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The SuperStream compliance deadline is looming

Posted 3 years ago in Advisors by Sukesh Elati
Posted by Sukesh Elati

Payroll in Xero is a SuperStream certified product and we’re here to help make sure you meet the SuperStream compliance deadline (June 30, 2016).

What is SuperStream compliance?

All businesses in Australia must be ready for SuperStream by June 30, 2016. That’s the deadline for employers to meet the ATO’s SuperStream standard. But you can breathe easy. As you’d expect, Payroll in Xero already provides what you need for SuperStream compliance.

Setting up superannuation funds in Xero must be done correctly to minimise processing failures using SuperStream:

  • All regulated superannuation funds must have a new identifier – a unique superannuation identifier (USI) – that replaces the previous SPIN.
  • Most self-managed super funds (SMSF) must have an electronic service address (ESA).
  • Some employee information – such as a valid contact number, email, and gender – become mandatory.

Note: With Superstream, no cheque payments are made to superannuation funds.

How do I get ready in Xero?

Identify employees whose super details need updating

As there is no direct and reliable one-to-one relationship between a SPIN and a USI, we couldn’t automatically migrate all SPINs to USIs. To assist with this migration, we’ve updated the payroll superannuation accrual report to help you find the employees whose superannuation fund information might need updating.

As with all our reports, you can export this list as an Excel file or a PDF. Once you’ve reviewed the list and have identified employees who don’t have a USI, it’s best to give your employees the new superannuation choice form that includes the USI to complete. They may need to contact their super fund to obtain the correct information. Once you have your employees updated superannuation information, be sure to update your payroll with it.

Update payroll with employee super details

Step-by-step instructions

Follow these steps to update payroll with an employee’s updated superannuation information.

  1. In Settings, select Superannuation to add the regulated super fund.
superstream superannuation fund
  1. In the Employment tab for that employee, select their super fund
superstream superannuation membership

Register for auto super in Xero

When you use auto super, your employees’ superannuation contributions are transferred from your registered account to their nominated super funds (both regulated and self-managed).

Auto superannuation is included within Xero’s premium plans. If you’re not already on one, it’s easy to change and the cost difference is usually small. That way you can be sure you’re SuperStream compliant

To register for auto super:

  1. On the Payroll menu, click Superannuation.
  2. At the top of the page, click Online Registration Form.
  3. Enter all the information making sure you complete each item in the checklist, then click Submit.

We’ll contact you as soon as auto super is activated and ready for you to start processing superannuation payment

Managing superannuation outside of Xero

If you’re using a clearing house or a fund’s online portal to meet your superannuation obligations, you need to check with the clearing house or partie.

38 comments

Anne Murray
April 19, 2016 at 1.20 pm

I run two business names and Employer Numbers, one shows the USI the other I cannot change or replace to show the USI, it still shows the SPIN number. What do I do?

Andrea Silvers in reply to Anne Murray Xero
April 19, 2016 at 4.53 pm

A New Superfund needs to be added in Payroll settings after you know the USI of the fund. The existing Superfund cannot be changed to a USI.

Robyn Launer
April 19, 2016 at 1.34 pm

I have a couple of employees who do not have email addresses, what happens in these instances? Is it OK to use our email address?

Andrea Silvers in reply to Robyn Launer Xero
April 19, 2016 at 4.53 pm

Yes you can. You can add the same email address( your own) for all your employees. But it defeats the purpose of the super funds having employee details. This way Supersfunds can directly contact employees. Email addresses are required

Georgie Greensmith in reply to Andrea Silvers
June 9, 2016 at 4.07 pm

Hi Andrea

I have just spoken with the ATO as I have 3 employees here that do not have email addresses. The ATO are saying that there is not a requirement for employees to have email addresses at all.

If as you are implying above (“This way Supersfunds can directly contact employees.”) that the details of the email address will go through to the superannuation fund I don’t think that it would be appropriate for them to have my email details and potentially be sending me confidential information about the employees.

Is there a method by which we can turn off the requirement by Xero to have email addresses for employees?

Thanks
Georgie

Therese Power
April 19, 2016 at 3.36 pm

Hi Xero,
How do I amend an existing superannuation fund to add the USI number without having to create a new Superannuation Fund? I am in the Payroll / Settings / Superannuation tab and I can’t see an option to just add the USI to an existing fund.
Thanks, Therese

Andrea Silvers in reply to Therese Power Xero
April 19, 2016 at 4.53 pm

A new superfund needs to be added in Payroll settings with the USI. USI cannot be added to an existing fund. You then have to go into your employees employment tab /Pay template and change it to the new USI if necessary.

Mal Buchanan
April 20, 2016 at 8.00 pm

I have an employee who has given me the name etc of his super fund and we have paid through the ATO clearing house, but the funds haven’t shown up in his fund.
How can we check we have the right USI number as the SuperCompany has more than one super account available to pay in to.
Mal.

