Remittance Management
Introduction
The Remittance Management feature in Gangmates simplifies the process of statutory compliance by enabling companies to submit remittance requests to qualified agents who handle payments to government agencies on their behalf. This feature ensures timely compliance with regulatory requirements while providing transparency and control over the entire remittance process.
What is Remittance Management and Why It Matters?
Remittance Management is a comprehensive system that facilitates the outsourcing of statutory payments to certified agents, ensuring your company meets all regulatory obligations without the complexity of managing multiple government portals and deadlines.
Key Components:
Statutory Contributions: PIT, NHF, ITF, NSITF, Pension, and NHIS payments
Agent Network: Qualified professionals who handle payments on your behalf
Wallet System: Secure payment processing with transparent fee structure
Receipt Management: Digital receipts and audit trails for all transactions
Benefits of Remittance Management:
Compliance Assurance: Never miss statutory payment deadlines
Time Savings: Eliminate manual government portal management
Cost Efficiency: Transparent pricing with competitive agent fees
Audit Trail: Complete documentation for regulatory reviews
Risk Reduction: Professional agents ensure accurate and timely payments
Understanding Remittance Types
Bulk Remittance
Process all statutory contributions for selected employees in a single request.
Best for:
Monthly payroll runs
Standard compliance submissions
Processing multiple employees simultaneously
Features:
Single agent fee covers all contributions
Consolidated receipt management
Streamlined approval process
Individual Remittance
Process specific contribution types for selected employees separately.
Best for:
Corrections or adjustments
Urgent single-type submissions
Handling specific compliance requirements
Features:
Granular control over contribution types
Separate processing for each type
Flexible timing for different requirements
Step-by-Step Guide: Initiating a Remittance Request
Step 1: Navigate to Remittance
Go to Payroll → Remittances from the main menu
Click "Initiate Remittance" button
You will land on the Remittance Request Page
Step 2: Select Agent and Package
Choose Agent: Select from qualified agents in the dropdown
View agent profiles and ratings
Check service availability
Select Package: Choose the service package
Different packages offer varying service levels
Agent fees are displayed automatically
Step 3: Define Scope
Option 1: All Employees
Select "All Employees" for company-wide processing
Includes all pending contributions
Option 2: Select Employees
Choose "Select Employees" for targeted processing
Use the search function to find specific employees
Hold CTRL/CMD to select multiple employees
Step 4: Choose Processing Mode
Bulk Processing (Recommended)
Keep "Individual statutory contribution" unchecked
Select contributions from the dropdown:
View pay periods and amounts
See total calculation automatically
Contributions with conflicts show warning icons ⚠️
Individual Processing
Check "Individual statutory contribution"
Select specific contribution types:
Choose by employee and contribution type
View individual amounts
Perfect for targeted corrections
Step 5: Review and Submit
Review Quote Summary:
Verify contribution amounts
Check agent fee
Confirm grand total
Wallet Balance Check:
System automatically verifies sufficient balance
Warnings appear for low balance situations
Top up wallet if needed before submission
Submit Request:
Click "Submit Remittance Request"
Confirm in the popup modal
Review what happens next in the timeline
Understanding the Remittance Workflow
Stage 1: Request Submitted ⏳
Status: Under Review
What Happens:
Request sent to selected agent for review
Contributions marked as "under review"
No wallet deduction yet
Your Actions:
Monitor request status
Add notes or comments if needed
Wait for agent response
Stage 2: Agent Accepts & Processes 💰
Status: In Progress
What Happens:
Immediate wallet deduction of full amount
Principal amount paid to agent
Agent fee held in escrow
Agent begins processing payments
Your Actions:
Track progress through status updates
Receive notifications on major milestones
Stage 3: Receipt Upload 📄
Status: Pending Client Review
What Happens:
Agent uploads payment receipts
Status changes to "Pending Client Review"
Receipts available for download
Your Actions:
Review uploaded receipts
Verify payment details
Approve or raise concerns
Stage 4: Final Approval ✅
Status: Complete
What Happens:
Final approval releases agent fee from escrow
Platform commission (5%) processed
Net agent fee (95%) paid to agent
Process marked as complete
Your Actions:
Download final receipts
Update internal records
Process complete
Managing Your Wallet for Remittances
Wallet Balance Requirements
Before submitting remittance requests, ensure adequate wallet balance:
Required Amount = Contribution Total + Agent Fee
Pre-Request Wallet Check
The system automatically:
Verifies sufficient balance before submission
Shows warnings for insufficient funds
Prevents submission if balance too low
Displays remaining balance after transaction
Balance Monitoring
Green Status: Sufficient balance with comfortable margin
Yellow Warning: Balance sufficient but low remaining funds
Red Alert: Insufficient balance - top up required
Top-Up Options
Automated Top-Up: Funds available within 24 hours
Manual Top-Up: Immediate availability after admin review
For detailed wallet management, see the Wallet Management documentation.
