Payroll Services Online System Handbook

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Payroll

Services

Online System

Handbook

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POBAL Payroll team contact details

Name

Email Address

Telephone Number

Payroll Helpdesk [email protected] 01 5117241 Pat Prendergast [email protected] 01 5117240

Tracy Coyne [email protected] 01 5117226

Lisa King [email protected] 01 5117242

Lyn Barrows [email protected] 01 5117239

Noeleen McConway [email protected] 01 5117163

Vivienne Flaherty [email protected] 01 5117245 Elaine DeCourcey [email protected] 01 5117267

Bridget Nee [email protected] 01 5117260

Jemma Elias [email protected] 01 5117257

Helen Laffey [email protected] 01 5117244

Lyn Heanue [email protected] 01 5117235

Teresa Dundass [email protected] 01 5117274

POBAL HELPDESK

TEL : 01 -511-7241

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Acronyms & Abbreviations

Abbreviation Full Text

LA Local Authority

ED Electoral District

RSS Rural Social Scheme

DSP Department of Social Protection PPS Personal public service

ROS Revenue Online Service

FA Fuel Allowance

IQA Increase for Qualified Adult

CDI Child Dependent Increase

JA Jobseekers Allowance

SRCOP Standard Rate cut-off point

PAYE Pay as you earn

PRSI Pay related social insurance

PRSA Personal Retirement savings account

LPT Local property tax

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Introduction:

This handbook has been written for managers and authorised staff of local authorities engaged in the Gateway programme:

Sections 1 and 2 relate specifically to the Gateway programme. They set out the detailed instructions and guidance notes for local authority employers to follow in providing the information required on candidates and successful participants via the on-line Gateway Participant Solution.

Sections 3 – 11 set out the weekly on-line payments system provided to all organisations that use Pobal’s payroll services. The service is used by “implementing bodies” in the Rural Social Scheme and Tús programme and, now, by local authorities in Gateway.

Sections 12 and 13 provide template forms and information on Revenue on Line and other topics relevant to organisations engaged in these work placement programmes.

These online systems allow organisations to submit information directly to our dedicated payroll team through our website. All authorised staff in the relevant organisations have been supplied with a unique username and password that enables them to submit weekly payroll data (in relation to RSS/Tús/ Gateway) and renewal forms (in relation to RSS only) to Pobal. All online forms are pre-populated with existing information.

About Gateway

Gateway is an activation initiative of the Department of Social Protection, launched in 2013 and managed through City and County Councils. Gateway provides short-term quality and suitable working opportunities for people who are unemployed while at the same time are carrying out beneficial work within communities, and contributes to the management of the Live Register.

Work placements are a valuable route for participants to gain or update experience of the workplace, to learn new skills and to return to the routine of work. The objectives of Gateway are to:

Support the Department in its efforts to afford those who are unemployed with the opportunity of short-term quality work placements and break the cycle of

unemployment

Improve the employability and work readiness of participants by providing them with opportunities to put work skills into practice and to learn new ones and to enable progression to work, further education or skill development opportunities

Provide prospective employers with evidence that a participant has the necessary skills and abilities to do the job

Boost the participants’ motivation and confidence

Provide participants with a work reference at the end of the placement

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9 Pobal’s Role

Pobal’s role in Gateway is to provide participant payroll services to City and County Councils and to develop and provide information systems that capture essential data about the programme, the participants and their work.

This handbook is a step by step guide to give users a detailed overview of our online systems. Please read carefully.

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Section 1: The Application and Set up process

Each work placement programme provides a participant details form that must be completed by the employer, the participant and the DSP prior to their commencement on the scheme. Below is a template of the Gateway 1 version (there is also a similar RSS 1 and Tús 1 version) with detailed instructions on how to complete each of the three sections.

Section A - For completion by the City/County Council:

Name and Address of City/County Council Gateway Start Date*: Customer’s Name: (Print Name) Customer’s PPS Number

*Gateway start date - please allow for sufficient time for the Dept. of Social Protection to provide the details requested, to complete and return form and give adequate notice to Pobal for payment.

Section B- For completion by the participant:

Gateway PARTICIPANT DETAILS FORM

- Gateway 1

As I will be commencing on Gateway on the Start Date outlined in Section A above, please close my claim for JA from that date. I give permission to the Dept of Social Protection to provide the details requested on this form to the above named City/County Council.

Signed: ____________________________________Customer’s Signature Date: _________________

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11 Section A – Completed by the organisation:

The name and address of the organisation, the participant’s name, PPS number and start date must be completed. When inserting the start date please provide adequate time for DSP to complete form.

Section B – Completed by participant:

The participant must sign this section to indicate that he/she is giving notice to the DSP that they are commencing on Gateway and also granting the DSP permission to complete Section C.

NB: The form must be signed prior to being sent to The Department of Social Protection.

Section C – Completed by the Department of Social Protection

The payment rate (and its breakdown) of the participants current social welfare entitlements, including their child details, are completed by the Department of Social Protection. It will also clarify whether they have a fuel allowance entitlement or not. Please check that the returned form is fully completed, signed, stamped and dated by the DSP before submitting to Pobal.

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Section 2: Logging onto the Gateway Participant Site

Please use Internet Explorer 9 or later version (Download Internet Explorer)

To access the Gateway SharePoint Portal select: Gateway Portal or copy and paste the link below into the internet explorer address bar.

https://intranet.pobal.ie/Portals/Gateway/Lists/Gateway%20Participants/AllItems.aspx

When prompted by Windows Security enter your credentials: For example:

Username: admdub\username (e.g. admdub\louthcc) Password: As provided by Pobal

Please note you will need to login to Pobal’s secure domain by entering admdub\username.

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13 Figure 1: Screenshot - Gateway Participants List

Adding a Gateway participant

Select the Add New Participant button.

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Stage 1: Pre-Interview

1.1 Pre-requisites

All participating local authorities will have received a list of names of potential participants from their local DSP office. All potential participants on this list must have their details entered onto the system. The system is divided into the following eight stages:-

1. Pre- Interview 2. Interview 3. Appraisal 4. Contract

5. Awaiting Pobal Approval 6. Commenced Job 7. Excluded

8. Exit

The stages must be completed in numerical order i.e. the user must complete Stage 1 fully before the system will allow them to progress onto Stage 2. The first stage in this process is the Pre-Interview Stage and although the candidate may have progressed through to the interview or even the acceptance stage, all stages in the form must be completed in numerical order.

