Insurance and statutory reports

This page contains two independent journeys:

1. Monthly insurance: generate a preview, save valid rows to the contribution ledger, record the money actually paid, and reconcile it against payroll deductions.
2. Statutory reports: assemble source data, review and download the files, submit them externally, then record the portal outcome in Rifena.

Rifena helps prepare the records and preserve the processing trail. It does not replace the person responsible for confirming contribution amounts, declaration contents, digital signatures, or the authority’s response.

Primary owner: HR responsible for insurance, payroll, or accounting.

Reviewer: the person assigned to verify figures and files before submission.

Rifena does not submit the file or move the money

Select Mark as paid only after the payment has actually been processed outside Rifena. Select Mark as submitted only after the external portal has returned a submission reference. These actions record an outcome you completed; they do not send money or declarations to an authority.

Part A — Run monthly insurance

1. Check insurance policies

Before the first period, or whenever policy details change, open Payroll → Insurance → Overview, then open the relevant insurance policy.

1. Open every policy currently in use.
2. Check its name, insurance type, statutory branch, provider, start date, and end date.
3. Check the contribution type and the employer and employee portions.
4. Keep Active only for policies still in use.
5. Check which employees are genuinely enrolled in each policy.

Do not copy rates from this guide or an old period. Use the figures your company has confirmed for the period being processed, then read every rule warning in the preview.

2. Generate the contribution preview

Open Payroll → Insurance → Create contribution batch.

1. Select the Contribution period (month).
2. Select an Insurance policy, or the scope currently offered on the screen.
3. Select the Due date.
4. Select Generate preview.

The preview does not write to the ledger. Use it to check every employee before creating the official rows.

3. Resolve the preview groups

Every row has an actionable result:

Group	Meaning	What to do
Ready	The row can be saved to the ledger	Review the amount, then select the row
Missing salary	No contract salary is available for the calculation	Correct the contract data, then generate the preview again
Zero amount	The row’s total contribution is zero	Check the policy, salary, and enrolment state
Recorded	This period already has an unpaid ledger row	Do not create a duplicate; inspect payment history
Remitted	Payment has already been recorded for this period	Do not create it again

Only Ready rows can be selected for saving. Read any policy warnings as well; a warning asks for review and is not proof that the figures are correct.

4. Save rows to the contribution ledger

1. Select the valid rows to record.
2. Check the selection summary and total amount.
3. Select Save to ledger.
4. In Confirm save to ledger, check the Contribution period, Due date, Rows to create, and Total amount.
5. Read how many rows already exist and how many exceptions will be excluded.
6. Select Confirm save.

Expected result: the new rows appear under Payment history and can be used by the matching payroll run.

5. Record the amount actually paid

After the company has completed the insurance payment outside Rifena:

1. Open Payroll → Insurance → Payment history.
2. Filter by period, employee, group, or policy when needed.
3. Find a row in Wait for payment or Overdue.
4. Select Mark insurance payment as paid.
5. Check the period and total in the confirmation dialog.
6. Select Mark as paid.

Expected result: the row becomes Paid and shows the payment date. Never use this action to hide an amount that is still awaiting real-world payment.

6. Reconcile the month

Open Payroll → Insurance → Insurance reconciliation and select the correct month. The summary shows:

Deducted in payroll − Remitted to the insurance authority = Currently holding

The difference may be positive or negative. Use the groups to find the cause:

• Mismatch: the payroll deduction and remitted amount differ;
• No ledger entry: payroll data exists but the matching insurance row does not;
• No payroll deduction: an insurance row exists without payroll data for comparison;
• Matched: both sides agree; and
• Remitted: the insurance payment has been recorded.

Follow the link to the payroll run or payment history from the row. Correct the source, refresh reconciliation, and finish only when every mismatch has an explained cause or a clear next action.

Part B — Prepare statutory reports

Reports currently available to generate

The Generate statutory report dialog currently offers:

• annual 05/QTT-TNCN personal income tax finalisation; and
• annual 01/PLI labour-use reporting.

D02 is not currently a submission-ready generation journey

The screen does not currently allow new D02-TS or D02-LT reports because the form and the social-insurance portal upload journey have not been fully qualified. Older D02-TS records may remain available for reference. Do not treat an old file or a file marked as draft as an official submission unless your company has separately verified the form and submission process.

1. Generate a report

Open Payroll → Statutory reports and select Generate report.

1. Select the Report type.
2. Select the Reporting year.
3. For 05/QTT-TNCN, open Taxpayer details (optional) if the report needs information different from the company default.
4. Read the readiness message for that report type.
5. Select Generate report.
6. Wait for assembly to finish, then select Open report.

When a report already exists for the period, the dialog offers two distinct choices:

• Regenerate builds a new record from the latest source data. The previous version becomes Voided, remains available for comparison, and is no longer active.
• Create amendment adds a linked successor when an already-submitted report needs correction.

