Portal Manual ISSAS V1

SSNIT Pension System
Version 2.0
Manual – SSNIT Portal
User Information Manual

Portal

Version 2.0
Document Change Control

Summary of Location /
Version Date Authors
Changes Pages
1.0 27th May 2020 Dora Sam-Attakora
New UIM draft All

Kwame Ofori
2.0 May 2022 Kwame Ofori
All

Version 2.0
A. Overview
The purpose of the Portal module is to computerize the contribution processing and its
management through the Portal Module.
This User Information Manual is to guide and educate users on how to use the Portal
Module by providing step-by-step guidance and instructions.

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B. Table of Contents
A. Overview ................................................................................................................3
B. Table of Contents ..................................................................................................4
1.0 INTRODUCTION .......................................................................................................5
2.0 EMPLOYER LOBBY ..................................................................................................6
2.1 CONTRIBUTION SUBMISSION ........................................................................................8
2.2 GENERATING PAYMENT ADVICE FOR PAYMENT .......................................................19
2.3 VIEW ESTABLISHMENT CONTRIBUTION DETAILS .....................................................21
2.4 VIEW CONTRIBUTION SUBMISSION PERFORMANCE ...............................................22
2.5 VIEW ESTABLISHMENT PENALTY REPORT AND INDEBTEDNESS ...........................23
3.0 PAYMENT PROCESSING .......................................................................................25
3.1 PROCESS PAYMENT ADVICE ........................................................................................25
3.2 INITIATING PAYMENT ONLINE .......................................................................................28
3.3 PAYMENTS MADE ...........................................................................................................29
4.0 NIA MERGER INFORMATION ................................................................................30
5.0 INITIATING REQUEST ............................................................................................33
5.1 CLEARANCE CERTIFICATE. ...........................................................................................33
5.2 NEGOTIATION REQUEST ...............................................................................................35
6.0 COMPLAINTS AND ENQUIRIES ............................................................................35
7.0 CHANGE PASSWORD ............................................................................................37

Version 2.0
1.0 INTRODUCTION
The Portal Module covers:

• Employer Lobby
• Employee Lobby
• Public Lobby
Target Users
The system has been designed for the following default user classes and
characteristics:
• Employers
Enable employers to submit contribution reports timely from the comfort of their offices.
To reduce queuing at the various SSNIT Branches during ‘peak’ period.
View and generate previous transactions
• Employees
Make SSNIT services easily accessible to its customers (employees)

Acts as a gateway between SSNIT and its members
Serves a channel for the public to communicate with SSNIT
• SSNIT Customer Care Officers
Main interface to serve as a guide to assist Employers and employees
• General Public (Non-members of the scheme)
Portal brings vast information and service resources available from many sources to
many users in an effective manner.
The portal acts as a gateway between SSNIT and the general public.
Serves a channel for the public to communicate with SSNIT

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2.0 EMPLOYER LOBBY
The SSNIT Employer Lobby is an e-service to facilitate the processing and payment of
workers’ social security contributions through the partnering banks.
To have access to the Employer lobby on the SSNIT Web Portal SIGN UP by:
1. Logging on to the SSNIT website: www.ssnit.org.gh ;
2. Click on SELF SERVICE to access the Portal site;
3. To request for Employer Portal ID at the home page of the public lobby, select
Employer and click on SIGN UP to access the portal request form.
4. Fill the portal form and click on the Submit button.

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5. After successful submission of the portal form, a Temporal password will be
sent to the email address you provided.
6. Enter the Employer Registration Number (ER number) as the Portal ID and your
Temporal password.
7. Log in as an Employer.
As an Employer, you can perform the activities below on the Web Portal:
1. Contribution Submission
2. View Payment Information
3. Initiate Request
4. Send Complaints and Enquiries to SSNIT

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5. Change password
2.1 CONTRIBUTION SUBMISSION
The Employer can perform the following functions:
1. Submit Contribution
2. Process Contribution
3. View Contribution Detail
4. View Contribution Submission Performance
5. View Indebtedness
6. View Penalty Report
Contribution Submission can be done in two (2) ways:
A. By uploading the Contribution Report which has been prepared in excel format
(Soft Copy).
B. By manually capturing and creating the contribution report online (Hard Copy).

Version 2.0
Soft Copy Contribution Report Submission

The upload should be in an acceptable format such as excel.
1. Prepare Employee Contribution Report (CR) with the following mandatory
information:
• SSNO
• NIA No.
• Surname
• First Name
• Salary
• Scheme Code
• Hazardous (1 for yes, 0 for N)
2. Sign in to the lobby with portal ID and password to access employer lobby.
3. On the main menu select Submit Contribution under Contribution Information.