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1.2 Form Design

1.3 Actions to be completed at this stage

 From the Gateway Participants List select “Add New Participant” to create a new record

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Figure 3: Screenshot - Application Form

 The fields marked with a red asterisk (*) are mandatory and must be fully completed. It is recommended that all fields are completed.

Note

: The table below provides further explanatory information on the Pre- Interview section.

Field Description Mandatory Notes

Salutation Mr, Mrs, Miss, Ms No If provided in the details from DSP the Salutation should be completed now, otherwise, it should be updated after the interview stage

First Name Yes

Last Name Yes

Address Line 1 Yes

Address Line 2 No

Address Line 3 No

County/City Yes

Phone No. No

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Date Referred from DSP

This is the date the candidate’s details arrived at the local authority

Yes

Date 1st Contact for Interview

Record the date that the candidate was first contacted

No Mandatory at Interview Stage

Date of Response

The date the candidate responded to the 1st contact

Date Interview Scheduled

The date the interview was scheduled

 Under the heading Application Status the Stage field will be pre-filled with Pre-Interview.

Select the stage to move the record to . Only the available stages will be displayed

Select the appropriate status from the dropdown , only relevant statuses will be displayed

To save changes press the Save Application Button

Pressing the Close Form button will close the current record. Note that any changes will be lost

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Available Stages and Statuses

Stage Status Description

Pre-Interview Awaiting Interview Select this stage and status when you have recorded initial Pre-interview information but have yet to schedule the interview with the candidate Interview

Scheduled

Select this stage and status when interview has been scheduled

 In the section Application Attachments there is the facility to attach the relevant participant documentation.

 Once all of the fields have been completed in this section and the relevant documentation has been attached, click on the Save Application button.

1.4 Alternate flows

At this stage the candidate may not have acknowledged the contact to attend interview. In this case:

 Press the “Exclude Candidate” button, this will automatically move the process to stage 7, Excluded. [See Stage 8 for more details of the next steps].

Stage 2: Interview

2.1. Pre-requisites

 Interview has taken place.

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2.2. Form design

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Figure 4: Screenshot - Edit Item Icon

 From the Gateway Participants List (Figure 4) click on the drop down arrow to the right of the First Name field of the relevant participant record.

 A drop down menu will open.

 Click on the Edit Item option to access the participant record.  Enter all details and attach documentation, if necessary.

Note

: The table below provides further explanatory information on the Interview section.

Candidate Attended Interview

Indicates if the

candidate attended the interview

Yes Once all reasonable efforts have been exhausted and the candidate does not attend interview this field should be set to No

Date of Interview The actual date the interview was held

Yes PPS Number The candidate PPS

Number

No PPS Number must be

captured at Contract stage To progress from the Pre- Interview stage to the Interview Stage - scroll down to the Application Status section and update the Stage field from Pre- Interview to Interview by using the drop down arrow. Update the Status field also.

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Electoral District The ED of the candidate Yes See Pobal Maps * Candidate has disability/Special needs Yes Educational Attainment

The highest level of education that the candidate has attained

Yes Sector most recently employed Yes Finish Date of Most Recent Employment No

Driving License Yes

Category of Vehicles Covered

Yes Select the category of

vehicles from the multi-select dropdown

 When finished click on the Save Application button

Interview Interview confirmed Interview has been confirmed but not yet held

Interview completed

Interview has been completed Candidate excluded

at interview stage

Candidate has been excluded at this stage, capture what information you have, set this status and press the “Exclude Candidate” button

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Figure 5: Screenshot - Interview Section

2.4 Alternate flows

At this stage the candidate may not have attended interview. In this case:

 Capture as much information as possible, typically the date that the interview was scheduled

 Set the “Candidate Attended Interview” dropdown to “No”

 Under Application Status select “ candidate excluded at interview stage”

 Press the “Exclude Candidate” button, this will automatically move the process to stage 7, Excluded. [See Stage 8 for more details of the next steps].

Stage 3: Appraisal

3.1 Pre-requisites

 Candidate has attended interview.  Interview information has been recorded.  Candidate has been put forward for Appraisal.

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23 Figure 6: Screenshot - Appraisal Section

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 Log into the system using the method previously outlined on page 12.  Open relevant participant record.

 The fields marked with a red asterisk (*) are mandatory and must be fully completed. It

is recommended that all of the fields are completed.

Note

: The table below provides further explanatory information on the Appraisal section.

Field Description Mandatory

Garda Vetting Status Yes

Date Garda Vetting Submitted No

Date Garda Vetting Completed No

Contract of Engagement Issued Yes

 All candidates require vetting. Until vetting has been completed, set the Garda Vetting Status field to “In progress” and capture the date that vetting was submitted.

 When vetting is completed, a Contract of Engagement can be issued.  Enter all details and attach documentation, if necessary.

 Click on the Save Application button

Stage Status Outcome

Appraisal Placed pending

contract agreement N/A Placed pending Garda Vetting

N/A Placed on panel for further training

Referred back to DSP Placed on panel for

alternative work

Referred back to DSP Candidate excluded

at appraisal stage

N/A

To progress from the Interview stage to the Appraisal Stage - scroll down to the Application Status section and update the Stage field from Interview to Appraisal by using the drop down arrow. Update the Status field also.

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3.4.1 Not Suitable

If the candidate is deemed to be unsuitable at interview:

o Select the “Excluded Candidate Button”. [See Stage 8 Excluded for information on next steps].

3.4.2 Not Suitable due to Garda Vetting

If the candidate is deemed unsuitable due to Garda vetting:

o Record the dates that the Garda Vetting was issued and completed

o Select the “Excluded Candidate Button.” [See Stage 8 Excluded for information on next steps.]

3.4.3 Suitable Placed on Panel

If the candidate is deemed suitable but no placement is available: o Record the vetting dates

o Select the appropriate status and reason o Set the outcome as “Details Back to DSP” o Save the record.

3.4.4 Rejected Placement

If the candidate is deemed suitable but does not accept the placement: o Select the “Excluded Candidate” button

Stage 4: Contract

4.1 Pre- requisites

 Candidate has accepted a placement  Candidate has signed the Gateway 1 form

 Candidate is registered with Revenue (See Section 7 – How to Register an employee with Revenue).

