Statewide.On.Line. User guide for employers August 2015

Transcription

1 Statewide.On.Line User guide for employers August 2015

2 Contents Setting up your account 5 How do I set up a Statewide.On.Line account? 5 Logging in to Statewide.On.Line 5 You re ready to go 6 Using your account 7 Updating your business details 7 Changing your password 7 User accounts 8 Adding a new user 8 Selecting permission levels for each user 8 Updating an existing user 8 Deleting a user 8 Employees 9 Adding an employee 9 Extra information for clearing house users 10 Updating an employee s details all users 11 Important! Suspending an employee 11 Adding a super fund 13 Paying contributions 16 Extra information for clearing house users 16 What do the columns on the contribution grid mean? 17 Former Local Super employers making Salarylink contributions 18 Warnings and errors 18 Handy hints 19 F, U, D, I buttons 20 To work on an existing contribution 20 To view or print an old contribution 20 To view or print an old receipt 20 Choosing your payment method 21 Changing to direct debit to use the clearing house 21 Incorrect payments 21 Any questions? 22

3 Welcome to Statewide Super! As a Statewide employer, you have a dedicated team ready to assist you with all your super needs. Trained staff are able to provide assistance over the phone, by , in person at our head office in Adelaide and at your workplace. You ll enjoy many benefits as a Statewide employer, including: Assistance with your super obligations Worksite visits Assistance with making contributions online Setting up the clearing house service Helping you understand super legislation and any legislative changes which impact your business Information on group insurance Talking to your employees about their super The Statewide Advantage program exclusive to Statewide employers and members. Contact us to find out more. Employer newsletter Sent out quarterly, the Employer Update is easy to read and brings you up-to-date information about the super issues that affect you and your staff. Our contact details We re always here whenever you need, in person, on the phone or online. Telephone Facsimile (08) Website info@statewide.com.au ADDRESS 211 Victoria Square, Adelaide SA 5000 POSTAL ADDRESS GPO Box 1749, Adelaide SA 5001 Statewide Superannuation Pty Ltd ABN RSE Licensee and Trustee of Statewide Superannuation Trust Superannuation Fund Number SPIN SSP0001AU AFSL Statewide.On.Line User Guide for Employers Page 3

4 Congratulations and welcome to Statewide.On.Line! You re ready to take the first step in simplifying your super obligations Statewide.On.Line is an easy and efficient way to make contributions, change employee details and view your contribution history in a secure online environment. It s convenient and saves you time, money and paperwork! You ll find everything you need to know about Statewide.On.Line in this user guide. You can also call us on , so help is never far away! Now that you re using Statewide.On.Line, why not register for the Statewide clearing house? The Statewide clearing house enables you to make payments to multiple super funds in one easy transaction and it s free! Once you ve registered as a Statewide employer, you ll need to complete the following forms to register to use the Statewide clearing house: Clearing house application form (make sure you complete page 1 and sign page 4). Clearing house QuickSuper direct debit authority form. You only need to return page 9 of this document to us. Please read the product disclosure statement and keep the remaining pages for your records. These forms can be downloaded from the Employers section, click StatewideSuper Employers and Forms + documents on our website or call us on and we ll send you a copy. Return the completed forms to GPO Box 1749, Adelaide, SA 5001, by fax to (08) , or info@statewide.com.au. Need help? Call our Employer Services team on if you need any help setting up the clearing house. Page 4 Statewide.On.Line User Guide for Employers

5 Setting up your account How do I set up a Statewide.On.Line account? It s easy! Call and one of our Employer Services team will help you set up your online access over the phone and you ll be given a user ID and password. Logging in to Statewide.On.Line To use Statewide.On.Line, you need to have an employer account and have your Statewide employer number on hand. Log in to Statewide.On.Line by using the link on the right hand side of the Statewide homepage, www. statewide.com.au. 1. Click on Login or register 2. Choose Employer - either Statewide or Statewide Choice Plus 3. Then select Login Statewide.On.Line User Guide for Employers Page 5

