(AUS) Managing Superannuation Information

This chapter provides overviews of superannuation and superannuation methods, lists a prerequisite, and discusses how to:

Create superannuation payments during the payroll cycle.
Create superannuation payments manually.

Understanding Superannuation

In Australia, employers are required to contribute to superannuation funds on behalf of the eligible employees within their organization. Superannuation funds are retirement funds to which employers and employees can contribute. The contributions in these funds are available to employees after they retire.

Superannuation funds are regulated by the Australian Tax Office (ATO). Currently, employers are required to contribute an amount equal to nine percent of an eligible employee's earnings into an approved superannuation fund on behalf of each eligible employee. Employees are eligible for superannuation fund contributions if their monthly earnings are 450 AUD or more. Employees and employers can make additional contributions to the funds.

Employers are required to contribute to employee superannuation funds on at least a quarterly basis. Due to the conditions of a fund, workplace agreement, or personal choice, some employers choose to make more frequent contributions. If an employer fails to make contributions during a quarter, the ATO can assess penalties and other fees, including a superannuation guarantee charge and interest.

Employers that make contributions to an employee's superannuation fund are required to:

Keep records of all contributions that are made.
Report details of the contribution to employees at least once per quarter.
Record when, what, and how information was reported to employees.

The ATO requires employers to report information to employees so that employees are aware of how much superannuation funding has been paid on their behalf, and where that money has been invested. The ATO can assess monetary penalties to employers who do not report this information to employees. The format that you use to report information to employees is not mandated by the ATO; however, you must include:

The amount of the employer contribution that was made on the employee's behalf.

The ATO requires employers to report all contributions that are paid into the fund, including amounts above the required nine percent.
The name of the superannuation fund provider, and if possible, the provider's phone number.
The employee's account or membership number with the superannuation fund provider, if known.

Note. All of the information in this documentation is current at the time of publication. However, because tax laws and regulations change periodically, you should not rely on this documentation as the primary source of information for superannuation regulations that are defined by the ATO. You should contact the ATO directly for information such as contribution and record- keeping requirements, reporting dates and policies, employee eligibility, and penalties.

Understanding Superannuation Methods

In 2005, the ATO released updated legislation regarding superannuation contributions. To comply with these requirements, and to provide users with a more automated method of managing superannuation information, new programs were developed to manage superannuation processing. Using these new programs, you can automatically create superannuation payments during the payroll cycle.

We recommend, but do not require, that you use the new payroll method to manage superannuation data. However, you can use either of these methods to create superannuation payments:

Payroll method.

Using this method, you set up fund information, enroll employees in funds, and specify fund allocation information. You then process employees through the payroll cycle. The system uses the fund information to generate payments to the superannuation fund administrator automatically by creating vouchers in the JD Edwards EnterpriseOne Accounts Payable system. All required superannuation data is printed on the employee's payment advice. You can also review superannuation history online or by generating a report.

The payroll method is the most current method. This method enables users to easily comply with new legislative requirements and provides a more automated approach to superannuation management.
Manual method.

You can manually enter individual superannuation payments, or you can upload multiple superannuation payments from a spreadsheet. The data that you enter is printed on the employee payment advice slips. You can then generate reports that include superannuation payment information, which you can use to create payments to the fund administrators.

Note. The manual method of superannuation management has not been updated to comply with recent legislation. Instead, the payroll method was created. The manual method does not enable users to:

Specify the minimum number of days that an employee must be enrolled in a fund before an employer must allow the employee to change or end enrollment in the fund.

Specify which funds are required.

Allocate contributions to multiple funds using a single deduction.

Automatically determine whether gaps or overlaps in fund allocations exist.

If the organization currently uses the manual method, we recommend, but do not require, that you switch to the payroll method. If you continue to process superannuation data using the manual method, be aware that you must manually perform many of the tasks that are automated when you use the payroll method.

Prerequisite

Before you complete the tasks in this chapter, you must specify, in processing option 2 on the Selection tab for the Generic Payment Advice for Australia and New Zealand program, which method the organization uses to create superannuation payments. Enter 0 if you use the payroll method, and enter 1 if you use the manual method.

See Setting Processing Options for Generic Payment Advice for Australia and New Zealand (R75A0013).

Creating Superannuation Payments During the Payroll Cycle

This section provides overviews of the payroll method of superannuation management, superannuation deductions and benefits, fund setup, and fund enrollment, lists prerequisites, and discusses how to:

Set up superannuation funds.
Set up superannuation fund groups.
Enroll employees in superannuation funds.
Set processing options for the Employee Fund Allocation program (P07855).

Understanding the Payroll Method of Superannuation Management

In 2005, the ATO introduced new legislation regarding superannuation processing. To comply with these requirements, and to provide users with a more automated method for processing superannuation data, these programs and reports were created:

Fund Master program (P07845).
Group Fund Setup program (P07850).
Employee Fund Allocation program (P07855).
DBA Transaction with Fund Information report (R07845).
Employee Fund Allocation report (R07855).

These programs enable you to enter funds into the system, specify which funds are required or frequently used, enroll employees in funds, specify fund allocations, and create superannuation payments during the payroll cycle.

To set up and use the payroll method of superannuation management, you must complete these steps:

Enter fund administrators into the address book.

When you enter funds into the system, you must enter the fund provider or trustee. For example, if you want to enter a fund that is administered by Australia Investments, you must first enter Australia Investments into the address book. You then enter the address book number for Australia Investments when you enter the fund into the system.

See Entering Address Book Records.
Activate accounts payable vouchering.

To generate payments to fund administrators automatically during the payroll cycle, you must activate accounts payable vouchering. If you do not use the JD Edwards EnterpriseOne Accounts Payable system, you can manually create payments for the fund administrators using the data on the DBA Transaction with Fund Information report (R07845).

