qsuper employer direct user guide...maintaining existing employee details if you upload contribution...

QSuper Employer Direct User Guide

Queensland Government Employers Version 3.2 March 2018


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Contents Contents ................................................................................................................................................................. 2

Access and overview .............................................................................................................................................. 4

Contributions .......................................................................................................................................................... 6

Maintenance ......................................................................................................................................................... 33

Reporting .............................................................................................................................................................. 46

Appendix 1: Navigating the contribution grid and historic contributions screen ................................................... 53

Appendix 2: Employment status codes ................................................................................................................ 58

Appendix 3: Validation errors and warnings ......................................................................................................... 60

Appendix 4: Additional information about fields ................................................................................................... 60

Appendix 5: Contribution History Icon Guide ....................................................................................................... 63

Appendix 6: Member Matching Delete Button ..................................................................................................... 64


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About this guide

This guide shows how to use the QSuper Employer Direct portal. This guide is updated periodically and re-issued, so make sure you check that you are using the latest edition. The guide is available from the resources section in Employer Direct and the QSuper employer website.

This guide should be read with the Employer Direct Contribution File Format and Specification, available here: https://qsuper.qld.gov.au/~/media/PDFs/Employers/employerdirectfilespecification.ashx?la=en

Contacting us is easy

1300 367 845

[email protected]

Mon-Fri 8.30am-5.00pm


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Access and overview Logging in Step one Access Employer Direct from our website qsuper.qld.gov.au/employers Login Employer Direct If you are new to Employer Direct, contact us so we can provide you with a username and password.

Step two Enter your Username and Password click Log in. Don’t forget, passwords are case sensitive. If you’ve forgotten your password select ‘forgot password’ from the log in screen. A temporary password will be sent to your registered email address. If you have any problems logging in, please contact us.

Navigating the homepage


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The homepage includes the following options:

Contributions

Maintenance

Reports

You also can access these options from either the tool bar at the top of the homepage or by clicking on the dashboard icon as shown above.

Log out and change password

Step one Navigate to the user icon which is on the top of all pages in Employer Direct click Log Out or Change Password.

If you select Change Password, you will see the change password screen.


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Contributions Options for submitting your contributions

There are four options for submitting your contribution file: Upload a new file: if you are going to upload a file extracted from your payroll system. This file will need to be

in the correct format. When you upload a new file, Employer Direct will validate the contributions and data in the file before submission.

Manually key a contribution: if you want to enter all contribution data. This option will give you a contribution

grid with your current employees in it. The amounts will be blank, ready for you to enter the contribution information.

Create an ad hoc contribution: if you need to make an adjustment or fix an error. This option will give you a

blank contribution grid and you’ll add the employee you want to make an adjustment for. Reuse a previous contribution file: if your employees have similar contributions each cycle. This will give you

a contribution grid with previously submitted contribution amounts for your employees as the template for the next contribution return. Changes can be made to amounts before submitting the file.

The same section in Employer Direct will also let you view History, which shows previous files, and Current which allows you to view contribution files you’re currently working on.

Step one Navigate to Contributions select the option you want to use.

Step two

Choose from the following options:


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Select Current Pay Cycle to upload your current pay cycle contribution file (this is the most commonly used option)

Select Previous Pay Cycle if you are making corrections or amendments to amounts paid in the previous pay cycle

Select Use specific dates to enter cycle start and end dates Select Use dates in the file to use the cycle dates in your contribution file.

Step three (if Current Pay Cycle or Previous Pay Cycle is selected) Select Default if you are sending contributions to QSuper or QSuper and other funds. Select Choice if you are only sending contributions to super funds other than QSuper, and have a Choice cycle set up. Otherwise use specific dates or the dates in the file.

If you are sending both default and choice contributions, you must select Default.

Step four (a) – for file uploading Select File to upload.

A navigation screen will pop up. From this screen, navigate to where you’ve stored the file from your payroll/HR system select the file click OK.

Select Next. The file will upload to Employer Direct and will be validated.

If you upload a large file, it may take several minutes to validate.


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Step four (b) – for reusing a previous contribution file Select the contribution file you want to reuse.

Enter a name for the contributions by clicking in the New Filename cell.

We recommend including the cycle or period end date in the filename. This will make it easier to identify at a glance.

Select Next. A file will be created by Employer Direct and then validated.

Contribution files can also be selected for reuse directly from the Historic Contributions list by

clicking on the icon in the Actions column.

Step four (c) – for all other options

Enter a name for the contributions by clicking in the New Filename cell.

