QuickSuper. Entering contributions.

Transcription

1 QuickSuper Entering contributions

2 QuickSuper Entering contributions Document History Date Description 1 Mar 2010 Initial release 20 May 2011 Updated to include EFT payment method 9 Mar 2012 Updated with new QuickSuper URL 7 Dec 2014 Updated to include incomplete alerting functionality 19 Jul 2015 Updated incomplete alerting regarding primary and secondary alerts Page 2

3 QuickSuper Entering contributions Table of Contents 1 Introduction Overview What are the available methods? Create Online Contributions Method Overview Creating and completing an online contribution Upload Contribution Files Method Overview Uploading and completing a contribution file Incomplete File Alerts Which Method Should I Choose? Frequently Asked Questions Can I change to the Upload Contribution Files method if I started using the Create Online Contributions method or vice versa? Can I use more than one method? Can I still include an authorisation step for the method I choose? Can I upload a file in my own format? I am using a Version 2 file format. If I use this, do I comply with the SuperStream Standards? What is the difference between the employee upload file and the contribution file?.. 16 Page 3

4 QuickSuper Entering contributions 1 Introduction 1.1 Overview Within the QuickSuper team, we understand that every business is different. The payroll system that you use and your internal processes will be specific to your needs. That s why we provide different ways of entering contributions in QuickSuper so you can choose the best method for your business. 1.2 What are the available methods? QuickSuper provides two different methods for entering contributions for processing: Create Online Contributions Upload Contribution Files The following sections provide a description of each method followed by a comparison table to help you choose. Page 4

5 QuickSuper Entering contributions 2 Create Online Contributions Method 2.1 Overview If you choose the Create Online Contributions method, the process is: 1. Register funds and your employees within QuickSuper, including default contribution amounts if you wish. The registration may be performed by entering the details into QuickSuper screens or uploading an employee file via QuickSuper. 2. Create a new online contribution via the QuickSuper screens, by simply using the default contribution amounts for the employee or entering revised contribution amounts on the screen. 3. Review totals and then submit the file for processing on a scheduled date. 4. If required by your business, an optional authorisation step may be incorporated into the workflow before the file is processed. 5. The next step depends on the payment method you have selected: a. If you have chosen to make the payment to QuickSuper, you will pay for contributions using the instructions provided by QuickSuper. QuickSuper will match the payment received with the contributions you have entered. b. If you have chosen to have QuickSuper debit your account for contributions you have entered then QuickSuper will debit your nominated account on the scheduled date for the total contribution amount. 6. After the payment is received, QuickSuper will make the payments and send remittance advices to the funds. Page 5

6 QuickSuper Entering contributions 2.2 Creating and completing an online contribution The above process is outlined in greater detail below: Step 1 - Register employees in QuickSuper There are two ways to register your employees in QuickSuper. - Use QuickSuper screens to register employees individually. - Upload a file to register multiple employees at once. For more information about registering employees in QuickSuper, please read the QuickSuper User Guide. This can be found after you sign in by clicking Downloads on the QuickSuper main menu. Step 2 - Create online contribution Once you have registered all your employees you are ready to create an online contribution. The following steps explain how to do this: 1. Click Create New on the QuickSuper main menu. 2. The Create New Contribution page will appear. If you have a multiple employer facility, select the employer you wish to make contributions. 3. Select the start and end date of the contribution period. For example, if you are making contributions for the month of July in 2014 the start date is 01 Jul 2014 and the end date is 31 Jul Select the contribution amounts you would like to include in the online contribution. You can choose whether you would like the contribution entry grid be pre-populated with default contributions amounts based on the employee details registered in QuickSuper, or whether you would like all of the amounts to be set to 0 for you to specify individually. 5. On the Edit Employee Contributions page review and adjust the employee contribution amounts if necessary. To adjust contribution amounts in relation to i) Employer Award; ii) Employer Additional; iii) Spouse; iv) Child; or v)other Third Party, you will need to click on the value under Other Amount. This will initiate a pop-up allowing you to input other amounts. Note, a maximum of 10 employees are shown at any one time. Click Next 10 to view the next 10 employees. Once you have reviewed all the amounts click Save and Go to Summary to continue. TIP: You can sort the contribution grid either by Employee Name, Fund or Payroll Id using the drop down avaiable under the help button. 6. On the Contribution Summary page review the summary details. Click Submit to continue. The Confirm Submission page will be displayed, allowing you to review the details before proceeding. Your selected payment method will also be displayed on the page. If paying via Direct Debit, you should review the value in the Date Scheduled field. This value represents the date you would like Page 6

