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QuickSuper

Entering contributions

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© Westpac Banking Corporation, ABN 33 007 457 141 AFSL 233714. All rights reserved.

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

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Table of Contents

1 Introduction ..................................................................................................... 4

1.1 Overview .......................................................................................................... 4

1.2 What are the available methods? ......................................................................... 4

2 Create Online Contributions Method ................................................................. 5

2.1 Overview .......................................................................................................... 5

2.2 Creating and completing an online contribution ..................................................... 6

3 Upload Contribution Files Method ..................................................................... 9

3.1 Overview .......................................................................................................... 9

3.2 Uploading and completing a contribution file ....................................................... 10

3.3 Incomplete File Alerts ....................................................................................... 12

4 Which Method Should I Choose? ..................................................................... 13

5 Frequently Asked Questions ........................................................................... 15

5.1 Can I change to the Upload Contribution Files method if I started using the Create

Online Contributions method or vice versa? ................................................................. 15

5.2 Can I use more than one method? ..................................................................... 15

5.3 Can I still include an authorisation step for the method I choose? .......................... 15

5.4 Can I upload a file in my own format? ................................................................ 15

5.5 I am using a Version 2 file format. If I use this, do I comply with the SuperStream

Standards? .............................................................................................................. 16

5.6 What is the difference between the employee upload file and the contribution file? .. 16

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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.

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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.

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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 2014.

4. 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

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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 2nd

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.

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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.

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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.

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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 3.3 - 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 2nd Authorisation’ indicates a second user is required to authorise

the file. See ‘Step 3 – Authorise the contribution file’ for more details.

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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 2nd Authorisation’,

then, after the 2nd 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.

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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.

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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

Register within QuickSuper, either

via QuickSuper screens or

uploading an employee file.

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.

Employee

Upload File

May be used as a quick way to

register or update multiple

employees.

Not used.

Register

funds

Via QuickSuper screens. Via QuickSuper screens.

Enter

contributions

Contributions are entered online,

initially populated to default

amounts per employee.

Contribution amounts may be

modified prior to submitting for

processing.

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.

Authorisation

process

Yes (optional). Yes (optional).

Cancellation

prior to

processing

Yes. Yes.

Paying for

contributions

Any. Any.

Contribution

history and

reporting

Yes. Yes.

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Item Create Online Contributions Upload Contribution Files

Choose this

option

when...

You have a small number of

employees (e.g. < 20) or have

few changes between

contribution periods;

OR

You would like to use

QuickSuper as the central

repository for superannuation-

related 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 have a large number of

employees (e.g. 20+) or have

a large number of changes

between contribution periods;

OR

You use your payroll system to

manage all superannuation-

related 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.

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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.

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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.

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Item Employee Upload File Contribution File

Purpose 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 purpose of this file is to submit

contributions to be processed. Once

the contribution file is uploaded,

you may submit the contributions

for processing.

File Format 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 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.

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