Electronic Record for easy reference of the user. The Benefit Payment details shown in the summary include the following:

  • Claim Number
  • Claim Date
  • Pay Cycle
  • Benefit Payment Period
  • Benefit Type
  • Benefit Payment Number
  • Benefit Payment Amount
  • Benefit Payment Method
  • Bank
  • Account Number
  • Login Details

    Figure-232: Interact Compensation and Payroll

    Figure 232: Survivor Electronic Record – Login Details

    In the Login Details, an authorized user can manage the user credentials for the Survivor so the Survivor can access the e-Services Portal.

    E-Services

    Interact SSAS is a portal application which manages all aspects of a Social Security Administration’s business operational needs. Through its online services (“e-Services”), all stakeholders can access all functionality relevant for them so they have access to the services of the Social Security Administration, 24 hours a day, 7 days a week.

    Depending on their exact profile and role in the system, different users will have different access. The access to e-Services starts with an e-Services Access Request and once the access has been approved, the user can log into their e-Services and see a history of transactions, initiate new transactions or message with the Social Security administration.

    e-Services are available for:

  • Employers
  • Individuals
    • Employees
    • Self-Employed
    • Voluntary Contributors
    • Survivors
  • Courts
  • e-Services Registration
    In order to obtain access to e-Services, users will need to be registered and obtain their user credentials for secure access.
    Registering for e-Services can be done on the main portal and will differ depending on the type of access a user requests, which is tied to their user profile.
    Users will fill in the required form, attach any mandatory supporting documents and submit the Access Request.
    Once this Access Request has been received by the Social Security Administration, it will be processed and user credentials can be issued.

    Figure-233: Interact Compensation and Payroll

    Figure 233: e-Services Registration General Form

    Figure-234: Interact Compensation and Payroll

    Figure 234: e-Services Registration for Individuals

    Individuals can register for e-Services either as employees, self-employed, voluntary contributors or survivors.
    In each case the content of the registration form will be different as the information required to grant them this status differs too.

    The applicant will be able to attach any mandatory documentation to ensure that all information needed by the authority is available.

    Figure-235: Interact Compensation and Payroll

    Figure 235: Employer e-Services Access Request

    Employers can also register for e-Services so they can dramatically reduce their administrative workload by handling all their work with the Social Security Administration online and benefiting from the seamless integration of all the modules so that minimal data-entry is required for any process they are involved in.

    Individual e-Services

    Figure-236: Interact Compensation and Payroll

    Figure 236: Employee e-Services

    In the above figure we can see the e-Services access for a regular employee. You can see that they can access Messages from the Social Security Administration, see all their Actions History and view all Applications that have been processed or are pending.

    Figure-237: Interact Compensation and Payroll

    Figure 237: Employee e-Services – Applications for Registration

    All important registration options are available in the employee e-Services portal. Including the following:

  • Application for Registration as an Employee
  • Application for a Social Security Number
  • Registration Information Change Requests
  • These are further shown below:

    Application for Registration as an Employee

    Figure-238: Interact Compensation and Payroll

    Figure 238: Application for Registration as an Employee

    The above Application shows the form to register an Employee with an Employer, initiated by the Employee themselves. All necessary information is there. The system will auto-populate what is already known about the Employee and the Employee can just fill in the blanks and select the name of the Employer before entering details about the Job Title, Starting Date, Salary and Pay Frequency.
    This form will then be routed instantly to the Employer for further review in their e-Services before it goes to the Social Security Administration. No-one will have to re-enter any of the data once the Employee has entered it once.

    Application for a Social Security Number

    Figure-239: Interact Compensation and Payroll

    Figure 239: Application for Social Security Number

    The above application can be used to request a SSN directly by an individual or it will be generated and filled in automatically by the system once an individual applies to be registered with an Employer.

    Registration Change Request

    Figure-240: Interact Compensation and Payroll

    Figure 240: Information Change Request

    If an individual finds that any of their information on record with the Social Security Administration is incorrect, they can submit a request for Information Change. Changes can be requested for different purposes, the standard ones include:

  • Name Correction due to Spelling Error or Other
  • Name Change due to Marriage
  • Name Change due to Divorce
  • Name Change due to Deed Poll
  • Change in Mailing Address or Phone Number
  • Date of Birth Correction
  • Place of Birth Correction
  • For each of the above reasons, the dynamic form will change and display the relevant fields to be corrected.

    Figure-251: Interact Compensation and Payroll

    Figure 251: Individual Profile – Bank Details


    The Bank Details tab will list all Bank Details information for Bank Accounts associated with this Individual and allows the user to drill down in the information to see further details and verify accuracy.

    Figure-252: Interact Compensation and Payroll

    Figure 252: Individual Profile – Certificate of Life


    The Certificate of Life tab will list all Certificate of Life information associated with this Individual and allows the user to drill down in the information to see further details and verify accuracy.

    Figure-253: Interact Compensation and Payroll

    Figure 253: Individual Profile – Benefit Payments


    The Benefit Payments tab will list all Benefit Payments historical information associated with this Individual and allows the user to drill down in the information to see further details and verify accuracy.

    Figure-254: Interact Compensation and Payroll

    Figure 254: Grievance Submission


    A Grievance Submission form can be used by an Individual to submit any type of Grievance and describe the issue in detail. The system will route the Grievance to the appropriate user in the Social Security Administration and then allow the authorized users to review the Grievance and determine the course of action.
    Notification of action can be done by email, text message or phone.

    Figure-255: Interact Compensation and Payroll

    Figure 255: Education Institution Declaration


    Confirmation of Enrolment at an Educational Institution will be submitted by schools in order for students to continue to qualify for Survivor Pensions when applicable. In such cases, the original form can be submitted on paper and then recorded by an authorized user in the Social Security Administration so that the Individual’s record will be properly flagged as updated with the Education Institution Declaration and the Individual can continue to receive their benefits.

    Figure-256: Interact Compensation and Payroll

    Figure 256: Representative Payee Application


    Representative Payee Applications are used to nominate another person (a third party) to receive benefits on behalf of an Individual, usually due to the Individual temporarily or permanently lacking access to a Bank Account, or being legally declared unfit to handle financial matters.

    The Representative Payee Application can be submitted online by the Individual or in paper hardcopy form and then recorded in the system for processing purposes.

    Figure-257: Interact Compensation and Payroll

    Figure 257: Benefit Claim Application

    One of the main uses of the e-Services will be for Individuals to be able to submit Benefit Claims online so that such claims can be easily processed without the need for data-entry by the Social Security Administration.

    Benefit Claims forms are dynamic and will capture the data relevant for the particular type of Benefit Claim as well as the mandatory Supporting Documents associated with the particular type of Benefit that is being claimed.

    Once the Individual submits the Claim, it will automatically be routed to the appropriate user in the Social Security Administration and processed by them.

    The Individual will be able to track the status of their Benefit Claim throughout the entire cycle.

    Figure-258: Interact Compensation and Payroll

    Figure 258: Sickness/Maternity Benefit Claim


    Figure 258: Sickness/Maternity Benefit Claim

    For unique types of Benefit Claims, such as Sickness and Maternity benefits, the system can present custom forms which are specifically developed based on a country’s standard method of processing such Benefit Claims.

    The Sickness or Maternity Benefit claim will be routed to the appropriate user in the Social Security Administration as per the configured workflow.

    Depending on the laws and regulations in effect, it may be a mandatory requirement for a Sickness or Maternity Benefit claim to be accompanied by a Medical Certificate. This can be achieved by allowing Medical Practitioners to submit their Diagnosis with any other necessary information to justify the request for a Medical Benefit.

    Figure-259: Interact Compensation and Payroll

    Figure 259: Medical/Patient Visit


    The Medical or Patient Visit form captures all necessary information to allow the Social Security Administration to subsequently process the Medical Benefit Claim.

    Figure-260: Interact Compensation and Payroll

    Figure 260: Age Benefit Application Form


    Another unique benefit application is the Application for an Age Benefit. This form is again specific to a particular country’s laws and regulations pertaining to Age Benefits. All information will be captured in this form so that the entire Benefit Claim process can be managed with the data which is submitted in this process.

    Figure-261: Interact Compensation and Payroll

    Figure 261: Certificate of Life and Receipt of Pension

    Similar to Educational Institution Declarations, Individuals may need to provide a Certificate of Life as proof of life to continue to automatically receive their Pensions. The form can be submitted as a hardcopy form and entered by the Social Security Administration or it can be submitted online through the e-Services.

    Figure-262: Interact Compensation and Payroll

    Figure 262: Survivor’s Benefit Application Form

    A Survivor’s Benefit Application will allow Survivors to claim their Survivor Benefit through the e-Services portal. The majority of the data will be auto-populated by the system based on what’s already known about the Survivor.

    Employer e-Services

    Employers will be able to conduct all transactions which they normally would do with the Social Security Administration using the e-Services portal for Employers.

    This includes:

  • Employer Social Security Registration Number Applications
  • Employer Identification Number Registration
  • Contribution Filing
  • Contribution Payment
  • Refund Requests
  • Employee Registrations
  • Messaging
  • Penalties Management
  • The module is seamlessly integrated with all other modules in Interact SSAS so that minimal to no data-entry is required.

    Figure-263: Interact Compensation and Payroll

    Figure 263: Application of Registration as an Employer

    Once an Employer has received access to the e-Services portal, they can do the Registration as an Employer for which they will receive an Employer Social Security Registration Number or ESSRN. This ESSRN Application Form will contain information about the company’s owners, banking information and details about the initial Employees already employed by this Employer.

    Once the ESSRN application is submitted it will be routed automatically to the Social Security Administration for processing. There the authorized user will issue an ESSR Number for the Employer. All data included in the ESSRN Application, such as owner information, banking information and all Employees listed under the Employer, will automatically be updated in the system and associated with the employer where relevant without the need for any data-entry.

    Figure-264: Interact Compensation and Payroll

    Figure 264: Application for Registration as an Employee

    Employers will receive the Applications for Registration as an Employee which are filled in and submitted by their new employees through their new Employees’ e-Services. All the Employer needs to do is to review and then Post the Application so it will be sent on to the Social Security Administration and is processed.

    Figure-265: Interact Compensation and Payroll

    Figure 265: Claim for Sickness or Maternity Benefit

    Claims for Sickness or Maternity Benefits will be routed via the Employer, if applicable based on the local laws and regulations, so that the Employer can confirm the Employee’s Last Day of Work before the Sickness Claim and the Employer can also indicate if any particular amounts were paid to the Employee already during the Period of Sickness (Period of Incapacity) which may result in the Social Security Administration needing to either Refund the Employer or reduce the Sickness Benefit paid to the Employee.

    Figure-266: Interact Compensation and Payroll

    Figure 266: EIN Application

    An Employer Identification Number application can be submitted online through the Employer’s e-Services. Similar to the ESSRN Application process, it will capture information regarding the employer’s ownership structures, including shareholders and officers, as well as details about affiliated entities and other details.

    Once the EIN Application has been submitted and is processed by the Social Security Administration, the system will update all records for the Employer with the submitted details and the user can submit an Employer Identification Number which can be used for all transactions with the Social Security Administration.

    Figure-267: Interact Compensation and Payroll

    Figure 267: Contribution Filing

    One of the key benefits of e-Services for Employers is that all Salary & Contribution Filing can be done online and that this requires minimal effort on the side of the Employer since all data already known to the system in terms of Employees, Employee Classification, Salary, Contribution Rate etc., is automatically populated by the system and all that is required is for the employer to review, edit for exceptions and submit the Contribution Filing as is.

    Figure-268: Interact Compensation and Payroll

    Figure 268: Contribution Refund Request

    Employers may also want to choose to request a Contribution Refund in case they accidentally overpaid Contributions for a specific Employee due to a clerical error or for any other reason. The system will allow the Employer to report the correct Contributions due and the system will then automatically calculate the difference between the Contributions actually paid and those which should have been paid.

    Any Refunds that are calculated and approved as a result of this process can either be credited to the Employer’s account or be paid to their bank account or issues via check.

    Figure-269: Interact Compensation and Payroll

    Figure 269: Contribution Adjustment Request – General

    Figure-270: Interact Compensation and Payroll

    Figure 270: Contribution Adjustment Request – Employees

    If an adjustment is needed after a Contribution Filing has already been processed and gone through Final Processing, then the system allows the Employer to submit the details regarding the correct Contributions for any particular Contribution Filing Period and it will then calculate the resulting adjustment required. The resulting Adjustment will automatically be applied to any future Contribution Filing for the same Employee to ensure that the Employee’s Contributions are accurate in the aggregate.

    Figure-271: Interact Compensation and Payroll

    Figure 271: Contribution Return Filing Import


    Contribution Returns can also be imported for Employers who have many exceptions and do not want to manually edit exceptions for employees’ whose salaries may vary each month due to overtime or other reasons. In such cases, the employer can export the data from their existing payroll system and import it in a specific format on their e-Services portal without having to manually key in any data.

    Figure-272: Interact Compensation and Payroll

    Figure 272: Contribution Return Filing Penalties


    In case the Employer incurred any penalties due to late filing of Contribution Returns, these will be shown in the e-Services portal so the employer can view the details about the Penalties and pay them if they have not been paid.

    Figure-273: Interact Compensation and Payroll

    Figure 273: Tax Payment Penalties


    Similar to the Penalties which are applied due to Late Filing, there are also Penalties which may be applied due to Late Payment of Contributions. Such Penalties will be shown in the e-Services portal for the Employer to review and settle if they are not yet settled.

    Figure-274: Interact Compensation and Payroll

    Figure 274: Change Password


    If an Employer wants to change their Password for accessing the e-Services account, they can do so themselves by using the Change Password feature in the e-Services portal.

    Figure-275: Interact Compensation and Payroll

    Figure 275: Reinstatement Request


    Employers who have had their status change to Dormant, Suspended or Inactive, can ask to be Reinstated, based on the rules and regulations in place and send their request online through e-Services.

    Figure-276: Interact Compensation and Payroll

    Figure 276: Messages


    Employers can communicate with the Social Security Administration through the online Messaging capability which will track all Messages and their responses.

    Figure-277: Interact Compensation and Payroll

    Figure 277: Employer Profile– General


    Employers can also access their own Employer Profile or Employer Electronic Record, and there they can find extensive information on all their transaction history with the Social Security Administration. This includes the following items which are all further described in the figures below.

  • General Details
  • ESSRN Application
  • Employees
  • Contribution Returns
  • Contribution Payments
  • Bank Account
  • Penalties
  • Contribution Liabilities
  • Notices
  • Dormancy Details
  • Arrears Details
  • Audits
  • Court Orders
  • Lawsuits
  • Legal Actions
  • Legal Action Notices
  • Figure-278: Interact Compensation and Payroll

    Figure 278: Employer Profile– ESSRN Application


    ESSRN Application will remain on file and available for viewing by the Employer as well as the Social Security Administration. The user can view the summary at once and see the details and the entire original application by clicking on the View button.

    Figure-279: Interact Compensation and Payroll

    Figure 279: Employer Profile- Employees


    A listing of all Employees associated with the Employer is available in the Employer Electronic Record, including all key essential information to identify the employee.

    Figure-280: Interact Compensation and Payroll

    Figure 280: Employer Profile– Contribution Return


    All prior Contribution Returns are available on the Employer Electronic Record so the Employer will always have the ability to go back and review records for any reason. The summary is shown in the rows in the figure above, and the detail can be obtained by clicking on the View button.

    Figure-281: Interact Compensation and Payroll

    Figure 281: Employer Profile- Contribution Payments


    All information regarding prior Contribution Payments is available so the Employer can check history any time required, and can drill down into detail by clicking on the View button.

