User Guide for Atlas eservices Education Grant

Transcription

1 User Guide for Atlas eservices Education Grant This guide is for training in the Atlas eservices My Entitlements / Education Grant module. The Atlas eservices module is located in the Atlas HCM - the HR module in Atlas. This document covers training for staff members on how to apply for and/or claim Education Grant as well as a FAQ. Contents 1. Apply for Education Grant (Settlement of Educational claim for completed school-year) Apply for Education Grant (Education Grant Advance for next school-year) Apply for Education Grant (Both claim for completed school-year & advance for next year) FAQ Page 1

2 1. Apply for Education Grant (Settlement of Educational claim for completed schoolyear) 1. To apply for Education Grant open Atlas HCM and click eservices / My Entitlements / Education Grant Online Form. 2. In the field Name of Children select the child. Page 2

3 3. When you select the child, the Child s date of birth will appear. 4. Select the Name of School or University. Please note that the school must have been established in Atlas. Click the Search Symbol to locate your school or university. Page 3

4 5. When you click the Search symbol the following screen appears. 6. You can look up the School by School Code, Country or School Description. The result will appear in the bottom of the screen. In this example is used School Description should include the word Copenhagen. Page 4

5 7. Alternatively you can use the Country code to look up the schools for an entire country. In this example is used DNK for Denmark. Select the school by clicking on it. Page 5

6 8. When you have looked up the school the school fields will fill in such as name of school, the school year and school address and contact information. Page 6

7 9. Fill in the Start and End Dates for the attendance of the child, the School Type and the Grade. Page 7

8 10. Select Settlement of Educational claim for completed school-year. You will notice that a new section Education Grant Claim Details will appear. 11. Fill in the Currency of Expense. Click the Search icon to locate the currency. Page 8

9 12. When you click the Search icon the following screen will appear. You can search by Currency Code or the description of the currency. Select the currency by clicking on it. 13. Select if child was in full-time school attendance. Page 9

10 14. Select if text books were provided by the school for free. If you click No you have to fill in an amount. 15. If you click Yes, you will not have to fill in the amount. 16. Select if full board was provided. If you click No you will be asked if lunch was provided. If you click Yes to this, then fill in the amount. Page 10

11 17. If you click Yes to full board provided then fill in the amount. 18. Select if group transportation was provided. 19. If you select Yes to group transportation provided, then fill in the amount. Page 11

12 20. Select if your child received any non-un scholarship or grant. 21. If you click Yes to your child having received a non-un scholarship or grant, then fill in the amount. Page 12

13 22. Fill in as applicable the amounts for Admission & Registration Fee, Tuition Fee, Tuition in Mother Tongue, Examination/Diploma Fee. 23. Select the Expense Type(s). Page 13

14 24. Select the amount and whether it is Mandatory or Optional. Click the + sign to add more Expense Types. 25. Fill in the amounts for the actual payments you made, the currency and the date of the payment(s). Page 14

15 26. Select Benefit Type as applicable. Page 15

16 27. Fill in the Benefit Amount(s), the Benefit Currency(ies) and the Benefit Date(s). 28. Click Add Attachment to upload payment receipts and required documentation. 29. Insert the name of your HR Focal Point from OHR/Benefits & Entitlement Services in Copenhagen. At the following link you can check who is your HR Focal Point. It is recommended to use the search function. Page 16

17 30. If you use the search function you can search by employee ID or name. In this example Last Name is used. 31. If you want to save your application you can click Save For Later. IMPORTANT: If you want to Print Preview you have to save it first by clicking Save For Later. Otherwise the information will not display in the Print Preview. Page 17

18 32. Click Submit to submit your application to HR. 33. When you submit your application you will immediately receive an confirming that your form was submitted correctly. 34. At the same time your HR Focal Point will receive an informing that there is an Education Grant Claim waiting for approval. Page 18

19 35. Once the Education Grant has been approved by HR you will receive an informing you that it has been approved. Page 19

20 2. Apply for Education Grant (Education Grant Advance for next school-year) 1. To apply for Education Grant open Atlas HCM and click eservices / My Entitlements / Education Grant Online Form. 2. In the field Name of Children select the child. Page 20

21 3. When you select the child, the Child s date of birth will appear. 4. Select the Name of School or University. Please note that the school must have been established in Atlas. Click the Search Symbol to locate your school or university. Page 21

22 5. When you click the Search symbol the following screen appears. 6. You can look up the School by School Code, Country or School Description. The result will appear in the bottom of the screen. In this example is used School Description should include the word Copenhagen. Page 22

23 7. Alternatively you can use the Country code to look up the schools for an entire country. In this example is used DNK for Denmark. Select the school by clicking on it. Page 23

24 8. When you have looked up the school the school fields will fill in such as name of school, the school year and school address and contact information. Page 24

25 9. Fill in the Start and End Dates for the attendance of the child, the School Type and the Grade. Page 25

26 10. Select Education Grant Advance for next school-year. You will notice that a new section Education Grant Advance Details will appear. 11. Select in the dropdown the payment method. 12. If you select 75% of Specified Amount then fill in the amount. 13. If you select Prior Year Settlement Amount then fill in the amount. Page 26

27 14. Click Add Attachment to upload payment receipts and required documentation. 15. Insert the name of your HR Focal Point from OHR/Benefits & Entitlement Services in Copenhagen. At the following link you can check who is your HR Focal Point. It is recommended to use the search function. 16. If you use the search function you can search by employee ID or name. In this example Last Name is used. Page 27