We recommend including the cycle or period end date in the filename. This will make it easier to identify at a glance.

Select Next. A file will be created by Employer Direct and then validated.


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Using the grid Adding employees to the grid Step one In the contributions grid select Add Member.

Step two Complete employee personal information.

Step three Complete employee contact details.

Required fields

Field name Additional information – Australian addresses

Address code

Select the address code from the drop-down list You must provide residential address if known

Address line 1 Enter address line one Address line 2 Use if applicable Address line 3 Use if applicable Address line 4 Use if applicable

Suburb Enter the Australian suburb or “OVERSEAS” if overseas address Post code Enter the Australian post code or leave blank if overseas address State Enter the Australian state or leave blank if overseas address Country Enter “au” or the country code from Appendix 7 if overseas address Email Enter the employee’s email address if they supplied it Phone Enter the employee’s landline number if they supplied it Mobile Enter the employee’s mobile number if they supplied it

Enter the employee’s tax file number with no spaces or hyphens.

If the employee has a suffix (e.g. Jr or MP) enter it into this field. QSuper will not record this information but other super funds may.


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Australian addresses Australian address example 1 15 Gale Street Sydney NSW 2000

Field Name Content

Address Details Line 1 15 Gale Street Address Details Line 2

Address Details Line 3


Locality Name Text Sydney State or Territory Code NSW Postcode 2000 Country Code au

Australian address example 2 Unit 2 142 Harold Avenue Enoggera Qld 4051

Field name Content

Address Details Line 1 2/142 Harold Avenue Address Details Line 2



Locality Name Text Enoggera State or Territory Code QLD Postcode Text 4051 Country Code au

Australian address example 3 The Place Unit 10 567 Winston Road Enoggera Qld 4051


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Field name Content

Address Details Line 1 The Place Address Details Line 2 10/567 Winston Road Address Details Line 3


Locality Name Text Enoggera State or Territory Code QLD Postcode Text 4051 Country Code au

International addresses International address formats vary from country to country. It’s important to maintain the format of international addresses as provided by the employee. Address lines 1 to 4 are used for the international address, and “OVERSEAS” entered into the locality field as it is a required field and cannot be left blank. Superannuation funds will not print “OVERSEAS” on correspondence to their members.

Include full address in address lines 1 to 4 Set locality to “OVERSEAS” State and postcode fields must be left blank Country code is mandatory. For country codes see Appendix 1.

International address example 1 275 Central Park West Apartment 14F New York NY10024 USA

Field name Content

Address Details Line 1 275 Central Park West Address Details Line 2 Apartment 14F Address Details Line 3 New York Address Details Line 4 NY 1024 Locality Name Text OVERSEAS State or Territory Code Postcode Text

Country Code us

International address example 2 Acme House 123 Oxford Road Aylesbury HP19 3EQ United Kingdom

Field name Content

Address Details Line 1 Acme House Address Details Line 2 123 Oxford Road Address Details Line 3 Aylesbury Address Details Line 4 HP19 3EQ Locality Name Text OVERSEAS State or Territory Code


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Postcode Text

Country Code Gb


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Unknown addresses Employers must make every effort to send employee addresses to QSuper. This will ensure employees receive important information about their superannuation and potentially avoid lost super in the future. In a rare circumstance where an address is not available e.g. an employee has no fixed address, provide the following:

“UKNOWN” to be sent in address line 1 and locality Postcode “0000”, state “ACT”, and country code “au” All other fields to be left blank.

Step four Complete the employee’s employment details.

Required fields

Field name Additional information

Employment start date Enter the employee’s start date Employment status Select from the drop-down list

Member Reg Amendment reason Enter the reason you are amending the employee’s registration (e.g. NM, EL) Ordinary time earnings Enter the employee’s ordinary time earnings salary for the period

Actual periodic salary or wages Enter the employee’s actual salary for the period Full time hours Enter the full-time hours for the position the employee holds Contracted hours Enter the working hours the employee is contracted to work Actual hours Enter the actual hours the employee worked for the period

Optional fields

Field name Additional information

At work

Not used by QSuper You may need to select this field if you’re sending information to another super fund

Insurance opt out

Not used by QSuper You may need to select this field if you’re sending information to another super fund If your employee wants to opt out of QSuper insurance, they will need to contact QSuper

Occupation description

Not used by QSuper You may need to enter data into this field if you’re sending information to another super fund


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Step five Complete the fund details for the employee.

Select Fund or SMSF. In Search Fund / Search SMSF enter the ABN, USI or name of fund. Choose the correct fund from the list returned.