6 On the next screen: 4. Enter your employer number, user ID and password 5. Click on Login. You re ready to go! Now that you ve registered and know how to log in, you can access your account and the different components of Statewide.On.Line at any time. On the following pages you ll find step-by-step instructions to get you up and running, from setting up user accounts to making contributions. Remember, if you have any difficulties, call our Employer Services team on They ll be happy to help you. Page 6 Statewide.On.Line User Guide for Employers

7 Using your account Once you ve completed the login process you ll go into your account. This is where you perform all your Statewide.On.Line tasks. Updating your business details You can review and update your details at any time: 1. Go to Maintenance on the menu and select Employer. This takes you to the Maintain employer page. 2. Make any changes that you require in the relevant fields. 3. Complete the Notification type details. This tells us how you would like to be notified once we receive your contribution. The options available are mail, fax and Click on Save to finalise your changes. Changing your password For security reasons, you may want to change your password from time to time. To change your password simply: 1. Go to Maintenance on the menu and click on Password. 2. Update your password. 3. Click on Save to finalise your changes. Remember to save your changes! Statewide.On.Line User Guide for Employers Page 7

8 User accounts Users are the operators of your company s Statewide.On.Line account (eg your payroll administrator). You can add a new user or delete an existing user at any time. Adding a new user To add a new user: 1. Go to Maintenance on the menu and click on Users. 2. Click on Add. 3. Enter the user s details. 4. Create a new password for the user you re adding. The password must be between six and eight characters and/or digits long. 5. Click on Save to finalise your changes. Selecting permission levels for each user When you add a new user, you can specify the actions, or functionalities, that the user is able to perform. Updating an existing user To review and update an existing user: 1. Go to Maintenance in the menu and click on Users. 2. Click on the User ID of the account you wish to review. Note that all User IDs are underlined. 3. Change the details as required. 4. Click on Save to finalise your changes. Deleting a user To delete a user: 1. Go to Maintenance in the menu and click on Users. 2. Click on the underlined User ID of the user you wish to delete. 3. Click on Delete. The Delete button will only be displayed if you re viewing a user other than yourself. If you need to delete the first registered user who is considered the account administrator, please contact Employer Services on for help. Important! The first registered user is considered to be the account administrator and will have full permission to perform all account functions. To change the permission level that has already been allocated to a user please contact Employer Services on for help. Remember to save your changes! Page 8 Statewide.On.Line User Guide for Employers

9 Employees Adding an employee You can add a new employee (member) in the contributions grid. To access the contributions grid: 1. Go to Contributions in the top menu. 2. Click on Contribution submission. 3. Click on New period. 4. Click the New employee button. If you re using the clearing house you may need to refer to Extra information for clearing house users on page 10. Click new employee to add a new employee Search by entering the surname and given names of the employee you would like to add If the search has not produced a match, click new employee to continue 5. The screen shown above is called deeming details. You need to enter the new employee s deeming details. For new employees, enter New as their membership number. Statewide.On.Line User Guide for Employers Page 9

10 6. Ensure you have their surname, given name, date of birth, address, tax file number, gender, title and commencement date. 7. Then click OK to save and return to the contributions grid. The new employee will now be shown on the contributions grid and you re able to allocate contributions to them. Extra information for clearing house users Important! Employees added through the contributions grid will not be saved to your employee list until their contribution has been processed by Statewide. You re able to choose the fund to which you add each new employee. If you re using the clearing house you may need to add a new fund. If you know that your new employee s super fund is not Statewide and that their fund is not on the fund list, add the fund to the list before you add your new employee. 1. Enter fund details in Fund lookup and click on Search. 2. If no results are found, click on Create a new DIY or personal fund. You need to add the fund before you add your new employee. Go to page 13 to learn how to add a super fund before you do anything else. The new fund will then be added to the list when you click on Fund lookup. 3. Click on Choose from the fund list to allocate the correct fund to the new employee. 4. When the fund has been selected, the next screen Deeming details will ask you to fill in your new employee s details as shown on the previous page. Page 10 Statewide.On.Line User Guide for Employers