NB: If these steps are still incomplete the Contract stage should be completed to allow candidates to be registered for payroll

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4.3 Actions to be completed at this stage

 Log onto the site

 Open the participant record  Click on Edit Item

 Update participant record

Note

: The table below provides further explanatory information on the Contract section.

Participant Address Electoral District

The ED that participants address is located in

Yes

Actual Start Date

The actual start date Yes Contract End

Date

The scheduled end date i.e. +22 months

Yes

Gender Male/Female Yes

Date of Birth Date of Birth Yes

Civil Status Civil Status Yes

Language Language ability Yes

Nationality Nationality Yes

Category of Work

What the job involves Yes Sub-category of

Work

Sub-category of work Yes

Project Name

Free form text description for the project the job is associated with

Yes

Location of Job Location of the job Yes Placement

Start Date

Date the participant started on the job

Yes Placement End

Date

Date the participant finished the job

Yes

Bank Name The Bank/Building Yes

To progress from the Appraisal stage to the Contract Stage - scroll down to the Application Status section and update the Stage field from Appraisal to Contract by using the drop down arrow. Update the Status field also.

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Field Description Mandatory Notes Society/Credit Union Name Bank Account Number The Bank/Building Society/Credit Union Account Number Yes Bank Account Name The Bank/Building Society/Credit Union Account Name Yes

Bank Sort Code The Bank/Building Society/Credit Union Sort Code

Yes

Bank Address The Bank/Building Society/Credit Union Address

Yes

Type of employee

The employee type, one type on Gateway programme Yes Defaults to G-STD Employment type Permanent Yes

PRSI Code The applicable PRSI Code Yes A8 or A9

Payment Type Default "Salary" Yes

Start Tax Week Tax week to start Yes 1 to 53

Team Code Recommend that

participants are split into teams for ease of

administration

No Auto populated

Payment Method

Default payment method PayPath

Yes Pre populated with PayPath

Tax Status Candidate tax status No Social Welfare

Personal Rate

Social Welfare Personal Rate

Yes Taken from completed

Gateway Form Social Welfare

Partner Payment

Social Welfare Partner Payment

No Taken from completed

Gateway Form

Child Payment Child Payment No Taken from completed

Gateway Form Top Up The top up amount for

the programme

Yes For all candidates will be a minimum €20

Less Means Less Means No Taken from completed

Gateway Form Total Payment

Amount

Total payment amount No Auto calculated (should be a minimum of €208)

Fuel Allowance Always add the full value and reduce if necessary

No Taken from completed

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Fuel Adjust Adjustment No Taken from completed

Gateway Form Payslip Pin 4 digit pin for accessing

weekly pay slips

No Payslip Email Email address of person

to receive pay slips

No Only one email address will be associated with the Local Authority Account

Note: Payslips for Gateway participants will be generated electronically by the payroll team and forwarded via email to the local authority administrator. Each administrator will have the option of receiving either

(a) One email with all of the participant’s payslips contained in a single batch, to be accessed with one PIN number and re-distributed separately to each participant individually or

(b) A separate email of each individual payslip, to be forwarded to each participant’s personal email address and accessed by them using a unique PIN number.

To facilitate the setting up of Option (a) – please ensure that only one email address (that of the administrator) and one PIN number is entered for ALL participants on the online system. To facilitate the setting up of Option (b) – please ensure that only one email address (that of the administrator) and a different PIN number for each participant is entered on the online system.

Contract Place offered and

accepted

Details sent to DSP Place offered and

declined Referred back to DSP Candidate excluded at contract stage N/A

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4.4.1 Not Suitable

Candidate declines the offer of the placement:

o Click the “Exclude Candidate” button and this will automatically move the process to stage 7, Excluded. [See Stage 8 for more details of the next steps.]

Stage 5: Awaiting Pobal Approval

5.1 Pre-requisites

 Contract has been issued.

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 Pobal validate the participant record and complete fields as appropriate

Note: The table below provides further explanatory information on the Awaiting Pobal Approval section.

Gateway 1 form Validated By

The Pobal user who validated the form

Yes Gateway 1 Form

Validation Date

The date the Pobal user validated the Gateway 1 form

Yes

Awaiting Pobal Approval Awaiting Pobal approval

Pobal Approved

To progress from the Contract stage to the Awaiting Pobal Approval Stage - scroll down to the Application Status section and update the Stage field from Contract to Awaiting Pobal

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5.4.1 Back to local authority

 Pobal have the option to return the record for further information or amendments. To do this, choose “4. Contract Stage” from the drop down menu.

Stage 6: Commenced Job

 Participant has commenced work.  Gateway 1 form has been completed  Participant validated by Pobal.

At this stage you will be unable to make changes to the participant record, but can use the additional placement and educational attainment section to record movement in the participant’s role or record details about any skill acquired whilst on the programme.

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 Log onto the site  Select participant  Click on Edit Item  Update the record.

NB: When the participant moves to a new role or placement within the local authority, note that the solution only allows for the inclusion of one additional role. If additional jobs are required, please contact the Pobal payroll helpdesk for further assistance.

Note: The table below provides further explanatory information on the Commenced Job section.

End Date of Initial Work Placement No Category of Work

Type of work participant is involved in.

No Sub-category of

Work

Sub- category of work No Project Name Free form text

description for the project the job is associated with

No

Location of Job Location of the job No Electoral Division Placement Start

Date

Date the participant started on the job

No Placement End

Date

Date the participant finished the job

No The end date of the new role, will initially be left blank Recorded Date The date the profile was

added to

No Category of

Attainment

The type of record to add to the profile, i.e.

education, qualification, training

No

To progress from the Awaiting Pobal Approval Stage to Commenced Job Stage - scroll down to the Application Status section and update the Stage field from Awaiting Pobal Approval to Commenced Job by using the drop down arrow. Update the Status field also

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Title of Attainment

The actual name of the qualification attained

No Attainment Date The date the attainment

was achieved

No Attainment

Expiry Date

Any applicable expiry date

No

Notes Additional notes

regarding the achievement

No

NB: The online system only allows for the inclusion of 6 educational/skills attainment fields. If additional attainments are required, please contact the Payroll Helpdesk for further assistance.