See Integrating Accounts Payable.
Create superannuation benefits and deductions and assign them to employees.

You can create as many benefits and deductions as necessary; however, you can associate only one superannuation benefit and one superannuation deduction with each employee. The system calculates the deductions, benefits, and accruals (DBAs) during payroll and uses the fund allocation information that you enter to determine how much of the calculated DBA amount to contribute to each fund.
Enter superannuation DBAs in UDC (07/FD).

You must add to UDC (07/FD) each DBA that calculates superannuation contributions. The system looks for fund allocation data only for DBAs that are set up in this UDC table. If you do not enter the DBA in this table, the DBA still calculates during the payroll cycle, but the system does not prorate the DBA amount to each fund that is set up for the employee.
Enter funds into the system.

Using the Fund Master program you enter a record for each fund that is available to the employees.
Create fund groups.

Using the Group Fund Setup program, you can specify whether a fund is available for a specified group of employees. You can also specify whether the fund is required. You can make funds available to all employees, or to employees with specific home business unit, union, or job type and step combinations. For example, if a union requires that employers make superannuation contributions to a specific fund, you can create a fund group for that union and specify that the particular fund is required. During fund enrollment, the system automatically displays the fund for all employees in the specified union, which simplifies the enrollment process.
Enroll employees in funds.

After you set up DBAs, funds, and fund groups, you can enroll employees in superannuation funds. When you enroll employees in funds, you can specify start and stop dates, allocation percentages, and fund membership numbers. You can enroll employees in employer benefit funds and in employee deduction funds. The system uses the fund allocation data that you enter during enrollment to prorate the calculated DBA amount across all funds in which the employee is currently enrolled.
Process payroll and create payment advices and vouchers.

After you enroll employees in superannuation funds, you can process them through the payroll cycle. The system calculates the superannuation DBAs that are associated with the employee and prorates the calculated amount across all funds in which the employee is currently enrolled. You then print payment advices using the Generic Payment Advice for Australia and New Zealand program. The system prints all required superannuation data on the payment advice.

If you are using JD Edwards EnterpriseOne Accounts Payable, the system also produces vouchers during the payroll cycle, which automatically generate payments from the Accounts Payable system.

See Setting Processing Options for Generic Payment Advice for Australia and New Zealand (R75A0013).

See Working with the Payroll Cycle.

Understanding Superannuation Deductions and Benefits

You set up benefits and deductions to calculate the amount that an employer contributes to an employee's superannuation fund automatically and the amount that an employee contributes to their own superannuation funds. Employers in Australia are required to contribute to employee superannuation funds according to legislative requirements. Currently, employers are required to contribute an amount equal to nine percent of employee earnings if the employee earns 450 AUD or more per month. Employees and employers can make additional contributions to the funds.

Employee Deductions

To calculate employee contributions to superannuation funds, you can set up as many deductions as necessary. You can set them up to calculate flat amounts or percentages based on employee earnings. After you set up the deductions, you assign them to employees using either the JD Edwards EnterpriseOne Benefits system or by manually attaching the deduction to the employee using the Employee DBA Instructions. You must also add the DBA code for the deduction to UDC table (07/FD).

You then set up funds and assign employee allocation percentages. When you process payroll for the employee, the system calculates the amount that the employee wants to contribute to superannuation funds using these steps:

The system calculates the amount of the deduction that you assigned to the employee.
The system verifies that the PDBA code for that deduction exists in UDC 07/FD.

If the code exists in the table, the system continues to the next step. If the code does not exist in the table, the system deducts the amount from the employee's pay but does not allocate the amount across all of the funds in which the employee is currently enrolled.
The system retrieves the employee's current fund allocation percentages from the F07855 table.
The system allocates the amount of the deduction to each fund according to the allocation percentage associated with each current fund.

For example, if the deduction amount is 100 AUD and the employee is currently enrolled in two funds, each with an allocation percentage of 50, the system allocates 50 AUD to each fund.

Note. Be aware of these issues when setting up employee deductions and fund allocations:

You can assign only one superannuation deduction to each employee, but you can assign multiple employee-paid funds to the employee. If you assign multiple deductions to an employee, the system cannot correctly allocate deduction amounts across all funds in which the employee is currently enrolled.

Also, if an employee's allocation percentage totals more than 100, the system prorates the amount of the deduction across all funds in which the employee is currently enrolled. For example, if overlapping date ranges are accidentally entered for employee allocations, an employee might be set up to allocate 50 percent to Fund 10, 50 percent to Fund 20, and 50 percent to Fund 30. In this situation, the system allocates one third of the calculated amount to each fund. The system also produces a payroll error message notifying the payroll administrator that the allocation percentage for the employee is not 100. You must manually correct the issue.

See Understanding Payroll Messages.

