A simple guide on how to Register and Enrol with Rural ... · System Online) Once you have ... 4. You will then see the following page informing you that your enrolment to RPW Online

A simple guide on how to Register and Enrol with Rural

Payments Wales Online

Rural Payments Wales Online

Registration and Enrolment Guidance

Contents Page

Part 1 – Overview: • Introduction 3

• Using this Guide 3

• The Government Gateway 3

• Activation Codes 4

• Administrators & Assistants 5

Part 2 – Detailed enrolment guidance:

• 1. Customers already registered with the Government Gateway 8

• 2. Customers registering with the Government Gateway for the 13

first time

• 3. Agents/Farming Unions already registered with the Government 22

Gateway

• 4. Agents/Farming Unions registering with the Government Gateway 27

for the first time

Part 3 – Useful Links:

• Welsh Government links 36

• Other services available through the Government Gateway 36

Part 4 – Registration and Enrolment 'Quick Guides':

• Customers already registered with the Government Gateway 37

• Customers registering with the Government Gateway for the 38

first time

• Agents/Farming Unions already registered with the Government 40

Gateway

• Agents/Farming Unions registering with the Government Gateway 41

for the first time

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Part 1 Overview Introduction Rural Payments Wales Online (RPW Online) will enable customers and their agents/farming union representatives to manage agricultural business accounts using the web. Before using the service you will need to log in or enrol with the Government Gateway, this booklet will help you do this. As you will see, depending on the type of customer you are, this differs slightly. Using this step by step guide will ensure you enrol successfully first time. Using this Guide This Guide has been divided into sections depending on how you will be accessing the service for the first time, and if you are a direct customer or working on behalf of someone else (for example as an agent or farming union representative). Using the contents page you will be able to quickly find the section most relevant to you, with detailed step by step instructions at the beginning and a ‘Quick Guide’, for those feeling more confident in using the service, at the end. The Government Gateway The Government Gateway is a website run by central government in Westminster which allows members of the public access to online government services. There are other farming and agricultural services listed on the gateway, which you may be familiar with, including the British Cattle Movement Service’s (BCMS) CTS Online (Cattle Tracing System Online) Once you have activated your RPW Online account, you will be able to:

• View and submit applications, correspondence, responses to and from Welsh Government online,

• Check the status of any live and/or ongoing claims, • Keep business details up-to-date, including updating addresses, telephone

numbers and adding/removing partners. These facilities are being developed in phases over the next two years and not all will be available immediately. The 2014 SAF is planned to be available for completion online. If you employ an agent or farming union to assist with your business, or you are an agent or farming union that assists clients with their business, you will be able to continue to do so online. The agent or farming union will need to be allocated a separate Agent CRN via a new ’Agent CDW’ form in order for them to be linked to your account You will then be able to select the level of access your agent or farming union has to your account and what will be made visible to them. This can be allocated online or in writing, depending on your preferences, and must be agreed with your agent or farming union representative.


This new service will be a quicker and easier way for you and your representatives to manage your business. Activation Codes In order to register for RPW Online for the first time you will need a Service Activation Code. The Service Activation Code will be sent to you directly in the post and will only be needed the first time you or your representative logs on. Customers are advised to register with the Government Gateway as Organisations (even if they are a Sole Trader) and Agents/Farming Unions are required to register as Agents. Sole Traders: If you are a sole trader and have already registered with the Government Gateway as an Individual, you can still activate your Rural Payments Wales (RPW) Online account, however, should you wish anyone else to be able to access your online account, you will not be able to add them as an Administrator or Assistant unless you are registered with the Government Gateway as an Organisation. Agents/Farming Unions: If you are an agent/farming union and have already registered with the Government Gateway as an Individual, you will have to register with the Government Gateway again as an Agent so that you can access RPW Online via the Agents link. If you are a customer or agent/farming union and you have already activated your online account with the RPW Online Service as an Individual, you are able to de-activate it. If you have de-activated your online account, to re-register as an Organisation or Agent, you will have to get a new Service Activation Code from us, in order to complete the activation process again. For more information about Administrators and Assistants see below. If you haven’t yet received your Service Activation Code and/or would like to request one, contact the RPW Online Helpdesk on 0300 062 5004. Back to Contents

