Initial Client Consultation Document - Login

My Atlantic User Guide
All your My Atlantic questions answered
www.atlantic-umbrella.com
V020614
Table of Contents
Login and Password ...................................................................................................... 3
Home Dashboard .......................................................................................................... 3
Home Dashboard - Main Section ................................................................................................... 4
Change Password ....................................................................................................................................... 4
Logout....................................................................................................................................................... 4
My Profile .................................................................................................................................................. 5
Home Dashboard - Activities Section ............................................................................................. 5
New Timesheet .......................................................................................................................................... 6
Claim Expense ........................................................................................................................................... 7
Quick Expense Guide .................................................................................................................................. 8
Upload Documents ..................................................................................................................................... 9
Home Dashboard - History Section .............................................................................................. 10
Timesheets .............................................................................................................................................. 10
Expense Claims ........................................................................................................................................ 11
Documents .............................................................................................................................................. 12
Payslips ................................................................................................................................................... 12
General My Atlantic Functionality .............................................................................. 13
Listing Screen Sorting ............................................................................................................................... 13
‘Print To’ Buttons ..................................................................................................................................... 13
Frequently Asked Questions ....................................................................................... 14
Page 2
Login and Password
To log in to My Atlantic simply navigate to http://www.atlantic-umbrella.com/ and click on the My Atlantic link at
the top right of the website.
You’ll then be redirected to the My Atlantic login page, where you can enter the portal using your new username
and password. Once you’ve entered your username and password simply click ‘Login’ to enter the portal.
Top Tip – we suggest that you bookmark the login
page for ease of use, here’s the URL
https://portal.atlantic-umbrella.com/Atlantic/CSS/CMSLogin.aspx
If you forget your password simply click the forgotten
password link (highlighted left), enter your username
and click submit; you’ll then receive a password
reminder email.
If you’re unsure of your username, contact us for
assistance on 0845 045 1021.
Home Dashboard
On logging into My Atlantic you’ll see the home dashboard. We’ll cover each section in the following pages.
Page 3
Home Dashboard - Main Section
The first segment of the home dashboard is the Main section; we’ll review each button below.
Let’s start with the basics: Change Password and Logout
Change Password
Clicking Change Password will allow you to change your password to something more memorable. You’ll see the
following screen.
Once you’ve entered the necessary details and clicked ‘Confirm’ you should receive a follow-up email with your
amended details. This confirmation email will be sent to your primary email address (found in ‘My Profile’).
Logout
Clicking Logout will log you out of My Atlantic. For your own security, we suggest that you always logout once
you’ve completed your tasks, especially if you are working on a shared computer.
For full details of the ‘My Profile’ section, please see the next page…
Page 4
My Profile
Clicking My Profile will allow you to view or amend your personal account details.
There are some details that you cannot change as they directly affect the payroll engine. We’ve highlighted the
unchangeable fields with a red box below, please contact us on 0845 045 1021 should you need to amend any
of these details.
The majority of the information
here is self-explanatory, i.e.
bank and contact details;
however there are a few Top
Tips below.
1 - Method of Communication
Be very careful if you change
this as it’s the method for all
system generated
communications. If you change
this to ‘Phone’ for example you
will not receive the FREE epayslips or SMS payment alerts.
2 - Correspondence Address
If you are working away from
home you can specify a
correspondence address here.
This is the address that will be
used for all postal
correspondence. If you wish for
all correspondence to go to
your permanent address just
tick the ‘Same As Permanent’
tick-box to copy the address
details over.
3 - Primary and Alternative
Email ID’s
You can specify two email
addresses. We’ll always use
the primary address first; the
alternative address will only be
used in emergencies.
4 - Opt Out Of Bulk Email and/or SMS
If you select ‘Yes’ here you will not receive any bulk emails. This means that you will not receive any service
updates or important news (such as revised submission deadlines). Therefore, we’d strongly suggest that you don’t
opt-out.
Page 5
Home Dashboard - Activities Section
The next segment of the home dashboard is the Activities section. This is where you’ll submit time and expenses,
so you’ll soon become accustomed its functionality.
New Timesheet
Clicking New Timesheet will allow you to submit a timesheet against any of your live assignments. Please note that
you will only be able to submit a timesheet if your assignment paperwork is fully completed and your assignment
start/end dates are current.
Step 1
Step 2
Step 3
Step 4
Step 5
Step 6
Select the assignment you wish to
raise a timesheet for. My Atlantic
will automatically populate the
Agency, Work Location, Billing
Date and all applicable rates.
Add any notes you wish to
accompany your submission here.
We’ll be able to see the notes
when we approve your claim, but
they won’t be attached to the
Agency invoice.
Next specify the period the
timesheet covers by selecting the
‘Work Started On’ and ‘Work
Finished On’ dates (dd/mm/yyyy
or select from the dropdown).