Employer Benefits

According to the ATO, employers are required to contribute an amount equal to nine percent of an employee's earnings if the employee makes 450 AUD per month or more. This table describes how you might set up a benefit to calculate nine percent of an employee's monthly earnings once the employee earns 450 AUD in a single month:

Forms, Fields and Values	Explanation
On the Basic DBA Information form, enter M in the Source of Calculation field.	Source of calculation M is used to calculate benefits and deductions that are based on an employee's month-to-date earnings.
On the Basic DBA Information form, enter 8 in the Method of Calculation field.	The system calculates the benefit amount based on the employee's gross earnings. Earning limits and thresholds are set up in a calculation table.
On the Calculation Table form, set up a calculation table using these values: Table Method: GQ Lower Limit (first grid row): Blank Upper Limit (first grid row): 449.99 Amt./Rate (first grid row): 0 Lower Limit (second grid row): 450.00 Upper Limit (second grid row): 9999999 Amt./Rate (second grid row): 9.0	Based on the method and source of calculation, the system stores the employee's gross earnings for the month. The system then uses the values in the calculation table to determine the amount of the benefit. In this example, the system does not calculate a benefit amount until the employee earns 450 AUD in the month. When the employee earns 450 AUD or more during the month, the system calculates the benefit on the entire monthly earnings amount. For example, if the employee earns 300 AUD during the first payroll of the month, the system does not calculate an amount for the benefit. If the employee earns an additional 300 AUD during the second payroll of the month, the system calculates the benefit as: .09 × 600 AUD =54 AUD If the employee earns an additional 300 AUD during the third payroll of the month, the system calculates the benefit as: (.09 × 900 AUD = 81 AUD) − 54 AUD = 27 AUD.

You can set up as many employer benefits as necessary. After you set up the benefits, you assign them to employees using either the JD Edwards EnterpriseOne Benefits system or by manually attaching the deduction to the employee using the employee DBA instructions. You must also add the DBA code for the benefits to UDC table (07/FD).

You then set up funds and assign an employer benefit fund to the employee using the Employee Fund Allocation program (P07855). When you process payroll for the employee, the system calculates the amount of the employer contribution to the superannuation funds using these steps:

The system calculates the amount of the benefit that you assigned to the employee.
The system verifies that the DBA code for that benefit exists in UDC 07/FD.

If the code exists in the table, the system continues to the next step. If the code does not exist in the table, the system deducts the amount from the employee's pay but does not allocate the amount to the fund in which the employee is currently enrolled.
The system allocates 100 percent of the benefit to the employer benefit fund in which the employee is currently enrolled.

Note. Be aware of these issues when setting up employer benefits:

You can assign only one employer superannuation benefit to an employee.

You can assign only one employer benefit superannuation fund to an employee. The system automatically enters an allocation percentage of 100 for that fund.

Understanding Fund Setup

After you create benefits and deductions and enter the associated DBA codes in UDC (07/FD), you can set up superannuation fund information, which includes setting up funds and fund groups.

Funds

You use the Fund Master program (P07845) to enter funds into the system. You must create a record for each fund in which the employees can enroll. When you create fund records, you specify the fund name, and the fund administrator. The fund administrator must exist in the address book before you can create the fund record. When you create fund records, the system assigns a Fund ID to the record.

Fund Groups

You use the Group Fund Setup program (P07850) to create fund groups. Fund groups enable you to specify the funds in which a group of employees is required to, or likely to enroll. The system uses fund groups to determine which funds to display for each employee during fund enrollment. After you set up fund groups, you can enroll employees in the funds. When you enroll employees, the system prepopulates the Employee Fund Allocation Revisions form with all of the funds in which the employee is required to, or likely to enroll.

For example, if the organization makes superannuation contributions only to fund 25 for all employees in union 1000, you can set up a fund group for fund 25 specifying that the fund is required for all employees in union 1000. When you enroll an employee from union 1000 in superannuation funds, the system prepopulates the Employee Fund Allocation Revisions form with fund 25, and also prepopulates the Allocation Percentage field with 100. To enroll the employee in the fund, you simply select the fund and click Submit.

Similarly, you can use fund groups to display lists of funds in which groups of employees are likely to enroll. For example, if the majority of employees typically enroll in funds 1, 2, or 3, or a combination of these three funds, you can set up a fund group for each of these funds and specify that the fund group is for all employees. When you enroll any employee in superannuation funds, the system prepopulates the Employee Fund Allocation Revisions form with funds 1, 2, and 3, but does not populate the Allocation Percentage field. You can then select the funds in which the employee wants to enroll, enter an allocation percentage for each fund, and click Submit to enroll the employee.

When you set up fund groups, you must specify the fund type. Fund types are specified in UDC (07/FA) and include:

Type 1: Employer Benefit
Type 2: Employee Deduction

You can set up multiple fund groups for the same fund. For example, if the organization makes employer-paid superannuation contributions only to fund 200, you can set up a fund group for fund 200, specify the fund type as 1, and specify that the fund is required for all employees. You might also allow all employees to make their own contributions to fund 200. Therefore, you can set up another fund group for fund 200, specify the fund type as 2, and specify that the fund is available (not required) for all employees. When you enroll an employee in superannuation funds, the system displays two records for fund 200 on the Employee Fund Allocation Revisions form. The first is for fund type 1, and is required. The second is for fund type 2, and is not required.

Note. An employee can be actively enrolled in only one type 1 fund at a time.

You can set up fund groups for all employees in the organization, or you can set up fund groups for specific employee groups according to:

Home business unit
Job type
Job step
Union
Any combination of these.

For example, the organization might make employer-paid contributions only to fund 25 for employees in union 1000, but contribute to fund 200 for all other employees. You can set up these fund groups for this scenario:

Fund Group A includes this information:
- Fund type: 1
- Fund ID: 25
- Union: 1000
- Required Fund: Yes
Fund Group B includes this information:
- Fund type: 1
- Fund ID: 200
- Fund for All Employees: Yes
- Required Fund: Yes

In this example, there are two type 1 funds set up as required for employees who work in union 1000. The system displays both funds for the employee. However, an employee can be actively enrolled in only one type 1 fund at a time. Therefore, you must determine the fund in which to enroll the employee. The system uses this hierarchy to determine which type 1 funds to display during enrollment:

The employee's home business unit, union code, job type, and job step match the fund group.