11 Updating an employee s details To update an employee s details: 1. Go to Maintenance in the menu and click on Employees 2. In the table, click on the Employee ID of the employee you would like to update. You can also use the search function to find the employee if you prefer. 3. Update your employee s details. 4. Click on Save to complete the change or Close if there are no changes necessary. Remember to save your changes! Important! Suspending an employee Employees can only be suspended from within the contributions grid. Employees may be suspended from your Statewide.On.Line account when they retire, cease employment or for other reasons. Employees for whom you ve never made contributions can be deleted from your account. This means they will be completely removed. To remove an employee from the contributions grid: 1. From inside the contributions grid press the F (Finalise) button next to the appropriate employee s name. This will bring up the employee s record, where you can use the drop down menu to enter a Reason suspended (ceased employment, retired etc) and the date on which they finished. (This date must be in the current financial year: therefore, if someone ceased employment on the 29 June and it is now July, put 1/07/14). Statewide.On.Line User Guide for Employers Page 11

12 2. Click OK to complete the change. You will be taken back to the contributions grid where you can make a final payment for this person. They will not appear in your contributions grid the next time you open it. 3. The F that appears in the left hand column will now be replaced by a U, which means that you can undo the suspension at a later date. Once Statewide receives notification of suspension of an employee, the employee s record will no longer appear in your contributions grid. Please note that the employee will continue to be displayed on your employee list under Maintenance without a Member ID or fund description. Page 12 Statewide.On.Line User Guide for Employers

13 Adding a super fund You can only add a new employee if their super fund is included in the List of funds, using Fund lookup. If your employee is a member of a super fund that is not displayed in the List of funds, you will need to add the fund manually by creating a new record. You re not able to change any details of funds as they appear in the search box. 1. Enter fund details in Fund lookup and click on Search if you want to check that the fund you re adding isn t already listed. 2. Click on Create a new DIY or personal fund. 3. If you re unsure what type of fund you re adding, contact the fund, provide them with your employee s membership details and ask for the fund SPIN number. To show multiple funds select Show public funds not on my list If the fund is not listed in the search facility, you will need to create a new DIY or Personal Fund This new screen is where you enter the fund details 4. Please make sure all fund details are correct. 5. Click on Save to finalise your changes. The new fund will now be available from the fund list when processing contributions. Please note that the information above applies to all types of funds, eg other industry funds, retail funds, except for self managed superffunds (SMSFs). To set up an SMSF you need to add the details as shown on the next page. Statewide.On.Line User Guide for Employers Page 13

14 Adding a self managed super fund 1. Log in to Statewide.On.Line. 2. Go to Maintenance / Fund look-up / Create a new DIY or personal fund. 3. Complete the following details: Product Name: Same as fund name Fund Name: Same as product name ABN Electronic Services Address Fund payment details: BSB, account number, account title: Contact surname: Usually the employee or a family member of the employee Contact given names: Usually the employee or as above Phone: Usually the employee The Trustee s address must be included here Address1: Usually the employees Suburb: Usually the employees State: Usually the employees Postcode: Usually the employee s Important! Do not use an ampersand (&) as the system does not recognise this symbol. Use the full word and instead. SMSFs do not have a SPIN Number or SFNs. Page 14 Statewide.On.Line User Guide for Employers

15 Paying contributions You can use Statewide.On.Line to make all forms of contributions to Statewide, including your employee s superannuation guarantee (SG) contribution, member voluntary (after-tax) and salary sacrifice (before-tax). If you re paying super to other funds, you re able access the Clearing House through Statewide.On.Line to make all your super payments to multiple funds in one simple step. See page 4 for all the clearing house details. If you re using Statewide.On.Line to make contributions for Salarylink members, please refer to the additional instructions on page 18. You can make your employee contributions using BPay, EFT or direct debit using Statewide.On.Line. To make payments via direct debit, you ll need to print, complete and return Statewide s direct debit authority form. The form is available from the employer section of the Forms + documents page of the Statewide website, or by calling Employer Services on Extra information for clearing house users Please note that clearing house contributions can only be made by Quick Super direct debit. This is an application which is sent to our provider to facilitate the payment process. A new Choice Payment Status page has been introduced for employers online. This page enables employers to search for contribution payments made to external clearing house funds: To make a contribution: 1. Click Contributions in the top menu. 2. Select New period. 3. Enter the dates for the payment period in the Period from and Period to fields in dd/mm/yyyy format. Default dates and Number of weeks may appear but can be typed over. 4. Enter the approximate Number of weeks your contribution covers. 5. If you ve already paid contributions for a period, eg 29/08/ /09/2014, and find you need to pay for another employee for the same period, please use the same date. 6. Click OK to continue Registered to BPAY Pty Ltd ABN Statewide.On.Line User Guide for Employers Page 15