Administrators & Assistants As a customer or agent/farming union you may wish to add an Administrator or Assistant to your Government Gateway (GG) account, therefore you will need to know what these roles are. An Administrator will have the same GG permissions as you and can therefore add or remove administrators or assistants to or from your GG online account. An Assistant cannot add or remove administrators or assistants to or from your GG online account. All administrators and assistants can carry out any work, e.g. submitting applications, documents, etc., on behalf of your business. These two roles are not the same as the roles detailed on a Customer Details (CDW) form. You can add an administrator or assistant, who is not on your CDW, to your GG online account. By adding an administrator or assistant, you are giving that person authority to act on behalf of your business via your RPW online account. Example: You have added an administrator/assistant to your GG online account. They are not on your CDW as being authorised to submit applications. This means they will not be able to submit applications in paper form, but because they have been added to your GG online account, you have authorised that administrator/assistant to act on behalf of your business and so they will be able to submit applications online via your RPW Online account. These two roles (Administrators & Assistants) pertain solely to using RPW Online through the GG. Anything that is sent via the post in paper format will be subject to the Welsh Government’s Business as Usual processes, i.e. CDW permissions will apply etc. For more information about administrators and assistants, once you have registered with the GG and are logged into your account, select ‘Manage Administrators’.

Then select ‘Add an Administrator’


Then select ‘About Administrators’

You will then get the following screen of information:

To view information about Assistants, select the ‘Back’ button.


Then select ‘Add an Assistant’


Then select ‘About Assistants’

You will then get the following screen of information:

Back to Contents

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Part 2 Detailed enrolment guidance 1. Customers already registered with the Government Gateway If you are already registered with the Government Gateway as an Organisation, the same user details can be used to access RPW Online. If you are not registered as an Organisation we recommend that you do so, even if you are a sole trader. To do this, follow the “Customers registering with the Government Gateway for the first time” instructions on page 13. Before going online, make sure you have the following to hand as they will be needed for the registration process:

• Your Customer Reference Number (CRN), • Correspondence Address Postcode, • Your RPW Online Service Activation Code.

When you are ready, follow these simple steps to complete the process: 1. Go to www.gateway.gov.uk and log in using your existing details – if you have forgotten these, there are links advising you how to retrieve them. 2. Look at the list of services available. This is in alphabetical order; scroll until you reach Rural Payments Wales Online. This can be found about two thirds of the way down the list near the similarly named English and Scottish services – don’t worry if you accidently click either of these services, you can easily go back and select the Welsh service:

http://www.gateway.gov.uk/

3. After clicking the link, you will see this page and will be asked to enter your Customer Reference Number (CRN), Correspondence Postcode and your Service Activation Code already sent to you:


4. You will then see the following page informing you that your enrolment to RPW Online is being processed.


5 Next you will see the following page confirming the activation of your RPW Online Account:


6. To continue into the RPW Online Service, click ‘Continue’. There are three ways you can log back into RPW Online in the future now your account has been activated:

• Log in through the Government Gateway, • Log in by clicking the link on the Welsh Government’s Farming and Countryside

webpage http://wales.gov.uk/RPWonline, • By bookmarking the page or adding to your favourites, depending on your internet

browser. Back to Contents

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http://wales.gov.uk/RPWonline

2. Customers registering with the Government Gateway for the first time. Don’t worry if you don’t already have a Government Gateway account, you will still be able to use RPW Online by following these simple steps. Remember, you only need to register once, once enrolled you will be able to access RPW Online directly. Before going online, make sure you have the following to hand as they will be needed for the registration process:

• Your Customer Reference Number (CRN), • Correspondence Address Postcode, • Your RPW Online Service Activation Code.