If the fund is an SMSF that didn’t appear in the search results, select Add SMSF. Enter the ABN, ESA and bank details and select Save. Employer Direct will search the ATO database for the SMSF name and compliance status and populate the Fund Details screen.


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Step six Complete the employer details.

In Employer Details select the correct employer from the drop-down list. Select save when complete to save the new employer details.

Maintaining existing employee details

If you upload contribution files created by your payroll system to Employer Direct, employee detail changes should be included in the uploaded file rather than using the process below.

Step one Select the person icon from the employee’s row in the grid.

Step two Make changes to the Member Details screen as shown in the section Adding employees to the grid. When complete, select save.


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Removing an employee from the grid

To let us know an employee is no longer working for you, you’ll need to enter an employment end date and employment end reason into the grid.

Step one Select the employee in the grid. Select the delete icon.

Step two To permanently delete the member information from the grid, select OK. This cannot be undone.

Matching exceptions

Employer Direct validates the information you’re submitting to us. It will check:

Fund matching Employer matching Member matching Validation errors and warnings


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Fund matching exceptions The fund matching process checks that the contributions you’re submitting are going to a complying super fund.

Message Severity Reason for Validation How to clear this error

No Fund Specified

Error

No Fund ABN or USI has been provided.

Include the Fund ABN and USI in the file.

Incorrect USI

Error

The Fund USI provided does not exist on the ATO USI list and/or the Fund Name has not been provided.

Review and update the Fund USI in the file.

Duplicate USI

Error

Confirm that the correct USI, Fund Name and Fund ABN have been provided.

Select the correct Fund from the drop down.

Blocked Fund

Error

This is a default fund and the fund is blocked for your employer.

Contact QSuper.

Invalid ABN

Error

The ABN provided for the fund does not match the information on the fund validation list.

Review and update the Fund ABN in the file.

Employer matching exceptions If any lines in the file have an employer listed that is different to the employer registered to the Employer Direct account you are logged in to, it will present the following exception.

Employer matching exceptions may occur if you work with files for more than one employer and you choose the wrong file to upload. Please check you have uploaded the correct file or used the correct login details before proceeding.

Step one

Click on the icon next to the exception


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Step two If you are certain you want to change the employer recorded for each employee, select the correct employer from the drop-down list

Step three Correct each employer exception, or click Apply to All to apply the same employer to all exceptions

Additional errors which may appear are listed below:

Message Severity How to clear this error Information

No employer specified – select the correct employer.

Error

Select the correct employer details from the drop-down list.

Employer ABN as not been provided.

No employer record exists for the ABN provided.

Error

The employer ABN provided is not correct.


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More than one employer exists for the ABN or FEN provided.

Error

If the details in your file are correct, please update the details in the Employer Maintenance screen.

If your employer number is correct, please call us.

Multiple employers have been found within the portal that match the data provided but no Fund Employer Number (FEN), or an incorrect FEN has been provided within the file and the employer organisation name cannot be found (or there are duplicates).

You are not authorised to process a contribution file on behalf of the employer.

Error

If you should be able to process a contribution file for this employer, please call us.

This message shows that the contribution file you’re loading is not for an employer you have access to.


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Member matching exceptions When you load a contribution file to Employer Direct, the system will try to match the employee details in the file with details we already have in the Employer Direct database. If core member details have changed, Employer Direct will ask you to check that employee.

You can select Next at any time return to the member matching exceptions at a later time. The contribution file cannot be submitted until you clear all exceptions.

Message Severity How to clear this message Information

Member’s surname has changed.

Error

If the details in your file are correct, select either: Accept to update the member details; or Create new member if this is a new

member.

If the details in the Employer Direct database are correct, mark it as correct and select Accept.

Member’s DOB has changed.

Error

Member’s payroll number has

changed.

Error

The member match function lets you tell us that one of your employees has changed some of their details.

Member number has changed.

Error

Member’s benefit category has changed.

Error

You cannot change a member’s benefit category. Please correct the benefit category in your file and reload it. If you think this change is correct, please call us.

As a member benefit category relates to the type of account the employee has, you’re not able to change this through Employer Direct.

Unrecognised SMSF

Error

SMSF details have to be corrected.

Ensure that the ABN, Organisation Name, Target Electronic Service Address, BSB, Account Number and Account Name are all correctly populated. Ensure that the USI field is not populated.

Step one

Click on the icon next to the exception


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Step two Click on the arrow icon under Info to display expanded information for each line

Step three Click the circle to select the correct line to be kept. Once the line turns green, select accept.