If a matching fund is found, the system displays the fund and continues to the next step to determine whether to display additional funds. However, if a match is found at a lower level for the same fund, the system does not display that fund again. The system displays each fund, at the most detailed level, only once for an employee during enrollment.
The employee's home business unit, union code, and job type match the fund group.

If a matching fund is found and the fund is not already being displayed for the employee, the system displays the fund and continues to the next step.
The employee's home business unit and union code match the fund group.

If a matching fund is found and the fund is not already being displayed for the employee, the system displays the fund and continues to the next step.
The employee's union code matches the fund group.

If a matching fund is found and the fund is not already being displayed for the employee, the system displays the fund and continues to the next step.
The employee's home business unit matches the fund group.

If a matching fund is found and the fund is not already being displayed for the employee, the system displays the fund and continues to the next step.
The fund group is set for all employees.

If a matching fund is found and the fund is not already being displayed for the employee, the system displays the fund and stops searching. If no fund is found, the system does not display a fund during enrollment.

Note. It is not necessary to create fund groups to enroll employees in funds. You use fund groups to facilitate the fund enrollment process. You can enroll employees in any fund that is set up in the system, regardless of whether the fund is included in a fund group. For example, if you enter fund 100 into the system but do not create a fund group for that fund, you can still enroll employees in the fund. However, you must manually add the fund to the Employee Fund Allocation Revisions form. The system does not prepopulate the form with this fund.

Additionally, you can enroll employees in funds that are included in fund groups that do not include the employee. For example, if you set up a fund group that requires employees in union 1000 to enroll in fund 25 for the employer-paid contribution, the system does not limit enrollment in that fund to employees from union 1000. You can enroll any employee in fund 25 by manually adding the fund to the employee's fund enrollments.

Understanding Fund Enrollment

After you set up fund information, you can enroll employees in those funds using the Employee Fund Allocation program (P07855). When you enroll an employee in a fund, you specify:

Fund ID
Fund type
Membership number
Override name
Allocation percentage
Start date
Stop date

If you set up fund groups, the system prepopulates the Employee Fund Allocation Revisions form with the funds in which the employee is required to, or likely to enroll. To enroll an employee in a fund, you double-click the fund record so that a check mark appears next to the record. If the fund is a required type 1 fund, the system automatically checks the record and enters an allocation percentage of 100.

You can then specify any additional information about each enrollment record, such as the employee's membership number, allocation percentage, and effective dates. After you select the funds in which you want to enroll the employee and enter all necessary enrollment information, click Submit to enroll the employee. The system then performs these tasks:

Verifies that the employee is enrolling in one type 1 fund.
Verifies that the employer allocation total equals 100 and that the employee allocation total equals 0 or 100.
Displays the number of funds in which the employee is enrolling and asks the user whether they want to continue.
Determines whether future-dated enrollment records exist.

If future-dated records exist, the system warns the user to verify that there are no gaps or overlaps in enrollment dates that would cause the allocation percentage to equal something other than 100.
Determines whether enrollment records include end dates.

If an end date exists on an enrollment record, the system warns the user to verify that no gaps in enrollment dates exist.
Determines whether overlapping dates exist for the same fund.

The system produces an error if this condition exists.

Note. Though the system warns users to verify gaps and overlaps in enrollment dates, it is possible that gaps or overlaps might exist. Gaps and overlaps can cause the employee's allocation percentage to be more or less than 100. When this occurs, the system issues a warning during prepayroll notifying users that an employee has a superannuation allocation percentage that does not equal 100. You can fix the error and reprocess prepayroll, or you can continue processing the payroll cycle with the incorrect allocation. If you continue processing without correcting the error, the system prorates the amount of the superannuation deduction according to the allocation percentages for all funds in which the employee is actively enrolled during that payroll cycle.

For example, if an end date is entered incorrectly, an employee might be set up to contribute 50 percent to fund 1, 50 percent to fund 2, and 50 percent to fund 3. In this scenario, the system produces an error during prepayroll. If you continue processing the payroll cycle without fixing the allocations, the system allocates one-third of the superannuation deduction amount to each of the three funds.

Additionally, you can change an employee's enrollments only when the employee is not locked to a payroll. Therefore, to correct the error, you must first reset the payroll ID or reset the employee, which unlocks the employee.

Ending or Changing Enrollments

The ATO requires employers to allow employees to change their superannuation enrollments once every 12 months. However, employers can allow employees to make changes more frequently. Using the processing options for the Employee Fund Allocation program, you can specify the amount of time that an employee must wait before ending or changing an enrollment record. For example, if the organization allows employees to change enrollment information once every 12 months, you can enter 365 (days) in the processing option.

The system uses the start date on the enrollment record to determine if the required number of days has passed before allowing a change. If you try to change an enrollment record before the minimum number of days has passed, the system issues an error. You can also specify, in the processing options, whether users can override the minimum number of days requirement. If you enable this option, the system allows the change without displaying a warning or an error.

To end enrollment in a fund, we recommend that you enter an end date on the enrollment record. You can delete an enrollment record only if all of these criteria are met:

No history exists for the enrollment record in the F0719 table.
The enrollment record is not required.
The required number of days has passed since the enrollment start date, or the processing options are set to allow overrides.

Note. Typically you delete an enrollment record only if it was entered accidentally. In all other cases, we recommend that you enter an end date to end enrollment in a fund. Entering an end date enables you to review complete historical information about an employee's superannuation enrollment.

Accessing Enrollment Data

The Employee Fund Allocation program enables you to access enrollment records in add or view mode. If you access employee enrollment information in view mode, you cannot change any data. You must be in add mode to enter new, or change existing data. When you search for, and select a record using the Work With Allocations form, the system displays employee enrollment in view mode. Use one of these methods to access data in add mode:

On the Work With Employee Fund Allocation form, complete the Employee Number field and then click Add.
On the Work With Employee Fund Allocation form, complete the Employee Number field, click Find, and then highlight a record in the grid.

