Context: This feature is the ability to upload one file for multiple organisations at the parent level and split the contribution to each of the branches and subsidiaries to pay for their own employees within the contribution.
Notes:
- For this workflow, you will need to set up the bank payment details and refund account for every organisation. Each of the branch and subsidiaries require their own payment and refund details to be set up in order to submit a contribution. The entire contribution file will be blocked if one of the entities has not set up their payment and refund account details.
- Authorisation flow and file mapping is currently not available for this feature.
Setting up branch organisations
For information on how to set up a branch, see How to add a Branch?
Setting up subsidiary organisations
For information on how to set up a subsidiary, see How to add a subsidiary?
To complete the set up of each of your subsidiary or branch organisation(s) navigate to Settings for each organisation and complete the contributions settings.
Contribution payment details
Set up the preferred payment method for the organisation to pay their superannuation. This can be via EFT, BPay or Direct Debit.
For more information on how to set up contribution payments, see Set Up Contribution Payments.
Contribution refund account
For information on how to set up a refund account, see Set Up a Refund Account for Contributions.
Contributions Notifications
If an organisation administrator of the parent company wishes to receive contribution notifications of the branch or subsidiary organisations, they will need to add themselves to the contribution notifications under contributions settings of each individual organisation.
By default, the user who sets up an organisation receives the contribution notifications.
This can be configured under Settings > Contribution settings > Contribution notifications.
You can add more than one to the notification centre.
For more information on how to set up notifications for contributions, see Contribution Settings - Set Up Contribution Notifications.
Setting up Users for each of the organisations
The organisation administrator for the parent organisation will have access to all the branch and subsidiary organisations that they have set up. All other organisation administrators of the parent organisation will need to be added to the branch or subsidiary if access is required.
For information on how to set up users, see Users and User Management.
Note: Branch and subsidiaries users will not have access to the parent organisation unless specifically added as a user.
You can now submit your contribution.
Submitting a contribution parent view
Notes:
- Before you upload your first contribution, please ensure you have added the payment method and refund account for all organisations.
- When populating a SAFF file for a branch organisation, you must ensure the ABN, location ID and Super Fund generated Employer Identifier is populated in the SAFF file so that the employees can be allocated to their correct organisation.
Select Contributions on the left hand side navigation bar.
Upload a contribution file with all the registered organisations for the hierarchy to the parent (or topmost company).
-
Exclude any employees that have errors or inline edit those with errors that can be edited.
Note: Child organisations paying by Direct Debit will have the amount automatically debited once the contribution is submitted. Organisations paying by any other method will receive an email notification to make payment.
- Review your contribution summary and submit your contribution.
The contribution will be shown in a new status Split and distributed with an icon to show that the master file uploaded at the parent has been split. This remains the master file.
Each organisation has been split into individual files and submitted individually to be viewed by each individual organisation. Each of these individual files will have their own process ID.
Clicking the Process ID link of the Split and distributed contribution will take you to the split contribution timeline.
-
If you click on View organisations it will show a list of all the organisations in the master file.
-
The status of each organisation will update as they are paid, sent to fund or receive a refund. This is the parent organisation overview.
To see a more detailed view or the contribution at the organisation level, click the Process ID for a specific organisation.Tip: Pre submission errors, warnings and information for all organisations can be viewed at the parent organisation in the split master contribution. All pre submission and post submission errors, warnings and information for a specific organisation can be viewed in each organisation.
-
A child organisation will now need to make a payment for their contribution.
If the payment details are Direct debit, the payment is automatically deducted for their account when the parent submits the master file to be split and distributed.
If you are paying by another payment method, (EFT, BPay or PayID) the child organisation can view the payment details by navigating to the Contribution grid, and selecting View payment details.
Refunds / Errors
If there is a refund received, it will be returned to the child account.
The Clearing house status will update as will the timeline. Details of the refund can be found in the notifications and an email sent to the user(s) listed on contribution notifications.
Note: If you receive an error, please ensure you update your source payroll, system in time for your next contribution with the correct information.
If the payment method is Direct debit, the money will be refunded directly to the refund account. All other payment methods will be refunded to the VBA.
Note: If you need to resubmit a contribution for an employee, that can be done either at the parent level by file upload, the child level by file upload or the child level by manual grid.
Employees
All employee records for all organisations in the uploaded file will be saved under the Employees tab at the parent level. The employee records for each organisation will also be saved at the organisation level under the Employees tab.
Contribution history can be viewed by going into an employee record.
For information on how to view and export the contribution history for an employee, see Employee Contribution Report.