7 QuickSuper Entering contributions QuickSuper to process the contributions and debit your bank account. Click Confirm to continue. 7. The Contribution Summary page will now appear. If you have configured an authorisation process for your company, the Status will show as Awaiting Authorisation. In this case, proceed onto the instructions listed under Step 3 Authorise contributions. Otherwise, if you do not have an authorisation step, the Status will show as Authorised. In this case, skip to the instructions listed under Step 4 Pay for contributions. Step 3 - Authorise contributions This step is only applicable if your company has chosen Single Authorisation or Dual Authorisation. For more information about the various authorisation models available in QuickSuper, please read the document QuickSuper User Guide. This can be found after you sign in by clicking Downloads on the QuickSuper main menu. After the online contribution has been created and it has a status of Awaiting Authorisation a different user is required to authorise the contributions. Note, the user must have the Authorise Contributions right before they can authorise. The following steps explain how to authorise an online contribution: 1. Click View In Progress on the QuickSuper main menu. 2. The In Progress Contributions page will appear. Select the contribution that is Awaiting Authorisation then click View Details. 3. The Contribution Summary page will appear. Click Download Report to review the employee contributions. If you are happy with the contribution amounts click Authorise. 4. The Contribution Summary page will show the status as Authorised. (Note, if you have Dual Authorisation the status will change to Awaiting 2 nd Authorisation, and then after it is authorised again it will change to Authorised.) Step 4 Pay for contributions Once the online contribution is submitted and optionally authorised, it will be shown with a status of Authorised. The next step depends on the payment method you have selected: If you have chosen to have QuickSuper debit your account for contributions you have entered then QuickSuper will automatically debit your nominated Settlement Account on the date listed as Date Scheduled for the full amount. If you wish to stop this from happening, before 4pm (Sydney time) on the scheduled date you must click on Edit File and follow the prompts to remove the file from an Authorised status. If you have chosen to make the payment to QuickSuper, you will need to log into your own financial institution s online banking and make the payment using the instructions displayed on the screen. Further processing of the contributions will be held until you make this payment. Page 7

8 QuickSuper Entering contributions If you wish to change the payment method, you will need to first edit the file to remove it from an Authorised status. After changing the payment method, re-submit and authorise (if required) the file. Page 8

9 QuickSuper Entering contributions 3 Upload Contribution Files Method 3.1 Overview If you choose the Upload Contribution Files method, the process is: 1. Create the contribution file by extracting a supported file format from your payroll system. 2. Upload the contribution file via QuickSuper. 3. If required, resolve any incomplete alerts asking for more information about your employees. 4. Review and submit the file. 5. If required by your business, an optional authorisation step may be incorporated into the workflow before the file is processed. 6. The next step depends on the payment method you have selected: a. If you have chosen to make the payment to QuickSuper, you will pay for contributions using the instructions provided by QuickSuper. QuickSuper will match the payment received with the contributions you have entered. b. If you have chosen to have QuickSuper debit your account for contributions you have entered then QuickSuper will debit your nominated account on the scheduled date for the total contribution amount. 7. After the payment is received, QuickSuper will make the payments and send remittance advices to the funds. Page 9

10 QuickSuper Entering contributions 3.2 Uploading and completing a contribution file The above process is outlined in greater detail below: Step 1 Create the contribution file QuickSuper currently supports the uploading of a number of file formats, including the QuickSuper CSV V2 file format and the SuperStream Alternative File Format (SAFF). The file format specifications of the QuickSuper CSV V2 file format and the SAFF can be located in the Downloads page. This is done by clicking Downloads on the QuickSuper main menu. The Contribution CSV File Specification (v2) explains in detail the various fields and format required to have a compliant file. To assist with generating the QuickSuper CSV V2 file format, we have also supplied the Contribution CSV File Starter which is a CSV file with the header information pre-populated. The SuperStream Alternative File Format (SAFF) Specification (v1.0) provides guidance on how to populate the SAFF to upload into QuickSuper. To assist with generating the SuperStream Alternative File Format (SAFF), we also have supplied the SuperStream Alternative File Format (SAFF) Starter (v1.0) which is a csv file with the SAFF header information pre-populated. Step 2 Upload the contribution file The following steps explain how to upload your contribution file: 1. Go to the Upload File page. To do this click Upload File on the QuickSuper main menu. 2. Click on Choose File and select the appropriate file. Ensure the file format matches the file being uploaded and that the date format matches the dates in your contribution file. Click Upload File. 3. The Upload File Progress page will appear. Once the upload is complete, the File Details page will appear. 4. On the File Details page, check the status of the file. Key/Common statuses include: - Authorised indicates the file upload was successful. It is fully authorised and ready for payment. See Step 4 Pay for contributions for the next action. - Error indicates the entire file was rejected. Click Download Error Report to view the list of errors. - New the contribution has been created within QuickSuper but has not yet been submitted for authorisation or payment. The contribution may have alerts or warnings that need to be resolved before the contribution can be submitted. See Section Incomplete File Alerts for more information. - Awaiting Authorisation indicates a user is required to authorise the file. See Step 3 Authorise the contribution file for more details. - Awaiting 2 nd Authorisation indicates a second user is required to authorise the file. See Step 3 Authorise the contribution file for more details. Page 10

