Pay Superannuation

You're able to view your outstanding superannuation payments for your employees.

To pay your employee's super, you can now do this in one of 2 ways:

  1. Upload the super stream file to your clearing house or
  2. Pay your employee's super in the foundU platform through Beam.
    • End of Financial Year 20/21 Cut off dates:

      • Direct Debit - 5 business days, must be submitted by 3.30pm AEST on 23 June 2021.

      • EFT/BPAY - 3 business days, must be submitted and paid by 3.30pm AEST on 24 June 2021.

    • Please note 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.

Pay Superannuation

To pay your employees super:

  1. In the quick menu navigate to Pay > Superannuation.
  2. 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). When you return to the superannuation page you'll also see the steps including pending, review and processed.
  3. In pending your superannuation batches will be displayed per pay entity. You can also use the filter to adjust your view to a specific date range or status. 
  4. In the top right click on the overdue, due now or upcoming to filter your view. Select the specific entity to process superannuation for and click review to see the employee details and amounts. Please note marking batches paid (with superstream) is a manual process, however once a batch has been processed, you are unable to make any edits to superannuation totals.

    Please note: If you make adjustments to your pay, or make an edit to a payslip 

    In the case that would reduce the total superannuation for that period (batch), a new batch will be created for the superannuation (as long as the total would not reduce to $0 or below).

    In the case where the value would cause the total to reduce to $0 or below, a negative batch would be created. This could either manually be merged with a future batch, or processed without merging.

  5. Next you will want to Review:

    • Select all employees (or specific employees) and scroll to the bottom and click the Superstream button to generate the Superstream file for your clearinghouse.
    • To View the super settings below should you need a specific CSV format for your clearing house
    • You can also see the break up of the superannuation details by clicking on the employee's name. The icons on the end also indicate if the item is a processed pay, an adjustment, an edit or a ETP payment.
    • Process: This will then finalise the batch. You'll see the status column update for example:
      • Unpaid.
      • Paid.
      • Pre processed (if you clear a batch or its a batch from before the date you’ve paid super).
      • Please note if your business uses Beam you'll see a different status. See the Beam section below for more details.

Adjust pay frequency or Superstream CSV format
To customise your pay frequency:
  1. Navigate to the hamburger icon to open the full menu> Payroll settings> Superannuation.
    1. If you're setting up your super for the first time: In the drop down menu frequency you can choose between Monthly or Quarterly, more info in FAQ's below. 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.
    2. You can also update your preferred CSV export format for your Superstream report. If you're using Beam to pay your employee's super while in your platform, see the below section.

  2. If you've already got your superannuation setting set up, you can review your pending and review screen as normal and you'll see a Beam button when you select your employees for processing the super payment.
Using Beam

 

  • Please note 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.

    • 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 in platform.


    • When you click on Beam, if your Beam is not yet set up you'll be prompted to set 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.    

    • In the status column you will see:
      • Awaiting Payment
      • Awaiting Clearance- this will display one 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.

Key reports
Frequently asked questions (FAQ's)

Q: What happens to my employee's super payment amount if I do a 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 employee's 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.
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