Then, select View in Add Mode from the Row menu.
On the Employee Fund Allocation Revisions form, select Reload in Add Mode from the Form menu.

This option is available only if you are in view mode.

While in add mode, you can change or enter data only for rows that display a check mark. To change or add data to a row that does not display a check mark, double-click the row.

Reviewing Enrollment History

After you enroll employees in superannuation funds, you process them through the payroll cycle to generate superannuation payments and historical data. Employees can review superannuation contribution information on their payment advices, which you create using the Generic Payment Advice for Australia and New Zealand program (R75A0013).

You can review superannuation history by producing these reports:

DBA Transaction with Fund Information report (R07845).
Employee Fund Allocation report (R07855).

You can also review superannuation history for individual employees by selecting the Enrollment History option from the Form menu on the Employee Fund Allocation Revisions form.

Prerequisites

Before you complete the tasks in this section, you must:

Enter third-party superannuation fund administrators into the address book.

See Entering Address Book Records.
Set up superannuation benefits and deductions and assign them to employees.
Enter superannuation benefits and deductions in UDC (07/FD).

Forms Used to Create Superannuation Payments Using the Payroll Method

Form Name	FormID	Navigation	Usage
Work With Fund Master	W07845A	Australia Superannuation (G07BUSP160), Fund Master	Access forms to set up new funds, or select existing funds.
Fund Master Revision	W07845B	Click Add on the Work With Fund Master form.	Set up and revise funds.
Work With Fund Groups	W07850A	Australia Superannuation (G07BUSP160), Group Funds	Access forms to setup fund groups, or select existing fund groups for revision.
Group Fund Revisions	W07850B	Click Add on the Work With Fund Groups form.	Set up fund groups.
Work With Employee Fund Allocations	W07855A	Australia Superannuation (G07BUSP160), Employee Fund Allocation	Access forms to enter, review, or revise employee enrollment records.
Employee Fund Allocation Revisions	W07855B	On the Work With Employee Fund Allocations form, select an employee and then click Add.	Enroll employees in superannuation funds.
Fund Allocation Enrollment History	W07855C	On the Work With Employee Fund Allocations form, select a record and then select Enrollment History from the Row menu.	Review superannuation enrollment history.

Setting Up Superannuation Funds

Access the Fund Master Revision form.

Fund ID	Review the system-assigned address book number that identifies the fund.
Fund Name	Enter the descriptive name of the fund. You can use alphanumeric and special characters in this field.
Provider/Trustee	Enter the address book number of the third-party fund administrator. This is the organization to which payments are sent.
Superannuation Product ID No	Enter the identification number for the superannuation fund. This number is provided by the third-party fund administrator.

Setting Up Superannuation Fund Groups

Access the Group Fund Revisions form.

Fund Type	Specify whether the fund group is associated with the employer benefit, or the employe deduction. Values are stored in UDC (07/FA) and include: 1: Employer Benefit 2: Employee Deduction
Fund ID	Enter the address book number of an existing fund.
Fund Allocation Percentage	Review the default allocation percentage that the system assigns to enrollment records. If the fund group is set up for a type 1 fund, the system enters 100 in this field. If the fund type is 2, the system enters 0.
Fund Participation Start Date	Enter the date on which the fund group become effective.
Fund Participation End Date	Enter the date on or after which the fund group is no longer valid.
Fund For All Employees	Select this option if you allow all employees to enroll in this fund.
Required Fund	Select this option if the fund is required for the specified group of employees.
Home Business Unit	Complete this field if you want the system to display this fund when you enroll employees from this home business unit in superannuation funds.
Union Code	Complete this field if you want the system to display this fund when you enroll employees from this union code in superannuation funds.
Job Type	Complete this field if you want the system to display this fund when you enroll employees with this job type in superannuation funds.
Job Step	Complete this field if you want the system to display this fund when you enroll employees with this job step in superannuation funds.

Enrolling Employees in Superannuation Funds

Access the Employee Fund Allocation Revisions form.

Note. If you created fund groups, the system displays all of the funds that are set up to display for the selected employee. You can enter enrollment information for each row, or you can enter additional funds in which you want to enroll the employee. Remember, an employee can be actively enrolled in only one type 1 fund at a time. To enter enrollment information for a row, whether it was prepopulated or manually added to the grid, you must double-click the row so that a check mark appears next to the row. When you have entered all enrollment information, click Submit, and then click OK.

Fund Type	Specify whether the enrollment record represents the employer benefit or an employee deduction. An employee can be actively enrolled in only one employer benefit record (type 1) at any time. Values are stored in UDC (07/FD), and include: 1: Employer Benefit 2: Employee Deduction
Membership Number	Enter the employee's membership number with the third-party fund administrator.
Name Override	Enter the employee's name as it is known by the third-party fund administrator. The system automatically populates this field with the employee's name as it exists in the employee's Address Book record. You must complete this field only if the employee notifies you that their fund membership is associated with a different name, such as a maiden name.
Allocation Percentage	Enter the percentage of the superannuation contribution that you want to apply towards this fund. For example, if an employee has specified that they want to contribute a total of 100 AUD each pay period to superannuation funds, enter the percentage of that 100 AUD that is applied to each fund. For example, if the employee wants to contribute 50 AUD to two different funds, enter 50 in this field for each fund in which the employee is enrolling. For employer benefit funds (type 1), the system automatically populates this field with 100, as employees can enroll in only one of these funds at a time.
Start Date	Enter the date on which the fund enrollment begins. If you enter a future date in this field, the system displays a message telling you to verify that no gaps or overlaps in enrollment dates exist. If you leave this field blank, the system enters today's date.
End Date	Enter the date on which enrollment in this fund ends. Depending on the processing option setup, you might receive a warning or an error if you change or end an enrollment record before the minimum number of days has passed. If you enter a date in this field, the system also displays a message telling you to verify that no gaps or overlaps in enrollment dates exist.