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Validation exceptions

Once any matching exceptions have been resolved (or you’ve selected Next on the Member Matching exceptions screen), Employer Direct validates the contribution file in the following categories:

Member Employment Contribution Fund Employer

If you have a large file, Employer Direct will let you know how many lines have been validated. It may take several minutes to validate your file.

See Appendix 3 for information about each validation exception type.

Review options for validation exceptions

There are three ways to review and correct validation exceptions in Employer Direct.

1. The Validation Issues screen lists all member validation errors and warnings. You can view and correct any exceptions here, or you can select Next to review the exceptions in the contribution grid.


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2. The contribution grid lists all members in your contribution file, highlighting any that have validation

exceptions. The grid can be filtered to show only lines with errors or warnings.

3. A .csv file can be downloaded with all validation exceptions listed. The exceptions cannot be corrected using this file but you may find it useful for reviewing multiple exceptions. The file lists the following fields:

Member number Payroll number Given name Last name Date of birth Exception code Exception description Validation type - warning or error

Procedures for these options start on the next page.

All validation errors must be resolved before you can submit your contribution file. Validation issues screen Step one Click the category line containing the issue.

Hovering your mouse pointer over the fields containing errors will show the error message.


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Step two Correct the errors

highlighted in red. Navigating away from the field you’ve amended will save your changes.

Step three Once all messages have been cleared select next.

You can select Next at any time and correct the errors in the contribution grid instead of on the Validation Issues screen.


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Step four A final validation will be performed, and if you have more than one line for one employee the following error will appear. To fix these errors, you’ll need to add the contributions together into one line and delete the extra line.

Validation issues – using the grid

Step one From the Validation Issues screen select Next. This will load the contribution grid


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Step two Filter the grid to display rows that only contain errors and/or warnings.

Step three Click on the member. This will highlight the sections that have validation messages.

Step four Navigate to the highlighted section (e.g. Contribution) and the cells with validation messages attached to them will show in red.

Step five Click into the cell. If you hover the mouse over the cell, a tooltip will appear with more information about the error. Make any changes needed to fix the exception.

Clicking away from the cell will save your changes and clear the exception.


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Download validation exceptions You can download the validation exceptions as a .csv file if you’d like to review them offline or keep them for future reference. You’ll still need to correct the exceptions in Employer Direct.

Step one On the Validation Issues screen, select Download.

Step two The file will appear at the bottom of your web browser. Click on the downloaded .csv spread sheet to open and save it.

This will open a CSV file containing the information as shown below.


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Other validations SMSF validations: when adding or updating an SMSF, Employer Direct validates the data submitted and will

return an error if there is missing, incorrect information or if the SMSF has become non-compliant. Employer maintenance validations: when updating employer details, Employer Direct validates the data

submitted and will return an error if there is missing or incorrect information. User maintenance validations: when adding or updating a user record, Employer Direct validates the data

submitted and will return an error if there is missing or incorrect information. Fields not used by QSuper: there are a number of fields which are visible in Employer Direct, but are not

used by QSuper. If you see any of these messages, you’ll need to delete the information from that field if the contributions are for QSuper. These fields may need to be used if you are making contributions for other super funds.

Choice fund rules: these are validations that may appear if you are using Employer Direct to pay contributions

to other super funds. If you have questions about these validations, you’ll need to contact the choice super fund for assistance.

See Appendix 3 for information about each validation exception type.

All validation errors must be resolved before you can submit your contribution file.


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Submitting your data

Once all matching and validation exceptions have been resolved, the Next button will become available. Select Next. Your next steps will be different depending on whether you’re making payment by direct debit or direct credit.

For employers using direct debit Step one Check the For Employer and Direct Debit details on the summary and submit screen.


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Step two If you are ready to send the data and money select Confirm and Send

Please make sure there is enough funds in your direct debit account before selecting Confirm and Send. You will be asked to confirm this by clicking Submit.

For employers using direct credit Step one Take note of the Payment Reference number. You will need to use it in the EFT payment reference field when you make the bank EFT transfer.


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It is possible for you to enter your own payment reference into this field, but it isn’t recommended. The payment reference must be 18 digits long, unique, not used previously to make a contribution payment, and exactly matches the EFT payment reference used.

If the payment references do not match, the funds will be returned to your bank account.

Step two (optional) This step is optional. If you’re able to make payment by EFT immediately, go to step six.

Select Save and Hold. This will allow you to arrange payment through your usual processes.

Once Save and Hold is selected, it is not possible to edit the contributions file, so please make sure that all necessary changes are made to the file before selecting this option.