Andrea Silvers in reply to Mal Buchanan Xero
April 21, 2016 at 5.01 pm

Unfortunately, you have to check with the fund and the ATO clearing house about the status of the payment. Re: The right USI number , it is up to the employee to tell you which superfund they want the Super paid to and you should give the employee a super choice form.

Jay Cooper
April 21, 2016 at 2.02 pm

I’ve added the super fund to the employee, but we have a Standard plan which does not include auto super. Are we compliant with SuperStream even if we don’t use auto super (and simply transfer the funds to the staff member’s super account)?

Andrea Silvers in reply to Jay Cooper Xero
April 21, 2016 at 5.02 pm

Xero is a Superstream ready product. Part of Superstream is also the data that is required to be sent to the super funds in addition to Payments. While all the necessary data for superstream can be entered in Xero, you have to check with your super fund to see if they need any more information for the employee to be superstream compliant.

Brian
April 28, 2016 at 4.17 pm

I have two emploee’s. One has a SMSF which we use EFT to make Super payments, the other employee uses a Regulated Super Fund and we make payments via Bpay for this employee. I have updated the required USI fields for each in xero…
Can I continue to make these payments in this manner and be superstream compliant?
If not what do I need to do when making these payments to make them compliant?

Richard Seager
May 25, 2016 at 1.59 pm

I want to change my telephone number that texts are sent to to confirm payments. I’ve tried to do this several times by email and once by phone (by dropping down a few numbers I was able to talk to someone at Xero who was helpful but still failed to fix problem). Honestly I’m at a loss to understand why you can’t reply to emails on this issue and to help me fix this problem. Old phone number is no longer valid.

Sukesh Elati
May 25, 2016 at 5.39 pm

Hi Richard,

Sorry to hear that you are having issues changing your mobile number for Auto Super. I will follow up on this internally and make sure your issue is addressed.

Sukesh Elati
May 25, 2016 at 5.57 pm

@Richard,

My understanding is that we had sent you two emails asking for Xero support to be invited to your org but we haven’t heard back.

However, i now understand that this issue has been addressed. Please do not hesitate to reach out if you need further assistance.

anil gupta
May 25, 2016 at 10.52 pm

Dear XERO
We have employees who contribute through salary sacrifice part of the salary ( this is in addition to employers contribution ) . How is the salary sacrifice data to be incorporated in the system to enable payment through superstream
Thanks / Anil

Sukesh Elati
May 26, 2016 at 8.02 pm

Hi Anil ,

If the employee has a pay template set up , Navigate to Pay Template under the employee card and click on Add Superannuation line. This brings up a modal where you can select the contribution type for Superannuation.

If you select the contribution Type Pre-Tax Voluntary Contribution (RESC) , this will set up the salary sacrifice for you and any future pay runs you do for the employee will automatically have this Salary sacrifice line added to them.

Re: the payment , if you use Our Auto Super functionality , this superannuation payment from the payslip will be available as a payment that can be added to the batch. Using Auto Super is the easiest way for customers to be superstream compliant ( provided you have the right fund set up )

If you do not use Auto Super , you have to check with your funds portal or a clearing house if they need anymore information.

Hope this helps. Please do not hesitate to contact our support if you need assistance.

Tom Smith
May 31, 2016 at 8.14 pm

I have added the USI version of the super fund for an employee and changed the pay template to reflect this however it does not update in the accruals report. Is there something I am not doing to get all past pay runs updated with the new information?

Sukesh Elati
June 1, 2016 at 11.05 am

Hi Tom ,

If you want all the historical information and unpaid auto Super contributions updated with the new information , you have to update the existing membership in Employment tab.

So, please navigate to the employment tab of the employee and under the Superannuation membership section , click on the existing(SPIN) membership and change the fund to the new USI fund. This way all historical super will also be updated.

Looks like you have just added a new membership. If you do this , only the Super contributions going forward will change.

Hope this helps.

Katherine
June 8, 2016 at 7.04 pm

Currently, for employees that have only provided mobile phone numbers, we have saved these into the ‘Mobile Number’ field in the employee details tab while leaving the ‘Phone Number’ field blank. Does this satisfy the mandatory contact number requirement or do I need to go through and copy these mobile numbers into the ‘Phone Number’ field?

Anita
June 9, 2016 at 11.14 am

How do you process a new employee who chooses your Fund of Choice as the default and therefore they do not have a member number to put into the system?

Sara Rumble
June 9, 2016 at 3.00 pm

Xero you can do better i am sure! 9 days to process super contributions as per your email today is really not good enough!!!!…The deadline for super contributions is fast approaching – we suggest you submit your Superannuation batches by 1pm AEST on Tuesday 21 June. This way the payments will reach the super funds on time and you’ll be able to claim these payments as tax deductions.

