Maternity Leave Benefits(MLB)

1. INTRODUCTION

Welcome to the Maternity Leave Benefits (MLB) User Guide, your comprehensive resource for effectively utilizing the MLB service, through ISHEMA platform. This guide has been created to assist you in navigating the features and functionalities of MLB, empowering you to streamline your filing reimbursement process.

In this user guide, you will find step-by-step instructions, helpful tips, and valuable insights to maximize the benefits of MLB. Whether you are a new user or seeking to enhance your existing knowledge, this guide provides the necessary information to confidently utilize MLB for efficient reimbursement request filing.

We understand the importance of simplifying the reimbursement filing process, allowing you to focus on your core business operations. With MLB service through ISHEMA, you can enjoy a seamless, user-friendly platform that automates various aspects of filing, provides real-time visibility into compliance status, and offers convenient tools to streamline your filing process.

Note: This user guide assumes basic familiarity with computers and internet usage. If you encounter any difficulties or have any questions throughout the guide, please refer to the respective support channels provided or contact our dedicated support team for assistance.

Key Features:

1. Selft on Boarding to Ishema platform: In this user guide you will find clear step-by-step instructions on how to self -onboard to the Ishema platform if you are new. 
2. Simplified Reimbursement Filing: The new MLB system removes the time-consuming task of manually collecting all required documents. It eliminates the need to visit an RSSB branch by offering a centralized platform for submitting all reimbursement requests electronically. 
3. Visibility Monitoring: Through the ISHEMA under MLB service provides employers with a comprehensive view of their compliance status. You can easily track your request submissions. 
4. User-Friendly Interface: MLB is designed with user convenience in mind. The intuitive interface and straightforward navigation make it easy for employers to utilize  the system and track the status of the request. The platform provides step-by-step guidance throughout the filing process, ensuring a smooth and hassle-free experience.

2. GETTING STARTED & SELFT ON BOARDING TO ISHEMA

Before you dive into using MLB, it is essential to ensure that you have already registerd under ISHEMA with  your phone and the necessary information about your company:

1. Your personal phone number used during company registration 

1. TIN of your company

Step 1: Using any internet browser, go to www.ishema.rssb.rw and input your personal phone number then click on login.

Step 2: Enter Your Company's TIN and Confirm Company Details

Once you have logged in with your personal phone number used during company registration, you will be prompted to provide your company's Tax Identification Number (TIN) and verify the details of your company. Please ensure that the TIN entered is accurate and matches the official records.

Step 3: Provide Your Personal Information

After confirming your company's details, you will need to provide your personal information, including your full name, email address, and phone number. Additionally, you will be asked to enter the password you currently use to log in to RRA's eTax system. This step is necessary for secure authentication and to link your personal details to your employer account.

Please note that Steps 2 and 3 are one-time processes during initial registration. For subsequent logins, you will only be required to provide your phone number to access the platform.

Step 4: After completing the registration process, you can proceed to log in to the system. To log in, you will need your registered phone number 

Step 5: To generate One-Time Password (OTP), simply dial *876*4044# on your phone. You will receive a 5-digit code on your phone. Enter this code when prompted, and you will be able to log in successfully.

Below is the first page you will see in the ISHEMA Platform and then click on service, all the list of service will be displayed

Select Maternity of Maternity Leave Benefits, below is how the screen   will look like:

On the first page of Maternity Leave  benefits, you will have the view of various activities, including:

• A total unpaid amount: The system will display the total amount of your unpaid reimbursement request.
• A total paid amount: You will be able to view the summarised total paid amount of your reimbursement request.
• A reimbursement request reported with problem: The  system will give you an over view of how many reimbursement request reported with problem. 
• A total number of filed reimbursements: The  system will give you an over view of how many reimbursement request filed from your organization.
• A list of reimbursements with their status: The  system will give you a list of  reimbursement request  with some few details and their status.
• A list of reimbursements with their status: The  system will give you a list of  reimbursement request  with some few details and their status.
• File maternity leave request: The platform allows you to conveniently file your maternity leave request, making the process efficient and streamlined. You can submit your request-related information and documents with ease.

3. Filing reimbursement  request for maternity leave

Step1: Click on File Maternity Leave Request and Input RSSB number

Step2: If the employee belongs to that employer, the system will display the employee's name, and you can click "Confirm" to proceed.

Step 3: Provide the necessary details information  of the request you want to make and click next. 

There are information to provide:

1. Delivery category: Specify the type of delivery category.
2. Leave start date and end date : Provide the leave period the mother has taken, including the start and end dates
3. Delivery date: Provide the exactly delivery date, which is critical if the leave start date is before the delivery date.

Step 4: The system will provide a summary of contributions, indicating the referral Month used for calculating the refund amount and option to specify if the employee received bonus during on the leave.

Step 5. The system will provide the summary of all the information you have inputed for your review and confirm to proceed on the next steps.

Step 6. The system will allow you to add or select the bank where you want to receive your payment.

Step 7. The final steps is to upload the supporting documents depending on the previous data you have provided and click “send”