28 17. If you want to save your application you can click Save For Later. IMPORTANT: If you want to Print Preview you have to save it first by clicking Save For Later. Otherwise the information will not display in the Print Preview. 18. Click Submit to submit your application to HR. Page 28

29 19. When you submit your application you will immediately receive an confirming that your form was submitted correctly. 20. At the same time your HR Focal Point will receive an informing that there is an Education Grant Claim waiting for approval. Page 29

30 21. Once the Education Grant has been approved by HR you will receive an informing you that it has been approved. Page 30

31 3. Apply for Education Grant (Both claim for completed school-year & advance for next year) 1. To apply for Education Grant open Atlas HCM and click eservices / My Entitlements / Education Grant Online Form. 2. In the field Name of Children select the child. Page 31

32 3. When you select the child, the Child s date of birth will appear. 4. Select the Name of School or University. Please note that the school must have been established in Atlas. Click the Search Symbol to locate your school or university. Page 32

33 5. When you click the Search symbol the following screen appears. 6. You can look up the School by School Code, Country or School Description. The result will appear in the bottom of the screen. In this example is used School Description should include the word Copenhagen. Page 33

34 7. Alternatively you can use the Country code to look up the schools for an entire country. In this example is used DNK for Denmark. Select the school by clicking on it. Page 34

35 8. When you have looked up the school the school fields will fill in such as name of school, the school year and school address and contact information. Page 35

36 9. Fill in the Start and End Dates for the attendance of the child, the School Type and the Grade. Page 36

37 10. Select Both claim for completed school-year & advance for next year. You will notice that a new section Education Grant Claim Details will appear. Education Grant Advance Details 11. Select in the dropdown the payment method. Page 37

38 12. If you select 75% of Specified Amount then fill in the amount. 13. If you select Prior Year Settlement Amount then fill in the amount. 14. Fill in the Currency of Expense. Click the Search icon to locate the currency. 15. When you click the Search icon the following screen will appear. You can search by Currency Code or the description of the currency. Select the currency by clicking on it. Page 38

39 16. Select if child was in full-time school attendance. 17. Select if text books were provided by the school for free. If you click No you have to fill in an amount. 18. If you click Yes, you will not have to fill in the amount. Page 39

40 19. Select if full board was provided. If you click No you will be asked if lunch was provided. If you click Yes to this, then fill in the amount. 20. If you click Yes to full board provided then fill in the amount. 21. Select if group transportation was provided. Page 40

41 22. If you select Yes to group transportation provided, then fill in the amount. 23. Select if your child received any non-un scholarship or grant. 24. If you click Yes to your child having received a non-un scholarship or grant, then fill in the amount. Page 41

42 25. Fill in as applicable the amounts for Admission & Registration Fee, Tuition Fee, Tuition in Mother Tongue, Examination/Diploma Fee. 26. Select the Expense Type(s). Page 42

43 27. Select the amount and whether it is Mandatory or Optional. Click the + sign to add more Expense Types. 28. Fill in the amounts for the actual payments you made, the currency and the date of the payment(s). Page 43

44 29. Select Benefit Type as applicable. Page 44

45 30. Fill in the Benefit Amount(s), the Benefit Currency(ies) and the Benefit Date(s). 31. Click Add Attachment to upload payment receipts and required documentation. 32. Insert the name of your HR Focal Point from OHR/Benefits & Entitlement Services in Copenhagen. At the following link you can check who is your HR Focal Point. It is recommended to use the search function. Page 45

46 33. If you use the search function you can search by employee ID or name. In this example Last Name is used. 34. If you want to save your application you can click Save For Later. IMPORTANT: If you want to Print Preview you have to save it first by clicking Save For Later. Otherwise the information will not display in the Print Preview. Page 46

47 35. Click Submit to submit your application to HR. 36. When you submit your application you will immediately receive an confirming that your form was submitted correctly. 37. At the same time your HR Focal Point will receive an informing that there is an Education Grant Claim waiting for approval. Page 47

48 38. Once the Education Grant has been approved by HR you will receive an informing you that it has been approved. Page 48

49 4. FAQ Q: I can log into Atlas, but the eservices menu is not appearing. A: Depending on the browser you are using, the eservices menu may not appear. If you click the Refresh icon link and it will also refresh. the eservices menu will appear. Alternatively you can also click the Q. Who is my HR Focal Point? A. Your HR Focal Point will be from OHR/Benefits & Entitlements Services or JPO Service Centre in Copenhagen. If in doubt check here who is your HR Focal Point. Q. I cannot log into Atlas eservices? A. All staff in UNDP should have access to Atlas eservices. If you cannot log in then: Click the link to Atlas HCM (the HR module in Atlas) Click Forgotten Password and you will receive an within one minute with your log in details. If the system still cannot recognize you, and you get the following message: Page 49

50 please send an to who will ask the security team to set you up. In addition you may also want to ask your local ARGUS focal point, if you have been set up with a user name and password. The local ARGUS focal point is responsible for creating the Atlas user profiles. Q. I don t remember my user name and password? A. If you don t remember your user name and password the do the following: Click the link to Atlas HCM (the HR module in Atlas) Click Forgotten Password and you will receive an within one minute with your log in details. Page 50