Paying Super for your Employees
To pay your employee's super, you can do this in one of 2 ways:
- Upload the super stream file to your clearing house or
- Pay your employee's super in the foundU platform through Beam.
Please note: If transitioning to Beam, please ensure that any batches that you do not want to pay through Beam have been processed before registering with Beam.
When you first access superannuation you'll be prompted to provide a date for when you last paid your superannuation.
The last processed date is used to move any batches that would have already been paid into processed, this will flag them as pre-processed.
Please review your other super settings to determine your pay frequency (either monthly or quarterly).
Permission warning: Please note that super admins will have access by default, and that employee restrictions do not apply to superannuation. Granting access to admin users will allow access to all employee superannuation data within this feature, regardless of any search restrictions applied to their employee profile. For more information on specific permissions click here.
Please note if you would like to find out more about Payment batching check out our helpful guide here.
General Setup & Settings
The Superannuation settings can be reviewed and edited at Payroll Settings > Superannuation.
On initial setup, you'll want to specify the Superannuation Payment Period. The options for this are Monthly or Quarterly.
Please note if you select monthly, your batches will be broken up into months rather than quarters - they'll continue to be due 28 days after the end of the quarter.
Clearing House Setup & Settings
There are four Superstream formats that foundU supports:
- Standard Format
- Alternative Format
- Sunsuper Format
- Prime Format
Your clearinghouse will be able to tell you which format they require the file to be provided in. The format for the Superstream file can be set from the drop-down menu found in Payroll Settings > Superannuation.
Beam Setup & Settings
For detailed instructions on setting up Beam please visit this helpful guide.
To pay your employees super:
- In the quick menu navigate to Payroll > Superannuation.
- The first time you access this section, you'll be prompted to set your previously processed date (if you haven't yet processed pays this will take you to your pay page for processing).
- In pending, your superannuation batches will be displayed per paying entity. You can also use the filter to adjust your view to a specific date range or status.
- You can click on the overdue, due now, or upcoming section in the top-right to quickly filter your view.
- Click Review to the right of the batch you'd like to process
- You can filter by employees or, if there are any super issues, by the error or warning type.
- You can also review the superannuation details for an individual employee by clicking on the arrow to the right of the employee. The icons on the end also indicate if the item is a processed pay, an adjustment, an edit or an ETP payment.
- You can filter by employees or, if there are any super issues, by the error or warning type.
- When ready to process, from the floating action bar at the bottom of the page, select Superstream.
Note: You can optionally select individual employees to process by clicking the checkbox next to their name before downloading the Superstream file.
Select the appropriate option from below and click download.
Download Standard - Includes only non Self Managed Super Funds in the download.
Download All - Includes all employees in the batch (both SMSF & standard)
Download SMSF - Includes only employees with Self Managed Super Funds in the download. - A CSV file will then be downloaded, and ready to upload into your clearinghouse.
- Select Mark Processed. This will take you to the Processed tab.
- Once you have confirmation of payment from your clearing house, click Actions > Paid to change the status of your batch to paid.
- From the actions menu, you can also redownload the superstream file, or download a CSV export.
Please ensure that any batches that you do not want to pay through beam have been processed before registering with Beam.
If you have connected Beam to your platform, follow the steps below to pay Super to your employees using Beam. Check out our helpful video below!
- In the quick menu navigate to Pay > Superannuation or navigate to the Full menu> Payroll Settings > Superannuation.
- When you have reviewed your Pending tab and Review tab, you'll proceed to the Processed tab and can now select the Beam button at the bottom to pay Super for your employees on the platform.
- When you click on Beam, if your Beam is not yet set up you'll be prompted to set it up. Starting with selecting an entity.
- Ensure to enter in a refund account otherwise, you'll be prompted to finish reviewing your superannuation settings first.
- You'll then be prompted for a pay method e.g. direct debit, EFT, BPAY, etc.
Please note: If using EFT or BPAY as your payment method, please ensure the payment details for the batch are used exactly when making the payment transfer. This is how Beam is able to link the payment to the relevant batch. For your convenience, there is a copy button next to each detail.
- In the status column you will see:
- Awaiting Payment
- Awaiting Clearance- this will display once the payment has been made but needs to be cleared through Beam.
- Paid via Beam
You'll also receive a notification about your Beam for processing, and once accepted by Beam will display as Paid.
- You can also view your Superstream report online in the Superstream report.
Q: What happens to my employee's super payment amount if I do an ETP payment or if after processing payroll I do an edit or an adjustment?
You'll see the difference for the edit or adjustment (or ETP) made in Payroll Super, once you select your Operation, when you proceed to the review screen you can see the breakdown of the employee's super amounts with a ADJ displayed in yellow next to it, to indicate this and you can process your superannuation payment as normal.
Q1: I've made my super payment, however, I realised that I had an error on a payslip and did an adjustment, and now I have a negative super amount, what do I do?
A: When you do an adjustment (or edit or process a ETP payment), a new superannuation batch is automatically created in Payroll > Superannuation. This means that you can easily merge this new batch with another batch (in this case when you process next weeks pay for example). The negative amount will then come out of the employee's total super amount owing.
Please note you can only merge into another batch if:
- The entity details match
- The employee exists
- And the batch that you're merging into cannot already have a negative batch total amount.
Q2: It's my employee's last payment payslip as they're no longer working with us. I had an error on a payslip and did an adjustment, and now I have a negative super amount, what do I do?
A: In this scenario as you won't have a future super total for the employee to take the negative amount of you'll need to either collect the super payment from the super fund (or write off the amount) depending on your business requirements. In foundU you can clear the negative amount, which will mark the payment as processed requiring no further action.
Q3: I noticed when setting my super that I can only pay monthly or quarterly, but what if I'd like to process a super payment more frequently?
A: When you process your employee's pay (or make an edit, adjust or ETP payment) a new superannuation batch is automatically created. If you processed your superannuation payment early, that's okay as foundU can handle this, you'll have 2 line items on your bank statement and 2 batches for a month as an example.
Q4: Will I have the ability to choose a different super payment frequency (not monthly or quarterly).
A: No, this is because foundU can handle earlier payments. Additionally, if you process earlier and then need to make subsequent changes e.g. adjustments etc, this could limit your flexibility.
Q5: I paid my employees super early (at a fortnight) but then I missed the next fortnight and now I have two fortnights worth of data in one batch, what do I do?
A: Because your batch data is automatically created and you missed a fortnight you now have 2 batches in your next super payment.
You can either:
- Process the 2 batches as is or
- You can manually separate out the information by choosing which staff members payments to process and then repeat the same.