When you are ready, follow these simple steps to access RPW Online: 1. Open your internet browser and go to www.gateway.gov.uk and you will see the following screen:


http://www.gateway.gov.uk/Default.aspx

2. As RPW Online is a service for your business rather than you as an individual, we recommend you register as an Organisation in this instance even if you are a sole trader. Click ‘Register as an ‘Organisation’’ to begin:

This is the next screen you will see:

3. To start the enrolment process click on the ‘Register’ button.


4. You will now need to fill in your personal details. Complete all boxes including the password, which you should memorise or keep in a safe place. You will be able to change your password anytime after registration but your User ID will remain the same.

5. Once you have completed all of the boxes, click on the ‘Submit’ button at the bottom of the page:

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Version 1.00

6. The Government Gateway will automatically generate a User ID for you. Make a

note of it and keep in a safe place – you will need this and your password the next time you log into the Government Gateway:

[PLEASE NOTE: The Government Gateway will also send you a letter confirming your User ID number after you have enrolled in RPW Online]

7. Once you have noted the User ID, click Continue:


8. You are now registered with the Government Gateway; a list of services will be showing such as ‘BCMS CTS Online’:

9. The list of services available is in alphabetical order; scroll until you reach Rural Payments Wales Online. This can be found about two thirds of the way down the list near the similarly named English and Scottish services – don’t worry if you accidently click either of these services, you can easily click back and select the Welsh service:


10. After clicking the link, you will see the page below and will be asked to enter your Customer Reference Number (CRN), Correspondence Postcode and your Service Activation Code sent to you:







13. To continue into the RPW Online Service, click ‘Continue’. There are three ways you can log back into RPW Online in the future now your account has been activated:




****



3. Agents/Farming Unions already registered with the Government Gateway You may already be registered with the Government Gateway, as an Agent, to access services such as British Cattle Movement Service (BCMS) and the Inland Revenue. If this is the case you do not need to register with the Government Gateway again. If you are not registered as an Agent, you will need to do so. To register as an Agent, follow the “Agents/Farming Unions registering with the Government Gateway for the first time” instructions on page 27. Before going online, make sure you have the following to hand as they will be needed for the registration process:

• Your Agent Customer Reference Number (CRN), • Correspondence Address Postcode, • Your RPW Online Service Activation Code.

When you are ready, follow these simple steps to complete the registration process for RPW Online: 1. Go to www.gateway.gov.uk and log in using your existing details – if you have forgotten these, there are links advising you how to retrieve them. 2. The list of services available is in alphabetical order; scroll down until you reach Rural Payments Wales Online for Agents. This can be found about two thirds of the way down the list near the similarly named English and Scottish services – don’t worry if you accidently click either of these services, you can easily click back and select the Welsh service:


3. After clicking the link, you will see this next page and will be asked to enter your Agent Customer Reference Number (CRN), Correspondence Postcode and your Service Activation Code sent to you.







6. To continue into the RPW Online Service, click ‘continue’. There are three ways you can log into RPW Online in the future now your account is activated:




****


4 Agents/Farming Unions registering with the Government Gateway for the first time Don’t worry if your company doesn’t have a Government Gateway account, you will still be able to use RPW Online by following these simple steps. Remember, you only need to register once, once enrolled you will be able to access RPW Online directly. Before going online, make sure you have the following to hand as they will be needed for the registration process: • Your Agent Customer Reference Number (CRN), • Correspondence Address Postcode, • Your RPW Online Service Activation Code. When you are ready, follow these steps to access RPW Online: 1. Open your internet browser and go to www.gateway.gov.uk and you will see the following screen:

2. As you are enrolling into RPW Online as an agent rather than you as an individual, you need to register as an ‘Agent’ in this instance. Click ‘Register as an ‘Agent’’ to begin:



This is the next screen you will see:

3. To start the enrolment process click on the ‘Register’ button. 4. You will now need to fill in the personal details for the agency’s main user, as the Agent User ID, generated at step 7, will be linked to that name. Complete all boxes including the password, which should be kept in a safe place. You will be able to change your password anytime after registration but your User ID will remain the same.


5. Once all boxes have been completed, click on the ‘Submit’ button:


6. The Government Gateway will then ask you to create an Agent ID and to fill in your Agent Name. Once you have done this, click the ‘Submit’ button.

