Role as an Employer
We understand that employers play a crucial role in ensuring that the worker’s welfare are a
priority especially in retirement savings. Therefore, it is important that you understand your
responsibility as an employer.
As an employer you are required to:
1. Register all employees within 1 month from commencement of employment.
2. Remit all employees monthly contribution.
3. Submit contribution by the last day of the month.
4. Produce & maintain FNPF record of all employee’s information, wages record, and remittance statement for 7 years.
5. Notify FNPF on any changes to the information details of a registered employer and within 3 months after the change. (Section 17(1) FNPF Regulation).
Effective 1st November 2014, non- adherence to these laws, will incur penalties, not exceeding
50 penalty units or imprisonment for a team not exceeding 6 months or both.
How to submit Text File Online
This option is suitable if you employ more than 20 employees or have a high employee turnover rate. The text file should follow our text file specification and if you do use a payroll system, please provide the text file specification to your payroll system provider. For non-payroll system users, you will have to convert your contribution schedule from excel to text.
How to upload the text file online?
Step 1 – Upload the text file
- Once you have logged in, click on the Contribution Link and select the option Submit A New Contribution Schedule.
- Select the option Upload the Contribution Schedule (txt file format) and click on Continue.
- Click on Choose File
- Select the text file from your PC.
- Click on the Upload File
Step 2 – Check the status of the file you uploaded
- Once you have the message that the “File has been successfully received. File will soon be uploaded…”, click on the link “View Status” of the Uploaded File.
- Enter the date you uploaded the text in the “Uploaded Date From” field.
- Click on Search
Status – This refers to the status of the text file you had uploaded. There are 4 statuses:
Unprocessed– The text file is still on the queue.
Uploaded– The text file is being checked by the system.
Review– Checking is completed however, we had found errors on the text file. You will have to correct the errors and re-upload.
Processed– Checking is completed and the Contribution Schedule has been created.
Step 3 – Check the Contribution Schedule created
- Click on View CS Header
- Enter the contribution month on the “CS Month” field and contribution year on the “CS Year” field and select Contribution Type as Compulsory.
- Click on Search
CS Header Status – This will tell you if you need to check some other details on the contribution schedule form created. There are 3 statuses:
Pending – Open up the contributions schedule by clicking on the CS Month. You need to check one of employee details that is still in review.
Approved – System has checked and all records are in order.
Posted – System has checked and all records are in order and contribution has been credited into your employee(s) FNPF account. This will only appear if the contribution payment has already been made.
How to Fill Physical Contribution Schedule Form
- Employer Reference No – Unique FNPF ID given by FNPF when you are registered as an Employer. For employers that were given FNPF IDs prior December 2014, you can easily comply by just adding EN100 to your current employer reference number or FNPF ID.
- Employer Name – The name of your employer that is on our records. If this has changed please inform us.
- Employer Trade Name – For employers who trade under a different name. Please inform us if this has changed.
- Contribution Type – This will always be compulsory.
- Total Wages – The total of all the employees’ monthly wages or salary.
- Contribution Month – The month after the wages month.
- Wages Month – The month in which you pay out your employees.
- CS Code – A code assigned for each type of employee (s) that you want to pay separately for every month. For example if you want to have your management processed differently from your staff then each type is assigned a CS Code.
1. First Name, Middle Name, Last Name – The name of your employee as per the name on his/ her birth certificate.
2. Compulsory Contribution Amount – This is the 7% deducted from your employee’s wages plus the 7% from you.
3. Employer Additional Contribution Amount – If you as an employer choose to pay more than the compulsory 7% to your employee.
4. Member Additional Contribution Amount – If your employee chooses to have more than 7% deducted from his or her wages. Please refer to Increase Your Contribution for more details.
5. Total Contribution Amount – The total of (2), (3) and (4).
6. Monthly Gross Salary – The gross monthly wages/salary due to your employee in Fijian Dollars.
7. Employment Status – The status of your employee during the wages month. There are currently 3 types of statuses
a. Active: employee was working during the wages month.
b. On Leave: employee was on unpaid leave during the wages month. This is to formally notify FNPF not to expect any contribution payment.
c. Terminated: employee is no longer working for you.
8. Employment Status Date – The date on which the status in (7) above became effective.
9. Payment Frequency – How often do you pay your employee(s).
a. Weekly
b. Bi-Monthly
c. Fortnightly
d. Monthly
The last part of filling your FNPF monthly contribution form is writing down your details if you are responsible for filling the form.