    Figure-282: Interact Compensation and Payroll

    Figure 282: Employer Profile– Bank Account


    This tab shows all Bank Accounts which are associated with the Employer, so the Employer is always clear about which Bank Accounts the Social Security Administration will be using for any direct deposits that are to be done to an Employer’s Account. If multiple accounts are on record, they will all be shown.

    Figure-283: Interact Compensation and Payroll

    Figure 283: Employer Profile– Penalties


    A history of assessed Penalties will be available under this tab so that the Employer can investigate themselves if necessary to find out the details.

    Figure-284: Interact Compensation and Payroll

    Figure 284: Employer Profile– Dormancy Details


    Status changes of Employers, including Dormancy Status, will be tracked and retained for review at any time, and all history will be shown in the Employer Electronic Record.

    Figure-285: Interact Compensation and Payroll

    Figure 285: Employer Profile– Audits


    Employers can see the record of Audits which have taken place, as well as the official findings of those Audits.

    Figure-286: Interact Compensation and Payroll

    Figure 286: Employer Profile– Lawsuits

    A history of all Lawsuits related to the Employer is available on the Employer Electronic Record.

    Figure-287: Interact Compensation and Payroll

    Figure 287: Employer Profile– Legal Action


    A history of all Legal Actions taken against the Employer will be shown on the Employer Electronic Record.

    Figure-288: Interact Compensation and Payroll

    Figure 288: Employer Profile– Legal Action Notices

    All Legal Action Notices are available on the Employer Electronic Record.

    Voluntary Contributor e-Services

    Figure-289: Interact Compensation and Payroll

    Figure 289: Voluntary Contributor e-Services

    Voluntary Contributors have their own personalized e-Services Access which gives them the ability to File their Contributions as per the rules applicable to Voluntary Contributors, and allows them submit Representative Payee Information, Bank Account Information and other options.

    Reporting

    Interact SSAS comes with countless reports and KPIs to enable the Social Security Administration to more effectively manage its operations and financial responsibilities. These reports include powerful audit reports to see which changes were made when and by who, comparison reports to find possible errors and spot non-standard changes in contributions or payments, and many reports to give a clear insight into the data that is being maintained by the SSA.

    The following are some of the reports that will be produced by the system (each come with many parameters and filters and granular access control to manage confidentiality and all reports can be exported to Word, Excel and PDF):

    • Benefit Claims Report
    • Summary Of Claims Logged-Office
    • Sickness Benefit Approaching 156 days Report
    • Social Security Benefit Payment Report
    • Social Security Benefit Payments by Claim Type
    • Social Security Benefit Payments Claim Summary
    • Summary of Pensions Report
    • Summary Of Claims Processed-Office
    • Claims Allowed Below Minimum Payment
    • Early Retirement Claims Report
    • Survivors No Longer Be Eligible for Pension
    • Survivors Attaining Ineligibility Age
    • Reciprocal Pensions
    • Earnings Statement Insured Person
    • Social Security Benefit Payments Register
    • Social Security Benefit Payments Check Register
    • Social Security Benefit Payments Payee Register
    • Lodgment Check Listing
    • Lodgment Deposit Listing
    • Beneficiaries Status Report
    • Survivor Children whose Benefit Cycle has been Completed
    • Survivor Pension with One year Payment
    • Survivor benefits Approaching 156 Days
    • Sickness Benefit Claimants Age 60 and Above
    • Invalidity Pensioners Attaining Pensionable Age
    • Age Claim Received but not Processed as Retirement Age
    • Survivor Claims when eldest Child Payment has been Completed
    • List of Pensioners on Roll as at Date
    • Invalidity Pensioners Medical Review Dates
    • Registration Reports

    • Listing of all Deceased Insured Persons
    • Listing of all Deceased Insured Persons – by Name
    • Listing of all Deceased Insured Persons – By SSN
    • Registration of Employers – Statistical Data
    • Registration of Insured Person – Statistical Data
    • Contribution Reports

    • Unbalanced Schedules
    • Suspense person by Employer
    • Productivity Listing of Contribution Detail
    • Productivity Listing of Contribution Summary
    • Employers Reconciliation Statement – Summary
    • Employers Reconciliation Statement – Detail
    • List of Employees who Paid Contributions as both SE and IP
    • Persons attaining XXX Years XX Months between FROM TO
    • Insured Persons in Receipt of Age/ validity Benefit
    • Contribution Schedule Status
    • List of Unspotted Schedules
    • Insured Population Earnings by Gender Over the Last 10 Years
    • Report of Contribution Paid by Employers over Last 12 Months
    • Active Insured Populations by Migration
    • Active Insured Populations By Marital Status-Migration-Education
    • Total Gross Wages and Salaries for each Establishment
    • Total Gross Wages and Salaries by Occupation Codes
    • Earnings Statement Insured Person
    • Number of Employers by Occupational Codes
    • List of Employers by Location Code
    • Social Security Contribution Filing register
    • Social Security Contribution Payments register
    • Collections Variance Report
    • Average Weekly Earnings of Total Active Insured
    • Statistical Reports

    • Injury Benefits Statistical Report
    • Density Factors of Active Insured by Age and Sex
    • Registration Statistical Report
    • Active Insured by Sector
    • Legal, Arrears and Compliance Reports

    • Delinquent Employers Status Aging Report As At Date.
    • Employers Determined to be Inactive or Dormant Report
    • Employers with Debts Report
    • Payments by Delinquent Employers
    • Employers Missing Payments
    • Employers Missing Payments Report (Employers Who Paid At Least One Month)
    • Employer’s Contribution History Statement
    • Dormant Employers by Quarter
    • Performance of All Delinquent Employers in an inspectors Collection Area
    • Employees by Employer by Month
    • Employers Arrears Listing Report
    • Employer Arrears List Summary Report
    • Legal Action Notices by Employer Reports
    • Employers Contributions Arrears /Payable
    • Lawsuits by Employer
    • Audit Schedule Report
    • Audit Findings by Employer
    • Audit Actions by Employer
    • Consolidated Insured Person Earnings Statement
    Figure-290: Interact Compensation and Payroll

    Figure 290: Claims and Benefit Reports – Benefit Claims Report

    Figure-291: Interact Compensation and Payroll

    Figure 291: Claims and Benefit Reports – Social Security Benefit Payment Report

    Figure-292: Interact Compensation and Payroll

    Figure 292: Registration Reports – Listing of all Deceased Insured Persons

    Figure-293: Interact Compensation and Payroll

    Figure 293: Registration Reports – Registration of Employers – Statistical Data

    Figure-294: Interact Compensation and Payroll

    Figure 294: Contribution Reports – Social Security Contribution Payments register

    Figure-295: Interact Compensation and Payroll

    Figure 295: Contribution Reports – Employers Reconciliation Statement – Detail

    Figure-296: Interact Compensation and Payroll

    Figure 296: Statistical Reports – Registration Statistical Report

    Figure-297: Interact Compensation and Payroll

    Figure 297: Statistical Reports – Active Insured by Sector – Statistical Report

    Figure-298: Interact Compensation and Payroll

    Figure 298: Legal, Arrears and Compliance Reports – Consolidated Insured Person Earnings Statement

    Figure-299: Interact Compensation and Payroll

    Figure 299: Legal, Arrears and Compliance Reports – Employers Arrears Listing Report

Interact Human Resources Management System

Interact Human Resources Management System is an integrated Human Capital Management System that is architected and engineered as a pure Web Based Technology that comprises more than sixty (60) integrated Recruitment, HR, Time and Leave Management, Compensation and Payroll, and Talent Management applications. Interact HRMS can be deployed in the client server(s) using LAN and WAN, as SaaS, or Cloud. Interact HRMS can also function as standalone HRMS applications or integrated with commercially available ERP solutions through Web Services or our own Open Inter-Application Communication Framework.

We believe that today’s global markets require global solutions and we therefore invest heavily in ensuring that our products can be deployed and used globally. Our HRMS applications and supporting middleware technology are architected and designed for the global market and are I18N and L10N Compliant.Our flagship product, Interact©, provides a full range of comprehensive software solutions in support of job classification, recruitment management, position budgeting, employment/hiring, contracting and hiring, leave management, attendance tracking, training, performance appraisal, manpower planning, compensation management, payroll and other HR business processes, with seamless integration with a number of ERP systems including SAP, Oracle, JD Edwards, Sage ERP, MS Dynamics GP, AX, NAV and SOL, and others. Interact is fully Web based application developed as a Rich Internet Application (RIA) that supports multiple databases and operating systems to give our clients the freedom of choice.Our HRMS solutions are constantly evolving to meet the changing needs of our customers globally. Interact HRMS Suite includes the following integrated applications:

  • iOrganization – Organization Management
  • iJob – Job Classification
  • iRecruitment – Recruitment Management
  • iOnboarding – On-Boarding
  • iContracting – Employee Hiring and Contracting
  • iLeave – Leave Management
  • iFMLA – FMLA Planning and Enrollment
  • iTime – Time and Attendance Management
  • iClock – Time and Attendance Clock
  • iPay – Compensation and Payroll
  • iBenefit – Benefit Planning and Enrollment
  • iExpense – Employee Travel and Expense Management
  • iActions – HR Actions
  • iEmployee – Employee Electronic Record
  • iHealth – Health and Safety
  • iDisciplinary – Disciplinary Actions
  • iCompetencies – Competencies Management
  • iTrain – Training and Learning Management
  • iPerformance – Performance Management
  • iCareer – Career Planning
  • iAssets – Assets Management
  • iGrants – Grants and Funds Management
  • iESS – Employee-Self Service
  • iOrg – Organization Unit Self Service
  • iHR – HR Self-Service
  • iPolicies – HR Policies Publishing
  • iWorkflow – Workflow Management
  • iWebServices – External HR-XML Interface Web Services

The Interact HRMS applications are fully integrated and use one central database. The integration is achieved through:

The Holistic and Layered architecture of Interact HRMS that includes a mid-layer framework that implements a set of Business Objects that are used by all interact HRMS applications.

  • A backend layer of the Interact HRMS Architecture that implements a Database Access Framework that is used by all Interact HRMS applications to interact with a single centralized database.
  • A User Interface (UI) layer of the Interact HRMS Architecture that implements a UI Framework that is used by all Interact HRMS applications
  • The Integration of Interact HRMS applications is inherent in the Holistic Architecture of the system as shown in figure-1:

Figure-2: Interact HRMS Architecture

Figure-1: Interact HRMS Architecture

Mobile Apps

Figure-01: Interact Compensation and Payroll Figure-02: Interact Compensation and Payroll Figure-03: Interact Compensation and Payroll

Interact HRMS Employee Self Service applications can also be accessed through Smart Phones on iOS or Android devices. These applications support the same functionality as available in Interact HRMS Employee and Manager Self Service which means that Employees & Managers can perform various functions online:
– Request and Approve Leave
– Perform Performance Management Tasks
– Request Training Registration
– Clock In or Clock Out for Project/Client/Activity
– View Payslips
– View and Approve Timesheets
– Submit Ideas & Suggestions
– Submit Progress Reports
– Confirm Acceptance of an Event Invitation
– Read Company News Announcements
– Confirm Attendance to a Meeting
– View or Update a CV/Resume
– Update or Create a new To Do List…

Note that in order to use the functionality of the Employee Self Service, the underlying Interact HRMS module must be deployed also. For example, in order to use Leave Requests online, the Interact HRMS Leave Request module should be deployed with all the rules and policies which will govern the handling of these Leave Requests.

Intuitive Web Based Interface

Figure-03: Interact Compensation and Payroll

Figure 1: Welcome & Login Screen

The Welcome & Login screen is the single point of entry where all users, both internal and external, will login to access the application. This applies to employees, managers, applicants, department heads, HR staff, external recruiters, clients, and anyone else to get access to their self service needs or the functions and features they need to perform their job duties.

Figure-02

Figure 2: Employer Desktop


This Employer Desktop shows the full view of what HR Administrators or other users processing transactions in HR can access all from one single page. The screen is divided in multiple areas where on the left you can save your favorites (giving you one-click access to any favorite function in the system), you can also see immediately any pending activities requiring action through workflow and you can view KPIs both in table and graphical format. In addition, the user can access all 85 modules and all forms and reports from this screen by simple entering the relevant keyword in the menu search which will bring them directly to the required screen. The intuitive interface ensures there’s no need for scrolling through lengthy lists of menus and the user will quickly become familiar with this browser based interface which is 100% consistent across all the applications of Interact HRMS.

Figure-03

Figure 3: Employee Self Service


Employee Self Service is designed in the same intuitive manner as all Interact HRMS modules, it is the area where employees will access all functions that are relevant for them, inquiry about information, request services from HR, perform their duties in case they have to approve/review something, communicate with other employees or departments and ensure they are aware of new policies, events, news, announcements and assignments which have been given to them.

Figure-04

Figure 4: KPI Dashboards


Interact HRMS’s powerful KPI Dashboards give the user an immediate view of the full scope of activities that are happening from an HR perspective. Depending on the main functional area which the user chooses, the context-specific KPIs and graphs will appear together with the most recent transactions which took place in this functional area.

Interact HRMS Application Functionality Overview

Budgeting, Recruiting, Hiring and Onboarding

1. Position Budgeting and Control

Figure-05

Figure 5: Position Budget Worksheet


Position Budgeting and Control is an Interact HRMS application that supports Position Budget and Control within any organization. The functionality provided by Position Budgeting and Control will enable those organizations that manage manpower based on a specific Position Budget/Manpower Plan to streamline the position budgeting and reporting process. Under the Position Budgeting Model of an HR operation, a department (organization unit) in an organization cannot hire an employee unless there is a vacant position in its budget. The position budget is decided/prepared at the beginning of each Fiscal Year by having the Organization Unit Heads fill in Position Worksheets which are then consolidated by the system for Review and Approval by Finance and HR. Once the Position Budget of an Organization Unit is approved, the Position Slots can be created and routed for Approval. Position Slots can be defined with all Compensation elements including Earnings, Allowances, Benefits, Deductions, Bonuses, Commissions and Expenses. Following the creation of Position Slots, the Organization Units can issue Requisitions against their Budget using the approved Position Slots. The module consists of two major components (subsystems), the first is pertinent to “Position Budgeting” or “Manpower Planning”, and the second is relevant to “Position Control”. Comprehensive features are available to handle changes in the Position Budget. Position Budgeting can also be configured to track the Grade and Step for each position and to use a Financial Budget for the same position which is the result of the Grade Step matrix that is defined.

General Features

  • Best practice position budgeting cycle including Fiscal Year based position budget worksheet, review of position budget, then approval.
  • Position classification definition by position slot using multiple position control numbers as required.
  • 4 – Dimensional Salary Grade-Step Matrix definition including grade, step, education, and years of experience, in support of salary definition.
  • Automatic inheritance of the Job Classification information when defining each position, using grade, education and experience requirements defined in the Job Classification.
  • Position based recruitment to control the recruitment process against vacant budgeted positions.
  • Position based Hiring and Contract Management to control the hiring.
  • Position budget flag, once set, the position budget control will be initiated for the organization unit. Thus all recruitment and hiring will be controlled by the position budget of the organization unit while on the other hand some units can be setup to have open hiring that is not driven by a position budget.
  • Processing against vacant budgeted positions.
  • Position budgeting at the organization unit level and consolidation at the employer level.
  • Tracking the status of each position/position slot including assigned, vacant, allocated, and on-hold positions
  • Position Budget Vs Actual Manpower Cost Analysis.
  • Eliminate Vacant Positions
  • Transfer Vacant Position from one Organization Unit’s budget to another
  • Change Position Attributes, including Position Compensation Budget, Funding Source, Position FE, Extend Position Vacancy or Make a Position Permanent
  • Fully integrated with all other Interact HRMS applications.