When the participant leaves the programme due to reaching their contract end date or for other reasons, such as, returning to education or full time education, please move the candidate record onto the Exit Stage.

Commenced Job Commenced Job Details sent to DSP

6.4.1 No Show

o If the participant fails to attend or leaves the placement without notice please notify us immediately by contacting the Payroll Helpdesk.

o Move the record on to Exit and complete the required information, [see Stage 8 – Exit Stage].

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Stage 7: Excluded

 The candidate record can be excluded at any stage in the process

7.2 Form design

 Update record

To progress from the Commenced Job Stage to the Excluded Stage - scroll down to the Application Status section and update the Stage field from Commenced Job to Excluded by using the drop down arrow. Update the Status field also.

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37 Available Stages and Statuses

Stage Status Reason Outcome

Exclude Candidate

Interview Declined Back to Education/Back to Work

Referred back to DSP

Interview Declined No show after 2nd invitation

Interview Declined Taking up a State Funded Scheme Not Suitable Language issues Not Suitable Literacy/Numeracy

issues

Not Suitable Significant skills deficit Not Suitable Not suitable on health

grounds

Not Suitable Due to Garda Vetting Not Suitable Dropped out

Not Suitable No interest displayed Not Suitable Refused

Training/Support Place Offered but

Declined

Acquired full-time employment Place Offered but

Declined

Currently in approved Education/Training Place Offered but

Declined

Going back to education – written evidence provided

Place Offered but

Declined Refused job offer

Place Offered but Declined

Refused placement due to Maternity

Place Offered but

Declined Signed off live register Place Offered but

Declined

Transferred to another DSP payment

Place Accepted but Did Not Commence

Acquired full-time employment

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Stage Status Reason Outcome Job

Place Accepted but Did Not Commence Job

Change in personal circumstances Place Accepted but

Did Not Commence Job

Currently in approved Education/Training Place Accepted but

Dropped out Place Accepted but

Going back to education Place Accepted but

Not available Place Accepted but

Refused job offer Place Accepted but

Refused placement due to Maternity

Place Accepted but Did Not Commence Job

Signed off live register Place Accepted but

Transferred to another DSP payment

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Stage 8: Exit

8.1 Pre- requisites

 Participant had been working on a placement and had received payments from Pobal  The candidate will have informed the local authority that they are ceasing work on the

programme or the 22 month placement has elapsed.  An Exit Interview has been arranged

8.2 Form design

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Note: The table below provides further explanatory information on the Exit section

Exit Interview Date

The date the exit interview takes place

No Programme Exit

Reason

The reason for leaving Yes End Tax Week Tax week participant

completed work

Yes Actual Contract

End Date

The date the participant left the programme

Yes Category of

Activity following Placement

The activity taken up by the participant after the programme ends and they leave the scheme

Yes

Exit the Programm e

Commenced job but left placement early

Accident/ill health Details sent to DSP

Completion of Placement (22 months completed) Deceased Dropped-out Education/training Emigration Full-time employment Imprisonment Maternity/adoptive leave

Not financially viable

Performance

related/dismissed

Placement ceased/Retirement

To progress from the Excluded Stage to the Exit Stage - scroll down to the Application Status section and update the Stage field from Excluded to Exit by using the drop down arrow. Update the Status field also.

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Transfer to another DSP

payment (OPFP,DA/B, Carers)

Transferred to other local

authority

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Section 3: Completing Gateway Weekly Payment Forms

Step 1: Log onto the Gateway Portal: https://intranet.pobal.ie/portals/gateway

o Select “Gateway Weekly Payment” from the left navigation menu

Figure 7: Screenshot – Participants screen

Step 2: Complete the User Name and Password. Username: samplecc

Password: Reference Password received by Pobal *Do not enter ADMDUB\username*

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43 o There is a box to remember you next time (if you use a computer that may be

shared by others this option should not be used).

o Once you have entered the details click on the Login button. The system also offers you the facility to reset your password and for password recovery when you click “reset password”.

o You are then taken to the Welcome page.

Figure 8: Screenshot - Pobal Online

Step 3: Under the heading on the right hand side of the welcome page above o You will see the heading Complete Gateway Weekly Payment Form o Click on the link

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Figure 9: Screenshot - Weekly Payment Forms

o S

To the left of the screen you will see the following menu:

New Weekly Payments: (the screen that is on view above) – this shows the weekly payment forms that are currently outstanding.

Draft Weekly Payment Forms – these are forms that have been completed by an authorised member of staff and have been saved pending sign off by your supervisor or manager who must then submit them to us.

Submitted Weekly Payment Forms – these forms have been submitted to us by your programme administrator (or other authorised staff member) and cannot be altered when in submitted status. However, if there is a late change, please contact your Pobal payroll officer and they will be able to revert it back to draft status, so amendments may be made and the new version can be re- submitted to us.

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45 Figure 10: Screenshot - Weekly payment forms tab

Step 4: Open the weekly payment forms by clicking on the New Weekly Payment Forms tab

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Section 4: How to Complete the Weekly Payment Forms

Once logged into the New Weekly Payment Forms page the screen below will open.

Figure 11: Screenshot - Access weekly payment forms Step 1: Click on the relevant project.

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47 Figure 12: Screenshot - Sample weekly payment form

Step 2:

The weekly payment forms are prefilled with the standard rate of pay i.e. the standard rate of pay is inclusive of fuel allowance (when in season) less any regular weekly repayments. Step 3: To enter the correct amount for Pay This Week:-

o Right click on the first participant and then use the arrow key (right and left) situated to the left of the keypad or the Tab key to navigate the form. o Enter the correct salary amount in the pay this week box.

o Insert the relevant comment where instances of differences occur between the standard rate of pay and the pay this week amount.

o Verify that the Employer Name is correct.

o Verify that the Week Ended date is correct

o Verify that that Project Code is correct

o Verify that the Week Number is correct

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Useful Tips:

If the process of completing a weekly payment form is interrupted at any stage the form may be saved and will default into the draft weekly payment form section.

Please note that the weekly payment form will not submit if:

(a) No comment inserted if pay this week does not match standard rate of pay.

(b) Negative amount is entered in the pay this week box.