Setting Processing Options for the Employee Fund Allocation Program (P07855)

Processing options enable you to specify the default processing for programs and reports.

Processing

Select the Processing tab.

1. Minimum Number of Days

Use this processing option to specify the minimum number of days that must pass between the fund enrollment start date and the date on which you allow changes to the enrollment record. For example, if you allow employees to change enrollment records once every 12 months, as required by the ATO, enter 365 in this processing option. If you allow employees to change superannuation fund enrollment at any time, enter 0 in this field.

2. Minimum Number of Days Rule

Use this processing option to specify whether you allow exceptions to the minimum number of days requirement that you entered in the previous processing option. For example, if you entered 365 in the previous processing option, but you do allow some changes to be made on a more frequent basis, enter 1 in this processing option. If you leave this processing option blank, the system produced a hard error when an enrollment record is changed before the minimum number of days has passed and does not allow you to make the change. If you enter a 1 in this processing option, the system produces a warning but allows you to make the change. Values are:

Blank: Apply the rule.
1: Do not apply the rule.

Creating Superannuation Payments Manually

This section provides overviews of superannuation recording and superannuation reporting, lists prerequisites, and discusses how to:

Run the Superannuation Contribution by Employee report.
Set processing options for the Superannuation Contribution by Employee report.
Enter superannuation payments individually.
Create a superannuation spreadsheet.
Import superannuation payment data from a spreadsheet.
Modify superannuation payment information.
Clear the superannuation payment print date.

Understanding Superannuation Recording

This section describes the manual method of creating superannuation payments.

Note. In 2005, superannuation legislation changed. To comply with those changes, and to automate the process of creating superannuation payments, the payroll method of superannuation management was created. We recommend, but do not require, that you use the payroll method to manage superannuation information. If you are currently using the manual method, you can continue to use it indefinitely, or as you implement and test the payroll method. The payroll method is discussed in the previous section of this chapter.

If the organization has employees who are eligible for superannuation contributions, you can use DBAs to calculate those contributions. You can set up DBAs to automatically calculate employer and employee contributions to superannuation funds during the payroll process. You set up one or more deductions to calculate the employee salary sacrifice, and you set up one or more benefits to calculate the employer contribution.

When you process employees through a payroll cycle, the system calculates the superannuation contributions for each employee. You can review these amounts by processing the Superannuation Contribution by Employee report (R75A0007). This report lists the amount of each superannuation DBA for each employee who was processed in the payroll cycle.

You can use the Superannuation Contribution by Employee report to determine the amounts that you must send to the third-party administrators of the funds to which you are contributing. After you send the contributions to the fund administrators, you must record those payments in the system. You must also report information about the payments to employees to comply with ATO regulations.

You can enter superannuation payments individually, using the Superannuation Payments program (P75A0301), or you can create a spreadsheet that you can use to record payment information. You can then import the information from the spreadsheet into the system.

Superannuation payment information is stored in the Superannuation Payment table (F75A0301) regardless of whether it is entered individually or imported from the spreadsheet.

The Superannuation Contribution by Employee Report

If the organization or the employees contribute to superannuation funds, you can review superannuation contribution history by generating the Superannuation Contribution by Employee report. The Superannuation Contribution by Employee report enables you to review all of the employee and employer superannuation fund contributions that are made during a specified time period.

By setting the processing options for this report, you can specify which deductions and benefits the organization uses to calculate superannuation contributions. Additionally, you use processing options to specify the time period for which you want to process superannuation information, the earning limit for eligible employees, whether the employees' salaries appear on the report, and the basis for determining employee earnings.

You can use this report to determine what payments to make to the third-party administrators of the funds to which you are contributing. Additionally, you can send this report to the third-party administrators of the superannuation funds to notify them of the amounts that should be contributed to each employee's account.

Contributions Entered Individually

After you calculate the amount of the employer- and employee-paid superannuation contributions, you can pay those amounts to the third-party administrators of the superannuation funds to which you want to contribute. When an organization makes payments to a superannuation fund on behalf of an employee, the organization is required to report information about the payment to the employee.

Before you can report superannuation payment information to an employee, you must enter information about the payments into the system. You can use the Superannuation Payments program to enter each superannuation payment individually. You can also use this program to modify existing superannuation payment records regardless of whether they were entered individually or imported from a spreadsheet.

After you enter superannuation payment information, it is stored in the Superannuation Payments table. You can then process the employee through a payroll cycle. When you print the employee's payment advice slip, the system includes all of the records in the Superannuation Payments table that have not already been printed on the payment advice. Printing superannuation information on the employee's payment advice slip satisfies the ATO's reporting requirements.

Superannuation Information Imported from a Spreadsheet

After you make payments to the third-party administrators of the superannuation funds to which you are contributing, you must record information about those payments. You can enter payment information for individual payments, or you can import the payment information into the system from a spreadsheet.

Before you can import payment information from a spreadsheet, you must create a spreadsheet that contains all of the necessary information in a format that is compatible with the software. To ensure that the information in the spreadsheet is in an acceptable format, you must first enter a superannuation payment record individually. You then export this record to create the spreadsheet.

After you create the spreadsheet, you can enter information about superannuation payments directly into the spreadsheet. You can then import the data from the spreadsheet into the software.