2. Budget Planning and Control

Figure-06

Figure 6: Budget Plan Worksheet


Budget planning is the process of developing a financial plan of the organization, known as the Budget, which projects future revenues, assets, liabilities, and expenses of the organization. The budget is usually prepared for one full year, which can be calendar year or fiscal year, this is known as the Budget Period. Most organizations have a year-based budget. However, some organizations may use different budget periods, such as Quarter, 6-Months, 2-Years, 5-Years, etc.

Once the budget is prepared the Budget Control process starts. The Budget Control is used to monitor the business performance and operation against the Budget. The purpose of budgetary planning and control is to mitigate the risk that an organization’s financial results will be worse than expected. In summary, Budgeting or Financial Budgeting comprises three processes:

– Budget Planning (BP)
– Budget Control (BC)
– Budget Amendments (BA)

Together they are known as Budget Planning and Control (BPC). The Budget Planning (BP) process consists of projecting the company’s finances for a specific future period. The company finances are projected based on previous period financial performance and based on projected future investments, revenues and expenditures. The outcome of the Budget Planning process is a budget plan, known as the Budget and includes projected Assets, Liabilities, Expenses, Revenues, and Capital Investment for the budget period. The Budget Control (BC) process is used to monitor the actual financial performance of the company against the Budget, where revenues, expenditures, and capital investments are monitored against the Budget to ensure that the goals of the budget are met and complied with. As a result of the budget control, management may decide to amend the budget to change specific budget items and their values in view of specific unplanned circumstances and/or events such as a new unplanned project, a disaster event, etc.. The process of Amending the Budget is known as Budget Amendment (BA).

3. Payroll Budgeting and Control

Figure-07

Figure 7: Payroll Budget Setup

The Payroll Budgeting and Control module enables the user to create and manage the payroll budget. The payroll budget can be created for specific future budget periods, which can be 2-months, 3-months, 4-months, 6-months, or the whole year. Once the payroll budget is created, approved, and posted, then if the user can control the payroll using the current active payroll budget, so that if the payroll run for a specific pay period within the budget period exceeds the budget, the system will alert the user that the outcome of the pay period exceeds the payroll budget for the pay period.

4. Recruitment Management

Figure-08

Figure 8: Interview Roster in Employee Self-Service

Interact HRMS Recruitment Management is a streamlined requisition-based recruitment system that supports both internal and external recruitment where recruitment contracts as well as invoicing for external recruitment services is all conducted electronically through the internet. The module supports requisition against position budget, review and approval of requisitions, online applicant/application registration, multiple levels of screening of applicants/applications, user defined screening indicators or questions and scoring, scheduling of applicant interviews with no limit on the number of interviews including interviews by committee, automatic notification for interviewers using Email or Text Message (SMS), user defined screening, assessment, and interview parameters, job offer notification, auto-matching applicants to requisitions, and applicant/application search.

General Features

  • Job Catalogue/Classification Maintenance
  • Applicant Registration
  • Recruiter Registration
  • Organization Unit based Requisition Issue
  • Convert Requisition to Job Advertisement
  • Submitting online Application for a Job
  • Auto-Match of Applicants & Applications to Requisitions
  • Manual Search in Applicant Database using many criteria
  • Mark Search Outcome for Applicant to be Screened
  • Assign Applicant/Application to a Requisition
  • Schedule Applicant Interview with unlimited number of interviews
  • Predefined interview questions by Job
  • Conduct and capture Interview findings and recommendations
  • Recruitment Action and Associated Letters
  • Recruiter Contract Management
  • External/Recruiter Requisition
  • Recruiter Applicant Screening
  • Recruiter Applicants/Applications Referrals
  • Invoicing by Recruiter
  • Employment Offer created with minimal data entry
  • External Job Description Vs. Internal Job Description
  • Fully integrated with Workflow Management
  • Create Interview Panels/Committees
  • Populate Applicant Resume from LinkedIn profile
  • Search and filter capabilities for applicants in job vacancies
  • Publish to external Job Boards using HR–XML Web Services
  • Allow Applicants to Update/Edit their Profile
  • Customizable Welcome Screen for Applicants
  • Onboarding Documents for New Hires available in Applicant Self-Service

5. Contracting & Hiring

Figure-09

Figure 9: Contract Renewal Form

For organizations which provide employment contracts/agreements to some or all of their employees, Contract Management enables these organizations to easily create Contracts using user-defined templates. For those organizations which only issue Employment/Job Offers, the application will allow them to hire quickly and auto-generate the job-offer. Contract and Hiring management allows the Company to define unlimited Types and Templates of Employment Offers and Employment Contracts/Agreements with specific attributes like default contract period, and associated Jobs or Employee Groups. Contracts can be tracked, alerts can be received for expiry of contracts and amendments will be tracked for any changes to the Contract. Employees can be hired using Quick Hire or through a sophisticated multi-step New Employment Contract process where all attributes of the new Employment relationship will be defined including Assignment date, Hire Date, Work Start Date, Job Title, Employee Group, Organization Unit, Compensation Elements, Probationary Period, Work Calendar, Normal Shift, and much more. Using the Inheritance Framework, when a user selects the Employee Group and Organization Unit in which a new Employee will be hired, the application will check the setup and configuration to provide a limited list of Job Titles, Contract Types, Shifts, etc. which are applicable to the combination of Employee Group and Organization Unit that was selected.
Once the Employee has been entered with the correct Basic Salary (which could have been inherited from the Grade/Step that is associated with the Job Title if that were applicable in the organization), then the system will automatically assign all relevant compensation policies including Earnings, Deductions, Expenses, Commissions, Bonuses, Benefits and Taxes which are associated with the Employee Group and Organization Unit. In addition, the Employee will inherit the relevant Leave Policies.

Once the Employee has been entered with the correct Basic Salary, then the system will automatically assign all relevant associated compensation policies including Earnings, Deductions, Expenses, Commissions, Bonuses, Benefits and Taxes which are associated with the Employee Group and Organization Unit. In addition, the Employee will inherit the relevant Leave Policies.

If the organization is using another core HR solution then this module can be used to quickly hire people only and this can even be done through an import of employee data from an Excel sheet.

6. Background Checks

Figure-010

Figure 10: Background Check Setup

The Background Screening module enables the Organization to setup a standard Background Screening framework and associated Policies that support the Organization’s requirements. It includes background checks for name change, address history, education, certification, previous employment, driver’s license history and infractions, criminal record, credit history, and more. The application provides flexible management of background check service providers and is fully integrated with external background check systems and applications through HR-XML. Background Screening supports both background screening for new applicants as well as for existing Employees. The process is Workflow based, where the Applicant/Employee completes a Background Check Authorization Form using Self Service and the HR Officer prepares a Request for Background Screening and includes the required background checks that need to be conducted. The request is then automatically sent to the selected provider through an HR-XML message or an email or using the provider’s application API. Once the screening is completed, the system will automatically receive the background check report from the Background Check application and will store and forward the report to the concerned HR Officer(s) for action.

7. Onboarding Management

Figure-011

Figure 11: Onboarding Plan


Onboarding Management enables Interact HRMS to create Onboarding Plans with different Activities for each Onboarding Stage and issue Onboarding requests automatically upon the hiring of a new Employee. Different Onboarding Stages can be defined for Before First Day, First Day, First Week, First 90 Days, etc., and for each stage a set of Activities will be defined and assigned to Onboarding Officers who can be Process Owners and/or Process Champions. The objective is to facilitate the Onboarding of Employees, to ensure they can be productive more quickly because everything has been arranged in advance and on time for them to be able to start on the job. Onboarding Requests include Security Clearance, Medical Exam, Asset Assignment, Application User ID, Uniform, Business Cards, etc.

Onboarding is directly integrated with Employee Self Service and Applicant Self Service using Workflow and Alerts to ensure that those assigned a Task will be notified in advance and Applicants can also access Onboarding information prior to their first day at work.

Onboarding Management is a highly configurable application which allows for the user to define a framework with any number of Onboarding Activity Types, Document Types, Form Types, Uniform Types, Office Types, etc., and once this framework has been created for each Type the user can create any number of Activities, Documents, Forms, Uniforms, Office Spaces, but also Non-Disclosure Agreements, Union Agreements, etc.

As the Onboarding Process takes place, both new hires and employees involved in the onboarding process can provide feedback and comments/scoring on each Onboarding Activity and can track the Progress of the Onboarding Plan.

Performance Evaluations can be part of the Onboarding Process with a range of Appraisals that include Before First Day Appraisal, First Day Appraisal, First Week Appraisal, First 90 Days Appraisal, etc.

8. Probationary Period Management

Figure-012

Figure 12: Probationary Period Plan

Probation Period Management allows you to carefully monitor and assess new Employees while they are still in their Probationary Period. A standard Probation Plan can be created for a new Employee and this Plan can include Goals, Training Assignments and Competencies upon which they will be assessed. Progress Evaluations, Mid-Probation Evaluations, End Probation Evaluations etc. can be conducted as required. Reports and Alerts will ensure no Employee’s Probation Period will expire without Supervisors and HR Dept being aware.

Goals in the Probationary Period plan will have specific Planned Start and End dates and can be tracked against Actual Start and End Dates. The Status of each Goal can be tracked separately as Under Review, Completed, In Progress or Delayed and the Supervisor can add comments on each Goal.

9. Employee Badge Printing

Figure-13

Figure 13: Employee Badge Setup


With Interact HRMS already providing comprehensive Onboarding solutions as well as Time Attendance and Access Control solutions, with Employee Badge Printing users can now also leverage a powerful module that connects the two processes. Once an Employee has been hired and the Onboarding process has started, you will be able to automatically issue badges straight from the application without having to use another software to drive your badge printer. You will be able to design the layout of your badges, determine what data you would like to display on the employee badge, including employee picture, name, ID, title, office location, phone, fax, company name, company logo, hire date and much more.
Different badge design formats can be created to support different requirements based on company, location or employee group. Direct integration with a badge printer is supported so there is no need for importing, exporting or any other data-entry.
Badges which are printed on the appropriate Proximity, Mifare or HID cards can immediately be activated using the Time, Attendance and Access Control application which will enable you to define access rights for employees in different buildings and straight away activate the access at all appropriate access control devices with a single update, regardless of how many devices are deployed.
HUMAN RESOURCES ADMINISTRATION

10. Organization Management

Figure-14

Figure 14: Organization Chart

Organization Management is a very powerful application that allows the user to define the structure of their organization in multiple user-defined ways. Interact HRMS is an enterprise system which supports any number of employers (which can be deployed in one single database or with a separate database for each employer. Within each employer, a powerful organization structure can be defined and an organization chart will be produced as a result of the data loaded whereby each Organization Unit is shown in relation to other Organization Units in the organization. The application allows the user to define an unlimited number of Organization Units, an unlimited number of reporting relationships, and an unlimited number of reporting levels. Organization Units can be classified in Groups, Work Unit Types, Work Units or other types of Classifications including as company, branch, division, department, section, project, activity or as any another type of classification.

The organization structure is important for reporting purposes so that reports can be run per unit or per group of units, it is also important for costing purposes where the application is used for payroll also and payroll cost needs to be distributed by cost center, project or activity. In addition, the organization structure is used as a foundation module to ensure reporting lines are clear and all workflow approval processes function as per the defined reporting lines. Most reports in Interact HRMS allow the user to filter by Organization Unit.

Reporting among organization units can be defined based on an administrative, a functional and a technical reporting line, or a user defined type of reporting line. Each reporting relationship will have a start and end date and can have a manager with a scope of authority defined with it.

Organization units can be controlled by a position budget or open for hiring based on standard requisition and approval processes. Each unit also has Self Service capabilities described further under Organization Unit Self Service.

Each organization unit will also have performance goals and strategic goals associated with it which can then be used for performance management and KPI management.

11. Unified Employee Electronic Record

Figure-15

Figure 15: Employee Electronic Record

The Unified Employee Electronic Record brings together all details from the entire HR system which relate to a specific employee. No longer will an HR officer have to go back to papers and spreadsheets once the data has been properly captured in the Interact HRMS. The UEER provides you with an easy-to-use multi-tab form that includes details on General Demographic, Education, Skills, Experience, Job Details, Leave, Competency Evaluations, Performance Reviews, Career Plans, Training Records, Succession Plans. In addition, a second level of data is available at the user’s fingertips, to pull up the complete History (all Transfers, Promotions, Compensation Changes, Deductions, and Contract Amendments), in addition, at this level you can find with a click-of-the-mouse the Employee’s Work Schedule and Holiday Schedule, the Timesheet and Attendance Sheet, the Payroll Details and Payroll Audit report related to this particular employee, Emergency Contact Details, Address Information, Passport Details (Visa, Passport, Dependents), as well as a generic list of other items under the Miscellaneous header which can be tracked based on the business in which the application is used including Certifications, Military Service Records, Security Credentials, Patents, Publications, Speaking Events, Associations, Languages, Medical Records and any other Supporting Material which needs to be attached to the Employee Electronic Record.

12. Sticky Notes Management

Figure-16

Figure 16: Sticky Note Example

Sticky Notes help HR/Payroll users in tracking important notes/comments that require further follow-up. By creating a Sticky Note, the HR/Payroll user will ensure that whenever he/she logs in, the Note will appear and Alert the right people so that no information can get lost. A Sticky Note ‘sticks’ on the Employee Record until it is Deleted, or it can be Saved for future reference. Sticky Notes can be shared with other Users and Emailed and will automatically pop up for the right person when he/she logs in. Notes can be highlighted in different colors and prioritized, as well as setup with their own Reminder-function in a number of specific days.

13. HR Actions Management

Figure-17

Figure 17: Employee Promotion HR Action Definition Form

Interact HRMS is an HR Action driven application where specific Personnel or HR Actions can be initiated by the HR Department or requested by Managers and Supervisors and this will then automatically trigger a workflow which will assign Tasks to specific users who may need to Review or Approve certain steps in the process of the Personnel/HR Action. Scanned Documents can be attached and Alerts can be sent automatically to ensure that everything is followed up correctly.HR Actions are at the core of the system and can be defined for any process. Predefined HR Actions include:

  • Attendance / Labor Distribution Timesheet HR Actions
  • Contract Termination HR Action
  • Employee Demographic Change HR Action
  • Employee Dependent HR Action
  • Employee Housing Request HR Action
  • Employee Job Assignment Change HR Action
  • Employee Promotion or Demotion HR Action
  • Employee Rehiring after Termination HR Action
  • Employee Termination HR Action
  • Employee Transfer HR Action
  • Employee Travel Request HR Action
  • Employee Visa Request HR Action
  • Employee Job Assignment Type Change HR Action
  • Job Reclassification HR Action
  • New Hire HR Action
  • New Position Request HR Action
  • Position Budget Worksheet HR Action
  • Position Reclassification HR Action
  • Renewal of Contract HR Action
  • Requisition Request HR Action
  • Training Registration Request HR Action

14. Disciplinary Actions Management

Figure-17

Figure 17: Infraction Report

Disciplinary Actions management allows you to define a list of Infractions/Violations of Policy which will be linked with a user-defined list of Severity Levels. The process starts with a Report of Infraction which can then be assigned to an Employee for further Investigation and finally the outcome of the Investigation will be documented together with the resulting Disciplinary Action which will be saved on the Unified Employee Electronic Record.

The application supports a framework of Progressive Disciplinary Actions and is completely configurable as per the standard needs of the organization, as all Severity Levels, Infraction Types, Disciplinary Action Types are user defined and color coded for easy display in a list and highlighting the most critical ones.