The weekly payment form may be checked to ensure it has been submitted by clicking into the ‘Submitted Weekly Payments’ tab on the left hand side.

Once the weekly payment form has been submitted the payroll officer will be able to access it.

If after submitting form, it then transpires an error has been made please contact the payroll officer and request that it be reverted to draft status to allow the new amendments to be made.

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Section 5: Changes to Payroll Payment Rates

Deductions:

All participants are required to immediately declare any change in their circumstances that may require a change in the calculation of their total weekly payment, to their employer. A deduction in a participant’s weekly payment rate may be temporary, as a result of

absenteeism or unpaid sick leave, or as a result of a change in their personal circumstances. In the case of either absenteeism or unpaid sick leave, the deduction in their weekly payment rate will be calculated on the basis of their hourly rate of payment. The following example illustrates the methodology applied in calculating the correct deduction amount for a participant in receipt of a single weekly payment rate who has been absent for a period of 5 hours in a week:

Total weekly working hours (19.5) = Total single weekly payment rate (€208.00). Therefore,

NB: Unpaid sick leave will also be calculated on an hourly payment rate basis for all participants.

A deduction in a participant’s weekly payment rate can also occur as a result of a change in their personal circumstances. Changes in circumstances that may result in a deduction in payment rates are as follows:-

 A dependent spouse/partner takes up new employment

 An increase in the dependent spouse/partners income

 A dependent spouse/partner commences a “new” social welfare payment

 A dependent child turns 18 years of age and is no longer in full time education

 A dependent child in full time education turns 22 years of age [the entitlement ceases at the end of the college year in which the child has turned 22 years of age or on the date of their 22nd_{birthday if it falls outside of the period of the college academic year].}

NB: Please note that this is not an exhaustive list of all possible changes in circumstances.

19.5hrs = €208.00

1 hour = € 10.66

5 hours = € 53.33.

Calculation:

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In all instances regarding a personal change of circumstances that may result in an increase in a participants rate of pay, you must complete and submit a Gateway 5 form to your payroll officer before any adjustments can be made to a participant’s rate of pay. The Gateway 5 form must be completed by the participant’s local DSP office as it contains the details of their new payment entitlements.

In the case of a change of circumstance regarding a dependent spouse/partner’s income, the weekly payment rate will be increased or decreased by the amount payable for the Increase for a Qualified Adult (IQA).

In the case of a change of circumstance regarding a dependent child, then the weekly

payment rate will be increased or decreased by the amount payable for either a full rate Child Dependent Increase (CDI) or a half rate CDI, whichever is applicable.

Please contact your payroll officer immediately via email outlining the full details relating to the participant’s change of circumstances. If the change of circumstance will result in an overpayment (i.e. wages relating to that participant have already been submitted) you must contact your payroll officer by phone and request that the relevant weekly payment form is returned to draft status so that it can be amended accordingly.

The deadline for late changes to the weekly payment forms is every Tuesday at 10.30 am. No increase in a participant’s rate of pay may be allowed until it is approved by Pobal.

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51 Published by Pobal, 2013. Document reference: 2013/01

Section 6: Payment Rates for Participants

The weekly rate of payment for participants is calculated on the basis of the value of their personal circumstances and related social welfare payments. Your organisation has no discretion in determining the amount to be paid to a participant. The rate of payment will be determined by the participant’s prior rate of social welfare payment plus an additional €20.00 per week top–up payment, subject to a minimum payment of €208.00 per week. A fuel allowance will be paid where the participant’s entitlement has been determined prior to their taking up the work placement.

In order to calculate the total weekly payment entitlement of a participant, our payroll team requires a full breakdown of their social welfare payment. This breakdown should also include specifics regarding means assessment and fuel allowance, should they be applicable. This information is taken from Section C of the Participants Details Form and is completed by the Department of Social Protection. Our payroll team will then determine the correct rate of pay based on the information supplied.

The table below shows a breakdown of the current maximum rates of payment:

Participant Category Total Weekly Payment

Participant without Adult Dependant €208.00

Increase for Qualified Adult Dependant €124.80

Each Child Dependant (Full Rate) €29.80

Each Child Dependant (Half Rate) €14.90

o Currently, where a participant was in receipt of Jobseeker’s Allowance (JA) payment at the maximum rate of payment (€188 per week), he/she receives the value of this payment plus a “top-up” payment of €20 per week, bringing their earnings to €208 per week.

o A couple with no children and no means assessed against them currently receiving €312.80on JA will receive an equivalent amount plus an additional €20 top-up payment per week.

Payment arrangement for JA recipients aged under 25/26:

o Participants who were on an age reduced JA payment prior to joining a scheme will be unaffected by this change. Therefore, a person under 25 years of age (or under 26, as of 1 January 2014) receiving either €100 or €144 per week will receive a payment of €208 per week.

Summary

Participants will receive, at a minimum, a payment rate of €188.00 plus a ‘top-up’ of €20.00 per week. All participants who were in receipt of a JA rate of more than €188.00 per week i.e. couples, will continue to receive that rate plus a ‘top-up’ of €20.00 per week. All participants in receipt of JA rate of less than €188.00 will receive a total payment of €208.00.

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For further information on all social welfare entitlements you can log onto the DSP website at www.welfare.ie .

6.1 Payslips

Figure 13: Sample payslip

o Total weekly gross pay before deductions

o Total weekly deductions (PAYE/PRSI/USC/PRSA) o Total weekly net pay (gross pay minus deductions).

o Pers Rate (Personal Rate) – A participant’s personal rate of payment directly relates to their personal rate of payment entitlement from social protection.

o Adult Dep (Adult Dependent Rate) – directly relates to their increase for qualified adult payment entitlement from social protection.

o Child Dep (Child Dependent Rate) – directly relates to their child dependent increase payment entitlements from social protection.

o Less Means – If a participant has means assessed against their social protection payment entitlements then this amount will appear as a minus amount on their payslip.

o EXTOPUP – refers to the participation allowance or additional ‘top-up’ amount that a participant is entitled to under the terms of the work placement programmes as specified by the DSP. The minimum top-up amount will always be €20.00 per week.