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4. Under Submission Mode select Salary.
5. Under Submission Medium, select Soft copy radio button.
6. Select Scheme type (Tier 1) and Staff Category.
7. For Contribution type, select either Normal or Back pay.
8. Enter the Begin Period if is Normal CR.
9. For Back Pay provide both Begin and End Period for either Bulk or Single month.
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10. Load the Contributions by browsing for the CR file (excel sheet);
11. Match the fields with their appropriate column numbers and uncheck the boxes that
do not apply.
12. Click the Continue Button to format the Contribution file.
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13. Click on the Next Button to view the formatted data.
14. Click on the Next Button to submit for validation. (The status of the submitted
contribution report can read either Success or Error. If error, kindly correct and
resubmit).
15. Click on the Submit button for the contribution to be posted successfully.
16. Generate the payment advice for the period from the Contribution Report List.
17. Make payment at the selected bank or any SSNIT Branch.
Manual Contribution Report Submission Online (Hard Copy)

System allows employer to manually key in contribution data. Employer has the option
to add new employee’s contribution data.
The system also allows employer to download previous month contribution data, update
it with the current contribution information and submit it to SSNIT as the current month
contribution data.
Upon successful log in, follow the steps below to manually process your contribution
report:
1. Under Submission Mode select Salary
2. Under Submission Medium, select Hard copy radio button. This will activate the
Total Salary Amount and the Number of Staff as mandatory fields:
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3. Select Scheme type (Tier 1) and Staff Category
4. For Contribution type, select either Normal or Back Pay
5. Enter the Begin Period if it is Normal CR
6. For Back Pay, provide both Begin and End Period for either Bulk or Single
month.
The reference period will be generated automatically by the system.
7. Enter the Total Amount and Number of Staff to be paid for.
8. Click on the Next button to display the page to Capture and Validate the
employee SSNIT number and salary.
9. Enter the SSNIT number and click on the Search Button to populate the
employee details (i.e: Surname; First Name, Other Name and Scheme Code).
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Version 2.0
10. Enter the Salary or Contribution amount of the employee.
11. Click on the Add Contribution tab to add member to the contribution list.
12. Click ADD CONTRIBUTION to insert into the list or click CANCEL to abort this
record from the list.
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13. Click on the Next Button to submit for validation.
14. The status of the submitted Contribution Report can read either Success or
Error. (If error, kindly correct and resubmit).
15. Click on the Submit button for the contribution to be posted successfully.
17. Make payment through any of our payment channels: Mobile Money, Debit/Credit
card, Partner Bank, Swift Transfer or at any SSNIT Branch.
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Version 2.0
Retrieve Previous Contribution
2. On the main menu select Submit Contribution under Contribution
Information.
3. Under Submission Mode select either Contribution or Salary.
4. Under Submission Medium, select Hard copy.
5. Select Scheme type (Tier 1) and Staff Category.
6. For Contribution type, select either Normal or Back pay.
7. Enter the Begin Period if it is Normal CR.
8. For Back pay provide both Begin and End Period.
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Version 2.0
9. Enter the Total Amount and Number of Staff to be paid for. Click on the Next
button to display the page to Capture and Validate the employee SSNIT number
and salary.
10. Click on IMPORT CR to display a pop up box of previous month posted data.
11. Select the period you want to modify and Click on IMPORT. (all the records on
the selected month’s CR will be retrieved and shown in the worksheet.
12. You may modify the list by Adding, Deleting or Editing.
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13. Click on the Next Button to Submit for Validation.
14. The status of the submitted Contribution Report can read either Success or
Error (If error kindly correct and resubmit).
15. Click on the Submit button for the Contribution to be Posted Successfully.
17. Make payment through any of our payment channels: Mobile Money, Debit/Credit
card, Partner Bank, Swift Transfer or at any SSNIT Branch.
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2.2 GENERATING PAYMENT ADVICE FOR PAYMENT

After successful submission and processing of Contribution Report, payment advice is
generated from the processed contributions to make payment. It must be noted that
without generation of a payment advice, employers cannot proceed to make payment.
On the main menu select Contribution Payment Advice under Payment Processing:
1. Enter the Begin Period and End Period.
2. Click on Continue button to display the validated period(s).
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Version 2.0
3. Click on the check box in the table to select preferred period(s).
4. Click on the Continue tab to generate the payment advice. NB: At this point, if
the employer has accrued penalties and wishes to pay, a dialogue box would be
displayed for the penalty amount to be entered.
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Version 2.0
5. You can also select multiple months;
6. Print the Payment Advice;
7. Make payment through any of our payment channels: Mobile Money, Debit/
Credit card, Partner Bank, Swift Transfer, or at any SSNIT Branch.
2.3 VIEW ESTABLISHMENT CONTRIBUTION DETAILS
This is the statement of the employer. It details all the contributions submitted by the
employer (both paid and unpaid) on behalf of the employees. It also lists the following:
contribution type; period; labour force; total contribution; receipt number and
receipt date.
! Log in to the lobby to view the Contribution Details under Contribution