7. The service will then generate a second part for the Agent ID as well as create a User ID. You will be able to give the Agent ID to your clients to use when appointing an agent for some other Government Gateway services*; [*NOTE: The Agent ID will not be used within Rural Payments Wales Online – the ‘How to use’ guide explains how Agents and their clients are linked to each other for RPW Online purposes.] Both ID’s should be noted and kept somewhere safe. [PLEASE NOTE: The Government Gateway will also send you a letter confirming your User ID number & your Agent ID number after you have enrolled in RPW Online for Agents]


8. Once you have noted the new ID numbers click ‘Continue’:

9. Now you are registered with the Government Gateway, a list of services will be showing such as ‘BCMS CTS Online for Agent Access’: The list of services available is in alphabetical order; scroll down until you reach Rural Payments Wales Online for Agents. This can be found about two thirds of the way down the list near the similarly named English and Scottish services – don’t worry if you accidently click either of these services, you can easily click back and select the Welsh service:


10. After clicking the link, you will see the page below and will be asked to enter your Agent Customer Reference Number (CRN), Correspondence Postcode and your Service Activation Code sent to you:






13 To continue into the RPW Online Service, click ‘Continue’. There are three ways you can log back into RPW Online in the future now your account has been activated: • Log in through the Government Gateway, • Log in by clicking the link on the Welsh Government’s Farming and Countryside



****




Part 3 Useful Links Welsh Government links The following is a list of links that are not displayed on the Government Gateway but may be useful reference points: • Welsh Government http://wales.gov.uk • Welsh Government – Farming and Countryside pages http://wales.gov.uk/farming • Welsh Government – RPW Online http://wales.gov.uk/RPWonline Other services available through the Government Gateway There are many other UK Government services available through the Government Gateway. These are listed in alphabetical order once you have logged into the Government Gateway. However, for quick reference, these may be of interest: • British Cattle Movement Service (BCMS) – CTS Online https://secure.services.defra.gov.uk/wps/portal/ctso • Department for Environment Food and Rural Affairs (Defra) http://www.defra.gov.uk/ • Rural Payments Agency (RPA) SPS Online https://spsonline.rpa.gov.uk/RPARegAndEnrol/secure!unsecured.action • Scottish Government Rural Payments Online http://www.scotland.gov.uk/Topics/farmingrural/Agriculture/grants/Online-Services/18909 • Welsh European Funding Office (WEFO) Online http://wefo.wales.gov.uk/wefo-online/?lang=en Back to Contents

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http://wales.gov.uk/

http://wales.gov.uk/farming


https://secure.services.defra.gov.uk/wps/portal/ctso

http://www.defra.gov.uk/

https://spsonline.rpa.gov.uk/RPARegAndEnrol/secure!unsecured.action

http://www.scotland.gov.uk/Topics/farmingrural/Agriculture/grants/Online-Services/18909

http://wefo.wales.gov.uk/wefo-online/?lang=en

http://wefo.wales.gov.uk/wefo-online/?lang=en


Part 4 Registration and Enrolment 'Quick Guides'

1. Customers already registered with the Government Gateway: If you have already registered with the Government Gateway as an organisation, the same details can be used to access RPW Online. If you are not registered as an Organisation we recommend that you do so, even if you are a sole trader. To do this, follow the “Customers registering with the Government Gateway for the first time” instructions on page 38. Before going online, have the following to hand: • Your Customer Reference Number (CRN), • Correspondence Address Postcode, • Your RPW Online Service Activation Code. 1. Go to www.gateway.gov.uk and log in using your existing details.

2. Scroll through the list of services available until you reach Rural Payments Wales Online and click the link.

3. After clicking the link, enter your Customer Reference Number (CRN),

Correspondence Postcode and your Service Activation Code and click ‘Next’.

4. You will then see a page informing you that your enrolment to RPW Online is being

processed.