15. Policy Publishing

Figure-18

Figure 18: Policy Publishing Setup

Policy Publishing allows the Company to define Company Policies and publish them to their Employees based on the applicability of the Policy to a particular Employee Group, Job Category, Job Class or Job Group. Employees can read the Policy through their Self-Service and acknowledge that they have read the Policy. The HR Department can run reports on who has and who has not yet acknowledged reading a new Policy. Policies can be categorized as HR Policy, IT Policy, General Policy, etc., and any changes to Policies can be tracked too so that the history of Policies and their updated Versions is clear and documented.

The structure and framework of Policies is fully configurable, and this framework includes the following attributes:

  • Policy Number
  • Policy Name
  • Organization Unit
  • Version
  • Type
  • Created Date
  • Version Date
  • Effective Date
  • Status
  • Purpose
  • Conditions
  • Description
  • Document File Name
  • Policy Text
  • User Defined attributes

16. Passport and Visa Tracking

Figure-19

Figure 19: Passport and Visa Tracking Setup

Passport and Visa Tracking allows you to define the types of Passports and Visas which you need to track for your staff. Run reports and receive alerts regarding expiry of these documents, keep a scanned copy on file of each document and allow Employees to apply for Exit/Entry visas in countries where this is applicable. You can track multiple passports for employees who have more than one nationality and you will be able to attach 10 scanned pages of each passport.

You can track the current location of the passport in case it is with a specific department for administrative reasons.

In addition, you can define any number and type of Visas, define the renewal process for visas and ensure the employer is aware of any Work Permits/Visas of their employees which may be expiring in the future. All expiry date information can be produced in reports and exported to Excel, Word, PDF. Etc.

Using the comprehensive access control capabilities of Interact HRMS, a specific user can be setup to have only access to Visa or Passport information of a specific Employee Group or Organization Unit but not access other information due to confidentiality reasons.

17. Housing and Accommodation Management

Figure-20

Figure 20: Housing Unit Definition

Housing and Accommodation Management allows the user to manage the inventory of housing units, no matter how small or how large to ensure that all housing inventory and rental properties leased by the company are used to their maximum potential.

Housing and Accommodation Management gives the company a clear overview of which employees are staying in which units, when leases will expire and ensures that accommodation is planned in advance.

For companies who provide Staff Accommodation or Corporate Housing, this application ensures that the Company can keep track of all Housing Units available and who is assigned to each Housing unit. You can keep track of the Lease, Landlord, cost and amenities in the housing unit. You can run reports on who is currently assigned, when the Lease will expire, and process requests for changes in Housing Assignment.

18. Travel Management

Figure-21

Figure 21: Employee Self-Service Travel Requestv

Travel Management allows the user to request for a Ticket to be issued along with a Leave Request or Business Trip Request. It also allows for Travel Approval Requests to be processed which include cost estimates for Travel, Hotel Accommodation and Car Rental. Detailed information can be entered by the employee, including the reason for the Travel Request, meeting information, travel itinerary etc.

All travel requests can be routed to the appropriate supervisor using the workflow and alerts engine and once approved the information can be automatically forwarded to the company’s internal or external travel agency.

Expense claims can be linked to approved trip requests as part of the expense submission process.

Travel budgets can be tracked for each expense type.

Travel Management is integrated with Expense Management so that Expense Claims can be linked with approved Travel Requests for easy reconciliation.

19. Employee Asset Management

Figure-22

Figure 22: Employee Asset Management

Asset Management allows you to define Asset Types and Asset Items, e.g. Laptop, Cell Phone, etc., and assign them to Employees so when an Employee leaves, there is a clear record of what assets need to be returned. It also allows Employees to request Assets and Return them using Self-Service.

All Assets will be defined with their detailed characteristics including serial number, purchase date, current value. The company can also track Quantity on Hand Quantity, in Store and Assigned.

20. Parking Space Management

Figure-23

Figure 23: Parking Space Assignment Request

For companies who have to manage and plan parking spaces for their employees the Parking Space Management module enables them to define the parking space inventory and track which parking spaces are assigned to which employees. Employees can request parking space through self-service and once the request is approved, any premiums to be paid for the specific parking space requested will be automatically deducted from the payroll for the employee as per the company policy. The Parking Space module allows for detailed definition and classification of different types of Parking Space to ensure optimal distribution of the Parking Space over the employee population. Parking Space inventory can be tracked with many attributes including:

Parking Space

  • Space Number
  • Location
  • Description
  • Level
  • Row
  • Adjacent Space Left
  • Adjacent Space Right
  • Restriction by Job Group
  • Restriction by Job
  • Type of Vehicles Accepted
  • Distance from Parking Entrance
  • Nearest Elevator Number
  • Covered Yes/No
  • Cost Per Month
  • Charge/Fee to Employee
  • Charge Frequency
  • Type
  • Tenancy Type
  • Cost Per Year
  • Charge Frequency

Parking Location

  • Elevator Requires Access Card
  • Type of Vehicles Accepted
  • Total Cost Per Month
  • Location Map
  • Property Type
  • Parking Location Name
  • Building Number
  • Number of Entrances
  • Number of Elevators
  • Security Camera

21. Office Space Management

Figure-24

Figure 24: Office Space Request

Office Space management enables departments and HR users to plan office space based on the manpower and recruitment plans. By using the Office Space Planning module, the organization can ensure that there is no under-utilization of office space or a sudden lack of space. Employees and departments can request office space through the employee self-service and organization unit self-service capabilities and HR can access all the requests which have been received. Office space can be grouped and reported on and the user can obtain a list at all times of which types of office spaces are currently in use, which ones are currently or expected to be vacant in the near future.

You can define any type of office space and define your entire office space inventory and the application is directly integrated with the Onboarding and Offboarding modules in Interact HRMS.

  • Usage Type (Office, Meeting Room, Laboratory, Storage)
  • Occupancy Status (Occupied, Vacant)
  • Space Size
  • Windows
  • Nearest Elevator Number
  • AC Heater Control (Independent, Shared)
  • Furnishing (Number of Desks, Number of Chairs – Phone Set, PC, Meeting Table, Whiteboard)
  • Lock Type (Key, Access Card, Biometric Access

22. HR Risk Management

Figure-25

Figure 25: Risk Definition

HR Risk Management provides the organization with a very powerful and comprehensive Risk Management application which fully leverages the seamless integration with other Interact HRMS modules, and relies on Self Service, Workflow and Alerts to make sure any reported Risk is properly assessed, tracked, and mitigated.

The Risk Management framework consists of classification capabilities to classify Risk as Operational, Financial or Legal. You can define mitigation strategies, including strategies to Avoid, Reduce, Retain or Transfer an identified Risk. Default Alerts can be setup to notify the Risk Manager, HR Dept, Employee Supervisor, Employee Manager, Risk Officers, Organization Unit Head etc. The frequency of Risk Assessment, Risk Mitigation Action Planning and Risk Mitigation Action Planning Reviews can be defined and involved parties can be automatically notified.

The assessment can be done tracking Risk Occurrence Probability, Risk Consequence with its own Risk Indicators, Risk Business Impact with its own Business Risk Indicators.

Using Self Service and Workflow, Employees can identify Risks in the organization and once these are reported they will be reviewed by Risk Committee members who can find all relevant information regarding these risks on their Interact HRMS Portal. Using the Risk Assessment capabilities, a Composite Risk Index will be determined based on assessed Consequence and Probability and an Extended Composite Risk Index will be calculated which will take into account the Business Impact Level after which a Recovery Timeframe will be determined and ultimately a Risk Mitigation Strategy Plan.

This Risk Mitigation Strategy Plan can be reviewed periodically to ensure that it is up to date and relevant for the specific Risk it is supposed to address. Using powerful plotting tools, the application can provide the relevant users with a graphic display of assessed risks showing clearly and immediately those risks which require the most urgent attention.

23. Health & Safety Management

Figure-26

Figure 26: Health and Safety General Setup


Interact HRMS allows the user to define the general HSE Classification to be followed when tracking Injuries and Illnesses on the Job. Once this Classification has been chosen, specific Injuries and Types of Illnesses can be defined so they will be part of the standard reporting mechanism required to support HSE management in the Organization. When a work-related Injury or Illness occurs, this can be recorded on the Employee’s record, the record can be reviewed and approved by various authorized individuals, and finally kept in the Employee Electronic Record. The Injury Log will contain information on the specific Accident that occurred which caused the Injury, the Treatment which took place as a result of the Injury and the Details of the circumstances under which the Injury or Illness was sustained. By using specific user-defined codes tor tracking Illnesses and Injuries and relying on standardized terminology, the Employer will be able to easily analyze and create reports to understand trends and underlying causes of Injuries and Illnesses in order to have the data available to act and prevent them from occurring.

24. Letters & Certificates Management

Figure-27

Figure 27: Letter & Certificate Request


Letters and Certificates Management lets you define any number and type of Letters and Certificates which can be generated automatically upon request or based on a Workflow event which will trigger the Letter or Certificate. Using the user-defined Templates, the specific data relevant to the Employee will automatically be pulled from the Database and merged with the Template to create the specific Letter or Certificate that is relevant for the Employee. Letters and Certificates can be requested by Employees through Self-Service and approved by Supervisor after which they are generated based on HR approval.

25. Supervisors & Managers Management

Figure-28

Figure 28: Manager/Supervisor Assignment


Since Supervisors and Managers play a very peculiar role in the HRMS system, any changes in Supervisors or Managers need to be managed carefully. This can be done using the Supervisors and Managers modules which lets you define all the reporting relationships, handle termination of Supervisors or Managers and reassigning of their Subordinates, or manage a specific Subordinate Transfer Request. All Workflow processes and reporting related HR processes will automatically be rerouted to the new Supervisor as of the Effective Date of the new Reporting Relationship.

26. Suggestion Box

Figure-29

Figure 29: Suggestion Box Definition


The Suggestion Box module is part of the portal functionalities of Interact HRMS which allow employees to communicate with HR on issues that go beyond core HR matters. Using the Suggestion Box, employees can submit ideas on new Suggestions that may improve the business by simply submitting it through their Self-Service portal. Suggestion Boxes can be setup for various topics/domains so that in a large organization the receipt and processing of these new ideas/suggestions can be structured and organized. Users can be appointed to be responsible for monitoring the submissions which are received in the various Suggestion Boxes and review committees can be setup to review and assess the submissions.

Employee suggestions will consist of a brief description of the suggestion with a clear indication of what kind of impact the suggestion will have on the business as well as the timeframe and cost of implementing this particular new idea or suggestion. The system also lets the user indicate who contributed to the idea in case it was a group suggestion.

Once a submission has been reviewed and deemed promising then a reward recommendation can be submitted by the evaluators and the final reward, once approved, can be automatically included in the payroll run for this employee.

27. Offboarding Management

Figure-029

Figure 29: EOE checklist


End of Employment Planning or Offboarding, is a comprehensive module to manage the process of ending an Employee or Contractor’s Employment or Contract. End of Employment Planning allows the user to create plans for Employees or Contractors whose Employment/Contract with the Employer will be Ending. In order to make the transition smooth, Employers will be able to create End of Employment Plans which will manage all the End of Employment Activities and allow for the creation of an End of Employment Activity Checklist, the management of Exit Interviews and the scheduling and management of Handover Activities. There are no limits in terms of type and number of End of Employment Activities which can be created as part of the End of Employment Checklist, or the number and types of activities which can be defined to manage the Handover process. Employees and all actors involved in the Exit Interviews, Handover of Project Activities and other End of Employment Activities will be notified through Email Alerts and can view their pending Activities through Self Service. Exit Interviews can be custom-built with specific Questions and Question Groups which can be responded to through Self-Service.

28. Employee Alarm Management

Figure-29

Figure 30: Alarm Policy


This application will be used to manage Alarm Status based on a predefined set of alarms using specific rules. Alarms are of three categories:
1) Alarms due to changes to the foundation setup of the organization (organization structure, job classification, employee groups, etc.) which can affect the behavior of the system
2) Alarms due to changes to the policies (payroll and compensation policies, leave policies, etc.) that may impact the operation of the organization, and the outcome of the system processes
3) Alarms which are linked to employee performance, progress report, task assignments, timesheet, leave, incidents, end of probation assessment, etc.
Once a transaction takes place that triggers an Employee Alarm, the status of the Alarm will be shown, if the employee does not have any alarm, the Alarm Status will show as OK (green). If an employee has an alarm, then this will be shown as an alarm with the name of the status of the alarm and the user can click on the status to see the detail of the alarm status. Additionally when an Alarm is raised, the system will send an alert email to the supervisor, manager, and/or HR depending on the configuration of the workflow in the general setup. Alarms are displayed based on their severity level and are color coded as shown below.

Normal Green, no alarm
Attention Yellow, a few but no critical alarms.
Critical Red, a large number of alarms.

BENEFITS MANAGEMENT

29. Benefit Planning and Enrollment

Figure-031

Figure 31: Benefit Planning and Enrollment Setup


Benefits Management is designed to support advanced Benefits Administration and allows the user to define unlimited types and numbers of Health and Welfare Benefits as well as Retirement Benefits. Employee eligibility will be determined based on Policy and then Employees will be able to enroll or exit from Benefit Plans through Self-Service.

Employees can sign up for Benefits online and enrollment will automatically be communicated to the Benefit Providers. Employee Dependents can be enrolled too.

30. Pension Fund Management

Figure-032

Figure 32: Pension Fund Setup


Pension Fund Management allows the user to define specific Terms and Conditions and Eligibility Rules for Pension Funds for countries where Pension Funds are tracked by the Employer and the rules differ based on the Seniority of the Employee.

Pension Fund contributions can be deducted automatically through the Payroll module and the balance in the Pension Fund will be tracked by tracking the Pension Fund contributions.

31. Investment Fund Management

Figure-033

Figure 33: Investment Funds Participation Request

Investment Funds or Savings Plans can be defined and linked to specific Benefits provided by the Employer. Minimum and Maximum Contributions by both Employer and Employee can be defined, as well as Eligibility rules, Payment Rules and who is entitled to Withdraw funds based on which Terms. The application is integrated with Interact’s Payroll.

32. Indemnity Payments Management

Figure-034

Figure 34: Indemnity Payment Request

Depending on the regulations and practices in a country, Indemnity Payments can be made to employees to cover medical expenses, legal expenses, employment termination (severance pay) or to indemnify the employee against other expenses. Interact’s Indemnity Payment module enables the user to define the rules and conditions under which indemnity can be paid to employees, ensure that proper provisions are accrued for and booked in the GL. The amount of indemnity can be a discretionary flat amount or can be calculated using a formula or expression whereby the indemnity is linked to a particular benefit policy using specific parameters (i.e. last annual salary, number of years of seniority, etc). Once the specific event occurs which triggers the payment of indemnity, Interact will allow the user to include the indemnity in the correct payroll run and generate the relevant bank files and GL entries to process the payment of the indemnity. Powerful reports and audit trails will be available for verification once the appropriate users have approved the payment of the indemnity.

COMPENSATION AND PAYROLL

33. Compensation Management

Figure-033

Figure-033

Figure 35: Earnings Definition


Compensation Management allows the user to define any number of Allowances, Earnings, Bonuses, Commissions, Benefits, Deductions, Expenses and even Piecework rules which will be used when defining the Compensation Plan of Employees. By creating a logical link with specific Employee Groups, the user will enable the system to automate assigning of specific Policies based on Employee Groups and/or Organization Units. As a result, new Employees will automatically inherit the correct policies and HR/Payroll staff will only need to worry about exceptions when they setup new Employees for Payroll.

Powerful calculation methods, including an Expression Builder can be used, in addition to Rate Tables and standard features to define the calculation of specific Compensation Policies to achieve maximum automation.

