Interfisc BV Postbus 85969 NL-2508 CR Den Haag Stationsplein 4 NL-2275 AZ Voorburg 0031 (0)70 313 30 20 0031 (0)70 313 30 99 payroll@interfisc.nl www.interfisc.com User manual My Interfisc Online / Payroll Version 2.0 January 2019 For employees Copyright Interfisc 2019
Table of content 1 INTRODUCTION... 3 2 STARTING My Interfisc Online... 3 A. HOW DO YOU REACH MY INTERFISC ONLINE?... 3 B. WHAT IS NEEDED?... 3 I. HARDWARE... 3 II. BROWSERS... 3 III. SOFTWARE/APPS... 3 C. LOGIN... 4 I. FIRST LOGIN: USERNAME AND PASSWORD... 4 II. RESET PASSWORD... 10 III. PASSWORD FORGOTTEN OR BLOCKED... 10 D. START SCREEN MAIN MENU... 12 I. MAIN MENU... 12 II. SETTING PREFERENCES... 12 3 GENERAL... 14 A. VIEW PERSONAL DATA... 14 B. CHANGE YOUR PERSONAL DETAILS... 14 C. DOCUMENTS... 14 D. MY PROFILE... 17 I. MY SETTINGS... 17 II. SECURITY... 17 4 ADDITIONAL MODULES... 18 A. Out of office (optional)... 18 I. LEAVE REQUEST... 18 II. REJECTED LEAVE REQUEST... 21 III. CANCEL LEAVE REQUEST... 23 B. EXPENSES (OPTIONAL)... 26 I. EXPENSES OVERVIEW... 26 II. HOW TO SUBMIT EXPENSE CLAIMS... 27 5 DO YOU HAVE ANY QUESTIONS?... 29 Copyright Interfisc 2019 Pagina 2 van 29
1 INTRODUCTION Via our website www.interfisc.co.uk/my-interfisc-online Interfisc provides you the personnel and payroll data of your Dutch employees 24/7. That means you have the data available even outside our office opening hours! In this manual you can read more about the possibilities and working methods of the various components of My Interfisc Online. 2 STARTING MY INTERFISC ONLINE A. How do you reach My Interfisc Online?» Via your internet browser go to: www.interfisc.co.uk/my-interfisc-online» You can also click on www.interfisc.co.uk and access the portal via the option My Interfisc Online in the menu.» The information in the portal can also be accessed via the UNIT4" Mobile HR "App for the smartphone and tablet. This App can be downloaded from the Apple App Store or via Google Play Store. However, the first login must be done via a PC. B. What is needed? i. Hardware It is require you have a PC or tablet as well as a mobile phone for the necessary security reasons. ii. iii. Browsers For security reasons and for optimal use of the latest technologies for www.interfisc.com/my-interfisc-online, the following browser versions are allowed: Internet Explorer version 9.0, 10.0 of 11.0; Chrome version 19.0 or later; Firefox version 13.0 or later; Safari version 5.1 or later. Software/Apps It is not necessary to install software on your PC or tablet. However, you need to follow these instruction with your mobile phone:» Authentication The Google Authenticator or the Microsoft Authenticator App must be installed on the mobile phone. You can download this App for free from the Apple App Store or from the Google Play Store.» Download of the 4 App The Unit4 MobileHR App can be downloaded from the Apple App Store or from Google Play Store. Copyright Interfisc 2019 Pagina 3 van 29
C. Login i. First login: username and password Interfisc creates a user account and send an activation e-mail with the following text:» Click on the link Personnel & Payroll Online The following screen opens during your first login: Should you prefer the Dutch language you can select naar Nederlands as shown in the above image.» Select reset password, the following screen appears: Copyright Interfisc 2019 Pagina 4 van 29
You will receive an e-mail in your mailbox with the following text:» Click on the link click here and the following screen appears:» Fill in your new password in the appropriate fields. The new password must consist of at least 8 characters with a combination of upper and lowercase letters, numbers (0 to 9) and non-alphabetic characters (for example!, $ of %). Copyright Interfisc 2019 Pagina 5 van 29
The following screen appears:» You have two options for recovering your password o o Option 1, via SMS-code Option 2, via a number of security questions If you choose option 1 the following screen appears: If you use a Dutch mobile number, enter : 06 123 456 78 For foreign mobile numbers, enter : 0032 123 456 742 If you choose option 2 you have to fill in three security questions during the first login, so that you can request a new password if you unexpectedly lose or forget your password. Copyright Interfisc 2019 Pagina 6 van 29
The following screen appears: Furthermore we advise you, for safety reasons, to change your password with some regularity, for example every 3 or 6 months. In any case, the system will automatically ask you to change your password after 275 days. The Google Authenticator or the Microsoft Authenticator App must be installed on your mobile phone.» Open de app and the following screen appears (Android version):» Click on the three dots to open the options menu and then choose Add account. The iphone mobile uses a uses a + instead of the three dots to add an account. Copyright Interfisc 2019 Pagina 7 van 29
The following screen appears: Select Work or school account here, the following screen appears: Scanning the QR-code is the easiest option since the camera is already turned on but yuo can also choose manual input. After setting the password and the security questions you will see the following in the first part of the screen: After setting the password and the security questions you will see the option manual input in the second part of your screen We advise you to scan the QR code. The manual entry of a long code is very errorprone! Copyright Interfisc 2019 Pagina 8 van 29