5. Next you will see a page confirming the activation of your RPW Online Account.

6. Click ‘Continue’ to enter the RPW Online Service.

There are three ways you can log back into RPW Online in the future now your account has been activated: • Log in through the Government Gateway, • Log in by clicking the link on the Welsh Government’s Farming and Countryside



****




2. Customers registering with the Government Gateway for the first time. Don’t worry if you don’t already have a Government Gateway account, you will still be able to use RPW Online by following these simple steps. Remember, you only need to register once, once enrolled you will be able to access RPW Online directly. Before going online, make sure you have the following to hand as they will be needed for the registration process: • Your Customer Reference Number (CRN), • Correspondence Address Postcode, • Your RPW Online Service Activation Code. 1. Go to www.gateway.gov.uk

2. RPW Online is a service for your business rather than you as an individual;

therefore click ‘Register as an ’Organisation’’ to begin.

3. Click on ‘Register’.

4. Complete all boxes including the password. You will be able to change your

password anytime after registration but your User ID will remain the same.

5. Click on ‘Submit’.

6. The Government Gateway will automatically generate a User ID for you. Make a

note of it and keep in a safe place – you will need this and your password the next time

you log into the Government Gateway.

[PLEASE NOTE: The Government Gateway will also send you a letter confirming your User ID number after you have enrolled in RPW Online]

7. Once you have noted your new ID number, click ‘Continue’.

8. You are now registered with the Government Gateway; a list of available services

will be showing.

9. Scroll down until you reach Rural Payments Wales Online and click the link.



10. After clicking the link, enter your Customer Reference Number (CRN),

Correspondence Postcode and your Service Activation Code and then click ‘Next’.


processed.



There are three ways you can log back into RPW Online in the future now your account has been activated:




****



3. Agents/Farming Unions already registered with the Government Gateway As an agent/farming union, you may already be registered with the Government Gateway as an Agent to access other services. If this is the case you do not need to register with the Government Gateway again to access RPW Online. If you are not registered as an Agent, you will need to do so. To register as an Agent, follow the “Agents/Farming Unions registering with the Government Gateway for the first time” instructions on page 41. Before going online, make sure you have the following to hand as they will be needed for the registration process:


1. Go to www.gateway.gov.uk and log in using your existing details.

2. Look at the list of services available, scroll down until you reach Rural Payments Wales Online for Agents and click the link.

3. After clicking the link, enter your Agent Customer Reference Number (CRN),



processed.



There are three ways you can log into RPW Online in the future now your account has been activated:




****




4. Agents/Farming Unions registering with the Government Gateway for the first time Don’t worry if your company doesn’t have a Government Gateway account, you will still be able to use RPW Online by following these simple steps. Remember, you only need to register once, once enrolled you will be able to access RPW Online directly. Before going online, make sure you have the following to hand as they will be needed for the registration process:


1. Go to www.gateway.gov.uk.

2. As you are enrolling into RPW Online as an agent rather than you as an individual,

click ‘Register as an ‘Agent’’ to begin:

3. Click ‘Register’.

4. You will now need to fill in the personal details for the agency’s main user, as the

Agent User ID, generated at step 7, will be linked to that name. Complete all boxes then

click on the ‘Register’ button.

5. Click ‘Submit’.

6. You will then be asked to create an Agent ID and fill in your Agent Name. Once

complete, click ‘Submit’.

7. The Government Gateway will automatically generate a second part for the Agent

ID as well as create a User ID. You will be able to give the Agent ID to your clients to use

when appointing their agent for some Government Gateway services*;

[*NOTE: The Agent ID will not be used within Rural Payments Wales Online – the ‘How to

use’ guide explains how agents and their clients are linked to each other for RPW Online

purposes.]



[PLEASE NOTE: The Government Gateway will also send you a letter confirming your User ID number & you Agent ID number after you have enrolled in RPW Online for Agents]

8. Once you have noted the new ID numbers click ‘Continue’.

9. Now you are registered with the Government Gateway a list of available services

will be listed.

10. Scroll down until you see Rural Payments Wales Online for Agents and click the

link.

11. After clicking the link, enter your Agent Customer Reference Number (CRN),



processed.



There are three ways you can log back into RPW Online in the future now your account has been activated:




****


Documents

A simple guide on how to Register and Enrol with Rural ... · System Online) Once you have ... 4. You will then see the following page informing you that your enrolment to RPW Online