Compensation management is integrated with the Grades and Steps defined under Position Budgeting or can be used in conjunction with the Hay Job Evaluation which will define the correct salary range for Employees based on the their Hay Job Evaluation outcome.

34. Payroll Management

Figure-036 Figure-036 Figure-036

Interact HRMS offers a comprehensive global payroll and compensation management which is totally integrated with the employee contract management module and with the time and leave tracking module. It supports both timesheet and deliverable based earnings as well as unlimited Earnings, Benefits, Allowances, Commissions, Bonuses, Deductions, and Taxes. It supports payroll best practices including Auto Time Sheet generation, default time sheet, unlimited trial payroll runs, and final payroll run with a comprehensive audit trail. Interact Payroll supports paycheck printing as well as electronic payroll bank deposits, cash cards, and cash payments. More than 250 payroll reports and payroll related audit reports are included with multicurrency support.

In the Payroll Parameter Setup, the User can define the key parameters which will drive the payroll process. This relates to the standard Payroll Calendar, Standard Minimum and Maximum Work Days / Hours per Pay Period, Work Hours per Day, the Rounding Method, Rules about deducting Absent Hours and much more. It also allows the user to define the default Pay Period either for the whole company or for a particular Employee Group in the company. Pay Periods include Weekly, Semi-Montly, Biweekly, Monthly and Quarterly. Alternatively, entirely unique Pay Periods can also be defined.

The Payroll Process can be fully flexible for the user to choose the steps and their order or can be highly structured and defined whereby a default Payroll Officer can be defined for each step in the Payroll process and the system can alert the appropriate user of the next required step in the payroll process. The most basic Payroll Process in Interact HRMS consists of 6 steps:

(1) Payroll initialization
(2) Automatic Time Sheet
(3) Trial Payroll
(4) Final Payroll
(5) GL Processing
(6) GL Posting

Additional steps can be added, specific Workflow processes can be associated with each step, incase there are separate reviews or approvals needed and alerts can be triggered if specific steps are not completed within the defined timeframe or if specific conditions occur which require an alert by email, SMS, or through the Interact MyPage.

Each Payroll Policy type (Earning, Allowance, Deduction, Commission, Bonus, Expense, Tax), will have its own unique definition forms, allowing for unique behavior in the payroll. This includes some of the following;

Earnings:
– Can be used for Salaried, Hourly or Piecework employees
– Earning can be paid in any Currency
– Associate Earning with Org Units, Employee Groups or Grade and Steps so new Employees will inherit the Earning Policy depending on which Org Unit, Employee Group or Grade/Step they have been hired in
– Can be taxable at Federal, State or City level
– Can be setup as deferred Earning to be paid later
– Define an Earning as a Retroactive Adjustment
– Define an Earning as a Previous Payperiod Adjustment
– Includes Effecitve Date and Stop Date
– Calculation Method can be

  • Time Dependent (with different options as Earning Time Unit of Measure – Day, Hour, Month, Year)
  • Flat Amount (with an Earning Pay Rate per Unit and a Pay Factor)
  • Rate Table (Rate Table can be dependent on Deliverables, Dependents, Education, Grade Step, Grade Step Education, Salary Scale, Seniority or a User Defined set of Variables)
  • Based on Piece Work Units
  • Function of
    • Basic Salary
    • Net Salary after Tax Deducdtion
    • Gross Salary
  • Expression using the Expression Builder which supports
    • Tables (All Tables and All Fields available in Interact HRMS)
    • Functions (Mathematical, String, Date & Time)
    • DBFunctions (Aggregate, String Comparison, Mathematical, Date & Time, Full Text Search, Information, Miscelanneous)
    • Operators (Arithmetic, Assignment, Bitwise, Comparison, Error Control, Execution, Incrementing/Decrementing, Logical, String, Array)
    • DBOperators (Arithmetic, Comparison, Bitwise, Logical)
    • Expressions
    • Control Structures (Statements, Repeat Structures)
  • PHP Script (for complex expressions)

– Support many different types of Overtime and Shift Differential Calculations, including Day OT Rate, Evening OT Rate, Night OT Rate, Rest Day/Weekend OT Rate
– Ability to Define Maximum OT Hours
– Ability to Transfer OT Hours
– Define Different OT Rates by Holiday
– Flag if Earning should be excluded if Employee is on a particular type of Paid or Unpaid Leave
– Setup Time/Labor Allocation to be either Fixed or Percentage based or Both
– Define Fund Source of the Earning
– Define Budget Item linked with the Earning
– Define Expense Cost Item linked with the Earning
– Define Liability Cost Item linked with the Earning
– Distribute Labor Cost by Cost Center, Project or Contract

Allowances
– Supports Different Allowance Types (Expense, Monetary, Non-Monetary, etc)
– Allowance can be a Retroactive Adjustment
– Allowance can be paid in any Currency
– Allowance can be Taxable at Federal, State or City Level
– Leave Code can be Associated with an Allowance
– Allowance can be Deferred and Date for When to Pay the Deferred Allowance can be defined at the Employee Level
– Allowance Policy can be Effective Dated with Effective and Stop Date
– Allowance can have an Effective Status set to Active or Inactive
– Allowance can be set to be Processed Every Pay Period or Every Alternative Pay Period
– Allowance can be Time Dependent (based on Actual Work Hours)
– Allowance can be a Function of

    • Basic Salary
    • Net Salary after Tax Deduction
    • Expression framed in the Expression Builder (similar to Earning Definition above)

– Allowance Calculation can be based on a User Defined Rate Table
– Allowance Calculation can be based on a standard Allowance Rate Table using Parameters such as:

    • Basic Salary Range (From / To)
    • Nationality
    • Seniority Range (From / To)
    • Marital Status
    • Minimum Number of Children
    • Maximum Number of Children
    • Number of Children
    • Payment Type (Flat, No. of Pay Days or Percentage)
    • Value (Per Child or For All Children)

– Allowance can be linked with Fund Source, Cost Item, Budget Item, Liability Item, Expense Item, Payable, Bank/Asset)
– Non Monetary Allowance can be Defined, including the following:

  • Airfare Ticket
  • Company Cell Phone
  • Company Cafeteria
  • Company Parking
  • Company Recreation Center
  • Company Car
  • Company Health Care Plan
  • Company Uniform
  • Company School
  • Company Transportation
  • Company Housing
  • Company Gym
  • Company Babysitter
  • Other

– Accrual Provision Annual Cost can be Set at the Employee Level for Each Allowance
– Labor Cost Distribution for Allowances can be done by Project, Contract or Cost Center

Deductions
– Deductions can be Paid in any Currency
– Deductions can be defined for Retroactive Adjustment
– Deductions can be defined for Previous Payperiod Adjustments
– Deductions can be defined for Timesheet Adjustments
– Deductions can be setup to be Deferred
– Deduction Policies can be Effective Dated with a Start and Stop Date
– Deductions can be set to Active or Inactive
– Calculation Method for Deductions includes

  • Time Dependent with Deduction Time Unit of Measure (Day, Hour, Month, Year)
  • Using Deduction Rate Table
  • Deduction can be set as Function of
  • Basic Salary
  • Gross Salary Before Tax Deduction
  • Gross Salary After Tax (User can Determine which Allowances to Include in Gross Salary Calculation)
  • Expression using Expression Builder (same as Earning Defintion Expression Builder Defined Above)
  • Expression can be a Script

– Deductions can be Taxable at Federal, State and City Level
– Deductions can be Set as Previous Pay Period Excess Deduction Adjustment
– Deductions can be Set as Flex Leave Purchase Deduction
– Override of Deduction can be Allowed as the Result of an HR Action (Amendment, Promotion, etc)
– Deduction can be made for Third Party
– Deductions can be Controlled for Minimum Take Home Pay
– Deductions can be set up with their own Deduction Priority
– Deductions can be linked with Fund Source, Cost Item, Budget Item, Liability Item, Expense, Payable, Bank/Asset
– Distribute Labor Cost by Cost Center, Project or Contract

Commissions
– Commissions can be Paid in any Currency
– Commissions can be set as Retroactive Adjustments
– Commissions can be Taxable at the Federal, State and City Level
– Commissions can be set as Deferred Commissions
– Commissions can be Effective Dated with a Start and Stop Date
– Commissions Calculation Method can be

  • Flat Amount with a Rate per Unit
  • Based on Commission Rate Table
  • Based on Commission Expression using Expression Builder (as described above under Earnings, Allowances, Deductions, etc.)

– Labor Cost Distribution can be done by Cost Center, Project or Contract
– Commission can be linked with a Specific Fund Source, Budget Item, Expense Cost Item, Liability Cost Item
– Commissions can be Linked with Specific Product Types
– Commissions can be Linked with the Commission Management module which allows for Sophisticated Setup and Calculation of Commission Schemes

Bonuses
– Bonuses can be paid in any Currency
– Bonuses can be Effective Date with a Start and End Date
– Bonuses can be Retroactive Adjustment
– Bonuses can be Function of

  • Previous Gross Pay
  • Previous Net Pay Before Tax
  • Previous Net Pay After Taxv

– Bonuses can be Taxable at Federal, State and City Level
– Bonuses can be Deferred
– Bonuses can be Time Dependent with any Time Unit of Measure and Pay Rate per Unit
– Bonuses can be a Flat Amount with any Pay Factor
– Bonuses can be based on a Standard Rate Table with multiple Variables including

  • Deliverable Rate Table
  • Dependents
  • Education
  • Grade Step
  • Grade Step & Education
  • Salary Scale
  • Seniority
  • User Defined Rate Table

– Bonuses can be Performance Dependent with a Specific Performance Goal Type
– Bonuses can be One Time or Recurring
– Bonuses can be Goal Based with the Option to Define Performance Goal to Reach to Qualify for the Bonus
– Bonuses can be based on Averages with an Average Factor
– Bonuses can be setup with Labor Distribution by Project, Contract or Cost Center
– Bonuses can be linked with Fund Source, Cost Item, Budget Item, Liability Item

Benefits
– Benefits can be paid in any Currency
– Benefits can be Retroactive Adjustments
– Benefits can be Previous Pay Period Adjustments
– Benefits can be Effective Date with a Start and Stop Date
– Benefits can be Included or Excluded from GL/JV Posting
– Benefits can be Processed Every Pay Period or Every Alternative Pay Period
– Benefits can be Time Dependent with a Benefit Time Unit of Measure
– Benefits can be a Flat Amount
– Benefits can be an Expression defined using the Expression Builder as described above
– Benefits can be setup with Benefit Rate Table Values
– Benefits can be setup with Health Care Plan Rate Table
– Health Care Plan Rates can be Increased or Decreased with Percentage or Flat Amount
– Benefits can be setup with Separate Employee Contribution Percentage and Employer Contribution Percentage
– Benefits can be linked to Third Party Benefit Providers
– Benefits can be setup with Labor Distribution by Cost Center, Project or Contract
– Benefits can be defined with Separate Fund Source for Employee and Fund Source for Employer, Budget Item, Expense Cost Item and Liability Cost Item
– Benefits can be Linked with different Benefit Providers

Expenses
– Expenses can be paid in any Currency
– Expenses can be Linked to Allowances
– Expenses can be Loaded through Batch Expense Sheets and Personal Expense Sheet through Employee Self Service
– Expenses can be Distributed by Cost Center, Project or Contract
– Expenses can be Billable or Non Billable

Taxes
– Interact’s Tax Engine is designed as a Global Tax Engine which can be Used to Define Any Tax in Any Country without any Customization
– Tax Calculation Types

  • Step Based
  • Bracket Based
  • Cumulative

– Taxes can be Deferred
– Taxes support EIC with a Setting for Maximum Earning Per Pay Period to Qualify for EIC
– Tax Calculation Method can be

  • Percentage Based
  • Wage Bracket Based

– Unlimited Number of Tax Authorities can be Defined with Address, Contact Person and Phone
– Calculation Method supports

    • Time Dependent
    • Flat Amount
    • Function of Basic Salary
    • Function of Gross Salary
    • After Exemption
    • Calculate Tax After Deducting Personal Tax Exemption
    • Tax Expression as a Script
    • Local Tax
    • Applying Standard Deduction with Min & Max Percentage
    • Separate Bonus Based Tax Exemptions with a Bonus Exemption Ceiling
    • Tax Expression which supports
  • Tables (All Tables and All Fields available in Interact HRMS)
  • Functions (Mathematical, String, Date & Time)
  • DBFunctions (Aggregate, String Comparison, Mathematical, Date & Time, Full Text Search, Information, Miscelanneous)
  • Operators (Arithmetic, Assignment, Bitwise, Comparison, Error Control, Execution, Incrementing/Decrementing, Logical, String, Array)
  • DBOperators (Arithmetic, Comparison, Bitwise, Logical)
  • Expressions
  • Control Structures (Statements, Repeat Structures)

General Features:

  • Payroll Calendar Definition by Employer.
  • Normal Payroll Cycle with user definable pay-periods
  • Off-Cycle Payroll
  • Retroactive Payroll management
  • End-of-Service Payroll management
  • Default Earning, Allowances, Benefits, Commissions, Deductions, and Tax Withholding definition by Employee Group and Organization Unit.
  • Automatic Inheritance of Earning, Allowances, Benefits, Commissions, Deductions, and Tax Withholding from employee group when creating employment contract.
  • Auto Timesheet (ATS) Generation from Attendance Timesheet.
  • Auto-Posting of Leave Taken as Earning in ATS
  • Predefined calculation method of earnings, allowances, benefits, deductions, and tax withholdings.
  • Multiple payroll Trial-Runs without affecting the database
  • Multicurrency Support.
  • Final Payroll Run and Closing of Pay Period.
  • Support both check printing as well Bank Direct Deposit.
  • Electronic Bank Deposit Advise through Employee Self-Service.
  • Electronic Check Slip through Employee Self-Service.
  • Automatic posting of leave earning to Payroll Timesheet.
  • Automatic Leave Accrual at the end of each pay period.
  • Payroll Ledger Posting to the GL
  • Supports Multiple Bank Accounts

Interact Compensation and Payroll

Interact Compensation and Payroll System (iPay) is a comprehensive feature rich Compensation and Payroll Management application that supports four types of payrolls including:

  • Normal Payroll Cycle (NPC)
  • Off-Cycle Payroll (OCP)
  • Retroactive Payroll (RP)
  • End of Service Payroll (EOS)


Interact iPay is seamlessly integrated with Organization Management, Job Classification, Employee Hiring and Contracting, Leave Management, Resources Scheduling, and Time and Attendance Management.