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53 Under the Payment of Wages Act 1991 all employees are entitled to receive a pay slip from their employers showing the total gross wage and including the details of all deductions made. As payroll agents, we are responsible for processing the weekly payroll for all participants under the scheme and to provide each individual participant with a payslip. Payslips for Gateway participants will be generated electronically by the payroll team and forwarded via email to the local authority administrator. Each administrator will have the option of receiving

(a) One email with all of the participant’s payslips contained in a single batch, to be accessed with one PIN number and re-distributed separately to each participant individually or

(b) A separate email of each individual payslip, to be forwarded to each participant’s personal email address and accessed by them using a unique PIN number.

To facilitate the setting up of Option (a) – please ensure that only one email address (that of the administrator) and one PIN number is entered for ALL participants on the online system. To facilitate the setting up of Option (b) – please ensure that only one email address (that of the administrator) and a different PIN number for each participant is entered on the online system.

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Examples of how social welfare rates of pay must be transferred from the Gateway 1 form to the on-line system.

Example 1:

Participant with IQA, CDI and getting a payment that is less than €208.00

Example 1: The total weekly payment on Job Seekers Allowance is €96.20 – therefore he will be topped up to €208.00. The rate of pay will be transferred as per above. The top –up will always be the cost to the exchequer. In this case it is €208.00 – €96.20 = €111.80.

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55 Example 2:

A spouse is a recipient of social welfare and the participant rate of pay is a “max” payment

Example 2: The total weekly payment on Job Seekers Allowance is €174.20 – therefore he will be topped up to €208.00. The rate of pay will be transferred as per above. The top –up will always be the cost to the exchequer. In this case it is €208.00 – €174.10 = €33.90

The means amount will need to be amended as it was a maximum payment and this is done by:

€188.00 (Personal rate) +€44.70 (Child Payment) €232.70 (total full SW Payment) -€174.10 (Actual Amount Paid)

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Example 3:

A participant on a personal rate with means assessed

Example 3: The total weekly payment on Job Seekers Allowance is €30.00 – therefore he will be topped up to €208.00. The rate of pay will be transferred as per above. The top –up will always be the cost to the exchequer. In this case it is €208.00 – €30.00 = €178.00

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57 Example 4:

A participant on a personal rate with IQA and their JA payment is greater than €208.00

Example 4: The total weekly payment on Job Seekers Allowance is €262.80 – therefore she will be topped up by €20.00 to €282.80. The rate of pay will be transferred as per above. The top –up will always be the cost to the exchequer. In this case it is €262.80 plus an additional €20.00 top-up.

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Section 7: Revenue, PRSI, PRSA, Union & LPT

7.1 Revenue:

All wage payments to participants are assessable for income tax (PAYE). However, the actual amount payable by a participant will depend on his/her tax credits, standard rate cut off point and appropriate tax rates on the participant’s tax credit certificate. In the absence of a tax credit certificate, the emergency tax basis of tax deduction will be operated.

Pobal is required by Revenue to apply emergency tax in the absence of a tax credit certificate. In order to avoid applying emergency tax, please follow the steps below.

Participants with previous employment:

To avoid placing participants on emergency tax, or limiting their time on it, please notify your local Revenue office (contact details in Appendices) by phone or by completing a Form P46 (copy included in Appendices) once you are satisfied that he/she will be accepting a position on a work placement programme.

When registering participants you will need to provide your own employer number,

participant’s names and PPS numbers. Shortly afterwards, a tax credit certificate will issue to the employee and a tax credit certificate will issue directly to your organisation.

Participants with no previous employment:

To assist these participants not to be placed/limit their time on emergency tax it is advisable that all organisations contact their local Revenue office (contact details in Appendices) by phone quoting their employer number and the participant’s Personal Public Service (PPS) number issued by the Department of Social Protection. He/she will then be requested to complete a Form 12A (copy included in Appendices) which should be sent to the local Revenue office. This should be done as soon as you are satisfied that the participant will be accepting a work placement position.

How to Register an Employee on-line with Revenue office (ROS):

To register an employee through ROS ensure that your own internal finance unit have first allocated you with the user name and password that is linked to the relevant employer number to allow access to the organisation’s information within the ROS system.

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59 Step 1: Log onto the Revenue website www.revenue.ie

This will bring you into the following screen.

Figure 14: Screenshot - ROS home page Step 2: Click on the Login to ROS tab

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Figure 15: Screenshot - Login to ROS

Step 3: Select your own organisational certificate and enter your password to login.

Figure 16: Screenshot – ROS Client Services

Step 4: Under the complete a form on-line section (first selection box on right) select PAYE/Emp from drop down menu. In the second selection box to the right select New Employee from the drop down menu. Then click on the File Return tab.

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61 Figure 17: Screenshot - ROS Client Services

Step 5: Select the P46 section (for registration of new employees without a P45 from previous employer)

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Figure 18: Screenshot - New employee registration form

Step 6: Complete the form with the details of the new participant. Emergency Tax:

If a participant does not provide either a:

o Certificate of tax credits from the tax office or

o P45 (parts 2 and 3), in respect of their previous employment It will result in tax being deducted on an emergency basis from their wages.

The effect of applying tax on an emergency basis is that the participant is given a temporary tax credit for the first four weeks of employment (week 1 -4) and they are taxed at the lower rate of tax. For the next four week period no tax credit is given and participants are taxed at the lower rate of tax (week 5-8) and tax is paid at the higher rate from week 9, regardless of the level of pay. Details of emergency tax rates can be found at:

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63 Tax credits:

The amount of tax is further reduced by an individual’s tax credit.

Up to date information for the current tax year tax credits can be found at: http://www.revenue.ie/en/tax/it/leaflets/it1.html

Please Note: Tax Credits are subject to change!

Standard Rate Cut-Off Points (SRCOP):

SRCOPs will determine the rate of tax that a participant pays on their income or salary. In the tax year 2013 for example; a single person will pay 20% tax on income up to €32,800 and 41% on any balance.

Up to date information for the current tax year SRCOPs can be found at: http://www.revenue.ie/en/tax/it/leaflets/it1.html

Please Note: SRCOPs are subject to change!

7.2 PRSI:

Participants will be classified either as subclass A8 or A9. A8 are participants whose weekly earnings are under €352.01 and they will have a nil employee contribution. A9 is for

participants with weekly earnings greater than €352.00 per week. These participants_{will pay 4%} on their total weekly payment from Gateway.