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Step three To continue with the save and hold function, select Yes.

Step four After you have arranged payment, select the file you want to submit from the Historic Contributions screen. This file will be indicated by a padlock icon. To open the file, select the contributions icon under Actions.

Step five On the Review screen select Next


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Step six Select Confirm and Send. This will send the contribution file to us.

The contribution file and money must be sent on the same day.

Employer Direct will return to the Historic Contributions screen and the status icon next to the contribution file will change to to confirm it has been submitted.

Maintenance

The maintenance section lets you update details about your business. Any changes you make will be passed onto


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us and to other super funds (if applicable) when you submit your next contribution file.

If you upload contribution files created by your payroll system to Employer Direct, check that any changes to employer information are also in the uploaded files. You will also need to update the information using the process below.

If you need to make changes to any unmodifiable sections e.g. bank details, please contact us.

Step one Select Employer Details from the Maintenance section or the Maintain Employers link in the navigation bar.

Step two Select the employer to update from the list.

Step three

You can only make changes to the following sections: Contact details – Given name, family name and email address are required fields.


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Address details – You can change all details on this screen. Scroll to the bottom of the screen and select save if you make any changes.

Manage funds You can add super funds for choice contributions by choosing the fund from the drop-down list then selecting Unblock Fund(s). To block a fund, click on the rubbish bin icon next to its name.

You’re not able to change the fields for default funds.


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Manage FENs (Fund Employer Numbers) You can add your employer identifier for other super funds by choosing the fund from the drop-down list then selecting Add/Remove Funds.

Manage SMSFs (Self-Managed Super Funds) You can add and delete SMSFs by providing the fund, ESA and bank account details. An SMSF will need to be deleted if some of the details have changed i.e. bank details. You can then simply add the SMSF again with the corrected details.

Step one Select Add SMSF

Step two Enter the ABN, ESA and bank details and select Save. Employer Direct will search ATO database for the SMSF name and compliance status and populate the Fund Details screen automatically.

Tab preferences This option allows you to set up and maintain tab and column preferences for the contributions grid.


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Changing these preferences will change the setup for all users for your organisation. If you would like to change the tab and column preferences for just your own login, please see the Hiding columns and Moving columns sections in Appendix 1: Navigating the grid.

Step one Select the Employer Preferences tab in the Employer Maintenance screen, and then select Override Custodian Preferences


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Step two On the right of the Tab Manager screen, the Tabs Configuration section can be used to change which contribution fields are included in each tab and their position.

To expand each tab section to show the fields, select the icon

To remove a field, hover over the field line and select the x

To change the position of a field, click and drag the line to a new location with your mouse


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To add a field, click and drag a field from the Available Columns section on the left of the screen to the Tabs Configuration section on the right of the screen.

Select OK when you have finished making changes.

To change the name of a tab heading, select the icon


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User maintenance

The maintenance section lets you update details about your user account. You can also set up new users if your access level is “Employer Master”.

Step one Select User Details from the Maintenance section or the Maintain Users link in the navigation bar.

Step two From the list, select the user ID you wish to update.


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Step three Update any required changes using the tabs at the top of the screen to navigate to each section. Select save to save changes.

User details You can change all details on this screen. User first name and last name are required fields.

Account Details Select Deactivate User to deactivate the user. Please note that user accounts cannot be deleted. Select Reset Password to send a new temporary password to the user’s email address. Select Unlock User to return the number of invalid login attempts back to zero.


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User roles You can edit user roles here. A list of permissions per user role is listed below.

Permission Employer Master

Employer Office Admin

Employer Admin (Group)

Employer Clerical

Employer Read Only

Edit Employer View Bank Accounts for Employer View Employer Add User Delete User Edit User Reset User Password / Unlock User View User / User Roles Add / Edit / Delete Contribution Add / Edit Member Save Payment Submit Payment View Contribution View Employer Payments View Member Resolve Employer Exceptions Add / Edit / Delete SMSF View SMSF


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Creating new users If you have an access level of Employer Master, you can add new users for Employer Direct.

Step one Select Add User from the User Maintenance screen

Step two Enter the user ID and user’s name. Select a user role from the table above.

Step three Enter contact details.

Ensure that a valid personal email address is entered, as a temporary password will be emailed the new user.


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Step four Make sure your employer user group is showing in the User Group Access section. If the User Groups list is empty, select Add/Remove User Groups to add your user group. Select save once complete to save the new user details.