Note. For the data export and import processes to be successful, you must ensure that the columns in the spreadsheet that you create are ordered the same as the columns in the detail area of the form into which you want to import data. If the columns in the spreadsheet are ordered differently than those in the detail area of the form, you might receive errors or have incorrect data in the Superannuation Payments table. If necessary, you can arrange the columns in the detail area of a form in an order that is easy for you to work with.

Additionally, you must ensure that the data that you enter in the spreadsheet is formatted the same as the data that is stored in the system. For example, the data in the Employee Name field is displayed in the software using the LastName, FirstName format. If you enter employee names into the spreadsheet, and want to import that information into the software, you must enter employee names in the spreadsheet using this format. For example, you would enter employee John Smith as Smith, John.

After you have imported the data into the software, it is stored in the Superannuation Payment table. You can then process the employee through a payroll cycle. When you print the employee's payment advice slip, the system includes all of the records in the Superannuation Payment table that have not already been printed on the payment advice. Printing superannuation information on the employee's advice slip satisfies the ATO's reporting requirements.

Before you can create a spreadsheet, you must add a superannuation payment record. This record should be a valid payment record. If you enter an invalid record that you will use solely for the purposes of creating the spreadsheet, delete the record after you create the spreadsheet.

Modifying Superannuation Payment Information

After you enter superannuation payment information into the system, you might need to revise the information. For example, if an employee was paid the incorrect amount, the amount of the superannuation payment might also be incorrect.

Regardless of whether the information was entered individually or imported from an Excel spreadsheet, you can use the Superannuation Payments program to modify payment information.

You can modify payment information before or after it has been printed on an employee's payment advice slip. Payment information records that have already been printed contain a date in the Date Printed field. If you want to modify payment information after it was printed on an employee's payment advice, you must first clear the print date from the record. Doing so enables you to modify the record and to print the new information on the employee's next payment advice slip.

Understanding Superannuation Reporting

After you have recorded superannuation payments, you must report the payment information to employees. The ATO currently requires that you report payment information to employees within 30 days of the end of each quarter. You should contact the ATO directly for the most current information regarding reporting dates and requirements.

You report superannuation information to employees by printing the information on the payment advice slips that you create during the payments step of the payroll cycle. To do so, you use the Generic Payment Advice for Australia & New Zealand program (R75A0013). The system prints all payment records that exist in the Superannuation Payment table that do not have a date in the Date Printed field. After the system prints the record on an employee's payment advice slip, the system enters the payment date in the Date Printed field. This prevents the system from reprinting payment information on subsequent payment advice slips. If you must modify or reprint superannuation payment information on an employee's advice slip, you must first clear the print date from the payment record in the Superannuation Payment table. The system prints all records in the Superannuation Payment table that do not have a print date the next time that you process payment advice slips.

Note. You create payment advice slips during the payment step of the payroll cycle. You cannot process the Generic Payment Advice for Australia & New Zealand program outside of the payroll cycle.

Clearing the Print Date

When you process payments for employees who are eligible for superannuation contributions, you can print superannuation payment information on the employees' payment advice slips. The system prints all of the records in the Superannuation Payments table that do not have a date in the Date Printed field. After the payment information is printed, the system completes the Date Printed field so that the information is not printed on subsequent payment advice slips.

You might occasionally need to reprint superannuation payment information on an employee's advice slip. Before you can reprint this information, you must remove the print date from the payment record. The system prints only the records in the Superannuation Payment table that do not contain a print date.

For example, if you misplace a batch of payment advice slips, you might need to reprint them. After you remove the date from the Date Printed field, you can then reprocess the payment advice slips.

Note. When you process payments, the system includes all records in the Superannuation Payment table that do not contain a date in the Date Printed field. Therefore, if you want to reprint payment advices, be aware that if you enter additional superannuation payment information between the time that the original payment advice slips were created and the time that you reprint them, the system will include the new payment records as well as the records that you have cleared when it prints superannuation payment information on the payment advice slips.

When you select the payments for which you want to clear the print date, you must specify the original date on which the record was printed. In addition, you can use any combination of this search criteria to specify which payments to include in the clearing process:

Company
Business unit
Employee number

For example, if you want to clear the print date for all payments that were printed on December 30, 2005, you enter that date in the Date Printed field on the Clear Printed Date form. If you want to clear the print date for only one employee whose payment was printed on December 30, 2005, you enter the employee number in the Employee Number field and 30/12/05 in the Date Printed field.

Prerequisites

Before you complete the tasks in this section:

Set up deductions and benefits to calculate superannuation contributions according to the organization's policies.

See Setting Up Deductions, Benefits, and Accruals.
If available, enter employee superannuation fund membership or account numbers into the system.

See Setting Up Reference Data for Employee DBAs.
Process employees through a payroll cycle.

See Setting Up Payroll Cycle Information.

Forms Used to Record Superannuation Payments

Form Name	FormID	Navigation	Usage
Work With Superannuation Payments	W75A0301A	Australia/New Zealand Reports (G07BUSP17), Superannuation Payment	Review existing payment records or access the Superannuation Payments Revision form.
Superannuation Payments Revision	W75A0301B	On the Work With Superannuation Payments form, click Add.	Enter superannuation payments individually. Modify existing superannuation payment records.
Superannuation Data Import	W75A0302A	On the Work With Superannuation Payments form, select Import from the Form menu.	Import superannuation data from a spreadsheet.
Clear Printed Date	W75A0301C	On the Work With Superannuation Payments form, select Clear Date from the Form menu.	Clear the print date.

Running the Superannuation Contribution by Employee Report

Select Australia/New Zealand Reports (G07BUSP17), Superannuation Contribution by Employee.

Setting Processing Options for Superannuation Contribution by Employee Report (R75A0007)

Processing options enable you to specify the default processing for programs and reports.

