SCH ONLINE HOW TO GUIDE

Transcription

1 SCH ONLINE HOW TO GUIDE OVERVIEW SCH Online makes paying super contributions easy. As a Kinetic Super client, you ll have complimentary access to this system for processing all your super contributions. Our service offering is compliant with the Superannuation Data and Payment standards (known as SuperStream) and as easy and cost effective as can be for you. SCH Online will assist your requirements, whilst providing a superior, online experience to simplify your superannuation payment obligations. Benefits of SCH Online Fully integrated within Employer Online Services a single login that allows you to pay all your contributions with a single payment using the one integrated website reducing time, complexity and money. File-Mapping functionality supports the import of contribution files from payroll systems. Simple and easy re-hire functionality which is useful for casual and seasonal workers. Ability to export contribution data in various formats. Ability to export employee data in various formats. Single source for contribution history (self-serve) at both a contribution and member level. Ability to add Self-Managed Super Funds. Functionality to view the contribution history online for both Kinetic Super members and for members from all other funds where the contributions have been paid via SCH-Online. This allows you to keep track of payments easily. File-Mapping functionality supports the automatic addition (of new members) and termination (of existing) members with the mapping of relevant fields. Easy payments via EFT, BPAY or Authorised Bank Transfer (ABT).

2 PROCESS 1. Click to Log in as an Employer at kineticsuper.com.au or register for Employer Online Services (EOS) if you haven t yet. 2. You ll receive a pop up screen to register for SCH Online. Click on Register for SCH Online, you ll then be directed to the Manage Preferences screen below.

3 3. Select Register now.

4 4. Enter your ABN and bank account details or if your details are pre-populated ensure they are correct. Click on the tick box to acknowledge payment through SCH Online, that you ve read the PDS and FSG for SCH Online and agree to the Terms and Conditions. Then click Submit.

5 5. Log in again using your existing username ( address) and password.

6 6. You ll arrive at the welcome page for SCH Online. Here you ll see any contributions you have outstanding. Clicking on the Create additional contribution allows you to make contributions in a new pay period. 7. Create contribution period. Enter in the contribution from and to dates then click continue.

7 8. To upload a payroll file, click on Import file on the right hand side of the contribution details screen. 9. Select SAFF file (Standard Alternative File Format - ATO) if your file is already in the SuperStream alternative file format. If not, click on Other file on the right hand side.

8 10. You ll need to map your contribution file. Click on Browse to select your file and go through to File Mapping.

9 11. File mapping is a four stage process. Stage 1/4: Browse to find the file on your computer and import your file. This will display the file under file preview. Then select the Record (row) delimiter and the column delimiter and click Continue. Stage 2/4: Your file structure. Specify your file structure: You will need to enter if there is a header in the file and what row the data starts.

10 Stage 3/4: Date and money formats. You will need to enter the date format in your file and the format of the money in your file. Then select Continue. Stage 4/4: Map your file columns against the system required field columns. When you select each individual field to map, a pop-up screen (see over page) will appear. You can also select the tick box Show extended fields for more details. Once mapped via the pop-up selections, then select Continue.

11 12. Once File Mapping has been completed, click Confirm to review the file mapping and check you re happy. Then click Confirm.

12 13. Clicking Confirm will take you to a confirmation advising File Mapping has been completed. If you need to revise anything click Edit mappings. 14. Click Choose file to select your payroll file to load. Once you ve selected the file click Submit. For a more detailed explanation of how the File mapping/upload process works, please refer to the following link:

13 15. Once the file upload process has finished, you ll be presented with the validate screen to confirm any records that require validation. Correct the date and select Reprocess this record. This will take you to the next error, if there are any.

14 16. After the final data validation is correctly processed, a Contribution Summary page will be displayed. You ll see all amounts populated for relevant members who were contained in the upload file. The summary will be displayed for Kinetic Super and other funds. Verify and check data, then click Continue to Payment Details.

15 17. If there are any missing fields in your data, the below screen will appear. Under the SuperStream data standards certain mandatory data fields are required. For further information about these data standards visit Select the tick box to acknowledge the missing files and and select Continue to Payment details.

16 18. The payment options screen will allow you to select the payment method. Select your payment method, either Authorised Bank Transfer, Electronic Fund Transfer or BPay and click Confirm Payment.