Click browse to select a file to
upload your timesheet or billable
expense receipt. Please note that
the maximum file size is 3MB.
Allowable file types are JPG, TIF,
BMP (image files) and PDF.
Enter the amount of ‘Units’ you
wish to raise against each rate. If
you claim billable expenses
(invoiced to the agency) enter the
amount in the ‘Amount’ column.
Memorise – to save the claim to
amend later (memorised claims
will not be invoiced).
Submit – to submit the claim to
Atlantic for approval/invoicing.
Cancel – to ignore the entry.
Page 6
Claim Expense
Clicking Claim Expense will allow you to submit expenses against any of your live assignments. Please note that
you will only be able to submit an expense claim if your assignment paperwork is fully completed and your
assignment start/end dates are current.
Step 1
Step 2
Step 5
Firstly, enter the period
end date for your claim
(dd/mm/yyyy or select
from the dropdown).
For any other expenses,
enter the details on the
‘Other Expenses’ tab.
Please ensure that you
enter the correct
‘Amount’.
Select the Timesheet ID
that the expense matches.
If you don’t submit
timesheets, just select the
Assignment ID instead.
Step 3
If claiming mileage, enter
your car details. Don’t
worry, you’ll only have to
do this once, My Atlantic
will remember them.
Step 4
Step 6
Step 7
Step 8
Click browse to select an
expense receipt. The
maximum file size is 3MB.
Allowable file types are
JPG, TIF, BMP (image
files) and PDF.
If you need to add
another blank line to your
claim, simply click here.
You’ll then be able to
complete the expense
details as necessary.
To claim mileage, enter
the full journey details
& amount of miles. My
Atlantic will apply the
mileage rate for you.
Memorise – to save the
claim to amend later.
Submit – to submit to
Atlantic for processing.
Cancel – to ignore the
entry.
Top Tip: Weekly/monthly subsistence doesn’t have to be entered daily; just select the weekly (x5) alternatives
and enter a weekly amount.
See the next page for an expense group quick reference guide. For full expense claiming guidelines please see
https://portal.atlantic-umbrella.com/Atlantic/docs/EM.pdf or call 0845 045 1021.
Page 7
Quick Expense Guide
Below you will find a table of all the expense groups selectable from My Atlantic. Expense Group shows the items
you can select from the drop down listings. Daily Allowance and/or Maximum Claimable amounts are shown next
and finally the Upload Receipt column shows which items require a receipt to be uploaded to the portal.
Expense Group
Professional Subscriptions (HMRC List)
Subsistence-Breakfast before 7am
Subsistence-5hrs (Lunch Rate)
Daily
Allowance
Maximum
Claimable
Upload
Receipt
n/a
n/a
yes
6.00
6.00
no
8.00
8.00
no
Subsistence-10hrs (Evening Meal Rate)
19.00
19.00
no
Subsistence-Staying with Family/Friend
28.00
28.00
no
3.50
3.50
no
Subsistence-Overnight (Room Only)
33.00
33.00
no
Subsistence-Overnight (with Breakfast)
26.50
26.50
no
5.00
5.00
no
10.00
10.00
no
Subsistence-Long Journey
Subsistence-UK Incidentals
Subsistence-Overseas Incidentals
Travel
n/a
n/a
yes
Accommodation
n/a
n/a
yes
Training
n/a
n/a
yes
Telephone, Mobile & Internet
n/a
n/a
yes
Insurance
n/a
n/a
yes
Postage
n/a
n/a
yes
Stationary
n/a
n/a
yes
Medical Expenses Relief
n/a
n/a
yes
Business Entertainment
n/a
n/a
yes
Books & Manuals
n/a
n/a
yes
Advertising
n/a
n/a
yes
Protective Clothing & Safety Equip.
n/a
n/a
yes
Rent/rates/power/water (business % only)
n/a
n/a
yes
Tools & Equipment
n/a
n/a
yes
Computer Hardware & Software
n/a
500.00
yes
Eye Test (VDU Users Only)
n/a
n/a
yes
Eye Wear (VDU Users Only)
n/a
n/a
yes
Glasses/CL-General use + VDU Spec Presc
n/a
70.00
yes
Other Expense (+VAT)
n/a
n/a
yes
Other Expense (non-VAT)
n/a
n/a
yes
Subsistence-Weekly(x5) Breakfast
6.00
30.00
no
Subsistence-Weekly(x5) 5hrs (Lunch)
8.00
40.00
no
Subsistence-Weekly(x5) 10hrs (Evening)
19.00
95.00
no
Subsistence-Weekly(x5) Family/Friends
28.00
140.00
no
Subsistence-Weekly(x5) Long Journey
3.50
17.50
no
Subsistence-Weekly(x5) O'night (Room)
33.00
165.00
no
Subsistence-Weekly(x5) O'night (B'fast)
26.50
132.50
no
Subsistence-Weekly(x5) UK Incidentals
5.00
25.00
no
Subsistence-Weekly(x5) O/S Incidentals
10.00
50.00
no
Important Notes :
All expenses must be
incurred whilst
performing your
business duties.