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A temporary password will be emailed to the new user’s email address


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Reporting The reports function will let you produce reports on super contributions you’ve paid. Employer Direct can search and sort on many data points. You can also save searches to make is easy to use them again.

There are a number of ways to access reports in Employer Direct – these are highlighted below.

The top section of the reporting page allows you to filter data you’ve submitted in a number of ways.

You can select as many filters as you need from the options in the drop-down boxes.


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The bottom section of the page allows you to choose how to group the search results by checking the appropriate boxes.

Running reports Select the filters you require for the information you would like the search to produce. For example, to see all contribution you sent to us in the current financial year, select Current Financial Year from the drop-down list in Date Filters and then the fund name from the Fund Name field. Select Search.

Searching results You can search the results for a specific date, number of contributions or amount. In the Search box, enter a date


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or number. For example, entering “Nov” will display all results for November.

Displaying details of the contribution return By clicking on the numbers under No. of Member Events or No. of Contributions, you can display the line by line details of the contribution return.

Event messages Event message are used to confirm the success of a contribution or member registration request. Notifications are accessed via member reporting. You can quickly check if you have any notifications to review by clicking on the bell icon in the navigation bar.

Where a member record appears, there will be a diagonal status bar in the member surname field; this indicates the severity of the message received.

Notification Colour Severity of message

Green Information only and requires no action

Yellow There may be an action required

Red Error message and action required


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The following messages can appear in the Event Messages screen.

Type Short Description Action Comment

Member Registration

Member registration request was successfully processed.

Update member number for new members

For new members, update your payroll system with the provided member number.

Member Registration

Member registration request was not successful

No action

For default members QSuper will contact you if this issue occurs. For choice members, the fund won’t accept these updates from an employer.


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Member Registration

Member registration request not accepted for choice products

No action

Choice funds will only accept member detail updates from the employee.

Member Registration

Data element contained unexpected value

No action

Choice funds will only accept member detail updates from the employee.

Contributions

Error: contributions cannot be accepted from this contribution provider.

Monitor bank account for refund

Contact the fund to check why they have refunded the contribution.

Contributions

Error: member TFN required for this contribution.

Resubmit contributions with TFN

Confirm the TFN details with your employee and resubmit contribution.

Contributions

Error: payment is less than what has been specified with contribution transaction request message.

Send extra funds for the underpayment

Check the preferred payment process with the fund. The fund will usually contact you to request the underpaid amount.

Contributions

Payment is more than what has been specified with contribution transaction request message.


The overpayment will be refunded to your bank account. The original payment reference number will be used.

Contributions

Eligibility issue preventing the contribution being processed. Contact superannuation entity for details.


Contact the fund to check why the contribution couldn’t be accepted.

Contributions

Data element contained unexpected value.


The message will confirm if the contribution has been refunded.

Contributions

No longer a member of superannuation entity.


Member has exited the fund and contributions can’t be accepted.

Any other messages received in Employer Direct will be custom messages. Please contact the superannuation fund for more information.


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Payments

The payments function will let you produce reports on payments you’ve made.

There are a number of ways to access payments in Employer Direct – these are highlighted in the following table.

Apply any filters you require and select Search.


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The results will be displayed.

Each Batch has an expand button. The expanded batch will reveal the batch categories. These categories are explained below and can be expanded further.

Different batch statuses will appear throughout the submission process. These statuses are explained below.

Batch Categories View the status of the:

File submitted to the Clearing House

Payment from the employer to the Clearing House

Payments from the Clearing House to SMSFs

Payments from the Clearing House to APRA funds

Payments from the Clearing House to the QSuper Defined Benefit Scheme

Payments from the Clearing House to QSuper

Description

Fund Payment Failure: At least one of the super funds within the submitted file has rejected the contributions received. You can expand your payments to see which fund has failed or check the Reports screen for a message from the fund confirming the rejection. Self-Managed Super Funds may not send messages and therefore can be identified in the Payments screen by expanding the SMSF field.

Fund Payment Successful: All fund payments within the submitted file were successfully received by the super funds.

Processing: This status indicates that the submitted file is still undergoing processing. This may be in relation to the clearance of employer funds with the Super Clearing House, or the clearance of funds with the super funds.

Payment Cancelled: The payment the employer has submitted for the file has been cancelled.


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Appendix 1: Navigating the contribution grid and historic contributions screen Contribution grid

The contribution grid is where you can view and make changes to the contributions and information you’re submitting for your employees.

Selecting a row You can select a row by clicking on it. The row will be highlighted in blue.

Grid tabs You can easily see groups of fields by clicking on the tab at the top of the grid. You can also use your scroll bar to access the same information.

