Guide

Insurance and statutory reports

Monthly insurance contributions are a repetitive chain of deadlines and figures that easily drift between internal books and the insurance agency. Rifena tracks contributions per person, reconciles them month by month and prepares statutory filings from the same data, so every closed period can be explained.

This page contains two independent journeys:

Monthly Open insurance overview: generate a preview, save valid rows to the contribution ledger, record the money actually paid, and reconcile it against payroll deductions.
Open 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.

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.

Open every policy currently in use.
Check its name, insurance type, statutory branch, provider, start date, and end date.
Check the contribution type and the employer and employee portions.
Keep Active only for policies still in use.
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

Choose Open insurance dues under Payroll → Insurance.

Select the Contribution period (month).
Select an Insurance policy, or the scope currently offered on the screen.
Select the Due date.
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

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

Expected result: the new rows appear under Open insurance 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:

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

Choose Open insurance reconciliation under Payroll → Insurance 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

When Excel templates are enabled, choose a Statutory definition, Provider template, and Version to use. Available data sources cover monthly changes in social-insurance participation, annual personal income tax finalisation, and annual labour-use reporting. The Excel template controls where data appears in the file; its name does not change the source’s scope or reporting period.

Choose the guide for your task:

A template is ready: follow Statutory reporting to select the period, review warnings, generate a file, and hand it over.
You have a new or changed provider file: the template owner follows Set up a statutory report template, checks a preview, and publishes a version first.
A template cannot be selected, a file fails to load, or warnings appear: use Insurance and reporting issues.

Do not infer a blocking condition from warning colour alone. Resolve technical errors first and review data and legal-reference warnings according to their messages. A successfully generated file still needs checking before filing. Record Submitted or a receipt outcome only after the filing owner verifies the external evidence.

When the screen still uses built-in report types

If the three template fields above are absent, the generator still offers the built-in annual 05/QTT-TNCN and 01/PLI types. For 05/QTT-TNCN, check Taxpayer details (optional) when the company defaults need to be overridden. Do not select an annual period as a substitute for six-month reporting; see the 01/PLI scope in the statutory-reporting guide.

D02 is not available for new generation in this built-in selector. When using a custom Excel template for insurance records, successful export does not prove compatibility with I-VAN, provision of suitable XML, or readiness for filing. Confirm the template and filing process with the responsible person or provider.

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:

Select Download unsigned XML.
Sign the file with the company’s certificate software and USB token.
Return to Rifena and select Choose signed file.
Choose the XML for the same report and period.
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 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 built-in report selector: check the built-in and Excel template scope in Part B; do not substitute a historical file for the required form.
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

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