Initial Client Consultation Document - Login
Transcription
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. Page 9 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