Errors and warnings in the grid If the information in your grid has generated an error or warning message, the tab will show red for an error or yellow for a warning. These messages may relate to more than one employee.

Cells are one of three colours to show you if the data needs to be corrected or not.

Cell colour Reason Can you submit?

White or Blue The value in the cell is valid Yes

Yellow The cell value has a warning Yes

Red The cell value has an error No

You can also see that an employee has an error or warning when there is an icon in the action column.


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Action column The left-hand side of the grid will show icons that will help you.

Editing data in the grid You can make changes to cells by clicking on them. Once you’ve finished, clicking away from the cell will save your changes and validate the data.

You’ll need to click on the icon in the Action column to edit employee information. Filtering You can filter the grid to display rows that only contain errors and/or warnings.

If there are no lines with warnings or errors, no lines will be displayed if these filters are selected.

Sorting You can sort the columns in ascending or descending order by clicking on the triangular icons.

Icon Action

View warnings and errors

Delete line

Edit member details


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Searching You can search on any field, e.g. name, payroll number, contribution amounts etc.

Hiding columns You can hide columns you don’t need by selecting the cog icon on the tab.

A list will appear deselect the items you want to hide. To save your changes select OK.

Moving columns You can move columns by selecting the cog icon on the tab.

A list will appear click and hold the icon and using the mouse drag the field to the new location. To save your changes select OK.


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Side bar You can see the totals for a file by clicking on the side bar.


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Totals You can view totals for each contribution type at the bottom of each contribution column. The totals will update if you change any contribution amounts in the grid.

Historic contributions screen

The historic contributions screen has several filter options. By default, it will display the last week of contribution files for all employers linked to your user account.


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Status column The left-hand side of the grid will show icons that indicate the status of contribution files

Icon Action

Ready for processing

Member Matching Exceptions

Confirmed and sent

Saved and held (not sent)

Action column The right-hand side of the grid will show icons that will help you.

Appendix 2: Employment status codes You must provide status codes to notify QSuper of your employees’ employment status.

New member codes

New member codes must be supplied in the Member Registration Amendment Reason field when you have a

Icon Action

Re-validate the contribution file

View contributions grid

Re-use the contribution file

Download contributions as a CSV file

Delete the contribution file


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new employee in your contribution file. A date must also be supplied in the Employment Start Date field.

Code Name Description

NM

New Member

The first contribution for a new employee, rehired after termination or change of superannuation account. Do not use this for transfers or secondments.

NT

New Transfer

The first contribution for an employee transferred from another employer or department. NT should also be used for machinery of government (MOG) changes.

NS New Secondment The first contribution for an employee seconded from another employer or department. Existing member codes

Existing member codes must be supplied in the Member Registration Amendment Reason field and are to be used when an employee takes leave or is on secondment. These codes are also to be used for employees after the first contribution has been paid for a new member.

Employment end reasons

Employment end reasons must be supplied in the Employment End Reason field and are to be provided when an employee has ceased employment. A date must also be supplied in the Employment End Date field.

If an employment end reason code is provided, then the Member Registration Amendment Reason field must be blank.


EM

Current Member

A current employee who is making contributions. Also for employees who are on half pay arrangements. If the other codes do not apply use EM.

EW WorkCover A current employee who is on leave without pay for the purposes of WorkCover.

EI

LWOP Continued Sickness

A current employee who is on sick leave without pay due to the employee’s continued sickness.

ES Secondment A current employee who is on secondment to another employer or department.

EL

LWOP Other

A current employee who is on leave without pay for any other reason e.g. study leave, travel, unpaid maternity leave.


LW Resignation The final contribution or adjustment for an employee who has resigned. LD Deceased The final contribution or adjustment for an employee who is deceased. LZ Ill Health The final contribution or adjustment for an employee who has retired due to ill health. LF Dismissal The final contribution or adjustment for an employee who has been dismissed.

LV

VER

The final contribution or adjustment for an employee who has accepted a voluntary early retirement or retrenchment.

LT

Transfer

The final contribution or adjustment for an employee who has transferred to another employer or department or change of accounts e.g. DB, AP. This includes machinery of government transfers.

LR

Other

The final contribution or adjustment for an employee who does not fit one of the above categories.


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Appendix 3: Validation errors and warnings This spread sheet lists validation errors and warnings, as detailed in the validation section of this guide.