Certain expenses (listed
left) do not require
receipts to be uploaded.
However, you are
required to retain
receipts as proof of the
expense for your own
records.
Should you fail to
upload a receipt (where
these are required to
support your claim) we
will reject the claim and
send you an email
notification. Once the
relevant receipt has
been provided, we will
amend your claim as
necessary.
This table is in no way a
full guide to claiming
expenses; it is purely a
quick reference guide to
help with online
submission. In order to
claim any expenses you
must adhere to the
guidelines set out in our
expenses policy.
Page 8
Upload Documents
Clicking Upload Documents will allow you to upload a document to My Atlantic, where all uploaded documents will
be stored within your account for future reference. You may need to upload documents such as HMRC forms,
proof of address, right to work in the UK or proof of identity.
When you click Upload Documents you’ll see a pop-up similar to the below. Firstly, click the ‘Browse’ button to
upload the document. Next specify a ‘Document Title’ and select a ‘Document Type’ and ‘Group’ from the
dropdown lists provided.
Once you’ve entered all the necessary information (an example of a completed entry is below), you can simply
click ‘Upload’ to upload the file to My Atlantic. Note: only enter an expiry date for visa’s/passports etc.
Please note that you can only upload picture files or PDF files. If you try to upload other file types, you’ll see an
error message similar to the below.
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Home Dashboard - History Section
The next segment of the home dashboard is the History section. This is where you’ll find all of the timesheets,
expenses, payslips and documents that have been processed through your My Atlantic account.
Timesheets
Clicking Timesheets will allow you to view all the timesheets that exist in My Atlantic. Firstly, ensure that you select
the relevant time period from the drop-down provided. Here, we have selected ‘All Items’ so we can see
everything.
This screen gives an overview of each timesheet including its status and all the necessary figures. Please see below
for some useful tips:
1. If you click on the + symbol, you will see a more detailed line by line view of the timesheet.
2. Clicking TS ID will allow you to view the full timesheet record and amend/submit timesheets that you have
yet to submit. It’s also a unique system reference, so if you have a query on a specific timesheet and can
supply the TS ID, it will help us locate the timesheet and resolve your query more quickly.
3. The timesheet statuses are as follows:
a. TO SUBMIT – you have yet to submit the timesheet to Atlantic for approval/invoicing. To submit or
amend a timesheet click on the TS ID and amend/submit as necessary.
b. SUBMITTED – you have submitted the timesheet to Atlantic for approval/invoicing, you can view just
‘Submitted’ timesheets by clicking the ‘Awaiting Approval’ tab. Note: You can no-longer amend
timesheets with this status so if you notice something wrong please call us ASAP.
c. APPROVED – Atlantic have approved your timesheet, to be invoiced automatically.
d. INVOICED – an invoice has been created for your timesheet. If you click on the invoice reference (Bill
Ref) you will see a copy of the invoice sent to your agency/client.
e. CANCELLED - a timesheet which has been cancelled by Atlantic, this may be due to duplication,
incorrect entry or at your request. You’ll only see cancelled timesheets in the ‘Cancelled’ tab as they are
not live.
4. The figure shown here is the amount we have received from your Agency/End Client against the
timesheet. Please note that the amount show here will not match the payment processed to you.
5. Deductions shows any deductions that have been made against your timesheet as instructed by the
agency/client.
Page 10
Expense Claims
Clicking Expense Claims will allow you to view all the expenses that exist in My Atlantic. Firstly, ensure that you
select the relevant time period from the drop-down provided. Here, we have selected ‘All Items’ so we can see
everything.
This screen gives an overview of each expense claim including its status and all the necessary figures. Please see
below for some useful tips:
1. If you click on the + symbol, you will see a more detailed line by line view of the expense claim.
2. Clicking Claim ID will allow you to view the expense claim record and amend/submit expenses that you
have yet to submit. It’s also a unique system reference, so if you have a query on a specific expense and
can supply the Claim ID, it’ll help us locate the expense and resolve your query more quickly.
3. Here you’ll find notes pertinent to the expense, for example we will use this field to advise you why an
expense has been rejected.
