Although Statewide QuickSuper is fairly easy to grasp, we understand there may be times when you find yourself stumped. If you can’t see the answer to a specific issue in our FAQ section below, please don't hesitate to call us on 1300 65 18 65.
What is SuperStream?
SuperStream is a government initiative aimed at improving the efficiency of the superannuation system. Under SuperStream, employers must make super contributions on behalf of their employees by submitting data and payments electronically in a consistent and simplified manner.
How will SuperStream benefit employers?
These changes have a range of potential benefits for employers, including:
• the opportunity to use a single channel when dealing with super funds, regardless of how many funds your employees contribute to
• less time spent dealing with employee data issues and fund queries
• greater automation and reduced cost of processing contributions and payments
• more timely flow of information and money in meeting your superannuation obligations.
How do I turn off payment email notifications?
As a default, you will receive emails from QuickSuper when a contribution payment is made. You can turn this setting off by going to Administration>Company Preferences>Contribution Preferences and selecting NONE under the Notification on Allocation of Payment.
How often are passwords reset?
To protect your account against fraud, QuickSuper has a built in security feature which requires you to change your password every 90 days. This time period is set within QuickSuper and cannot be changed.
I have forgotten my password – how do I reset it?
You can reset your password from the QuickSuper sign in page. Just click on 'Reset My Password' and answer the security questions; QuickSuper will automatically send you a new temporary password.
Nothing happens when I click 'save' – where am I going wrong?
If you click 'save' after entering data and it doesn’t take you to a new page, it means there is something that is not correct on the current page. Check all of the mandatory fields are filled and that the formats of dates are correct (examples are provided next to these fields). All other errors will appear in red text.
How is Statewide Super helping employers meet the government's SuperStream legislation?
Statewide Super is switching to a free payment solution called Statewide QuickSuper to help employers to dramatically simplify the process of paying employee super contributions. Statewide QuickSuper is fully compliant with the government’s new SuperStream legislation and allows you as an employer to make just one payment for all your staff, regardless of which super fund they belong to.
Who is eligible to use QuickSuper?
If you’re already registered with Statewide.On.Line, you’re eligible to use Statewide QuickSuper. If you already have a Statewide Super employer number, but haven't completed our registration form, you’ll need to do so before signing up for QuickSuper.
Does it cost employers to use QuickSuper?
No. Statewide QuickSuper is free service.
How does Statewide QuickSuper work?
Statewide QuickSuper is an online portal (or clearing house) that allows you make super payments to multiple super funds in just one transaction. You can submit your super information either by uploading a file (bulk), or by entering the information directly (individually). You can choose to pay either by direct debit or by electronic funds transfer (EFT). Once your contribution details have been submitted, Statewide QuickSuper then sends super payments on your behalf to the nominated super accounts — usually within three business days.
How do I join QuickSuper?
If you’re already registered as a Statewide Super employer, you can apply to use Statewide QuickSuper here. Be sure to have your business details handy – like your ABN – when applying.
What are the QuickSuper payment options?
You can choose to pay either by direct debit or electronic fund transfer (EFT). QuickSuper does not support BPAY.
When you sign up for QuickSuper, who are you entering into an agreement with?
QuickSuper is owned and operated by Westpac Banking Corporation (Westpac), not Statewide Super. So when you register for QuickSuper, you’ll be asked to accept the terms and conditions with Westpac before proceeding. The QuickSuper terms and conditions are standard for all employers and cannot be changed on request.
I have always paid with BPAY. How do I make payments in QuickSuper?
You can elect to use EFT. Rather than entering the BPAY biller code and customer reference number (CRN) into your online banking system, you can enter the BSB and account number presented to you by QuickSuper into the 'pay anyone' section of your online banking. This means you can select the account from which you would like to make contributions.
Employee set up and maintenance
How do I add an employee’s self-managed super fund (SMSF) into QuickSuper?
QuickSuper already has most retail, industry and funds loaded. However, you can create SMSFs (self-managed super funds) within QuickSuper via Funds>Create Funds. You will need the fund’s SPIN, USI or ABN before it can be registered. If there are a large number of SMSFs, you can use the template and specification on the Funds>Create Funds screen and do a bulk upload of SMSFs. For more details see section 4.2 Client Funds in the User Guide.
How do I view employee details?
It will depend on whether you are a single or multiple employer. Single employers will have a menu option called Employees. Multiple employers access employee information via Employers> View Employers. Select the Employer, then click the View Employees button.
Can I have more than one default fund?
Yes. You can select to have more than one default fund. To create or add a default fund, go to Administration>Fund relationships. NOTE: if a member registration record with an unknown member number is to be created and sent to the fund, the fund must be set as a default fund.