Do not select Regenerate merely because a report is missing from the current filter. Check the year, state, and amendment chain first.

2. Review warnings and file contents

Open the report and check:

• report type and period;
• the Needs review label and every warning;
• taxpayer or company details;
• the number and identity of employees;
• relevant payroll, tax, insurance, or labour figures; and
• every file listed under Individual files.

Red warnings block the Rifena submission-recording action and must be corrected at the source. Informational warnings still require review. No warnings does not mean an authority has accepted the report.

The screen also warns that 05/QTT-TNCN and 01/PLI may contain only part of the required data. Open each downloaded file, verify every mandatory field, and complete the company’s statutory checks before submission.

3. Download and submit outside Rifena

1. Select Download package, or download each file shown.
2. Open the downloaded files and perform a final review.
3. Use the software, digital signature, and authority portal your company has verified for that report type and period.
4. Keep the receipt or submission reference returned by the portal.
5. Return to the report and select Mark as submitted.
6. Enter the Submission reference (Public Service Portal), then select Confirm submitted.

Submitted means Rifena has stored the user’s declaration that the files were uploaded. It does not mean Accepted. Follow the external response and compare it with the next state shown in Rifena.

4. Record the portal outcome

While the report is Submitted, follow the same filing on the external portal. After matching its submission reference and outcome:

1. If the portal accepted it, select Portal accepted.
2. Read Record portal acceptance?, then select Confirm accepted.
3. If the portal rejected it, select Portal rejected.
4. Read Record portal rejection?, then select Confirm rejected.

These actions appear only for a Submitted report. Rifena records the outcome that a user verified; it does not call the portal. Because this is an audit decision, Accepted cannot be changed directly to Rejected, or vice versa.

Expected result: the report becomes Accepted or Rejected in agreement with the portal, while its reference and version chain remain intact.

5. Create an amendment or void a filing

• Use Create amendment on a Submitted, Accepted, or Rejected report when a linked successor is required. The report type and period stay locked to the original. After successful creation, the original becomes Superseded and the new record remains in the same amendment chain.
• Use Void filing when the current report must no longer be used. The action may appear in any state except Voided or Superseded. Rifena retains the record and files for audit, but the filing is no longer active.

Do not use Void filing to correct a portal outcome recorded in error. Preserve the receipt, stop further action, and ask an administrator or Support to resolve the retained audit trail.

Digital signing on a historical D02-TS report

If a historical D02-TS report is eligible and still shows Sign, its signing journey is offline:

1. Select Download unsigned XML.
2. Sign the file with the company’s certificate software and USB token.
3. Return to Rifena and select Choose signed file.
4. Choose the XML for the same report and period.
5. Select Verify and sign.

Rifena validates and attaches the signed file; the certificate PIN is not entered in Rifena. The presence of a signing action does not override the warning that D02 generation is not currently a qualified submission journey.

Read report states correctly

State	Practical meaning
Draft	A record exists, but files are not ready to download
Generated	Files exist for review or download
Signed	An eligible XML file has been uploaded and its signature checked
Submitted	The user recorded submission and saved its reference
Accepted	A user matched the portal and recorded acceptance; it cannot be changed directly to rejection
Rejected	A user matched the portal and recorded rejection; read the reason and create an amendment when needed
Voided	The report is inactive, while the record and files remain available
Superseded	A newer amendment or regenerated report continues the filing chain

If the result is not right

• The insurance preview contains Missing salary: correct the contract salary and generate the preview again.
• A row cannot be selected: it may already be recorded or remitted, have a zero amount, or require exception handling.
• Reconciliation still shows Currently holding after payment: check that the correct row in Payment history is marked Paid.
• D02 is absent from the generation dialog: this is the current limitation, not a filter error.
• The report has data warnings: correct the cited employee, company, or payroll source, then regenerate or amend according to its current state.
• The file was submitted externally but Rifena still shows Generated: open it, select Mark as submitted, and enter the correct reference.
• The portal returned an outcome but Rifena remains Submitted: open the correct version and use Portal accepted or Portal rejected. If neither appears, check the state and access before escalating.
• A portal outcome was recorded incorrectly: do not try to reverse the state or create an opposing record. Preserve the receipt and escalate to an administrator or Support.

The work is complete when

• The preview uses the correct period, policy, and due date
• Every exception has been resolved or excluded with a documented reason
• Valid rows appear in Payment history
• Money actually remitted is recorded as Paid
• Reconciliation has no unexplained difference
• Every statutory report file and warning has been reviewed
• The external submission reference is saved on the submitted report
• The Accepted or Rejected state matches the external portal
• Receipts, amendment chains, and voided records are retained under company policy

Continue reading

• Monthly payroll cycle
• Tax-exemption requests
• Payroll foundation
• For payroll and accounting
• What Rifena does automatically
• Support for insurance or statutory-report problems