Appendix 3 Validation Errors and

Appendix 4: Additional information about fields

Name fields

Additional rules:

A-Z, a-z, apostrophe, hyphen, space No spaces between surnames with Mc or Mac e.g. McDonald not Mc Donald No spaces either side of the hyphen in hyphenated names e.g. Smith-Jones not Smith – Jones No initials – full name must be provided Multi-word names must be separated by a single space

Address fields

Field name Rule Severity How to resolve the error

Address lines 1,2,3, and 4

Alphanumeric Maximum 50 characters

Error

Remove any invalid characters. Reduce to less than 50 characters per field.

Address usage code

Accepted values: RES or POS

Error

Enter either RES (residential) or POS (postal).

Locality


Error

Remove any invalid characters. Reduce to less than 50 characters per field.

Numeric Maximum of 4 digits

Error

Enter the correct Australian postcode.

Postcode

When the country code is not au the postcode must be blank.

Error

Review the postcode and country code.

Accepted values: ACT, NSW, QLD, TAS, NT, SA, VIC, WA or AAT.

Error

Enter the correct Australian state.

State

When the country code is not au, the state must be blank.

Error

Review the state and country code.

Country code

Only 2 letter country codes can be used.

Error

Australian addresses must have “au”. Refer to Appendix 7 for a list of other country codes.

Additional rules:

Alphanumeric allows A-Z, a-z, 0-9, apostrophe, hyphen, space, (), &, / No commas or full stops Refer Section 7 for address examples


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Member data fields

Field name Rule Severity How to resolve the error

TFN

Numeric Maximum 9 numbers No spaces or hyphens between numbers

Error

Check that all 9 digits are populated and that there are no spaces or hyphens. Must be a valid TFN. Although optional, employer obligations

apply. Where the employee has provided

their Tax File Number (TFN), you must

pass the TFN to their superannuation fund.

Email address

Alphanumeric Maximum 200 characters Must contain the @ symbol No spaces

Error

Check that the email address contains an at sign (@), and that there are no spaces. Field must contain only one email address.

Telephone Landline

Numeric Maximum 10 numbers No spaces, hyphens or brackets between numbers Should commence with a 2 digit area code

Error

Check that the number starts with the two- digit area code, that it has no more than 10 digits and that there are no spaces or hyphens. e.g. 0732391124

Telephone Mobile

Numeric Maximum 10 numbers No spaces, hyphens or brackets between numbers Must commence with 04

Error

Check that the number starts with a 04, that it has no more than 10 digits and that there are no spaces or hyphens.

Gender

Accepted values: 1 – Male 2 – Female 3 – Intersex or indeterminate 0 – Not stated

Error

Enter one of the accepted values.

Member Client Identifier


Error

For new members, this field must be left blank. For other members, enter the member’s 6 digit member number.

Payroll Number Identifier

Alphanumeric Maximum 20 numbers

Error

Reduce to 20 characters or less.

At Work Indicator If entered must be true or false Error Correct value to true or false, or leave blank.

Insurance Opt Out Indicator

If entered must be true or false

Error

Correct value to true or false, or leave blank. This field should be blank or false unless the member has elected to not have insurance with their superannuation fund. QSuper members must contact us to make changes to their insurance.


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Contribution fields

Field types Rule Severity How to resolve the error Numeric

2 decimal places Correct amount to 2 decimal places. Contributions No spaces, commas or dollar signs Error Remove spaces, commas and dollar signs.

Numeric

2 decimal places Correct amount to 2 decimal places. Salaries No spaces, commas or dollar signs Error Remove spaces, commas and dollar signs.

Percentage represented as a

decimal between 0 and 1 Correct to a decimal. Rates Error e.g. 5.88% must be 0.0588.

Correct amount to 2 decimal places. Hours are expressed as a fraction. Numeric e.g. thirty-six hours and fifteen minutes

Hours 2 decimal places Error would be 36.25.


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Appendix 5: Contribution History Icon Guide


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Appendix 6: Member Matching Delete Button

Similar Member and Multiple Member Exceptions

The delete button exists in the Member Matching Exceptions tab for exceptions where the database returns two or more Similar Member or Multiple Member matching exceptions for a member. Any contributions associated with the deleted record will still be recorded against this record in historic reports run from the Reports tab. The delete button should not be used to remove valid historic member records where the member may have had a different member number, payroll number or benefit category.

Users may delete duplicate records until only one similar or multiple record remains. Deleting member records does not resolve the matching exception.

The delete function is intended to be used by employers to remove duplicate records that were created in error from the Employer Direct database e.g. where the same member number and payroll number appears for a member on multiple database records.

qsuper employer direct user guide...maintaining existing employee details if you upload contribution...

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