16 7. If you re importing from payroll: - For Import type select from the drop down list or use the Browse button to find the file on your computer. - Choose Overwrite. - Click on Import. The contributions grid will now appear with all your employees and their super fund details will be listed. Your contributions grid should look like this: What do the columns on the contributions grid mean? The contributions grid is made up of a number of columns: Award/SGC Superannuation guarantee contributions for the period Member Employee s voluntary after-tax contribution from their salary for the period Salary Sacrifice Salary sacrifice (before-tax) contribution for the period Employer Voluntary Additional employer contribution for the period Total to be paid Automatically calculates the amounts entered use this to cross reference with your records Set as standard Check this if you would like the amounts entered for the employee to be the default, ie if the employee receives the same amount each fortnight/month/quarter. 8. Enter the contribution amounts for each employee in the relevant columns and click on Submit when you ve finished. If you have a large number of employees remember to Save in the top left hand corner regularly to ensure that your work isn t lost! When you do this, it will also indicate any warnings or errors, which you can correct before submitting your contributions. If you need to close the grid before you ve finished, the details you ve entered will be available when you next go online, provided you ve clicked on Save. To go back online to add more click Process and complete your contributions. Submit when you have finished and are ready for your payment to be processed. Page 16 Statewide.On.Line User Guide for Employers

17 Former Local Super employers making Salarylink/Defined Benefit (DB) contributions The contributions grid for employers making Salarylink/DB contributions contains additional columns: Employer SG Superannuation guarantee contributions for the period Member post-tax (Accum) Employee s voluntary after-tax contribution from their salary for the period Member pre-tax (Accum) Salary sacrifice (before-tax) contribution for the period Member post-tax (Salarylink/DB) Employee s voluntary Salarylink (after-tax) contribution from their salary for the period Member pre-tax (Salarylink/DB) Employer Voluntary Salarylink/DB contribution (before-tax) for the period Employer (Salarylink/DB) Employer s before-tax Salarylink/DB contribution for the period Employer Voluntary (Accum) Employer voluntary contribution Total to be paid Automatically calculates the amounts entered. Use this to cross reference with your records Set as standard Check this if you would like the amounts entered for the employee to be the default, ie if the employee receives the same amount each fortnight/month/quarter. Warnings and errors The processing screen appears while the data entered into the contributions grid is validated. Warnings and/ or errors may show on your screen at this time. Warnings show that information may be incorrect. You can still submit the information when warnings are present, but your information should be checked as a warning may indicate a change of name or incorrect member number. It may also indicate that you have an under-age or over-age employee, or that an employee is paying an excessive amount. Errors mean that there is invalid data entered in the grid that needs to be corrected before it can be submitted and the contribution process completed; for example, employee s date of birth or name or incorrect membership number for the chosen fund. Once the data entered into the grid is error free and submitted: 9. Click on Continue to proceed or Cancel to return to the contributions grid 10. Then click on: - OK to complete the contribution submission - Print receipt to view and print receipt details - Print listing to view and print listing details. Set the page orientation to landscape to ensure that all information is printed. A summary will be displayed showing total amounts to be paid to each super fund, if the clearing house is being used. 11. When you have finished processing your contribution submission, click on X (top right) to close the window. Statewide.On.Line User Guide for Employers Page 17

