Portable Long Service Authority - Quarterly return process with spreadsheet

Guide to: quarterly return process, using the upload spreadsheet.

Quarterly Return Overview

The Portable Long Service Authority’s Quarterly Return can be submitted to the Authority in two ways. They are:

1. uploaded as a spreadsheet in the Portal
2. direct data entry into the Portal

The choice of which method to use is dependent on personal preference. For Employers with more than 30 Workers the return process is in most instances simplified by using the spreadsheet.

This document explains the uploaded as a spreadsheet in the Portal method of submitting a Return and discusses the most common errors and offers solutions to resolving these issues.

• Step 1 – Log into the ‘Employer Portal’ at the Portable Long Service Authority Website
• Step 2 – Click blue pending return number
• Step 3 – Click 'Export/Import' in top left
  Note: If you don’t have this option, contact the Authority on 1800 517 158 to have access enabled.
• Step 4 – Click on ‘Export to Excel’ to generate the upload spreadsheet
  Note: You can also download instructions from the Return page (see below in yellow)
• Step 5 – The downloaded spreadsheet appears at the bottom of the page
• Step 6 – Open and save the file to a new location
  Note: If this is the first time you have downloaded a Return, it will not contain any information and you will need to populate the Return with worker information. The worker Member ID will be allocated once uploaded.
• Step 6b – Your 2nd Return
  Note: Any subsequent Return that you download will contain current workers data including Member ID.
• You only need to add current information, hours, ordinary pay, termination, LSL taken or comment.
• Step 7 – Complete the spreadsheet
• Step 8 – Click 'Browse' to upload the completed spreadsheet
• Step 9 – Resolve any Validation Issues
  If there are any errors in the Return spreadsheet a ‘Validation Issues’ prompt will appear describing the issues within the Return.
• Step 10 – Click ‘Commit Import File’ to commit the Return.
• Step 11 – Click ‘OK’ to proceed
  Note: The Return progresses to an additional data validation check. Resolve any issues.
• Step 12 – ‘Commit Return’ to proceed or ‘Edit Return’ if there are errors present
• Step 13 – Edit changes as required

Warning Messages

‘Ordinary Pay not specified - Discrepancy reason is required.’

This warning may appear when entering Worker hours and the Ordinary Pay cell is empty. If this occurs enter ordinary pay amount and error message should disappear.

If the message does not disappear add the Ordinary Pay and select a discrepancy reason.

‘Hours/Ordinary Pay not within threshold - Discrepancy reason is required.’

This warning will appear if the portal detects a variation greater than 25% between the Ordinary pay being entered in the current return and the Ordinary Pay in the previous period. This is designed to alert users to potential incorrect data entry.

If the variation is correct add a discrepancy reason.

• Step 14 – ‘Close’ to save changes
• Step 15 – Click ‘Edit Return’ or ‘Commit Return’ as required
  Clicking the ‘Commit Return’ button submits the completed Return for processing.
• Step 16 – ‘Return Submission alert’
  Click ‘OK’ to submit Return
• Step 16 – Return Status
  Once a return has been committed the ‘Return State’ will change colour. Orange indicates that the Return is ready for payment and Red means the Return is under review by the Authority staff.
• Step 17 – Payment
  • An invoice will be automatically generated when a Return moves to orange committed state
  • An invoice can be created via ‘Print PDF’ in the Returns or Transactions pages.

Common faults

Upload codes

Terminating a Worker

To terminate a Worker:

1. click Edit Return, then click on the three vertical dots
2. click Terminate
3. enter Termination date and reason

For further information about portable long service visit www.plsa.vic.gov.au, call 1800 517 158 or email enquiries@plsa.vic.gov.au.