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Intuit

How to automate Super Payments using Beam

Learn how to set up automated super payments via Beam.

Before you begin, ensure you've signed up to Beam by following the steps in this article: Setting up Super Payments with Beam.

Create a Super Payment Batch

  1. Select Employees from the left-hand menu
  2. Select the Reports tab then select Super Payments (listed under Payroll)
  3. Select New Super Payment Batch
  4. Select the appropriate filters (e.g. Date Range, Pay Schedule, etc) then select Filter
  5. Select Create Batch
  6. Select Submit
  7. Select your Payment Method
    • If you select Direct Debit you’ll be prompted to select a Bank Account and Refund Bank Account (where undelivered super amounts are returned to).
    • If you select EFT or BPAY, Payment Details will appear on the screen along with payment instructions. These instructions will also be emailed to the payroll admin.
    • Please ensure that the reference number and amount of the super payment are correct when paying the super batch.

Notes:

  • The super that is calculated in a super batch is calculated according to the pay runs' paid date.
  • Regardless of the date range you choose, super batches will only contain super that has been processed in a pay run.
  • Employees who could not be validated after applying the filters will appear in red or yellow. You can select Click to View to see the error, once you’ve corrected the errors select Validate, then Submit. For additional help on these errors see: Beam Super Payment Errors and Warnings
  • To exclude an employee from the batch payment select the Exclude from batch link next to the relevant employee.
  • If you delete a super batch it cannot be restored/recovered.
Why has my super batch been cancelled and returned?
If you are paying your Beam super batch by EFT or BPay, the most common reasons why the super batch may be returned are if the amount or the reference number entered into the payment do not match the batch details.

Beam requires the details of the payment to match exactly to the batch otherwise the two cannot be linked together. The only information entered into the reference number field of the payment should be the digits of the reference number; text such as 'Ref', 'Reference Number', 'Ref #' and so on should not be included and will cause the batch to be cancelled and the payment returned.

You should see the batch cancel after 10 business days from the batch submitted date, along with email notification. The payment will be refunded and can take up to 12 business days to return. Once the batch has been cancelled, you will need to submit a new batch and send a new payment.

How to access previous Super Payment details

  1. Select Employees from the left-hand menu
  2. Select the Reports tab, then select Super Payments (located under Payroll)
  3. Select the ID number to view additional information for a super payment
  • Created: batch has been created and has not yet been submitted to Beam.
  • Submission Accepted: batch has been submitted to Beam and accepted.
  • Awaiting Payment: batch is awaiting for manual payment if Direct Credit/EFT or BPAY payment method has been selected, or it is awaiting for direct debit payment.
  • Awaiting Clearance: this status is used for direct debit contribution processes and indicates that the request to debit the bank account has been successfully acknowledged.
  • Reconciled: this indicates that the payment has been recovered and cleared from the employer.
  • Send to fund: this occurs when all outbound transactions have been successfully sent to the employee's destination funds.
  • Sent to fund with responses: this occurs after the outbound transactions have successfully been sent out to the employee's destination funds. It indicates that one or more of those destination funds have provided informational responses back.
  • Sent to fund with refund: this occurs after the outbound transactions have successfully been sent out to the employee's destination funds. It indicates that one or more of those destination funds have rejected and refunded one or more contributions.
  • Cancelled: this indicates the contribution process has been cancelled e.g. due to no payment or a dishonour. If your batch is at a CANCELLED status, then you can recreate/submit the batch for the same reporting range.
  • Failed: this indicates that something unexpected has happened during the submission to beam. If your batch is at a FAILED status, then go back into the batch and submit the batch again.

Reporting on your super payments

  1. Select Employees from the left-hand menu
  2. Select the Reports tab, then select Super Contributions (located under Payroll).
  3. Apply the relevant filters then select Run Report

Note: You can toggle the filter for Date Range or Super Batch by selecting it.

When an employee updates their super fund details, confirm with the employee whether the updated super fund should apply to future or unprocessed contributions.

If the employee wants their super fund details updated this can be done through the employee’s record:

  1. Select Employees from the left hand menu
  2. Select the employee's name
  3. Select Super Funds then select Update Contributions
  4. Select Yes or No depending on whether the employee wants the super fund updated for unprocessed contributions.

Note: If an employee has more than one super fund you can also adjust the allocation % from this page.

If you're using Beam to automate super payments, your super batch will need to be successfully uploaded and paid by 3:30pm AEST on Wednesday, 23 June 2021. After payment has been debited, please allow 5 business days clearance for Direct Debit and 3 business days for EFT and BPAY.

Super contributions paid after this date may/may not be received by the super fund by the 30 June 2021 cut-off and if they aren't, they will be included in the 2021-22 financial year.

The final government deadline for all super contribution payments for 2020-21 is Wednesday, 28 July 2021. Super contributions must be received by the funds on or before this date to be tax-deductible.

If you have pay runs that are scheduled for payment between 23 - 30 June, you can create these pay runs in advance, on or before 23 June, finalise them, and then create your super batch for the period up to 30 June so you can pay the super but not actually pay your employees until the scheduled pay date of the pay run.

Contact our support team if you need further assistance with this.

Content sourced from KeyPay

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