Figure-2: Interact Compensation and Payroll

Figure-2: Interact Compensation and Payroll

Interact iPay© is a comprehensive Compensation and Payroll Management System which is seamlessly integrated with Employee Hiring and Contracting Management System (iContract), Attendance & Leave Tracking System (iTime) as well as External applications including GL (General Ledger) and AP (Accounts Payable), and Job and Project Costing.

iPay is a policy based payroll system which enables the definition and maintenance of multiple payroll compensation/remuneration, deduction, and tax policies. Compensation/remuneration, deduction, and tax policies can be defined at the employer level, employee group level, or selectively applied at the employee level. Supports multi-currency at the compensation level, where employee can be paid for one earning type using one currency, and for another earning or allowance type using different currency. Under iPay employees can be assigned more than one job, and paid different salary/rate for each job assignment. Employee can have different remuneration for each job assignment, and labor costing and distribution is handled automatically by the system.

iPay supports four types of payroll processes including Normal Payroll Cycle (NPC), which is recurring monthly, biweekly, weekly, or some other period, Off-Cycle Payroll (OCP), used to process payroll transaction outside NPC, Retroactive Payroll (RP), which is used to make compensation adjustments in the past, and the system will automatically calculate the employee pay based on the past adjustments, and End of Service (EOS) payroll used to calculate the compensation due to the employee upon termination. iPay supports multiple payroll calendars, where you can setup different pay periods for different employee groups depending on your organization payroll calendar.

iPay supports both salaried and hourly employees. Timesheets for salaried employees are generated automatically through the Automatic Timesheet (ATS) payroll process, while timesheets for hourly employees can be either imported from an external timesheet file produced from an attendance system or directly entered using employee self-service.

iPay© implements best payroll practices including ATS (Automated Timesheet) Generation, Default Time Sheet, Multiple Trial Payroll Runs, and Final Payroll Run with comprehensive audit trail. iPay© facilitates payroll check payment through check printing, electronic bank transfers, cash payments, and cash/debit card payment. Extensive standard payroll reports and multicurrency support are some other features provided by iPay©. Depending on the type of employees whether salaried or hourly, the leave and attendance application can be setup and linked to the Compensation and Payroll Management System (iPay©). In iPay© employees’ work schedules are setup and employee attendance is tracked using Attendance Sheets thus enabling a granular tracking of time reporting. Employee can complete Attendance/Time Sheets either through the employee self-service, or timesheets can be imported from Attendance Time Clock.

Leave accruals are automatically calculated for each leave entitlement based on the accrual method defined in the leave policy, if iTime is installed and activated and the leave policies are defined and assigned to the employees, then at the end of each pay period, the system will automatically calculate the accrued time for each leave policy assigned to the employee based on the corresponding leave accrual rate.

Labor distribution is provided to distribute the earnings by cost center (organization unit), project, or contract, or activity, whereby for each earning defined, the distribution of the cost of the earning can be defined at the employer level or by organization unit, project, contract, and/or activity, thus providing a flexible payroll cost accounting method.

iPay© is a multiple job based payroll system, where an employee can be assigned one primary job and multiple secondary jobs and his/her payroll can be charged to each job depending on the amount of time/effort spent on each job. Thus, if an employee is assigned to multiple projects, he/she is paid from each project budget depending on the amount of time spent on each project. This same concept can be applied in the setting where granular cost accounting is required at the department level and where an employee provides services to multiple departments. Then the employee can be assigned to multiple jobs, one job for each department and this time can be distributed by job by department.

Recognizing the difficulty in setting up a payroll system, iPay© is designed to make the payroll policies setup easy using a powerful inheritance concept where all the payroll policies including the Payroll Calendar, Holidays, Leaves, Earnings, Benefits, Allowances, Bonuses, Deductions, Taxes, Salary Grades, and Steps are defined at the employer level, and inherited by employee groups as well as organization units based on the user selection and the user modification of these policies by employee group. Once an employee is assigned to the employee group he/she will inherit the payroll policies assigned to the group, and these can be modified at the employee level. This inheritance paradigm makes it easy to setup and administer Interact payroll.

iPay© is designed to provide a seamless integration with external systems, specifically Financial Systems, Fixed Assets Management Systems, Bank Management Systems, Project Management, and Job Costing Systems, where all information pertinent to the accounts to be used by the Payroll is passed from the external GL (General Ledger) system. The summary payroll transactions (Payroll Journals) to be posted to the GL are generated and passed by iPay© to the Financial System at the end of each pay period. In addition, all bank information is passed from the Banks Management System (incase there is one) to iPay© to define the banks and bank accounts that are used for the payroll. Deferred payroll payments such as accrued vacation, deferred benefits, and others are passed from iPay© to the Financial System to be posted as payables. Assets such as PCs, phone, car, and others that are under the custody of an employee are passed from the Fixed Asset System to iPay©, and once released using iPay© they are checked back as available under the Fixed Assets Management System. If a Project Management or Job Costing system is used, then project/contract labor/time distribution data is passed from the external Project Management or Job Costing System to iPay© for automatic labor/cost distribution by project, contract, or organization unit.

Variable multiple payroll calendar where a single payroll calendar can be defined at the employer level and applied to all organization units and employee groups, or multiple payroll calendars can be used for different employee groups and/or organization units. Payroll calendar can be mapped directly to the time calendar using monthly periods where each period is associated with one calendar month, or you can define your own pay period across calendar months, where the pay period starts in one calendar month and ends in another calendar month.

iPay© provides comprehensive export/import features which enable the user to import/export employee data, employee contract data, payroll time sheet, etc. iPay© system thus provides the required tools to pass payroll data from existing systems to iPay© and export payroll data to MS Excel or other analysis tools for HR, financial, budgeting, operational analysis and reporting.

iPay© uses MySQL database and has a published data dictionary. Any external reporting tool (e.g., Crystal Reports or other report builder) that can access ANSI SQL database tables can be used with iPay© to generate user defined reports. In addition iPay© provides standard built-in reports which cover payroll operational reports as well as payroll accounting and financial reports.

As part of Interact HRMS products, iPay© is architected and built from the ground up as a pure Internet application, the only application required on the client side in an Internet Browser. It is fully internet-based application and all processes are run either on the server or in the browser on the client machine. Thus, no terminal server or other utility is required; the only thing needed on the client machine to run iPay© is an Internet browser.

iPay Main Features


  • Multiple time sheet formats with labor distribution support.
  • Time Sheets can be imported from the time cards generated by the Clock-in/Clock-out terminals or an attendance management system.
  • Time sheets can be entered or imported through the employee self-service or organization unit self-service.
  • Time sheets are audited, and require review and approval by manager/supervisor before posting.
  • Normal Payroll Cycle scheduled run by step and roles and predefined alerts.
  • Automatic generation of Payroll Process run Critical Variance Audit Alert Report displaying the variances in the payroll process run to ensure that the user review large variances, and take appropriate decision to correct any incorrect transactions to ensure 100% error free payroll.
  • Automatic Timesheet generation can be carried out more than one time, enabling the user to make correction, or to change compensations for employees and review payroll cost impact.
  • Multiple payroll trial-runs without affecting the database to ensure that all payroll transactions are correctly entered, and processed. Thus providing powerful tools for generating 100% error-free payroll.
  • Post Trial Payroll Generation of GL/JV Payroll Cost report with variances to review payroll cost before running the final payroll.
  • Retroactive Payroll fully and seamlessly integrated in the Normal Cycle payroll with no separate process to run. The system automatically processes any changes to the employee compensation which took effect in the past.
  • Automatic compensation change processing due future effective date resulting from an HR Action such promotion, salary change, bonus, and others.
  • Multicurrency support by job or by compensation type, thus enabling an employee to be paid in more than one currency.
  • Final Payroll process to generate the final payroll registers, and update the employee earning record as well as generating the final payslips for the pay period which are automatically emailed to the employees and are viewed through employee self-service
  • Pre-Final Payroll Critical Variance Audit Report which disable final payroll run until large variances (current period versus pervious pay period) are resolved or overridden using an override User ID and Password.
  • Automatic leave accruals calculation and posting to update the accrued leave days balances for each employee.
  • Pay Period Closing process to reset employee leave balances based on the hiring anniversary and update end of period earning records and pay period summary payroll data.
  • Multiple pay method including Direct Bank Transfer, Payroll Check, Cash Card (Debit Card), and Cash.
  • Electronic bank deposit advice through employee self-service.
  • Electronic payroll slip through employee self-service, eMail, and sms.
  • Automatic posting of leave earning to Payroll Time sheet. Ability to link leave to separate earning for the purpose of granular cost accounting. Each leave type can be linked to a separate leave earning. Thus showing leave earning separate from regular earning.
  • Automatic leave accrual at the end of each pay period by leave type. Handles multiple leave type’s accrual. Where each leave type has its own leave accrual rate.
  • Multiple employee bank accounts at the compensation level, where an employee salary can be posted to separate bank accounts linked to separate earning, allowance, bonus, and other compensation type.
  • Payroll ledger posting to the GL. GL posting can be run after trial payroll for verification and audit process, and after Final Payroll for final GL/JV Posting. Supports multiple GL/JV Formats including SAP, Oracle, Sage, Great Plains, Causeway, and others.
  • Mass Updates of compensations using past or future effective date. System automatically detects to which pay period to apply the compensation change.
  • Payslips Report with and without currency conversion.
  • Multiple Payslip formats with and without currency conversion.
  • Labor distribution for the earning, allowances, benefits, bonuses, commissions, deductions, and tax definitions.
  • Off-cycle payroll to process payroll checks for unusual earnings not part of Normal Payroll Cycle.
  • Off-cycle processing form to calculate the off-cycle pay.
  • Apply to all Employee Groups – allows any modifications in the existing data to be automatically inherited by all existing employee groups.
  • Add Absent Time after the generation of Time Sheets.
  • Deferred earnings, allowances, bonus, commissions, benefits, deductions, and tax to be paid at a specific time of the year.
  • Multiple instance of same compensation policy for an employee that becomes active based on effective date and effective status.
  • Pay Period Payroll Initialization for initializing compensation policies.
  • Enables the user to define the number of decimals to use when generating payroll reports and other financial values.

Time-Reporting and Attendance Management


Interact HRMS provides four integrated modules to support and streamline employee time reporting and management. Interact iLeave, Leave Management, iSchedule, Resources Scheduling, iTime, Time Management and Tracking, and iClock, Attendance Management. These four Interact applications are seamlessly integrated and tightly integrated with Interact Compensation and Payroll.

Figure-3: Leave, Time, and Attendance Management

Figure-3: Leave, Time, and Attendance Management

Interact Time Management Applications are designed to provide a comprehensive integrated solution for managing, Leave, Resources Scheduling, Timesheets, and Attendance.

iLeave – Interact Leave Management

(iLeave) Application is used to manage the leave policies of the organization, the entitlement of the leave policies, leave accruals, leave scheduling, leave requests through employee self-service or centrally through HR, leave processing using the workflow. The main features of iLeave includes:

  • Flexible definition of leave policies
  • User Defined and Unlimited Number of leave policies such as Annual Leave, Sick Leave, FMLA, Emergency Leave, Sabbatical Leave, Jury Duty Leave, etc.
  • Leave policies can be defined as paid, unpaid, half-paid, or any other rate depending on the organization leave policies.
  • Seniority/Tenure based leave policy definition where number of leave days entitlement is based on the seniority of the employee.
  • User Defined Leave Accrual Rate
  • Leave Policies Entitlement by Employee Group and by Employee.
  • Automatic Leave Accrual Calculation based on predefined Leave Accrual Policy/Rule.
  • Leave Planning and Scheduling by Organization Unit (Department, Project, etc.).
  • Totally integrated with the iPay (Compensation and Payroll) whereby each leave policy is linked to an earning policy or a group of leave policies can be linked to one earning policies.
  • Granular Leave Earning where paid leave taken shown a separate earning than regular earning.
  • Leave Request through Employee Self-Service or through HR.
  • Leave Request supports multiple leave types/policies, where employee can request leave days using different leave types, for example in a single leave request employee can request
  • 2 Days of Annual Leave and 5 Days FMLA.
  • Leave Request approval through the workflow by Leave Type within the same leave request.
  • Leave Request attachments to attach documents (Medical Certificate) to each leave type within the same leave request
  • System can be setup for Automatic Leave Return or Manual Leave Return from Employee Self-Service
  • Initial Leave Balances Import
  • Leave Balance Adjustment

iSchedule – Interact Resources Scheduling

(iSchedule) is a comprehensive scheduling application that is seamlessly integrated with Leave Management and Timesheets Management. It enables the organization to prepare work schedules depending on the work requirements/operations requirements. It support work scheduling by Team, Employee, Location/Facility, Client, and Equipment/System. The main feature of iSchedule include:

  • User Defined Multiple Unlimited Shift Types (e.g., Day, Morning, Afternoon, Evening, Night, etc).
  • User Defined Color Coded and Icon Designator Shift Types definition
  • User Defined Unlimited Shifts including Shift Code, Name, Work Time, Rest Time, Color Code, Rotating Shift, Cyclic, and Shift Restrictions.
  • User Defined 24/7 Shift Patter Definition including but not limited to the following 6-On 6-Off, Three-Shift System, Four-On Four off, Navy Three-Shift Underway System, Four-On Three-Off, Four-On Two-Off, Four-On One-Off, Two-Days Two-Nights, Four-Off, 5/4/9, 12/24/12/48, Continental Shift, Split Shift, Earlies and Lates, 7-Day Fortnight Shift, DuPont 12-Hour Rotating Shift, Five and Two, Seven-Day Eight-Hour Rotating Shift, Sixes, Firefighting Schedules, Three-Platoon – 24/48, Three-Platoon – California Roll Shift Schedule, Three-Platoon – Modified California, Roll, etc,
  • Automatic Generation of work schedules from predefined Shift Patterns
  • Teams Definitions including position budget and work schedules assignments and employee assignment
  • Location/Facility Definitions including position budget and work schedules assignments and employee assignment
  • Equipment/Systems Definitions including position budget and work schedules assignments and employee assignment
  • Seamless Interface to the Timesheet Management and Attendance Reporting for automatic calculation of Regular Hours, Absent Hours, and Overtime Hours
  • Seamless Interface to the Leave Management to take into consideration the rest days as defined in the employee work schedule.
  • Enable employee to view his/her work schedule through the Employee Self-Service
  • Enable Manager to view and approve employees work schedule

iTime – Interact Time and Attendance Management

(iTime) is used to capture, review, approve, and post employee timesheets. It is seamlessly integrated with iSchedule (Resources Schedulng) and iPay (Compensation and Payroll). Additionally it is fully integrated with Interact iClock, which is Biometric Time Clock used to capture attendance (Clock-In/Clock-Out) transactions. The following are the main features of iTime:

  • Parameter Driven Timesheet Formats
  • Multiple Timesheet Formats to capture Regular Hours, Absent Hours, Overtime Hours.
  • Time reporting (Timesheets) can be by organization unit (e.g., Department, Cost Center, Project, Team, etc.), by Activity or cost object, and/or by WBS.
  • Batch import of timesheets centrally.
  • Batch Import of Timesheets by Managers for their organization unit.
  • Timesheet Entry by Employee through the Employee Self-Service
  • Workflow based review and approval of Timesheets
  • Automatically Capture Attendance Records from Time Clocks and Convert Attendance Records (Clock-In/Clock-Out) Transactions to Timesheets.
  • Ability to edit timesheets and track changes to the timesheets
  • Timesheets posting to the Payroll
  • Previous Pay Period Timesheet Adjustment
  • Labor Allocation and Labor Distribution Timesheets in support of Labor Costing

iClock – Interact Attendance Report

(iClock) is a combination of software application and time clock hardware. iClock software can be used with third party time clocks providers. iClock is fully intergrated with iTime. The main features of iClock application include:

  • General Setup of the Interface of the Time/Attendance Clock Terminal including defining Server IP, Database Name, Login Credentials, and Data Source
  • Setting up Time Clock Time Zone
  • Setting up Time Clock Group Access
  • Setting up Access Rules
  • Setting Up Time Clock Users
  • Connecting to a Time Clock
  • Activating and deactivating the Time Clock
  • Uploading employee data to the Time Clock
  • Pulling Schedule to pull the Time Cards (Clock-In/Clock-Out) Transactions from Attendance Clock terminal.
  • Time Cards (Check-In/Check-Out Transactions) can be scheduled for transfer to Interact Realtime, Every Hour, at the end of each adys, at the end of each week, etc.
  • Compares employee data in Attendance Terminal versus Interact HRMS and displays employee that are missing or employee with different data, Interact HRMS versus Attendance Terminal.
  • Creates employee badge data in Attendance Terminal on-hiring of employee in Interact HRMS.
  • Automatically creates Employee Badge Picture from Interact Employee Record Picture.
  • Update employee record/data in Attendance terminal on update of employee record in Interact HRMS
  • Transfer Timecard Transaction (Check-In/Check-Out Data) based on predefined Pulling Schedule.
  • Timecard Transaction Analysis for entry/exit violation, absent time, and overtime.
  • Timecard Transactions Audit Report
  • Automatic Email of Notification of entry/exit violation, absent time, and overtime.
  • Automatic Generation of Timesheet from Timecard Transactions.
  • Analysis of Timecards/Timesheets against Employee Work Schedule.
  • Timecard and Timesheet Approval through user defined workflow.
  • Posting of Timesheets to Interact Compensation and Payroll.
  • Connecting to a Time Clock
  • Activating and deactivating the Time Clock
  • Uploading employee data to the Time Clock
  • Synchronizing employee data between Interact and the Time Clock.
  • Enabling/Disabling Employee access to Specific Time Clock
  • Scheduling of Reading of Time Clock Transactions
  • Reading Time card (Check-In/Check-Out) Transactions from the Time Clock and generating timesheets ready for posting to Interact Payroll
  • Manager Review, Edit, and Approval of Time Clock Transactions

iClock Terminals

Interact iClock software can interface to third party Attendance Terminals. In addition, Interact has its own Attendance Clock Terminals, figure-6 shows the setup of Interact iClock Terminals. Interact iClock terminals come in a verity of models and are Biometric based Attendance Terminals. In the proposed Interact HRMS solution, we are proposing that Interact iClock Terminals be used. The main features of Interact iClock terminals include:

Figure-4: Interact iClock Terminals

Figure-4: Interact iClock Terminals

  • Color TFT screen with GUI Interface for ease of use
  • 1 touch a-second user recognition
  • Stores 3,000 templates and 100,000 transactions
  • Workcode, SMS, DLST, Scheduled-bell, Self-Service Query, Automatic Status Switch
  • Reads Fingerprint and/or PINs
  • Integrated proximity or smart card reader
  • Built-in Serial and Ethernet ports
  • Built-in USB port optional, allows for manual data transfer when network isn””t available
  • Multi Language Support
  • Built in bell scheduling
  • Real-time 1-touch data export 3rd party hosted & non-hosted applications
  • Audio-Visual indications for acceptance and rejection of valid/invalid fingers
  • Battery Backup


External Systems Interface

To support the requirement to interface easily with other systems to exchange data, preferably through web services, the proposed Interact HRMS solution provides the following types of interfaces to communicate with external systems (Figure-5 – Interact HRMS Interface Framework):

Figure-5 – Interact HRMS Interface Framework

Figure-5 – Interact HRMS Interface Framework

Interact HR-XML Web Services – This is the industry standard for Inter-HR Systems Communication Protocol, see www.hr-xml.org, The proposed Interact HRMS solution provides a set of Hr-XML services to enable Interact HRMS to communicate with external systems which are HR-XM Compliant.

Interact Web service – The second type of Interface to external system is Interact HRMS Web service, which can communicate with external applications/system through a SOAP based service using an agreed on messaging protocol with the external application.

Interact API – The third interface method provided through Interact HRMS, and specifically for external legacy systems is to communicate with the external system through the API of the external system. However, if such external system does not have an API, Interact will connect directly to the external system database through an ODBC connection and pull and send the required data/transactions.

Import/Export – The forth type of interface to external systems that do not support any of the above three methods, is Import/Export of the data using the Import/Export tools of Interact HRMS.

Integration with Organization Financial System

To support the Reliable two-way integration between the application and the organization’s financial system requirement, the proposed Interact HRMS has built-in interface to external financial systems including the following financial system:

  • SAP
  • Oracle Financial
  • JD Edwards
  • Causeway
  • MS Dynamics AX
  • MS Dynamics GP
  • MS Dynamics NAV
  • Sage Pro Series
  • Sage X3
  • Sage Line 500
  • Sage Line 50
  • T24 Interface
  • Dolphin Management System
  • Sage ACCPAC
  • Sun Financial System
  • Coins

Depending on the selected Financial System by the Auxiliary Organizations, additional interfaces to other financial systems can be built using Interact HRMS Financial Systems Interface API.

Figure-6: Benefits Management

Figure-6: Benefits Management

Benefits Management

Interact Benefit Planning and Enrollment (iBenefit) is used to develop benefit plans or programs for employees and enable employees to enroll in desired benefit plan through employee self-service (employee login). iBenefit consists of two components, (1) Benefit Planning, and (2) Benefit Plan Enrollment. Where the first component (Benefit Planning), enables the user to develop/prepare preset Benefit Plans, such as Healthcare Benefit Plan, Cafeteria Plan, 401(K) Plan, etc,, and define what benefits are included in each plan as well as the plan eligibility and entitlement policies. Once the plan is defined, the second component enables the employee through the employee self-service to enroll in the desired benefit plan. A benefit plan can apply to the employee only or may apply to the employee and his/her eligible dependents depending on the benefit plan eligibility. iBenefit is seamlessly integrated with Interact iPay, iContract, iEmployee, and iESS. Figure-9 depicts the Interact iBenefit framework. The main features of Interact Befit Planning and Enrollment include:

  • Unlimited User defined unlimited Benefit Plans
  • Unlimited User defined unlimited Benefits within each Benefit Plan
  • User Defined Benefit Plan Eligibility and Constraint Rules
  • User Defined Trusts, Bank Accounts, Administrators, and Third Part Actors
  • Benefit Types/Policies used in the Benefit Plans are seamlessly integrated with Interact Payroll where employee contributions and employer contributions are automatically processed during the payroll run.
  • Third Party (Benefit Administrator/Trust) Payment of Benefit Contribution is automatically processed based on the schedule of Third Party Payment
  • Employee and Dependent Benefit Plan Enrollment through Self-Service
  • Benefit Plans Reporting

Figure-7: Interact Open Benefit Planning and Enrollment Framework

Figure-7: Interact Open Benefit Planning and Enrollment Framework

Alternatively, if the organization does not use Benefit Planning and Open Enrollment, iContract (Employee Hiring and Contracting) in conjunction with iPay (Interact Payroll) can be used to assign, manage, and track employee benefits. Again, in this case the main features:

  • Unlimited User Defined Benefit Policies/Types
  • User Defined Benefit Enrollment Eligibility Rules
  • User Defined Rule Based Benefit calculation method for employee and employer contribution.
  • Support both Employee and Dependent Benefit Enrollment
  • Automatic Deduction of Employee Contribution during the Payroll Run
  • Automatic Employer Contribution Calculation and Posting during the Payroll Run
  • Automatic Payment to Third Party (Benefit Administrator/Trustees/Trust)
  • Benefit Statement access through Employee Self-Service
  • Benefits Reporting

Interact Job Classification

iJob – A comprehensive job classification system that supports both grade and point classification systems combined with an extensive set of attributes that covers basic job information definition, job classification definition, restrictions, education requirements, experience requirements, skills requirements, job description, and default interview questions. The byproduct of the definition of jobs through the job classification system is a Job Catalogue that uniquely defines all jobs used by the organization. Once the job catalogue is defined, all job information and associated controls and rules are inherited by all iNTERACT© applications. The Job classification system ensures non-duplication of Job titles, thus assuring accurate planning, budgeting, and financial reporting across all applications. Additionally, jobs can be classified using either Grade-Step or HAY Classification system.

Interact Unified Employee Electronic Record

A unified permanent Employee Electronic Record that is automatically created on employee hiring. The employee record is automatically updated by all Interact HRMS application when an HR Action is processed that concerns the employee. Information segments maintained within the employee electronic record include:

  • Employee Demographics
  • Addresses
  • Dependents Data
  • Emergency Contacts
  • Previous Experience
  • Education
  • Training
  • Competencies
  • Current Job Assignments
  • Current Salary and Compensations
  • Job History
  • Salary and Compensation History
  • Leaves and Leave History
  • Work Schedules
  • Earning History
  • Performance Plans
  • Performance Appraisals
  • Disciplinary Actions
  • Work Related Injuries
  • Certifications
  • Speaking Events
  • Publications
  • Patents
  • W2 Form
  • I9 Form
  • W4 Forms
  • Passport and Visa
  • Scanned Support Documents

Employee Electronic Record Quick View

Employee Electronic Record Quick View

Employee Electronic Record Detail View

Employee Electronic Record Detail View

Interact Employee Hiring & Contracting

iContract – Interact Employee Hiring and Contracting Application is a feature rich application that handles all aspects of hiring and contracting. It is designed to manage complex Employment Hiring and Contracting procedures and processes. iContract is a user defined contract review process, that lets you convert employment offer to employment contract, create a new employment contract without offer, amend contracts and also track the amendment history, renew and approve contracts, terminate contracts. Different contract types can be defined and a contract can be setup by defining the terms and conditions. With iContract, you can also control the promotion and termination of an employee, as well as perform HR actions that change the hiring and contracting terms. It is seamlessly integrated with the Compensation and Payroll Management application whereby all earnings, benefits, allowances, commissions, deductions, and taxes defined in the contract are inherited by the Compensation and Payroll Management System. Any change to the contract through the amendment is reflected in the payroll. Once employee hiring is conducted through iContract, the system automatically creates and employee electronic record which is used by all Interact HRMS Applications:

  • Create Contract from Employment Offer
  • Employment Contract from Employee
  • Create Contract from Applicant Database
  • Review and Approval of Employment Contract through the Workflow
  • Contract Renewals
  • Contract Action Notification through Email
  • Approval of Contract Termination and Employee Termination through Workflow
  • Contract Amendment with Amendment History Tracking
  • Quick Employee Hire
  • HR Actions Generation upon Termination
  • Contract Officers Definition and Link to Workflow
  • Fully integrated with the Payroll Management, Recruitment Management, Position Budgeting and Control, Job Classification, Organization Management, and other Interact HRMS applications
  • Predefined contract print template including terms and conditions text with variable database fields
  • Termination Approval of Employee and Contract through Workflow
  • Notification to the Supervisor and other Head of the Department about the termination actions through Emails and SMS
  • Employee Organization Transfer along with Transfer History
  • Employee Promotion

Federal and State Law Compliance

Federal and State Labor Law Compliance is supported throughout all Interact HRMS applications and specifically through Recruitment Management, Employee Hiring and Contracting, Compensation and Payroll, Leave Management, Time Management, and Benefits Management, and Employee Self-Service to ensure compliance with:

  • Affirmative Action (Gov’t Contractors) – Interact HRMS provides the required reports to monitor employee distribution by EEO classification. Additionally, Affirmative Action Notice policy can be published in the Employee Self-Service Page and Applicant Self-Service Page.
  • Americans with Disabilities Act (ADA) – Employee record maintains disability status of the employee if any. Additionally, Disability Act Notice policy can be published in the Employee Self-Service Page and Applicant Self-Service Page.
  • Background Checks (ICRA and FCRA) – Background Checks can be made mandatory in the On-Boarding Cycle or in the Recruitment cycle so HR Officers are aware that background check must be conducted and findings are maintained in the applicant and employee record.
  • California Family Rights Act (CFRA) –
  • Child Lab. Laws (CA Lab. Code 1390-1399) – Supported through Employee Hiring and Contracting by setting the Minimum Age for Employment.
  • Civil Air Patrol Leave (Ch. 242 (A.B.485), L. 2009)
  • COBRA – COBRA is supported through Interact HRMS Benfit Planning and Enrollment Application.
  • Cal-COBRA – Cal-COBRA is supported through Interact HRMS Benefit Planning and Enrollment Application.
  • Crime Victim & Domestic Violence Victim’s Leave (CA Lab. Code 230-230.2) – Supported by defining a separate Leave Policy with its own rules and calculation method.
  • Disability Insurance (SDI) – Supported by defining a separate Benefit Policy with its own rules, entitlement, and calculation method.
  • Discrimination Provisions of Immigration Reform & Control Act (IRCA) – Supported by maintaining and accurate record of recruitment from applicant registration, to application, interviews, employment offers, and rejection notices with reason.
  • Discrimination under California’s Fair Employment & Housing Act (FEHA) – Supported by maintaining and accurate record of recruitment from applicant registration, to application, interviews, employment offers, and rejection notices with reason.
  • Discrimination under Title VII of Federal Civil Rights Act – Supported by maintaining and accurate record of recruitment from applicant registration, to application, interviews, employment offers, and rejection notices with reason.
  • Domestic Partner Rights and Benefits – Supported through Marital Status by defining the marital status “Domestic Partner” and by defining the Benefit policies and entitlement for the domestic partner under California Law.
  • Drugs & Alcohol in the Workplace – Supported by publishing Policy notices on Employee Self-Service Page.
  • Drug & Alcohol Rehabilitation (CA Lab. Code 1025-1030) – Supported by defining a separate Benefit Policy with its own rules, entitlement, and calculation method.
  • Emergency Duty Leave (CA Lab. Code 230.3, 230.4) – Supported by defining a separate Leave Policy with its own rules, entitlement, and calculation method.
  • Employee Retirement Income Securities Act (ERISA) – Supported by defining a separate Benefit Policy with its own rules, entitlement, and calculation method.
  • Equal Employment Opportunity Reporting – Supported through existing EEO reporting.
  • Federal Family & Medical Leave Act (FMLA) – Supported though Benefit Planning.
  • Health Insurance Premium Program (HIPP) – Supported through Benefit Planning and Enrollment.
  • Health Insurance Portability & Accountability Act (HIPAA) – Supported by creating HIPPA reports.
  • Illiteracy Accommodation (CA Lab. Code 1040-1044) – Supported publishing relevant policy in the employee self-service page.
  • Immigration Reform & Control Act – Supported through I9 Filing.
  • Independent Contractor Rules – Supported by publishing Independent Contractor Check List.
  • Kin Care (CA Lab. Code 233) – Supported by defining a separate Leave Policy with its own rules, entitlement, and calculation method.
  • Mass Layoff – Notice (Cal-WARN) – Supported through Redundancy Planning and Notices.
  • Medical Testing – Supported through On-Boarding Management Application (iOn-Boarding)
  • Military Leave (USERRA) – Supported through Leave Management (iLeave) – by defining a separate Leave Policy with its own rules, entitlement, and calculation method.
  • Military Spouse Leave – Supported through Leave Management (iLeave) – by defining a separate Leave Policy with its own rules, entitlement, and calculation method.
  • New Hire Reporting (EDD) – Supported by EDD Reports.
  • Nursing Mothers (CA Lab. Code 1030-1033) – Supported through Leave Management (iLeave) – by defining a separate Leave Policy with its own rules, entitlement, and calculation method.
  • Paid Family Leave – Supported through Leave Management (iLeave) – by defining a separate Leave Policy with its own rules, entitlement, and calculation method.
  • Personnel Records Access (CA Lab. Code 1198.5) – Supported by maintaining a secure encrypted complete employee electronic record.
  • Posting & Notice Requirements – Supported through employee self service where all posting and notices can be posted.
  • Pregnancy Disability Leave – Supported through Leave Management (iLeave) – by defining a separate Leave Policy with its own rules, entitlement, and calculation method
  • Privacy Rights – Supported by Posting the Privacy right on the Employee Self-Service page.
  • Safety (Cal/OSHA & OSHA) – Supported through the Health and Safety Management Application.
  • School Activities Time Off (CA Lab. Code 230.7-230.8) – Supported through Leave Management (iLeave) – by defining a separate Leave Policy with its own rules, entitlement, and calculation method.
  • Sexual Harassment Provisions
  • Sexual Harassment Training (AB 1825) – Supported through On-Boarding Orientation and Training.
  • Smoking (CA Lab. Code 6404.5 / AB 13) – Supported though Employee Record.
  • Time-Off Provisions – Supported through Leave Management (iLeave) – by defining a separate Leave Policy with its own rules, entitlement, and calculation method.
  • Unemployment Insurance – Supported through Benefit Management (iBenefit) – by defining a separate Benefit Policy with its own rules, entitlement, and calculation method.
  • Wage & Hour Provisions (Federal & State) – Supported though Employee Hiring and Contracting.
  • Whistleblower Protection – Supported through Incident Management Reporting.
  • Workers’ Compensation – Supported through Benefit Management (iBenefit) – by defining a separate Benefit Policy with its own rules, entitlement, and calculation method.