Information.
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! Provide the Begin Period and End Period and click on Generate to view the
details.
2.4 VIEW CONTRIBUTION SUBMISSION PERFORMANCE

The e-service helps the employer to know the contribution reports processed and the
outstanding contribution reports (OCR) yet to be submitted for processing.
To access this menu:
2. On the main menu select Contribution Submission Performance under
Contribution Information.
3. Enter the Year and click on Generate to display the periods CR has been
processed and unprocessed for as seen in the table below:
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Version 2.0
2.5 VIEW ESTABLISHMENT PENALTY REPORT AND INDEBTEDNESS

An Employer can view summary, detail and payment of penalty report.
i. INDEBTEDNESS
This e-service provides summary penalty information of an employer.
To access this e-service, on the main menu select Indebtedness under

Contribution Information to view.
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ii. PENALTY REPORT
The penalty report gives a detailed description of the employer’s

indebtedness. It details the penalty payment due the employer.
1. An employer can access this menu by clicking on the Penalty Report

under Contribution Information.
2. Provide the Begin Period and End Period and click on Generate
menu.
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Version 2.0
3.0 PAYMENT PROCESSING

This e-service provides a means to view the following:
1. Process Payment Advice
2. Payments Made
3.1 PROCESS PAYMENT ADVICE

All generated payment advice is kept under this menu awaiting a reprint and
payment. To access this menu, click on Payment Processing.
Among the activities that an employer can perform under this menu (Actions tab)
are as follows:
• Preview payment advice (Print / Cancel Payment Advice (Contribu ons).
• Pay via mobile money and credit/debit cards
• Pay directly from your bank account
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Version 2.0
An employer can print or cancel an already generated Payment Advice. The

cancellation of a payment advice would be useful in the following instances where:
• An employer decides to make a combined payment (i.e. Pay across several

periods) instead of a single payment period.
• A wrong payment advice is generated.
Follow the steps below to Print/Cancel a payment advice:

1. Click on the ‘Process Payment Advice’ function under the Payment
Processing menu.
2. Search for the Payment Advice. Two (2) options are available:
3. Search with Payment Advice Reference Number – This would show a particular
payment advice.
4. Search with only the ER Number – This would yield all payment advices
generated for that Employer number for User to choose which advice to print/
cancel.
5. By searching with the ER Number, enter the Employer Registration Number in
the ER Number field as shown above.
6. Click on the Search button to get the screen below:
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Version 2.0
7. The “Search” brings up all available payment advices generated for User to
choose. Choose the advice number to activate the PROCEED button. Click on
PROCEED
8. Information on a selected payment advice reference number is displayed. Action buttons

‘Print Advice’ where an advice could be printed, ‘Cancel Advice’ where an advice could
be cancelled and ‘Initiate Payment’ are activated.
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9. Click on either ‘Print Advice’; ‘Cancel Advice’ or ‘Initiate Payment’ button

depending on the choice expressed by the employer.
3.2 INITIATING PAYMENT ONLINE

This e-service provides an avenue for the employer to pay the contributions online
through any of the following:
• Mobile Money
• Credit/Debit Cards
• Direct Debit
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Version 2.0
If the employer selects the option to pay through mobile money and credit/debit card,
click on PROCEED to have access to the screen below:
3.3 PAYMENTS MADE

This is the statement of the employer. It details all payments made by the
employer for each specific period and contribution type.
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Version 2.0
4.0 NIA MERGER INFORMATION

This e-service enables employers to perform the following activities in respect of
workers’ National Identification Authority (NIA) and SSNIT Card merger:
• Merge Employee NIA number
• Employee Merger Status
• Merge Employee NIA number
To merge employee NIA number and SSNIT card, enter the Ghana card number and
SSNIT number of your employee to activate the SEARCH button.
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Version 2.0
Click on the SEARCH button to display the employee details for you to confirm before
submitting them to be merged:
Click on Submit Numbers for Merger to proceed with the verification and merge
process.
• Employee Merger Status
Employers can check the merger status of their individual employees.
To do this, enter either the SSNIT or NIA number in the space below:
Click on the Check Status button to display the merger status as seen below:
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32