17 19. Payment Confirmation appears for you to confirm payment. Click on Continue to proceed. If it s your first time using SCH Online, you ll receive a pop-up that asks you to direct your payment to SCH Online. Please note, a warning message will appear once you select Continue to ensure you re using the correct number when paying the contribution.

18 20. The Payment confirmation outlines your contribution payment. Dependant on your chosen payment method you may have to make payment via your online bank account using the contribution details shown on page. You can print a copy for your records and/or click Finish.

19 File- Mapping Example File MemberID FirstName LastName DOB Title Gender Address Suburb State PostCode Country EmploymentStart EmploymentType TFN SGCont SalSac EmpAdd MbrCont TermDate Landline Phone# Mobile# Address FundUSI FundName FundABN Fund ESA John Smith 3/08/1945 Mr Male 6 Challis Place Liverpool NSW 2170 Australia 1/08/2012 Full Time test@abc.com.au Sample SMSF MACQUARIESMSF Sally Smith 3/07/1940 Ms Female 5/657 Smithson Rd Liverpool NSW 2170 Australia 1/08/2012 Full Time test@abc.com.au Test SMSF AUSPOSTSMSF Kelly- Anne Test 8/01/1972 Ms Female 145 Ping St Epping NSW 2121 Australia 1/07/2012 Part Time test@abc.com.au Corvette Smith- Jones 8/12/1963 Ms Female 57 James Rd Rhodes NSW 2138 Australia 1/08/2012 Full Time test@abc.com.au Jo Holden 15/02/1990 Ms Female 742 Test Street Parramatta NSW 2150 Australia 1/08/2012 Full Time test@abc.com.au Grant Mercedes 1/02/1965 Mr Male 72 Greg Street Parramatta NSW 2150 Australia 1/08/2012 Full Time test@abc.com.au Tony VW 23/05/1975 Mr Male 6 Charles Place Liverpool NSW 2170 Australia 1/08/2012 Full Time test@abc.com.au Audi Hills 3/07/1960 Ms Female 56 Hammers Rd Liverpool NSW 2170 Australia 1/08/2012 Full Time test@abc.com.au Florance Fiat 8/01/1953 Ms Female 57 Chance Street Rhodes NSW 2138 Australia 1/08/2012 Full Time test@abc.com.au NORTH PERSONAL Terry Ford 1/02/1965 Mr Male 22 Greg Street Parramatta NSW 2150 Australia 1/08/2012 Part Time test@abc.com.au AMP1248AU AMP FLEXIBLE SUPER Lamborghini Jenkins 23/05/1975 Ms Female 6 Talbot Place Liverpool NSW 2170 Australia 1/08/2012 Full Time test@abc.com.au HOS0100AU HOSTPLUS Ferrari Hogan 3/07/1960 Ms Female 536 Hammers Rd Liverpool NSW 2170 Australia 1/08/2012 Full Time test@abc.com.au TOW0395AU TOWER F.I.R.S.T Porsche Hills 8/01/1973 Mr Male 557 Chance Street Rhodes NSW 2138 Australia 1/08/2012 Full Time test@abc.com.au TOW0395AU TOWER F.I.R.S.T *Each contribution column is optional for mapping, however, you must map each contribution column for which data exists in your file. *You can map a column for both Landline & Mobile numbers. A contact number (either landline or mobile number) should be supplied for each member. *It is mandatory to map one of USI or ABN fields to our system. USI is used to identify APRA- regulated choice funds; ABN is used to identify SMSF choice funds. Refer to below "Data Requirements" for these fields for further information. *Represents Mandatory Mapping Fields Character limit per field File- Mapping Requirements Field Data Requirements Description (and/or the error message that will appear to users when an error is identified) Member Number - Default fund* 15 numeric/alpha "." "," and spaces are not permitted Remove the following invalid characters., and spacing. *NOTE: default members should be numeric values only Member Number - CHOICE funds* 15 numeric/alpha No restrictions on special characters Members Given Names* 50 alpha Can only contain letters, spaces, commas and "- ", "( )" and "&" Remove the following invalid characters, \ [ ], ' " and double spacing. *NOTE: Minimum of 2 characters required (Initial not accepted) Members Surname* 50 alpha Can only contain letters, spaces, commas and "- ", "( )" and "&" Remove the following invalid characters, \ [ ], ' " and double spacing. *NOTE: Minimum of 2 characters required (Initial not accepted) Members Title Drop Down alpha must be "Mr", "Ms", "Mrs", "Dr" or "Rev" only Members Gender* Drop Down alpha must be "M", "Male" or "F", "Female" only A validation check will be displayed if this is not provided Date of Birth* Date numeric All dates must be the same as the date format selected during the File Mapping process Change date format to that used when you mapped the file. *NOTE: if DOB is not included for all members - the file will be rejected Tax File Number* 9 numeric Spaces and "- " are not permitted, numbers only Remove spacing Payroll Number 10 numeric/alpha All keyboard characters except, \. [ ], ' " and Double spacing Number of Pays 2 numeric single/double digit number only Employer Contribution 10 numeric Don't include "$" sign, numeric and decimal values only Salary Sacrifice 10 numeric Don't include "$" sign, numeric and decimal values