18 Payment reference number A new field called Payment reference number has been added to the Contribution Receipt page online. This is a system-generated number which is required for upcoming SuperStream contribution changes. To view this field, go to Contributions > Contribution Submissions, then click on the Receipt hyperlink within the Options column. The Payment reference number will display in the table at the bottom of the page. Validations for employers making Salarylink contributions Salarylink contributions will be subject to a validation process, which is based on the member s prevailing contribution rates, service fraction, superannuation salary and remittance period. Validation will occur at the Save or Submit stage. The contributions grid will not be able to be submitted until all Salarylink contributions pass the validation test. There will be a 5% tolerance level (ie the submitted contribution can be within 5% of the expected contribution rate, based on the validation calculation). Please contact Client Services on if you need any help with your Salarylink contributions. Remember to save your changes! Handy hints Revert to saved Use this button to revert to the last saved version of the contributions grid. You will lose any changes made after you last saved. This function is useful when, for example, you accidentally delete an employee from the grid. Import Click to import a list from payroll. Print Click on Save followed by Print to open a new browser page which displays a list of the information saved from the current contributions grid. Use the Print option on this page to print a copy of the listing. Report Click Report to view a report displaying information entered into the current contributions grid. Print messages After clicking Submit, any errors or warnings will be displayed directly under the member who is affected. Click Cancel to return to the contributions grid to correct any errors. You can print these errors by clicking on Print messages. Page 18 Statewide.On.Line User Guide for Employers

19 F, U, D, I buttons The F, U, D and I buttons allow you to suspend, delete and view the personal details of your employees from the contributions grid. Button Function Explanation F U D I Finalise (suspend) Undo finalise Delete Information To work on an existing contribution Allows you to suspend the employee when they re no longer working for the company. If an employee is suspended using the F key, their details can be retrieved at a later date by adding as a new employee to the grid using the Surname given name search box. Their details will then appear once again. This button replaces the F button when you have suspended an employee, and allows you to undo the suspension. Allows you to delete the employee from the contributions grid (only applying to this payment period). View or edit an employee s personal details (excluding their fund and TFN details). 1. Click on Contributions on the top menu. It will have a status of Balancing, which shows that you have not finished and clicked Submit to Statewide. 2. Click on Process under Options, or Delete to remove it and start a New Period again. To view or print an old contribution 1. Click on Contributions in the menu. 2. Click on Listing for the contribution of employees for whom you ve made payment that you would like to view or print. To view or print an old receipt 1. Click on Contributions in the menu. 2. Click on Cont. summary to open up the receipt for the contribution. This shows you the funds to which payments have been made. Statewide.On.Line User Guide for Employers Page 19

20 Choosing your payment method There are three options available to employers making contribution payments online. They are BPay, EFT and direct debit. Details for Statewide: BPAY Biller code: Ref: Your BPay details are displayed on the Payment details page. EFT Account Name: Statewide Superannuation Trust BSB: Account Number: Reference: Your employer number Direct debit To make payments via direct debit, you will need to print, complete and return the Direct debit authority form to Statewide. The form is available from the Forms + documents page in the Employers section of the Statewide website, or by calling to have one posted to you. Note: If you re using the clearing house, direct debit is the only payment method available. Registered to BPAY Pty Ltd ABN Changing to direct debit to use the clearing house? To change to direct debit from your bank account to use the clearing house, please complete the Quick Super clearing house direct debit authority form. This form can be downloaded from the Employers section, Forms + documents page on or call to have one posted to you. Incorrect payments If you make an overpayment or an underpayment, please contact Statewide and we will attempt to rectify the problem as soon as possible. You cannot submit a negative contribution. Any questions? Now you ve read this user guide, you should be well on your way to becoming an expert with Statewide.On.Line. However, if you need help using Statewide.On.Line our Employer Services team are just a phone call away to answer your questions and provide you with the help you need to make sure that using Statewide.On.Line is as easy as 1-2-3! Just call A member of the team will be happy to assist you. Member Services: Victoria Square, Adelaide, SA 5000 Statewide Superannuation Pty Ltd ABN (AFSL ) Trustee and RSE Licensee of Statewide Superannuation Trust ABN The information provided is of a general nature. It does not consider your specific needs nor is it intended to be financial product advice. You should obtain independent financial advice and consider the applicable product disclosure statement before making an investment decision.