The new account is automatically added to the list of accounts as shown in the image below. ATTENTION: the next visual with payroll@interfisc.nl entered is an example. In your case your own e-mail address should become visible. The six large blue numbers should be used as the authentication code. This code refreshes every 30 seconds, so some urgency is required whilst entering.» Enter your authentication code here: With this username, password and authenticator you can now log in. Copyright Interfisc 2019 Pagina 9 van 29
ii. Reset password If you wish to change your password, you can do so via Administration / my profile / security. The following screen appears: iii. Password forgotten or blocked You can enter a wrong password up to 5 times, after which the system will block your account. In this case, please contact your account manager. The following screen appears: Copyright Interfisc 2019 Pagina 10 van 29
You will receive the following text in your mailbox: Copyright Interfisc 2019 Pagina 11 van 29
D. Start screen main menu i. Main menu When you are logged in the following start screen appears on your dashboard: ii. Setting preferences» Language Via the button at the top right you can easily switch languages (available are: English and Dutch).» Available sections on the dashboard Via the button at the top right you can indicate which categories you want to see on your dashboard. Click on this button and a drop-down menu appears, on which you can select or deselect the desired categories: Copyright Interfisc 2019 Pagina 12 van 29
» Standard menu selection On the left you can see various options, which will be discussed in the following chapters. Copyright Interfisc 2019 Pagina 13 van 29
3 GENERAL When you select General, you can choose from multiple options. A. View personal data In this section under Personal data your personal details are shown as known to us. You can only consult your personal details here. B. Change your personal details It is not possible to change your personal details online. You must inform your employer about the changes. Your employer will than inform Interfisc. C. Documents In this section you can consult your personal documents, including your salary specification from 2014 and annual statements from 2013. In case of termination of employment with your current employer you still have access to the month of April in the year following the year in which you left employment. Copyright Interfisc 2019 Pagina 14 van 29
You can make a selection from the available information in various ways:» Via the arrow at Type <all> you can choose the document type you wish to view. Note: In some cases the portal will display Dutch text within the English template, this cannot be helped. We recommend that you use a translation platform (such as Google Translate) to guide you further.» Via the icon Columns on the right you can select and filter on available information.» Available selections are:» If you are looking for a specific salary specification, you can enter the ÿear or period in the blank entry field in the middle of the screen (example below is selection year 2018 and period 3 ). Copyright Interfisc 2019 Pagina 15 van 29
» After you have made your selection you will see the following screen: You can view, save or print the documents you have in various ways:» You can click in the list on the far right of the icon View document to view the document immediately.» Download and choose to open or save (as) Copyright Interfisc 2019 Pagina 16 van 29
D. My profile i. My Settings In this section you can choose whether or not you wish to receive notifications by e-mail. Notifications are automatically generated messages from the portal system that you receive if a change has taken place regarding your annual statement(s), salary specifications, expenses or leave requests. ii. Security It is possible to receive notifications from the portal at a different e-mail address than the e-mail address connected with your account My Interfisc Online (for example your private e-mail address). You have to take the following steps: Copyright Interfisc 2019 Pagina 17 van 29
4 ADDITIONAL MODULES A. Out of office (optional) If your employer has chosen to use the Out of office module you can select this item in the menu on the left side of your screen, after which the following drop-down list will become visible: With this module you can submit, change or cancel your leave. Various options You can choose from several options, depending on the choices you have made: 1. Leave 2. Sickness absence 3. Out of office 4. Leave balance adjustments Below you will find an explanation on the available options (the option Sickness absence is currently not available so will not be explained). 1. Leave of absence i. Leave request Leave requests can be submitted via pc, tablet or mobile phone.» You can submit your leave request via + new leave request Copyright Interfisc 2019 Pagina 18 van 29