7.3 PRSA:

Should any participant wish to open a PRSA, or have deductions made towards a current PRSA, all relevant information should be forwarded to our payroll team. We issue payments to nominated pension providers, on a monthly basis. Deductions which are made payable to an approved pension provider are subject to tax relief @ 20%. From 1 January 2011, employee contributions to occupational pension schemes and other pension arrangements will no

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longer be exempt from employee PRSI. Such contributions will also be subject to the Universal Social Charge which came into effect on 1 January 2011.

7.4 Union:

Participants are free to join a trade union at their discretion. Details of membership should be forwarded to our payroll team in order to facilitate the deduction of union subscriptions. Once written confirmation has been received, the payroll system will be updated accordingly and the salary deductions of the weekly union contributions will commence. Payment to the relevant union will issue on a monthly basis from Pobal.

7.5 Local Property Tax (LPT):

Voluntary deduction at source: Participants can opt to have their LPT liability deducted from their wages when they complete their LPT Return and the deduction will be collected at source by our payroll team and submitted monthly to Revenue. We will commence the LPT deduction upon receipt of an instruction from Revenue and we will be required to spread the deductions evenly over the remaining pay days in the year.

Mandatory deductions at source: Mandatory deductions at source from wages refer to the enforced collection of LPT from a property owner’s wages. This will occur where an LPT Return and/or payments are outstanding, or where the payment method originally chosen is not honoured. In such instances, Revenue will instruct the property owner’s employer to commence LPT deductions from the owner’s wages.

Please note that the mandatory deduction at source from wages in relation to LPT

is a legal Revenue requirement with which Pobal is obliged to comply.

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Section 8: Account Validation

To keep the number of returned bank payments to a minimum, we would appreciate that all organisations validate their participant’s bank accounts on the Irish Payments Services Organisation (www.ipso.ie) website prior to the submission of bank account details to our payroll team. On the home page there is a link on the left hand side to “Account Validation & Sort Codes”. In the Account Validation & Sort Code webpage you click

Figure 19: Screenshot- IPSO Homepage

You are taken to the webpage below and you complete sort code, account number and then type the security check.

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You will be advised whether it’s a valid/invalid account number – it is important that all accounts are validated prior to the submission of bank details to our payroll team as it will assist in ensuring that any payments due reach the participants account on time.

Section 9: Payroll Deadlines

In order to comply with the payroll requirements for the scheme, please remember the following important deadlines for submission of new information to our payroll team.

 Application for a new starter must be submitted 10 calendar days prior to their actual start date on the scheme

 Notification of an employee leaving the scheme must be submitted 10 calendar days prior to their actual leaving date on the scheme

 Weekly payment forms will be available every Wednesday afternoon and must be submitted by 4pm the following day

 A change in an employee’s bank details must be submitted by close of business on Mondays at the latest

 A pay related change must be submitted by 10.30am on Tuesdays at the latest.

Please ensure that you notify our payroll team of these and any other relevant changes to the payroll information as soon as you become aware of them.

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Section 10: Leave Entitlements

The provisions of all leave entitlements under the work placement programmes are subject to the procedures of individual employer organisations. Please note that you may not approve unpaid leave (excluding unpaid sick leave) for participants.

o Annual Leave:

Participants are entitled to 10.5 days in the contract year (81 hours if calculated in hours) and this must be taken within the year of placement. Any untaken leave at the end of the contract year will be considered lost unless there are extenuating circumstances. In cases where a participant has worked for a period less than twelve months, then leave entitlements are calculated on a pro-rata basis.

o Public Holidays:

Participants who are scheduled to work on a Public Holiday are entitled to a paid day off on that day or a day off in lieu of that day. Participants who are not scheduled to work on a Public Holiday are entitled to paid time-in-lieu in the equivalent of 20% of their weekly hours. It is recommended, where possible, that this time is taken in the week on which the Public Holiday falls, if this is not possible the time-in-lieu can be added to a participant’s annual leave.

o Sick Leave:

Participants may incur a maximum of 7 days paid sick leave in any 12 month period where certified and no more than 2 days of uncertified sick leave.

Team leaders may incur a maximum of 15 days paid sick leave in any 12 month period where certified and no more than 4 days uncertified sick leave in any 12 month period.

These provisions are subject to your organisation’s own procedures being followed.

RSS and Tus Team Leaders are entitled to 20 days annual leave per annum. You may make arrangements for the limited carryover of untaken leave into the following year in line with your organisation’s

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Unpaid sick leave not exceeding three months may be granted by an organisation where a participant or team leader is expected to resume duty and suitable medical certification is provided. In exceptional circumstances, sick leave in excess of three months may be considered, but will require sanction by the DSP.

o Maternity Leave/Adoption Leave

The statutory level of Maternity/Adoption leave applies.

 Adoptive Leave is available to an adopting mother

 Adoptive leave is available to a male employee who is the sole adopter of the child.

 The leave entitlement is 24 weeks from the date on which the child is placed with their family plus an option of an additional 16 weeks unpaid adoptive leave after the adoptive leave ends.

 The Adoptive Benefit form (AB1) must be completed and forwarded to the Adoptive Benefit Section, the Department of Social Protection St. Oliver Plunkett Rd, Letterkenny, Co.Donegal at least 5 weeks before the leave is due to begin. In certain cases, an application can be made after the child is placed with their family. Please note that failure to apply for this payment within 6 months of the date the child is placed with you may result in loss of benefit.

 The statutory maternity leave entitlement is 26 weeks, plus the option of an additional 16 weeks unpaid leave. Participants must commence their maternity leave no later than 2 weeks before their expected date of confinement.

 The maternity benefit form (MB10) must be completed and forwarded to the Maternity Benefit Section, at the Department of Social Protection, St. Oliver Plunkett Road, Letterkenny, Co.Donegal at least 6 weeks before the expected date of confinement. Please note that failure to apply for this payment within 6 months of the birth of the child may result in loss of benefit.

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Section 11: Leavers

There are three different classifications of leavers within the various work placement programme specifications as per the DSP:-

o Scheduled leavers – participants who leave the scheme at the date specified in their contract.

o Leavers with notice – participants who leave the scheme prior to the date specified in their contract, but who provide their employer with notice of their intention to leave the scheme.

o Leavers without notice – participants who have either not shown up for work or inform their employer that they are leaving without giving them any notice of their intention to leave the scheme.