Version 2.0
5.0 INITIATING REQUEST

This e-service enables the employer to initiate the requests below and visit the
SSNIT branch to complete them:
• Clearance Certificate.
• Negotiation.
5.1 CLEARANCE CERTIFICATE.
1.For Clearance Certificate request, log in to the Employer lobby.
2.Click Request on the Self Service panel.
3.Click on Clearance Certificate under the Request menu to display the page.
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Version 2.0
3.Click Request New to display a pop up box where employer can type in the purpose
for request and click on Send Request.
4.The Employer has the option to monitor the progress (Status) of the request made.
5.Employer can view the approved certificate under the Actions tab with the button
provided
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Version 2.0
5.2 NEGOTIATION REQUEST
1.For Negotiation request, log in to the Employer lobby.
2.Click Request on the Self Service panel.
3.Click Request New to display a pop up box where employer would have to provide.
Begin Period and End Period and enter the specific request.
4.The Employer has the option to monitor the progress (Status) of the request made.
5.Employer can view the approved negotiation under the Actions tab with the button
provided.
6.0 COMPLAINTS AND ENQUIRIES

This e-service provides a means to make requests, complaints and general enquires to
SSNIT by:
1. Signing in to the lobby with portal ID and password to access employer lobby.
2. On the Self Service panel, select Complaints/Enquiries under Contact Us tab
3. It brings out two entries forms namely
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Version 2.0
• Employer Representative Details
• Complaint/Enquiry Details
4. Fill out the entry box forms under Employer Representative Details.
5. Click on the Area check box to select the preferred area (CONTRIBUTION or
BENEFIT)
6. In the Details box narrate the Complaint/Enquiry and click on Submit.
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Version 2.0
7.0 CHANGE PASSWORD

Change password is available in the employer lobby. To change the password,
please do the following:
i. Click on the Change Password side menu.
ii. Key in your current password.
iii. Key in your new password.
iv. Re-enter your new password for confirmation.
v. Click the Submit button to proceed.
To reset your password, please do the following:

1. Log on to the SSNIT website: www.ssnit.org.gh ;
2. Click on SELF SERVICE to access the Portal site;
3. At the top left corner of the public lobby, click on the Forgot Password? Link
which can be located below the LOGIN button:
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Version 2.0
4. Please fill in the form and click 'Reset Password’
5. Once success, a temporary password will be emailed to you.
6. Please sign in using that temporary password.
38

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SSNIT Pension System

User Information Manual

SSNIT Pension System

Document Change Control

New UIM draft All

2.0 May 2022 Kwame Ofori

SSNIT Pension System

SSNIT Pension System

SSNIT Pension System

The Portal Module covers:

Make SSNIT services easily accessible to its customers (employees)

• SSNIT Customer Care Officers

Main interface to serve as a guide to assist Employers and employees

• General Public (Non-members of the scheme)

SSNIT Pension System

2.0 EMPLOYER LOBBY

1. Logging on to the SSNIT website: www.ssnit.org.gh ;

2. Click on SELF SERVICE to access the Portal site;

Employer and click on SIGN UP to access the portal request form.

4. Fill the portal form and click on the Submit button.

SSNIT Pension System

5. After successful submission of the portal form, a Temporal password will be

sent to the email address you provided.

2. View Payment Information

4. Send Complaints and Enquiries to SSNIT

SSNIT Pension System

2.1 CONTRIBUTION SUBMISSION

The Employer can perform the following functions:

3. View Contribution Detail

4. View Contribution Submission Performance

6. View Penalty Report

Contribution Submission can be done in two (2) ways:

SSNIT Pension System

Soft Copy Contribution Report Submission

1. Prepare Employee Contribution Report (CR) with the following mandatory

• Hazardous (1 for yes, 0 for N)

3. On the main menu select Submit Contribution under Contribution Information.

SSNIT Pension System

4. Under Submission Mode select Salary.

5. Under Submission Medium, select Soft copy radio button.

6. Select Scheme type (Tier 1) and Staff Category.

7. For Contribution type, select either Normal or Back pay.

8. Enter the Begin Period if is Normal CR.

SSNIT Pension System

12. Click the Continue Button to format the Contribution file.

SSNIT Pension System

13. Click on the Next Button to view the formatted data.

17. Make payment at the selected bank or any SSNIT Branch.

Manual Contribution Report Submission Online (Hard Copy)

1. Under Submission Mode select Salary

Total Salary Amount and the Number of Staff as mandatory fields:

SSNIT Pension System

3. Select Scheme type (Tier 1) and Staff Category

4. For Contribution type, select either Normal or Back Pay

5. Enter the Begin Period if it is Normal CR

The reference period will be generated automatically by the system.

7. Enter the Total Amount and Number of Staff to be paid for.

employee SSNIT number and salary.

SSNIT Pension System

10. Enter the Salary or Contribution amount of the employee.

SSNIT Pension System

13. Click on the Next Button to submit for validation.

Error. (If error, kindly correct and resubmit).