an applied example of e-government services: facilitating

An applied example of e-Government Services:

Facilitating taxation compliance & employment services

online

Marvin Zammit (MITA) Victor Bugeja (IRD) Josef Cachia (ETC)

James Cauchi (ETC)

13th October, 2015

Overview

Part 1 (MITA / IRD)

• IRD Employer obligations and available online services

• FS5 online payments

• Online submission of FS7 and FS3s

Part 2 (ETC)

• ETC employment online services

Part 3 (MITA / IRD / ETC)

• Joint IRD and ETC online service

Employer’s IRD obligations (FSS Rules)

Commencement

• Submit Employer Registration Form

Engagement of an employee or

change Tax Rate

• Submit FS4

Monthly

• Submit FS5

• Pay related Tax, SSC, and Maternity Fund Contributions

Yearly

• Submit FS7s and FS3s

Termination

• Submit Employer de-activation form

Current online services

• Registration as an Employer

– Available at www.businessfirst.com.mt

• Submit FS5 and related payments

– Available at www.ird.gov.mt

• Submit FS7s and FS3s

– Available at www.ird.gov.mt

http://www.businessfirst.com.mt/

http://www.ird.gov.mt/


Online Taxation Services - Benefits

• No need to visit the tax department or send by post

• Helps in avoiding late submission charges – submission

is acknowledged instantly

• No need of rejection at a later stage

• Submission is secure and encrypted

• Flexible - service available 24x7

• More accurate due to the online validations and

warnings. Corrections are done at source

• It is free – no fees are incurred from client side

• Faster and easier to complete

Online FS5 Payment – Key Features

• Designed to be quick and easy to use

• Works similar to other online services

– Web page accessed through an Internet Browser

• Service can be used in un-authenticated mode. e-ID

authentication is only required when submitting a NIL

FS5

• Secure – It uses industry-leading security features such

as https

• To use service you only require

– Employer’s PE Number – issued by the Inland Revenue

Department following registration as an employer

– Income Tax Number - Business’ Income Tax Number. In case

of an individual taxpayer this is usually the Identity Card Number

Online FS5 Payment – step-by-step guide

1. Access www.ird.gov.mt

2. Click on ‘FS5 on-line’

3. Input Employer’s PE and the Income Tax number



4. Input FS5 details and click ‘Next’

An acknowledgment e-mail will be sent on the inputted e-mail address


5. Pay online using the Government payment gateway or

through Internet Banking

If you opt to pay through the Government payment

gateway click ‘on-line Payments’. You will be re-directed

to the Inland Revenue Online Payments page. Otherwise

access your bank Internet Banking portal

Online FS5 Payment – Using IRD portal

1. Check the displayed payment details and click on ‘Next’

2. Read and tick the Terms and Conditions agreement

3. Click ‘Proceed to MyBills’

Online FS5 Payment – Using IRD portal

• The Card Payment Details page will be displayed

4. Input your card payment details

5. Read and tick the Accept terms and conditions

checkbox

6. Click ‘Continue’

7. An acknowledgment e-mail will be sent on the inputted

e-mail address

Online Submission of FS7 and FS3s - Requirements

• e-ID account (user name, password, and digital

certificate)

• Subscribe to service IR Services for Corporate Users

through the mygov portal

• Submit form IRWEB06 (Registration for FSS service) to

the Inland Revenue Department

– Assign of sub users responsible for the submission of FSS

– Assign a web access manager

• Payroll data – refer to the FSS electronic lodgement

specifications available at

https://ird.gov.mt/fss/documents/fss_elodgement_specs.

pdf

https://ird.gov.mt/fss/documents/fss_elodgement_specs.pdf

https://ird.gov.mt/fss/documents/fss_elodgement_specs.pdf

Online Submission of FS7 and FS3s – Methods

• Method 1: e-Filing spreadsheet

– Requires installation of e-filing sheet support files

– Makes use of macros

– Functionality:

• Personalisation

• Loading of FSS Files

• Export of FSS Files

• Testing of FSS Files

• Actual submission of FSS Files

• Method 2: Upload of FSS files through the IRD portal

– Submission is done using an Internet browser

– Fill in the online FS7 and upload FS3, SSC files

– Submission can either be a test or actual submission depending

on the clicked button.

– System will validate files and an error report or

acknowledgement will be sent

Online Submission of FS7 and FS3s – Methods

End of Part 1

Further details on IRD Employer Services are available at

https://ird.gov.mt/fss/fssindex.aspx

https://ird.gov.mt/fss/fssindex.aspx

Why Make Use of the ETC Website?

Recruitment Advantage

• Submitting Vacancies

• Responses via Website

• Searching For Candidates

Why Make Use of the ETC Website?

Faster Employment Processes

• Submitting Engagements

• Submitting Terminations

• Keeping Track of Both

Logging Into the ETC Website

Logging Into the ETC Website (etc.gov.mt)

1

2

Logging Into the ETC Website (etc.gov.mt)

3

The Employers’ Main Page

Log in welcome &

Date last logged

Account Control

Functions

Organization

Control Functions

Log In Expiry

Log-in expiry time: 15 minutes Click ‘Stay Connected’ to

extend your time logged in

Change Password

Successful change in

password resets the

90 day expiry period

Deleting a (Standard) Account

Deleting a user account does not delete

the employer – only a log-in access

Engagements, Terminations, Vacancies,

Activity History, etc. remain intact

A user login (e-ID or Standard) is a

‘window’ into the same employer

Profile Manager

Profile Manager

E-ID users can toggle

between organizations

Some data cannot be

changed via website

Profile Manager

Other Organization &

Contact Details may

be modified

Add Vacancy

Add Vacancy

Modifications here

affect just the

vacancy in question

Unless the ‘Set as

Default’ checkbox is

ticked

Add Vacancy

Keyword-generated list

– List narrows selection

– Click the most relevant

Job Title is free-form –

The title is what will

show on the vacancy

Vacancies posted are

initially open for a

maximum of 7 days

For extension the

‘Employers Direct’

section to be contacted

Add Vacancy

It is important to fill/

select all obligatory

fields ((*)marked)