Viewing and Managing Remittance Requests
Remittance Dashboard
Access your remittance history at Payroll → Remittances
Available Information:
Request ID and date
Agent assigned
Status and progress
Total amounts
Action buttons
Status Indicators
🟡 Under Review
Agent reviewing request
Monitor, add notes
🔵 In Progress
Agent processing payments
Track progress
🟠 Pending Review
Receipts uploaded
Review and approve
🔍 Investigating
Issue under review
Await resolution
✅ Complete
Process finished
Download receipts
❌ Cancelled
Request cancelled
Review refund
Available Actions
Adding Comments
Click on remittance request
Scroll to "Comments" section
Add notes or questions for the agent
Submit comment
Downloading Receipts
Navigate to completed remittance
Click "Download Receipts"
Save receipts for record-keeping
Raising Concerns
If you have issues with the service:
Click "Raise Concern" button
Describe the issue in detail
Specify desired outcome
Submit for internal review
Troubleshooting Common Issues
Insufficient Wallet Balance
Issue: Cannot submit request due to low balance
Solution:
Check current wallet balance
Calculate required amount (contributions + fee)
Top up wallet with sufficient funds
Retry remittance submission
Conflicting Contributions
Issue: Warning icons (⚠️) appear next to contributions
Explanation: Some contribution types are already being processed individually
Solution:
For Bulk: Only available types will be processed
For Individual: Select different contribution types
Review existing remittance requests
Agent Not Responding
Issue: Request stuck in "Under Review" status
Solution:
Add comment asking for update
Wait 24-48 hours for response
If no response, raise concern for internal escalation
Receipt Concerns
Issue: Uploaded receipts appear incorrect
Solution:
Download and review receipts carefully
Document specific concerns
Use "Raise Concern" function
Provide detailed explanation of issues
Status Not Updating
Issue: Remittance status appears frozen
Solution:
Refresh the page
Check for system notifications
Contact support if issue persists
Best Practices for Remittance Management
Planning and Scheduling
Monthly Planning: Schedule remittances after payroll processing
Deadline Awareness: Submit requests well before statutory deadlines
Batch Processing: Use bulk remittances for efficiency
Wallet Management
Maintain Buffer: Keep extra funds for unexpected requirements
Regular Top-ups: Schedule regular wallet top-ups
Monitor Usage: Track spending patterns for budget planning
Documentation
Save Receipts: Download and organize all receipts
Track Requests: Maintain internal logs of submissions
Audit Preparation: Keep records for regulatory reviews
Communication
Clear Comments: Write detailed notes for agents
Timely Responses: Respond quickly to agent queries
Professional Tone: Maintain professional communication
Quality Control
Review Before Submission: Double-check all details
Verify Receipts: Carefully review uploaded receipts
Report Issues: Promptly report any concerns
Frequently Asked Questions
General Questions
Q: How long does the remittance process take? A: Typically 3-5 business days from submission to completion, depending on agent workload and government processing times.
Q: Can I cancel a remittance request? A: Requests can only be cancelled before agent acceptance. Once processing begins, cancellation requires internal review and may involve fees.
Q: What happens if I submit duplicate requests? A: The system prevents duplicate submissions for the same contributions. Conflicting requests will show warnings.
Technical Questions
Q: Why can't I select certain contributions? A: Contributions may be unavailable if they're already being processed in another request or have been completed.
Q: What if my wallet balance changes after submission? A: Balance is verified at submission. Once submitted, the request proceeds regardless of subsequent balance changes.
Q: Can I modify a request after submission? A: Requests cannot be modified after submission. Contact the agent through comments for clarifications.
Financial Questions
Q: When is my wallet charged? A: Your wallet is charged immediately when the agent accepts and begins processing your request.
Q: What are the fees involved? A: Only the agent fee is charged. This varies by agent and package but is clearly displayed before submission.
Q: Can I get a refund? A: Refunds are only available in exceptional circumstances and require internal review through the concern resolution process.
Support and Contact
Getting Help
In-App Support: Use the "Raise Concern" feature for service issues
Technical Support: Contact [email protected] for technical problems
Training Resources: Access additional training materials in the Help section
Escalation Process
First Contact: Use in-app communication features
Concern Resolution: Submit concerns through the platform
Direct Support: Email support for urgent technical issues
Management Escalation: For unresolved issues requiring management attention
Response Times
Agent Responses: Within 24-48 hours
Concern Resolution: 2-5 business days
Technical Support: Within 24 hours
Emergency Issues: Same business day
This documentation is regularly updated. For the latest information and features, always refer to the current version in your Gangmates platform.
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