only Employer Additional 10 numeric Don't include "$" sign, numeric and decimal values only Member Voluntary Contribution 10 numeric Don't include "$" sign, numeric and decimal values only Employment Category (full- time, casual, etc) Drop Down alpha Must not contain numbers, commas or any special characters Employment Commencement Date Date numeric All dates must be the same as the date format selected during the File Mapping process Employment Termination Date Date numeric Date cannot be 1) before a member's commencement date, 2) a date in the future 1) Termination Date can not be less than Commencement Date, 2) Termination date must not be in the future Street Address* 50 numeric/alpha All keyboard characters except, \. [ ], ' " and Double spacing Remove the following invalid characters, \. [ ], ' " and double spacing Street Address 2 50 numeric/alpha All keyboard characters except, \. [ ], ' " and Double spacing Remove the following invalid characters, \. [ ], ' " and double spacing Suburb* 25 alpha Must not contain numbers, commas or any special characters Remove the following invalid characters - '. double spacing State* Drop Down alpha System will only accept NSW, VIC, QLD, TAS, ACT, SA, WA or NT Remove the following invalid characters., and spacing BT Super for Life members are the exception. They have an ID validation so the member # will need to be accurate (no hyphens, spacing or special characters). MUST be provided for choice fund members. Postcode* 4 numeric Can only contain numerical values If a member has an International Address - only the fields "Address Line 1" and "Country" should be International Addresses populated in the file for their record Phone Number* 20 numeric Can only contain numerical values (can contain single spacing) Remove the following invalid characters A- Z (a- z) characters, / \ [ ] " & ' - and double spacing Mobile Phone Number* 20 numeric Can only contain numerical values (can contain single spacing) Remove the following invalid characters A- Z (a- z) characters, / \ [ ] " & ' - and double spacing Address 100 numeric/alpha Must contain the "@" symbol Fund USI (Unique Superannuation Identifier)* - choice members only Fund Name - choice members only Fund ABN* - choice members only 20 numeric/alpha Spaces & special characters are not allowed, numbers & letters only. 50 numeric/alpha Must not contain commas or any special characters Optional. Used for identification of choice target funds. 11 numeric Spaces & special characters are not allowed, numbers only MUST be provided for contributions to an APRA- regulated choice fund. This replaces the Superannuation Product Identification Number (SPIN) that was previously used to identify many public or corporate funds. You should ensure that the correct USI for the target fund is provided, however SCH will search for registered APRA- regulated funds and attempt to match the required target fund where you provide that fund's SPIN within this column. If an exact match cannot be identified you will be alerted during file processing. MUST be provided for contributions to an SMSF (Self Managed Superannuation Fund) and is optional for contributions to an APRA- regulated fund. The ABN for the superannuation fund to which contributions are to be paid. Fund ESA (Electronic Service Address) - choice members only 16 numeric/alpha Must not contain commas or any special characters SHOULD be provided for contributions to an SMSF and may become mandatory in future. The target electronic service address is used when contributing to a self- managed super fund (SMSF) to identify the SuperStream SMSF Messaging provider used by that SMSF. Important Information Other general information to be aware of that can cause issues: *Always save your file in one of the following formats CSV/XLS/XLSX/TXT - (CSV preferred) 1. Members First name contains less than 2 characters or is missing *Each field must have its own column 2. Members Last name contains less than 2 characters or is missing *A character can separate date details, as long as it's the same for the entire column (eg slash / comma, or full stop.) 3. Members DOB is missing, not in the date format nominated in your file mapping *File must have one line per member [ie, all information for a member must be contained on the one line (row)] 4. Members DOB is less than 15 years before today or greater than 100 years before today *All blank rows (with no information) and 'subtotal' or 'total' rows must be removed from the file 5. The Contribution record contains a negative value (SG, SALSAC, EMPADD, MBRCONT) *Ensure all file corrections are also corrected in your payroll system - so next month's contribution reflects accurately *Remember that the file format must be consistent each month, otherwise the file will need to be re- mapped