More requirements leads

to fewer but potentially

more relevant responses

Add Vacancy

At least one qualification

must be included in any

vacancy submitted

Press the green button

to add to requirements

Press the red button to

remove requirement

Add Vacancy

An additional customized

document may also be

attached for added effect

Search CVs

Search CVs

Employers are able to browse

through lists of CVs related to a

particular occupation

Individuals listed would have

indicated this occupation as a

job preference in the past

Click the ‘view’ link to

inspect a CV document

Search CVs

Interested employers may

contact the individual via the

ETC website’s message box

Information on a CV document

mirrors that received when a

jobseeker applies for vacancy

Job Matching

New features for an improved job matching experience

Employer

Vacancy

Job Seekers

Vacancy

Requirements

Matching

Candidates

The Matching Process:

Jobseeker Criteria

• Active Job Preferences

(Occupation,

Type of Employment)

• Qualifiers:

• Qualifications

• Job Experience

Employer Criteria

• Occupation

• Type of Employment

(eg. Full/ Part Time)

• Job Requirements:

• Qualifications

• Job Experience


Jobseeker Criteria


(Occupation,

Type of Employment)

• Qualifiers:

• Qualifications

• Job Experience

Employer Criteria

• Occupation




• Qualifications

• Job Experience

Additionally (New System)

• Introduction of Competencies

– Inputted during vacancy profile creation

– May be defined as ‘Mandatory’ or ‘Nice to have’

– Instant Matching (on vacancy profile creation)


Jobseeker Criteria


(Occupation,

Type of Employment)

• Qualifiers:

• Qualifications

• Job Experience

Employer Criteria

• Occupation




• Qualifications

• Job Experience

While Matching a Vacancy with Jobseekers:

• A list of matching candidates is returned

• GAP analysis report per matched candidate available

The Matching Process (Vacancy Creation)

General Information

Driving Licences

Activities

Competencies

Number of Matching

Candidates (Instant)

The Matching Process (Matching Candidates)

Candidate

More Info/ Ignore

The Matching Process (GAP Analysis Report)

The Matching Process (Advantages)

• Instant Matching

• Easier, Faster, More Effective

• Improved job-matching quality & user experience

• Better feel for available labour supply for given vacancy

• Easier evaluation of candidate as per vacancy criteria

(GAP Analysis Report)

• Approaching a Virtual Labour Market Environment.

Submit Engagement

Submit Engagement

E-ID users can toggle

between organizations

ID/ N.I. Numbers – No

spaces, brackets or symbols

123456 M 123456(M)

Submit Engagement

Date of Birth – Use calendar or

precisely type the format:

dd/mm/yyyy 01/01/1970

Not…

1 Jan 1970 1/1/1970

Submit Engagement

Keyword-generated list –

List narrows selection –

Click the most relevant

Designation is free-form

–The title is what will

show on letters

Submit Engagement

Text in red denotes conditional

guidance notes for attention

If pressing the ‘Submit Form’

button doesn’t work – recheck

that the form is fully filled

Submit Engagement

Submit Engagement

Forms start out ‘Pending’

When processed the file

will switch to ’Accepted’

or ‘Rejected/ Deleted’

Submit Termination

Submit Termination

The termination date indicated

the last day that a person is

employed (including leave).

This differs from termination

date when one party or other

fails to honour notice period.

Submit Termination

Submit Termination

All engagements/ terminations

submitted online may be

viewed/ printed – pdf format.

View Employee List (e-ID only)

View Employee List (e-ID only)

Terminations may be submitted

via this section also

Full employee list document

may be printed via this section

The Application Process (Standard Accounts)

The Application Process (Standard Account)

Two Kinds of Employer Accounts

• Standard Accounts

• E-ID Accounts

Standard Accounts

Main Features

• Engagements

• Terminations

• Vacancies

E-ID Accounts

Also Feature

• Single-Login (e-ID) Access

• On-going access to organization Employee Lists


1

2


3


Password Expiry – 90 days


Between 4 & 10 characters

No spaces or symbols

The website will hint if

something is not right

Select an industry that most

represents the organization

No characters or spaces in

VAT or PE number fields


All fields marked (*) are

obligatory parts of the form

Non-obligatory fields can be

left blank if preferred

When all fields are filled

Press the ‘Submit’ Button

If it seems unresponsive –

check that the form is filled


Account Processing Period – Within 2 working days

End of Part 2

For queries or difficulties:

[email protected]

[email protected]

IRD and ETC Joint service

• One service that allows the submission of IRD FS4 and

ETC Engagement form from one interface

• Reduce the repetitive inputting of information

• Forms are pre-populated with existing data

• Built-in validations warn you of errors / missing

information before submitting form

• Synchronisation of data between the two entities –

improve customer service

• Service will be pilot launched in the coming months

IRD and ETC Joint service

Thank You

Help us improve our service. Send your feedback

as well as suggestions to the following:

IRD/ MITA – [email protected], [email protected]

ETC – [email protected], [email protected]

mailto:[email protected]






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