4. You’ll be able to view any receipts attached to the claim by clicking on the receipt icon.
5. The expense statuses are as follows:
a. TO SUBMIT – you have yet to submit the expense to Atlantic for approval. To submit or amend an
expense click on the Claim ID and amend/submit as necessary.
b. SUBMITTED – you have submitted the expense to Atlantic for approval, you can view submitted
expenses only, by clicking the ‘Awaiting Approval’ tab. Note: You can no-longer amend expenses with
this status so if you notice something wrong please call us ASAP.
c. APPROVED – Atlantic have approved your expense, ready for processing. You’ll see a list of all
approved expenses in the ‘Approved’ tab as well.
d. PROCESSED – the expense has been processed by the payroll engine ready to be applied to the next
available payment. You’ll see a list of all processed expenses in the ‘Approved’ tab as well.
e. REJECTED - an expense which has been rejected by Atlantic, this may be due to duplication, incorrect
entry, missing receipts or at your request. You’ll see a list of all rejected expenses in the ‘Rejected’ tab
as well.
Page 11
Documents
Clicking Documents will allow you to view any documents that have been uploaded to your My Atlantic account
(excluding expense receipts).
You’ll see the full details of when the document was uploaded and a description. You can also view the document
by clicking the icon on the far right. Please note: we are not currently using the ‘Doc. Verified?’ column so don’t
worry if this shows an X for your document.
Payslips
Clicking Payslips will show you a list of all payments processed through My Atlantic.
Firstly, ensure that you select the relevant time period from the drop-down provided. Here, we have selected ‘All
Items’ so we can see everything. You can view the actual payslip by double clicking anywhere on the line.
Note: If you have more
than one payroll in one
tax period, the online
payslip will be
overwritten. You will only
ever see one online
payslip per period,
incorporating all pay.
The Atlantic payslip is a two page document. Page one
contains an overview of your payment, page two shows
a detailed timesheet and expense analysis.
For a full payslip explanation please see https://portal.atlantic-umbrella.com/Atlantic/docs/MP.pdf
Page 12
General My Atlantic Functionality
Below you’ll find some useful functionality you’ll see on various pages throughout My Atlantic.
Listing Screen Sorting
There are various ways in which you can sort the listing screens.
1. Click a key icon to apply
variables.
2. Click an arrow icon to pick
items from a list.
3. Click a column header to
sort A-Z.
The example below shows claims that ‘Don’t Equal’ 08/04/2012, are in ‘Submitted’ status & sorted by VAT amount.
‘Print To’ Buttons
Use the Print To buttons to export a list of items to Excel or PDF, just click the button and your list will export.
Page 13
Frequently Asked Questions
Q – How do I log into My Atlantic?
A – Go to https://portal.atlantic-umbrella.com/Atlantic/CSS/CMSLogin.aspx and login with your username and
password.
Q – How do I submit memorised (saved) timesheets?
A – From the Home Dashboard – History section, click ‘Timesheets’, click the relevant ‘TS ID’ then click ‘Submit’.
Q – How do I submit memorised (saved) expenses?
A – From the Home Dashboard – History section, click ‘Expenses’, click the relevant ‘Claim ID’ then click ‘Submit’.
Q – Where do I send my receipts?
A – The easiest way is to upload them to My Atlantic along with your claim (see page 7 for details). However, you
can submit receipts by one of the following methods:
• Email: [email protected]
• Fax: 0845 045 1022
• Post: Atlantic Umbrella, Unitum House, 1 The Chase, John Tate Road, Hertford, Herts, SG13 7NN
Q – Will you notify me when I’m paid?
A – Yes, you will receive a free SMS message and an e-payslip. For further information please see our guide to My
Pay here https://portal.atlantic-umbrella.com/Atlantic/docs/MP.pdf
Q – Where can I see my payslips?
A – From the Home Dashboard – History section, click ‘Payslips’, you’ll see a list of all your payments appear, then
double click on any line to see the actual payslip file.
Q – Why have I received two payslip emails for only one portal payslip?
A – You’ve had two payments in the same tax period so we’ve re-run your payment. The most recent payslip email
will match the portal. My Atlantic will only show the most recent payslip for each tax week.
Q – What expenses can I claim?
A – That all depends on your individual circumstances, take a look at our expenses policy at https://portal.atlanticumbrella.com/Atlantic/docs/EM.pdf
Q – What are billable expenses?
A – Billable expenses (sometimes known as rechargeable or direct expenses) are expenses that have been
authorised by your agency/client to be reimbursed by them in full. This type of expense should be entered in the
timesheet entry section of My Atlantic, not expense entry as we will need to produce an invoice to your
agency/client.
Q – Can you explain my payslip?
A – See https://portal.atlantic-umbrella.com/Atlantic/docs/MP.pdf for a detailed explanation document or give us a
call on 0845 045 1021.
Q – How do I contact Atlantic Umbrella?
A – There are lots of ways, have a look at
the table to the right.
Query Type
Expenses
Timesheets
Payroll
Contracts
Other
Phone Number
Fax Number
Postal Address
Contact
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
0845 045 1021
0845 045 1022
Atlantic Umbrella, Unitum House,
1 The Chase, John Tate Road, Hertford,
Herts, SG13 7NN
Page 14