The following screen appears:» At leave request fill-out the necessary boxes» Use the calendar icon to select the desired date.» At the drop-down menu you choose the options made available by your employer.» The number of days and hours is calculated for you and comes from the weekly schedule known to Interfisc.» When you have finished choose one of the four options: save draft, save and submit, cancel or delete. Copyright Interfisc 2019 Pagina 19 van 29
» If save and submit has been selected a green bar with the following tekst appears at the top:» If you now view the leave report you will see that it has been updated, the following screen appears:» When the leave has been approved or rejected you will be informed by means of a notification. This can be found on your dashboard under the item Notifications.» If your leave request is approved the message (not yet approved) is no longer visible on the leave report.» By selecting Notifications you will see the following information:» If you do not want to take a full-day leave, but only a few hours, you have to select number per day after which you can adjust the number of yours yourself.» If you choose this option, a monthly calendar will appear in which you can enter the number of hours you wish to enter. Copyright Interfisc 2019 Pagina 20 van 29
ii. Rejected leave request If your manager rejects your leave request, you will receive a notification on your dashboard. Here you can resubmit or accept your rejected request.» To view the information use the icons on the right side of your screen. Copyright Interfisc 2019 Pagina 21 van 29
» Here you can select the options : Acknowledge, Resubmit, Report and Extended report.» If the request for leave is rejected, the rejection will be received as a notification.» The reason for the rejection van be read via Process details : Copyright Interfisc 2019 Pagina 22 van 29
iii. Cancel leave request If you find that the submitted leave request is not (any longer) correct you can always cancel it.» Select Leave in the left menu of your screen. The following screen appears:» Select relevant dates and the following screen appears:» You can cancel your leave via the withdraw icon on the right-hand side of your screen. Copyright Interfisc 2019 Pagina 23 van 29
2. Sickness absence This option is currently not available. 3. Out of office overview You can easily view your leave report:» Go to the Out of office menu in the left of your screen and select Leave report» The following screen appears. To op en the leave report click on Show report on the right side of your screen On the next page you find an example of a leave report. Copyright Interfisc 2019 Pagina 24 van 29
Example leave report: Copyright Interfisc 2019 Pagina 25 van 29
B. Expenses (optional) This module allows you to submit expense claims to your employer. If your employer has opted to use the Expenses module, click on Expenses in the left menu bar. The submission of expense claims can be done via a pc, tablet or mobile phone. i. Expenses overview Here you see an overview of invoices that you submitted earlier with a status report per expense, date of entry and subscription. Via the drop-down menu you can easily make a status selection. The number of results can also easily be adjusted via a drop-down menu. Copyright Interfisc 2019 Pagina 26 van 29
ii. How to submit Expense Claims In order to submit expenses you select + Add expense claim at the bottom left of the screen.» The following screen appears:» At description you enter the cost category, for example travel costs, expenses or accommodation costs.» At date you enter the actually date of when the expense was incurred. Copyright Interfisc 2019 Pagina 27 van 29
» Behind the date field you see a drop-down menu where the cost category can be selected, you can choose from: Net travel allowance, Expense allowance, Travel allowance (km).» It is important to thoroughly complete the cost category. For example, it is incorrect to submit an amount in the category travel allowance, here the number of actual drive kilometres (km) should be entered.» In the case of Net travel allowance and Expense allowance amounts must be entered.» In order to complete the declaration you are obliged to upload the proof of payment (invoices) as an attachment in the portal. This can be a PDF-, EXCEL- of JPG file.» If you have done this successfully, the download button will also appear and you can view the attachment by clicking on the right icon.» As a final step, you can save the expense as a draft, cancel or save and submit by using the following icons:» You can find your expenses in the overview mentioned under step i.» Your supervisor will receive your expense request in his/her part of the portal and will approve or reject it as appropriate.» When you expense is rejected, your supervisor will record his feedback. Copyright Interfisc 2019 Pagina 28 van 29
5 DO YOU HAVE ANY QUESTIONS? Do you have questions or comments or do you want to know more? We are here to help you! Please contact your account manager via the contact details below: CALL US: 00 31 (0)70 313 3020 EMAIL US: payroll@interfisc.nl VISIT US: Stationsplein 4 2275 AZ Voorburg The Netherlands WWW.INTERFISC.COM Copyright Interfisc 2019 Pagina 29 van 29