Participants may leave a work placement programme prior to their end of contract date for any number of reasons. As participants are effectively paid their salaries a week in advance, it is imperative that this information is submitted to us as soon as you become aware of it to avoid any potential overpayment to participants who have left the scheme. Please contact your payroll officer or our Payroll Help Desk, in the event that a participant who is included in the weekly payment form is not entitled to this payment due to the fact that they have left their placement without notice.

To assist us in capturing the leavers who are not at end of contract, a weekly email will issue from your payroll officer –

(a) Advising you that the weekly payment forms are now uploaded and are available for your completion and

(b) Requesting that you complete the table (illustrated below) in relation to any participants who have either left suddenly without any notice or are planning to leave in the coming weeks.

Remember! The deadline for the submission of notification of a leaver is two weeks prior to their planned leaving date.

The leaving date or Exit date of participants will be 22 calendar months (to the following Friday) and not exceeding a total of 97 weeks after they commenced on Gateway.

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Once the final payment has been issued to a participant, we will then process them as a leaver by removing them from our online payment system and issuing them with a P45.

Details of Leavers – Not at End of Contract

PPSN

Participant Team

Code

Leaving Date

End Tax Week No Annual Leave (A/L) Due Reason A/L Due IMPORTANT!

Remember to complete the Exit Stage of the online participant form to verify that the

participant has exited from the programme. This will ensure that the online participant data is accurate and up to date.

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Section 12: Gateway Form Templates

Gateway 1 Participants Details Form

Section A - For completion by the City/County Council: Name and Address of

City/County Council

Gateway Start Date*:

Customer’s Name: (Print Name)

Customer’s PPS Number

*Gateway Start Date - please allow for sufficient time for the Dept. of Social Protection to provide the details requested, to complete and return form and give adequate notice to Pobal for payment.

Section B- For completion by the Participant:

Gateway PARTICIPANT DETAILS FORM -

Gateway 1

As I will be commencing on Gateway on the Start Date outlined in Section A above, please close my claim for JA from that date. I give permission to the Dept of Social Protection to provide the details requested on this form to the above named City/County Council.

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Section C - For completion by the Department of Social Protection: Current JA Payment Calculation Details (rates should only be inserted if they were used when calculating a

customer’s entitlement):

Amount

Details of Child Dependants:

Names Dates of Birth

Personal Rate

Increase for Qualified Adult

Child Dependant Increase Number of Children

**Half Rate or Full Rate Means Assessed

TOTAL WEEKLY PAYMENT (Final Rate Paid)

Fuel Entitlement (Yes/No)

(If there are additional child dependants please list on a blank sheet).

** Please ensure that half rate CDI is ticked where appropriate and that the JA Claim for the above named customer is ceased from the Gateway Start Date* in Section A above.

Signed: DSP Local Officer Print Name: _______________________________________ _______________________________________ Date: ____________

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Application for Payments by Electronic Funds Transfer (EFT):

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Gateway 5 Form – For use in Change of Circumstances Notification

Section A - For completion by the Local Authority:

Name and Address of Local Authority: GATEWAY Start Date: Customer’s Name: (Print Name) Customer’s PPS Number

Section B- For completion by the Participant and their Spouse/Partner (if applicable):

Section C - For completion by the Department of Social Protection:

Current SW Payment Details of Participant

Type of Payment : Amount Current SW Payment Details of Spouse/Partner (if applicable): Type of Payment:

Details of Child Dependants:

Names Dates of Birth

Personal Rate Increase for Qualified Adult

Child Dependant Increase Number of Children **Half Rate or Full Rate

Means Assessed

TOTAL WEEKLY PAYMENT

(Final Rate Paid)

Fuel Entitlement (Yes/No)

(If there are additional child dependants please list on a blank sheet).

** Please ensure that half rate CDI is ticked where appropriate Signed: DSP Local Officer Print Name: _______________________________________ _______________________________________ Date: ____________ GATEWAY 5 FORM PARTICIPANTS DETAILS

Local Office Stamp

I give permission to the Dept of Social Protection to provide the details requested on this form to the above named Local A.

Signed: ____________________________________Customer’s Signature Date: ______________

Signed: ____________________________________Spouse/Partner Signature Date : ______________

Payroll Services Online System Handbook

Payroll

Services

Online System

Handbook

Table of Contents

POBAL Payroll team contact details

Name

Email Address

Telephone Number

POBAL HELPDESK

TEL : 01 -511-7241

Acronyms & Abbreviations

Abbreviation Full Text

Introduction:

Section 1: The Application and Set up process

Section A - For completion by the City/County Council:

Section B- For completion by the participant:

Gateway PARTICIPANT DETAILS FORM

- Gateway 1

Section 2: Logging onto the Gateway Participant Site

Stage 1: Pre-Interview

Note

Stage 2: Interview

Note

Stage 3: Appraisal

Note

Stage 4: Contract

Note

Stage 5: Awaiting Pobal Approval

Stage 6: Commenced Job

Stage 7: Excluded

Stage 8: Exit

Section 3: Completing Gateway Weekly Payment Forms

Section 4: How to Complete the Weekly Payment Forms

Section 5: Changes to Payroll Payment Rates

Deductions:

Section 6: Payment Rates for Participants

6.1 Payslips

Section 7: Revenue, PRSI, PRSA, Union & LPT

7.1 Revenue:

Please Note: Tax Credits are subject to change!

Please Note: SRCOPs are subject to change!

7.2

PRSI:

7.3 PRSA:

7.4 Union:

7.5 Local Property Tax (LPT):

Please note that the mandatory deduction at source from wages in relation to LPT

is a legal Revenue requirement with which Pobal is obliged to comply.

Section 8: Account Validation

Section 9: Payroll Deadlines

Section 10: Leave Entitlements

o Annual Leave:

o Public Holidays:

o Sick Leave:

o Maternity Leave/Adoption Leave

Section 11: Leavers

PPSN

Section 12: Gateway Form Templates

Gateway 1 Participants Details Form

Gateway PARTICIPANT DETAILS FORM -

Gateway 1

Application for Payments by Electronic Funds Transfer (EFT):

Gateway 5 Form – For use in Change of Circumstances Notification