Defaults

1. Enter the Start Date for month of this report.	Specify the start date for month of this report.
2. Enter the Employee Earning Limit Value. Employees who earn less than this annual salary will not be included in the report.	Specify the employee earning limit. Employees who earn less than this annual salary will not be included in the report.
3. Enter a Y to print the salary on the report. If left blank the salary will not be printed.	Specify whether you want to include the salary on the report. If you leave this processing option blank, the salary is not included.
4. Enter a C if data is to be based on Calendar Earnings, otherwise the default is Payment Date earnings.	Specify whether data is to be based on calendar earnings. Values are: C: Calendar earnings. 0 or Blank: Payment date earnings.

Basic Employer

Enter up to three DBA codes to define the basic employer contributions for this scheme.

1. Basic Employer Contribution DBA Code 1 through 3. Basic Employer Contribution DBA Code 3

Specify basic employer contribution DBA code 1 through DBA code 3.

Additional Employer

Enter up to three DBA codes used to define the additional employer contributions for this scheme.

1. Additional Employer Contribution DBA Code 1 through 3. Additional Employer Contribution DBA Code 3

Specify additional employer contribution DBA code 1 through DBA code 3.

Basic Employee

Enter up to three DBA codes used to define the basic employee contributions for this scheme.

1. Basic Employee Contribution DBA Code 1 through 3. Basic Employee Contribution DBA Code 3

Specify basic employee contribution DBA code 1 through DBA code 3.

Additional Employee

Enter up to three DBA codes used to define the additional employee contributions for this scheme.

1. Additional Employee Contribution DBA Code1 through 3. Additional Employee Contribution DBA Code3

Specify an additional employee contribution DBA code 1 through DBA code 3.

Entering Superannuation Payments Individually

Access the Superannuation Payments Revision form.

Amount Paid	Enter the amount paid against a specific voucher or invoice.
Date Paid	Enter the date associated with the various types of net pay instructions. This date relates to a payroll check, an interim payment, a bank automatic-deposit advice slip, a payslip (cash), or a claim reimbursement.
Membership Number	Enter the number of the checking account that the payment check was written against.
Check Control	Enter a number used to group all payroll transactions for each payment or individual interim payment. This number is carried into the accounting journal entries and facilitates the update of the actual check number after payment printing is complete. This number is also used for automatically voiding payments. The payment work table contains both the actual check number and the check control number. All associated payment transactions are automatically reversed using the check control number. This is not the actual check number.
Fund Name	Enter the name of the superannuation fund to which the amount is deposited.
Fund Contact Phone Number	Enter a number without the prefix or special characters, such as hyphens or periods, that makes up the telephone number for an entity. You can use any applicable telephone number format for a country. This field is used in conjunction with the Prefix field (AR1), where you enter the first segment of the telephone number, which is called the area code in the United States. When you search for an address using a phone number, you must enter the number exactly as it is set up in the Address Book system, including any special characters.

Creating a Superannuation Spreadsheet

To create a superannuation spreadsheet:

Access the Work With Superannuation Payments form.
Arrange the columns in the detail area to match the order that you want them to appear in the spreadsheet.

You might want to arrange the columns to simplify the data entry process. If the existing order of the columns is acceptable, leave the columns as they are and continue to the next step.
Locate the superannuation payment record that you entered individually.
Right-click the record, select Export, and then select Microsoft Excel.

The Export Assistant form appears.
In the detail area of the Work With Superannuation Payments form, highlight any of the fields of the payment record.

To highlight fields in the detail area, left-click the field that you want to be the first column in the spreadsheet, hold the mouse button down and move the mouse to the right until all of the fields that you want to include in the spreadsheet are highlighted.

See JD Edwards EnterpriseOne Tools 8.96 Foundation Guide
On the Export Assistant form, click the Continue button.

The system automatically creates an Excel spreadsheet.
Click Save and close the spreadsheet.
On the Work With Superannuation Payments form, click Close to quit the Superannuation Payments program.

Importing Superannuation Payment Data from a Spreadsheet

Access the Superannuation Data Import form.

To import superannuation payment data from a spreadsheet:

Verify that the columns in the detail area of the form are ordered the same as the columns in the spreadsheet.
Right-click in the detail area of the left-most column, select Import, and then select Microsoft Excel.
On the Open form, browse to the Excel spreadsheet that you want to import.

When you have successfully selected the spreadsheet, the name of the file appears in the File Name field.
In the Import Options section of the form, complete these fields, and then click Open:
- Specify a range of cells to import (for example A1:B10),
  
  When you specify the range of cells, the columns that are included in the range of cells from the spreadsheet should appear in the same order as the columns on the Superannuation Data Import form. Also, you must know the range of cells that you want to import, and the name of the worksheet from which you want to import data before you attempt the import process. After you enter Superannuation data into the spreadsheet, you should make a note of the range of cells that you want to import, along with the worksheet name, before you close the spreadsheet so that you will have this information readily available to complete the import process.
- Specify a worksheet name to import from.
  
  The Excel spreadsheet opens and displays the range of cells that you have selected for import. Additionally, the data that you selected from the spreadsheet is automatically populated in the detail area of the Superannuation Data Import form.
Close the Excel spreadsheet.
On the Superannuation Data Import form, make any changes necessary to ensure that the data is correct, and then click OK.

Modifying Superannuation Payment Information

Access the Superannuation Payments Revision form.

You cannot select records that contain a date in the Date Printed field. If you want to modify a record that has already been printed, you must first clear the print date.

See Clearing the Superannuation Payment Print Date.

Clearing the Superannuation Payment Print Date

Access the Clear Printed Date form.