11 QuickSuper Entering contributions For more information about any of the status values, click Help on the top right of the page. Step 3 Authorise the contribution file This step is only applicable if your company has chosen Single Authorisation or Dual Authorisation. For more information about the various authorisation models available in QuickSuper, please read the document QuickSuper User Guide. This can be found after you sign in by clicking Downloads on the QuickSuper main menu. After the contribution file has been uploaded and it has a status of Awaiting Authorisation a different user is required to authorise the file. Note, the user must have the Authorise Contributions right before they can authorise. The following steps explain how to authorise a contribution file: 1. Click View in Progress on the QuickSuper main menu. 2. On the View Files page, select the radio button next to the file you wish to authorise, then click View Details. 3. On the File Details page click Export Contributions to review all the employee contributions. If you are happy with the file, click Authorise. 4. The File Details page will show the status as Authorised. (Note, if you have Dual Authorisation your status will first change to Awaiting 2 nd Authorisation, then, after the 2 nd user authorises the file, the status will change to Authorised ). Step 4 Pay for contributions Once the online contribution is submitted and optionally authorised, it will be shown with a status of Authorised. The next step depends on the payment method you have selected: If you have chosen to have QuickSuper debit your account for contributions you have entered then QuickSuper will automatically debit your nominated Settlement Account on the date listed as Date Scheduled for the full amount. If you wish to stop this from happening, before 4pm (Sydney time) on the scheduled date you must click on Delete File and follow the prompts to remove the file. If you have chosen to make the payment to QuickSuper, you will need to log into your own financial institution s online banking and make the payment using the instructions displayed on the screen. Further processing of the contributions will be held until you make this payment. If there is only one payment per contribution file, the payment details will be displayed on the screen. In some circumstances (e.g. payment required from multiple employers), there will be multiple payments per contribution file. In this case, the full list of payments can be downloaded via a link on the screen in CSV format. If you wish to change the payment method, you will need to first delete the file to remove it. After changing the payment method, upload again and authorise (if required) the file. Page 11

12 QuickSuper Entering contributions 3.3 Incomplete File Alerts When processing a contribution file, you may be asked to provide additional information above and beyond the mandatory fields in the file specification. This information may be required to produce a SuperStream compliant message, or it may be required by the fund to facilitate processing. Alerts will fall into one of two categories: Primary alert - these alerts involve information used in the employee matching process. Resolving a primary alert will allow you to specify if there is an existing employee or if you are creating a new employee. Secondary alert - these alerts allow you to provide information which is not used in the employee matching process but is required for the processing of the contribution. Each alert may be either Mandatory or Opt out. If the alert is mandatory you must provide the requested information in order to continue processing. If the alert is opt out you can provide the requested information or advise that you are unable to provide the requested information at this time. If a file you have uploaded has triggered the prompting for additional information it will be placed in a New status. This indicates that the file requires you to resolve the incomplete alerts before it can be processed. To identify and resolve the alerts, follow the steps below: 1. Click View in Progress to identify any files with the status New. Alternatively, you can filter for Awaiting Submission to display files with alerts. Select the file you want to investigate and click View Details. 2. The File Details page will outline the next steps required in order for the file to be submitted and processed. Click on the Alerts tab to view the alerts in more detail. 3. The Alerts tab highlights the outstanding alerts. Click on View Details to view the line item with incomplete information. 4. Take the appropriate action by using the ratio buttons and/or supplying the required information. When ready, click Resolve. You will be asked to confirm the action you have selected. Click Confirm and Resolve to finalise the change. 5. If there are any other lines with outstanding alerts, they will be automatically loaded after you have resolved the previous one. This will continue until there are no more unresolved alerts in which you will be taken back to the File Details Summary tab. 6. Click on Download Report and review the changes to the employee data. These changes will update existing employee records located in QuickSuper. If the employee record(s) do not currently exist, they will be created. 7. Once the employer has confirmed that the changes are correct they can submit the file for processing. Check the confirmation check box and click Submit File. Once a file is submitted it will enter into the authorisation and payment processes described previously. Page 12