Self Service for Employees and Managers

Interact HRMS at its core is an architecture that is Self-Service Based. The system supports the following self services:

  • Applicant Self-Service
  • Employee Self-Service
  • Organization Self-Service
  • Recruiter Self-Service

Each of the above self-services provide a functional scope based on the specific activities assigned to the users or services that can be obtained by the user. All the self services use Interact User Interface Model. Interact User Interface (IUI) Model is based on an intuitive rich UI utilizing MyPage Model., where each user of Interact gets specific MyPage that is tailored to the activities of that user. IUI MyPages consist of two types of MyPages, Internal Users’ MyPage, and External Users’ MyPages (Self-Service MyPages). MyPages are business entities specific and include:

  • Enterprise MyPage
  • Employer MyPage
  • Organization Unit MyPage
  • Employee MyPage
  • Applicant MyPage
  • Recruiter MyPage

Employer

Employer

All MyPages have the same look and feel and are accessible through the Internet Browser from anywhere using an Internet connection. While external MyPages including Organization Unit MyPage, Employee MyPage, Applicant MyPage, and Recruiter MyPage limit the user to accessing specific system features and data/information, internal MyPages including MyPage for Enterprise and Employer users can have access to all system functionality and data depending on the definition of the access provided to the internal user. The MyPage IUI concept is directly linked to a comprehensive granular access control based security system that provides flexible user access management while ensuring the highest level of data security and data integrity.

Once the employee joins the organization he/she has access to the employee self-service whereby the employee can view his/her contract, earning, benefits, allowances, bonuses, and commission, leave entitlement as well as leave accruals, submit leave requests, submit visa requests, submit time/.attendance sheet, as well as conduct specific related HR tasks such as conduct interviews of new applicants, conduct performance review of employees, and others assigned HR activities.

 Employee Self-Service

Employee Self-Service

The Employee Self-Service provide the employee with the following:

  • View his/her employee record including demographics, addresses, education, certificates, skills, previous experience, competencies, skills, job assignment and job history, dependent data, emergency contact, research, publications, speaking events, training history, etc.
  • Employee if provided access can update some of his/her demographics and other non-financial data. Once data is changed by employee, the change will not take effect until approved by HR.
  • Employee can view his/her salary history, and payslips.
  • Employee can submit and change his W4 and SS5 Forms
  • Employee can complete and submit his/her I9 form
  • Employee receives his W2 Form.
  • Employee can Submit changes to his/her DBT Data
  • Employee can his/her work schedule
  • Employee can request services from HR or his supervisor/manager by entering service request.
  • Submit Leave Request
  • Submit Leave Return
  • Submit request Employment Verification Letter
  • Submit request for Salary Verification Letter
  • Receive various alerts as defined in the Alert system
  • Perform workflow activities

Core HR functions – Workflow with Approvals

From the business process perspective, Interact HRMS core applications are developed to support HR Best Practices, while providing flexible tools to enable the users to define their own business practices in support of their specific HR business requirements. This is achieved through two separate Interact middleware technologies which are the heart of Interact HRMS applications: Workflow and HR Actions. Interact Workflow Engine is one of these middleware technologies, it is an R3/HR Based Workflow Management system known as iWorkflow that can be used to define all processes, activities/tasks associated with an HR processes or actions, and the required quality/performance indicators that need to be used in conducting each task pertinent to an HR action/process. Additionally, each activity is assigned as a role to the concerned HR officer. Once the instance of the process/HR Action is triggered through an HR transaction that is entered and processed through one of Interact HR applications, the Workflow Engine will automatically assign each activity associated with the HR action to the designated HR Officer, who will be automatically notified (MyPage, eMail, or SMS) of the pending activity. The workflow management system provides a Workflow Console that enables the HR manager or supervisor to monitor all HR activities to ensure that activities are performed in a timely manner and he/she has the authority to reassign each activity, if this is required.

Reporting

Interact HRMS provides more than 300 standard report which covers detail transaction reports, operational reports, management reports which include statistical as well as financial reports. Additionally, through the Interact Key Performance Indicators module, various KPI reports are provided in both numerical/tabular format as well as graphical format.

Reporting

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Reporting

Recruitment and Applicant Tracking

iRecruit – One of the critical services provided by HR department is recruitment. This service is critical where positions need to be filled within the shortest time possible, while selecting the most qualified candidates that meet the stringent requirements of the vacant position/job. The requirements to fill specific position are extensive and are usually addressed by the concerned department. The process of recruiting is usually lengthy; however, with the effective HRMS solution such as Interact HRMS, this process can be shortened and made effective without compromising the Recruitment Policies of the organization. Having said that, the proposed Interact RMS solution encompasses a comprehensive Recruitment Management system that supports both internal and external recruitment and fully self-service based and integrated with the position budgeting and other Interact application such as Job Classification, On-Boarding with Employee Hiring and Contracting. Under Interact HRMS, and depending on the selected model, Position Budget Controlled or Fund Controlled, recruitment commences by a requisition to fill a position/job, which goes through a review and approval process, and once approved, then the requisition is published on the Organization Portal or Job Board for applicants to apply for. Applicant register online over the Web, and once screened and approved, they are provided with a login ID and Password to the Organization portal (Interact HRMS). The system automatically matches applicants in the database to the Job Requisitions, and send notification email messages to those applicants who qualify for the job based on the requirements of the Job.

An applicant can apply for the job that matches his/her qualification, and once this is done the application is routed based on predefined workflow rules and roles to the appropriate Recruitment/HR officer for screening and evaluation. Once the initial screening and evaluation is conducted and approved, then application is referred to the concerned department to initiate the interview process, which is conducted through the system. Once the interviews are completed, and if the concerned department desires to hire the applicant, then an offer is sent by the HR Department to applicant through the system, and the applicant can either accept or decline the offer. All of the recruitment cycle is electronic and self-service based.

  • Through the organization self-service, any department, section, project, and/or committee can be provided access to issue requisition for recruitment for the allocated positions which are vacant.
  • Depending on the workflow setup, the review and approval process can be setup to route the requisition for recruitment to any department, employee, manager, and finally for HR department.
  • R3 Workflow based Architecture where all HR Actions are associated with workflow processes and activities that assigned to HR Officers through Rules and Roles.
  • A comprehensive integrated Applicant Electronic Record that is used to store and deliver applicant information including demographics, experience, education, skills, performance, training, jobs and career, and compensation
  • Self-Service based architecture with four types of self-service including Applicant Self-Service, Recruiter Self-Service, Organization Self-Service, and Employee Self-Service. Self-Service is used to eliminate any manual form and renders the HR Action fully digital/electronic based on B2B framework.
  • Automatic advertising of the jobs upon approval of the associated requisitions.
  • Vacancies can be setup to be automatically shown on the Organization portal/website for both internal and external users.
  • Parameter driven vacancy advertising with specific period and schedule
  • History tracking of all jobs by vacancy
  • Internal staff can apply for advertised vacant positions through the self-service.
  • Web Service based Interact HRMS enabling the implementation of B2B based recruitment where Interact recruitment system can automatically connect to external recruitment systems (Job Boards) and sends job vacancies/advertisements and receive applicant/application data.
  • Alternatively, if the recruitment site does not have a Web Service, job vacancies can be extracted in desired format and sent to the recruitment site/job board through FTP or some other transfer protocol.

interact On-Boarding

Interact HRMS On-Boarding Management application (iOnboard) is a comprehensive on-boarding application for plan based and stage based On-Boarding and is seamlessly integrated of Interact Recruitment, Probation Planning, and Employee Hiring and Contracting. And include:

  • On-boarding Plan Structure to define the stages in the plan such as Before First Day,, First Day Orientation, First Week, First 90-Days, After Probation Period, After One Year.
  • Definition of the Process Owner and Process Champions
  • Definition of Activity Rating and Weights
  • Definition of On-Boarding Officers and their Assignment and Role in On-Boarding Plan Stage
  • Definition of On-Boarding activities by stage and the importance of each activity.
  • Activities are color coded and icon designation
  • Definition of when activity must start and must end
  • Definition of Activity Workflow including Roles
  • Definition of On-Boarding Documents and Forms including type and structure and by who they should be completed and verified and signed
  • Definition of Medical Form Questions
  • Definition of Business Cards Formats
  • Definition of Uniform Types and Eligibility
  • Definition of Office Types and Eligibility by Job
  • Definition of Welcome Letter Templates
  • Definition of Non-Disclosure Agreement
  • Definition of Union Agreements Templates
  • Defnition of Bayh-Dole Act Agreement Template
  • Support Security Clearance to collect Clearance Information and Certify employee for Security clearance.
  • Medical Exam Verification and Certification
  • Office Space Request and Allocation
  • Business Card Request and Issuance
  • Uniforms Requests and Issuance
  • eMail Address Requests and Issuance
  • On-Boarding Documents/Forms Submission Checklist and Tracking
  • Application User-ID request
  • Once the an On-Boarding plan is created for the employee, then the activities will be tracked by stage and each activity is assessed and rated.
  • At the end of each stage in the plan, a final review of the outcome of the stage is conducted, and employee is rated, and recommendations are made

Performance Management

Interact HRMS provides a 360-Degree Goal Based Performance Management Application that is seamlessly integrated with Competencies Management, Job Classification, Training and Leaning, Career Planning, and Succession Planning. The structure of the Performance Plan is user defined. 360-degree based performance evaluation system with user defined performance appraisal/evaluation dimensions and associated elements/factors. The Performance Appraisal system is goal based, where the first dimension in the appraisal process is the employee performance plan for the year, where the specific goals are defined and need to be achieved by the employee. The goals are aligned with the organization annual plan, and the employee is assessed on the achievements against the goals as defined in his/her performance plan. Additional performance appraisals dimensions and associated factors such as competencies, Hay factors, and/or internal factors can be defined as well. Based on the employee performance plan/goals, and additional dimensions and factors, system automatically generates of performance evaluation forms with multiple evaluation dimensions and elements and factors where each evaluation block/section with associated factors can be assigned to a different employee/supervisor for assessment and recommendations. Multiple evaluators per evaluation, unlimited number of evaluations per employee, predefined evaluation activities through the workflow with auto-notification and integrated with Career Planning and Training Management. Specific actions can be conducted as a result of the performance appraisal such as training and development, career planning, new job assignment, on the job training, coaching, salary increase, grade change, demotion, promotion, etc. The performance appraisal system is seamlessly integrated with other Interact applications including career planning, training and development, competencies management, succession planning, and compensation management. And Include:

  • Performance Plan Dimensions Structure
  • User Defined Performance Goal Groups
  • Predefined Mandatory
  • Definition of Goal Rating
  • Definition of Performance Plan Actors and Roles
  • Performance Plan can include goals and competencies
  • Once the structure of the performance plan is defined the employee can create his/her own performance plan from the employee self-service where the employee will select the goals to be achieved and competencies to be developed
  • The plan is then submitted through the workflow for review and approval.
  • Once the plan is approved, then the Actors can give quick feedback to the employee during the performance period to guide the employee and ensue that the goals in the plan are being achieved.

Training and learning management

Interact HRMS Training and Leaning Management (iTrain) Supports both external and internal training management, with extensive tools for defining training courses and requirements, learning resources definition, internal and external instructors management, training budget, course/training scheduling, employee training registration, training attendance tracking, training assessment, and post-training performance assessment. Transparent interface to performance evaluation, career planning, and succession planning, and competencies management.

Interact Organization Management

Interact HRMS provides a comprehensive Organization Management (iOrganization) Application which is used to define organization units including branches, divisions, departments, sections, projects, contract, etc. When defining an organization unit, the cost center for organization unit needs to be defined. In order to answer the question, first a decision needs to be made as to where the organization units will be managed, meaning created, merged, made inactive, etc. If the organization units are to be managed by the Financial System, so it is the responsibility of the financial system to send Org change Transaction to Interact HRMS, it is not the other way around. As long as the Financial System send to Org Change Transaction, Interact HRMS will be able to receive it and process it. The format of the transaction will depend on the selected Financial System Interface Capability.

Organization Chart

Organization Chart

How is budgeting data from the GL or GM side reflected on the HR / payroll side (i.e., how does it get there)?

•For example, you don’t want employees to charge labor to a cost center that no longer has labor funding in it.
To answer the question, we need to know where you’ll be managing Position Budget and Grants/Funds, Contracts, and Project Budgets, specifically with regard to Salaries and Wages. Usually the approved budget for the initial fund balance is submitted from Finance, then this is defined in Interact HRMS, and Interact HRMS handles the Budget Balance update when payroll is processed. If this the fund balances updates/changes are going to take place within the Financial System, then it is the responsibility of the Financial System to send the Budget/Fund Balance Change transaction to Interact HRMS. The format of the transaction will depend on the selected Financial System Interface Capability.

Position Budgeting and Manpower Planning

The process of developing a position budget leading to a manpower plan is critical, where based on specific load and desired scope and quality of services a position budget is developed that defines what job positions will be allocated to each organization unit/department/project based on the projected load. Once the position budget is appropriated, then all recruitment and hiring is conducted against this position budget. The proposed Interact HRMS solution provides a comprehensive Position Budgeting and Control application that supports the position budgeting cycle starting with the position budget worksheet, and ending with definition of positions by job within the approved position budget. The position budgeting process is conducted by Organization Unit whether at a department, or project level or section level and can include projects, committees, and contracts. Once the position budget is approved and positions are defined, all recruitment and hiring can be controlled by the position budget, given a stringent control over the positions that can be recruited for. The system automatically keeps track of the budgeted position, allocated positions, assigned positions, and vacant positions, while at the same time enabling the hiring against positions that are projected to be vacant in the near future due to non-renewal of assignments or employee termination. Additionally the system provides real time financial and statistical reports with regard to the Manpower Budget versus Actual Expenditures for the purpose of manpower financial planning, programming, and control.

  • Interact HRMS provides a comprehensive Position Budgeting and Control application that supports the position budgeting cycle starting with the position budget worksheet, and ending with definition of positions by job within the approved position budget.
  • The position budgeting process is conducted by Organization Unit (College, Department, Section, etc.) whether at the college, department level or section level and can include projects, committees, and contracts.
  • Once the position budget is approved and positions are defined, all recruitment and hiring can be controlled by the position budget, given a stringent control over the positions that can be recruited for.
  • The system automatically keeps track of the budgeted position, allocated positions, assigned positions, and vacant positions, while at the same time enabling the hiring against positions that are projected to be vacant in the near future due to non-renewal of assignments or employee termination.
  • Additionally the system provides real time financial and statistical reports with regard to the Manpower Budget versus Actual Expenditures for the purpose of manpower financial planning, programming, and control.
  • Combined with the KPI system, financial and statistical KPIs are used to provide management and planning information to gauge the use of the position budget and to plan for the new budget.
  • The Interact position budgeting system can be setup to control all recruitment and hiring where recruitment is tightly integrated with the position budget and a requisition to recruit can only be created if there is an available approved position.
  • Alternatively, the system can be setup to allow recruitment with availability of positions in the budget.
  • The above are user defined though the position budget and recruitment policy setup.

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