Jo Jenkins
June 9, 2016 at 4.48 pm

Xero, we pay super quarterly through your superstream system. The tax office says the quarterly payments are to be made by the 28th of the following month i.e Apr – Jun gets paid in July , however you are suggesting we should be paying super by 21st Jun. We still have payrolls to do after that date for June . Can I just pay in July as expected by the tax office and what impact does this have on the staff payment summaries as it’s their Apr – Jun payment.

Jo
June 9, 2016 at 5.14 pm

Dont worry I have had this question answered thanks 🙂

Sukesh
June 9, 2016 at 8.05 pm

@anita: You have to check with your default fund on what membership number they can accept. Some super funds from have accepted UNKNOWN and NEW as member numbers.

@Sara : As you may already know, Xero works with a third party supplier to clear these payments. The date was provided to us by the third party. This date was provided because if there are funds that require payments by cheque it takes longer. Hence for you to be able to claim tax deductions for these ( old SPIN) funds , you need to submit by 21st.

If you have all the employee set up that is superstream compliant ( have all the USI’s , required ESA’s for SMSF’s) you can do it by the 24th June.

@Jo: You are right in interpreting the ATO requirements. You can pay Super in July if you wish and it should be fine. However, for the amounts to be tax deductible in the FY, these payments should reach the fund before the EOFY.

So , if you want to claim tax deduction on any super payments made in this FY, june 21 applies to you. You can claim the amounts that miss this deadline in the tax returns for the next FY.

Hope this answers your questions.

Lisa
June 16, 2016 at 3.20 pm

Re: your reply to Jo. Are you saying that we can make a partial quarterly payment to the ATO through superstream by 21 June and thus claim a tax deduction in the 2015-2016 financial year and then make another payment to mop up the 2 remaining wage payments made for this financial year? How?

Scott
June 22, 2016 at 11.39 am

I have 2 employees with Sun Super and their USI doesn’t show up
Do I need to add it manually for SuperStream to work
Can you please advise me on the next step

charlotte
June 23, 2016 at 5.16 pm

Hi XERO,

I entered the wrong information of Authoriser Details when I filled the Online Registration Form. I am told that “ABN is already registered with Auto-Super” when I tried to amend the Authoriser Details. So how can I revise the information?

Sukesh
June 24, 2016 at 11.13 am

Hi Charlotte ,

Please contact our support team and we will be able to assist you with this.

Irene Stamatopoulos
June 28, 2016 at 1.01 pm

This is the first time i’m using auto super to process our superannuation and even though i’ve followed your instructions the batches are not processing. I’m not even receiving an error message so I don’t know why it’s not processing. Does anybody have any suggestions?

Gordon Cumming
July 5, 2016 at 5.54 pm

We have two employees that use a self managed superfund with AusPost gateway.
They have reported back that the superannuation has not been divided to show which employee got which amount – it only shows a total. in my employee setup i have allocated two different member numbers – Has any one else had this problem and do we know if this is a click problem or Xero problem.

Sukesh Elati
July 11, 2016 at 4.32 pm

@Irene : Please contact our support team for a resolution if your issue has not been resolved already.

@Gordon: I was chasing this up with Click super and they have advised that there could be an issue at the ESA provider.

Hayley
July 13, 2016 at 11.06 pm

We recently registered for the Auto Super. However, i have had to add a new Super Fund to one of our employees & am unsure how i get this fund added to the Auto Super? I no longer have the option to submit the online registration form as i did the first time. How do i get this new super fund to show that it is one of our Auto Migrated funds???

Sukesh
July 17, 2016 at 7.02 pm

@Hayley – You don’t have to (and cannot ) add a fund detail to auto Super registration. All Superannuation funds can be added under Payroll settings > Superannuation tab. Any new regulated Superannuation funds in Xero are already superstream compliant.

So they wont show up under the Auto Migrated fund details.

After you add the Superannuation fund in Payroll settings > Superannuation tab, you can assign it to the employee under employment tab.

Maurice Gannon
July 18, 2016 at 2.21 pm

I think it would be great if Superstream payments that are pending approvals could be set up to appear on the Dashboard. (probably repeating something someone else has already suggested).

Hayley
July 21, 2016 at 11.34 am

I am trying to add a super payment for auto super for an employee that has their old Super Fund assigned on their payslip. It won’t let me change it on the payslips as i have processed their payment summary & the payslips are linked to that pmt summary. How can i allocate those super amounts (due 28 July) to the new super fund & submit it for payment asap?

Sukesh
July 21, 2016 at 7.25 pm

@hayley :

If you add a new fund to Payroll settings and navigate to employee tab > employment and change the existing membership to a membership with the new fund , this would let you make super payments to the new fund from the Superannuation Screen.

Please do not hesitate to contact our awesome support team if you need more help.

Thanks

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