13 QuickSuper Entering contributions 4 Which Method Should I Choose? The following table provides a comparison to help you choose the best method for your business: Item Create Online Contributions Upload Contribution Files Register employees Employee Upload File Register funds Enter contributions Authorisation process Cancellation prior to processing Paying for contributions Contribution history and reporting Register within QuickSuper, either via QuickSuper screens or uploading an employee file. May be used as a quick way to register or update multiple employees. Via QuickSuper screens. Contributions are entered online, initially populated to default amounts per employee. Contribution amounts may be modified prior to submitting for processing. Yes (optional). Yes. Any. Yes. Employees do not need to be registered in QuickSuper. Employee fund membership details are registered in your payroll system and sent in each contribution file. Not used. Via QuickSuper screens. Contribution details are included in the uploaded contribution file. Contribution amounts cannot be changed online. If a change is required, the original file must be deleted from QuickSuper and a revised file uploaded. Yes (optional). Yes. Any. Yes. Page 13

14 QuickSuper Entering contributions Item Create Online Contributions Upload Contribution Files Choose option when... this You have a small number of employees (e.g. < 20) or have few changes between contribution periods; You have a large number of employees (e.g. 20+) or have a large number of changes between contribution periods; OR OR You would like to use QuickSuper as the central repository for superannuationrelated information, such as your employee s fund and fund member ID; OR You want to do everything within QuickSuper, without needing to integrate with your payroll system. You use your payroll system to manage all superannuationrelated information and have no need to re-register details in QuickSuper; OR You are able to extract a file from your payroll system that contains all required details for the contribution file format; OR You have no need or do not want contribution amounts to be modified within QuickSuper. Page 14

15 QuickSuper Entering contributions 5 Frequently Asked Questions 5.1 Can I change to the Upload Contribution Files method if I started using the Create Online Contributions method or vice versa? Yes. You can change the entry method to be used within your facility under the Administration Preferences menu. If you change to a different method, you will still be able to see contributions processed previously under the other method. 5.2 Can I use more than one method? Yes. However, for most QuickSuper clients, you will choose a single method that suits you best. If you are only going to use a single method, we recommend that you turn off the other method to simplify the menu options shown on the screen. You can change the entry method to be used within your facility under the Administration Preferences menu. 5.3 Can I still include an authorisation step for the method I choose? Yes. Regardless of the method you choose, you can still include an authorisation step prior to the contributions being processed. 5.4 Can I upload a file in my own format? QuickSuper supports a number of formats including the QuickSuper CSV v2 and SuperStream Alternative File Format (SAFF). If you cannot generate a file in this format, we may be able to offer a custom import process. However, additional charges may apply. Please contact your QuickSuper representative if you would like to find out more information on this. Page 15

16 QuickSuper Entering contributions 5.5 I am using a Version 2 file format. If I use this, do I comply with the SuperStream Standards? The Version 2 file format contains all mandatory and commonly-used fields for contributions but does not contain all fields available under SuperStream. That is, if all required fields are provided in a Version 2 file format then we can convert to a SuperStream compliant message. However, there are some details that the Version 2 file format does not support (e.g. defined benefit contributions, additional information for member registrations). If the limitations of the Version 2 file format do not impact your processing, then you may continue to use this format indefinitely and we will generate SuperStream compliant messages on your behalf. However, if these limitations may impact your processing, you should consider migrating to the SAFF. 5.6 What is the difference between the employee upload file and the contribution file? The employee upload and contribution files are both CSV formats which contain similar information. However, they are used in significantly different ways as summarised in the following table: Item Employee Upload File Contribution File Usage This file is used within the Create Online Contributions method. It is not relevant to clients using the Upload Contribution Files method. It may be uploaded via the Upload Employees menu item, visible to clients using the Create Online Contributions method. This file is used within the Upload Contribution Files method. It is not relevant to clients using the Create Online Contributions method. It may be uploaded via the Upload Contribution File menu item, visible to clients using the Upload Contribution Files method. Page 16

17 QuickSuper Entering contributions Item Employee Upload File Contribution File Purpose File Format The purpose of this file is to register new employees or update the details of existing employee registrations within QuickSuper. It is used as a quick way of updating multiple employees at a time rather than entering the details for each employee via the QuickSuper screens. Once the employee file is uploaded, you may create a new online contribution using the updated employee information. The employee upload file contains some columns that are relevant only to employee registration e.g. Action, EmployeeStatus and FundStatus. Additionally, the contribution amount columns are recorded as default values only. They may be overridden on the QuickSuper screens when creating an online contribution. The purpose of this file is to submit contributions to be processed. Once the contribution file is uploaded, you may submit the contributions for processing. The contribution file contains some columns that relevant only to contribution file upload e.g. YourFileReference, YourFileDate, ContributionPeriodStartDate and ContributionPeriodEndDate. Additionally, the contribution amount columns are recorded as the amounts to be processed and cannot be modified within QuickSuper. Page 17