20 NEED MORE HELP? Your dedicated Relationship Manager can provide you with any further information and support you require about SCH Online. Call am to 6pm (AEST) Monday to Friday or visit kineticsuper.com.au Help is also available on the SCH Online Hotline from Monday to Friday, between 9am and 5pm. If you need help outside of these hours, just send an to support@schonline.com.au General enquiries info@kineticsuper.com.au KIN0089_1214 Kinetic Superannuation Ltd (KSL) (ABN AFSL RSE L ) is the Trustee of Kinetic Superannuation Fund (KSF) (ABN RSE R ) which includes Kinetic Smart Pension (KSP). Employer Relationship Managers and Business Development Managers are employee representatives of Kinetic Superannuation Ltd (KSL) and provide general financial advice to employer and prospective employer clients in relation to KSL s superannuation products. SCH The Superannuation Clearing House SCH-Online is operated by The Superannuation Clearing House Pty Limited (ABN ), a corporate authorised representative (representative number ) of the product issuer, Pacific Custodians Pty Limited (ABN ) (AFSL ). Both the SCH and our administration provider, Australian Administration Services (AAS) (ABN ), are part of the Link Group of companies and therefore separate to Kinetic Superannuation Ltd (KSL), the Trustee of Kinetic Superannuation Fund (KSF). KSL is not responsible for the products or services, views or actions of these entities. Employers should use their own judgment before taking up any product or service offered by a third party.

21 HOW TO SET-UP A SELF-MANAGED SUPER FUND (SMSF) IN SCH-ONLINE Before setting up a SMSF via SCH-Online you ll need the following information: full fund name fund ABN payment method fund address suburb postcode state fund Electronic Service Address (ESA) If payment method EFT is selected you will also require: fund BSB account number fund address PROCESS 1. Click to Log in as an Employer at kineticsuper.com.au or register for Employer Online Services (EOS) if you haven t yet.

22 2. Go to the Employee management menu. 3. Select Add employee.

23 4. Under Fund details, Select Another fund. This allows you to search for the SMSF you require. Enter the full super fund name in order to search. Select Search. 5. If the SMSF is not found by employer entity you will need to add a new fund. Select the Add new fund button.

24 6. Add in the required fields and any mandatory fields. Then click Continue. 7. You will then be asked to confirm the details. Check the information and click Confirm.

25 8. The SMSF details will be saved and you can continue to create another fund, enter a new member or exit.

26 NEED MORE HELP? Your dedicated Relationship Manager can provide you with any further information and support you require about SCH Online. Call am to 6pm (AEST) Monday to Friday or visit kineticsuper.com.au General enquiries KIN0097_1214 Kinetic Superannuation Ltd (KSL) (ABN AFSL RSE L ) is the Trustee of Kinetic Superannuation Fund (KSF) (ABN RSE R ) which includes Kinetic Smart Pension (KSP). Employer Relationship Managers and Business Development Managers are employee representatives of Kinetic Superannuation Ltd (KSL) and provide general financial advice to employer and prospective employer clients in relation to KSL s superannuation products. SCH The Superannuation Clearing House SCH-Online is operated by The Superannuation Clearing House Pty Limited (ABN ), a corporate authorised representative (representative number ) of the product issuer, Pacific Custodians Pty Limited (ABN ) (AFSL ). Both the SCH and our administration provider, Australian Administration Services (AAS) (ABN ), are part of the Link Group of companies and therefore separate to Kinetic Superannuation Ltd (KSL), the Trustee of Kinetic Superannuation Fund (KSF). KSL is not responsible for the products or services, views or actions of these entities. Employers should use their own judgment before taking up any product or service offered by a third party.