What should I do if my employee has an SMSF but hasn't provided their SMSF’s ABN, bank details or electronic service address?
An employee who has an SMSF is required to provide their employer with their SMSF’s ABN, bank details and electronic service address to enable SuperStream contributions to be received. If an employee with an SMSF hasn’t provided you with this information, you should contact them and:
• advise that you will soon commence sending SuperStream contributions
• nominate deadline for providing you with their SMSF information (ABN, bank details and electronic service address) – as a general rule, information should be provided to an employer 60 days before contributions are sent using SuperStream
• advise them how to access the register of SMSF messaging providers
• advise them that they must register to obtain an electronic service address (alias).
Refer to Register of SMSF messaging providers. If an employee with an SMSF has not provided you with the required information when you commence sending SuperStream contributions, you will need to use existing processes to meet your super guarantee obligations.
What do I enter in the Payroll ID section?
The Payroll ID field is used to uniquely identify an employee within an employer business. That is, no two employees within the one employer business can have the same Payroll ID. You may already have such an identifier in your payroll system, but it may be called something else (e.g. employee ID, payroll number or employee number). If you don’t already have an existing identifier, you’ll still need to enter a value into the Payroll ID field. This must be no longer than 15 characters.
The tax file number field is mandatory – what if I don’t have my employees tax file number?
Whilst we strongly recommend you obtain your employees' TFNs, you can still select The employee had not provided their TFN and continue making contributions. Each time you submit a contribution for an employee without a TFN, it will produce a warning but you can still submit the contribution. If an employee doesn’t want their fund to have their TFN recorded, they need to contact the fund directly and ask them not to record it.
What is the 'Suffix' field for?
This field is used for awards, honours or any other kind of denomination that may follow the name of a person, such as Junior (Jnr) or Justice of the Peace (JP). This field can be left blank.
How do I remove employees from the grid?
Select View Employees. Select the employee, and select End Employment. Fill in the dates and any other information.
If my employee’s postal address is different from their residential address, which one do I enter?
Enter the postal address.
If I didn’t add a fund for a new employee, how do I go back and do this?
View Member, click on member’s name and then click on the Fund Memberships tab and select add fund membership.
When entering an employee manually it is not accepting the date of birth. Why?
The date of birth needs to be in the specific format of DD MMM YYYY; for example, 01 Jan 1992. (The date, followed by a space, followed by the first three letters of the month, followed by a space, followed by the year in full.)
When should you use the data file instead of directly entering data into QuickSuper?
If you’re an employer with 20 or more employees, you may find it easier to use the data file (bulk upload) for making super payments. Just be aware that you may have to use the direct entry method if your payroll system has data extract limitations. If your payroll system can provide a SAFF or QuickSuper compliant extract, you can upload the file directly to Statewide QuickSuper with no need to pre-enter employees. However, if you decide to enter online contributions, you can either bulk upload using a standard file format (recommended for >20 employees), or enter individual employees directly into Statewide QuickSuper.
Why is it not accepting the telephone number I have entered?
All telephone numbers including landline numbers must be 10 digits; that is, all landline numbers must include the area code.
Can I use my own superannuation identifiers in my contribution upload files?
Yes. When your payroll system already uses a specific code for a superannuation fund that is not the USI (unique superannuation identifier) you can upload these funds. You can then use the fund relationships functionality to map your loaded funds to the QuickSuper master list of funds. This is done via Administration>Fund Relationships.
What are the different statuses of a contribution file?
Under either the Online Contributions or the Upload contributions menu, under View In Progress files you can see the status of any active contribution files.
• Uploading — A contribution file submitted is currently being processed into QuickSuper. The file will remain in this state until validation and processing is complete (which may take a few minutes).
• New — A contribution has been created but not yet submitted. The file may have alerts or warnings that need to be addressed before the file can be submitted
• Awaiting Authorisation — A user is required to authorise the contribution.
• Awaiting 2nd Authorisation — A second user is required to authorise the contribution.
• Authorised — A contribution has been approved and ready for payment. Please note that when no authorisers are nominated, a new contribution that has been successfully submitted will move directly into the authorised state (i.e. there will be no Awaiting Authorisation or Awaiting 2nd Authorisation step).
• Error — A contribution file contained invalid data and could not be processed. Please download the receipt file for a detailed list of the errors found during processing.
• Processing — Payment for contributions has been received from the employer; however, not all outbound payments to funds or the employer have been processed.
• Processed — Payment for contributions has been received from the employer and all outbound payments to the funds or the employer have been processed.
• Cancelled — The entire contribution has been cancelled and all money has been returned, or is scheduled to be returned. Once a batch is cancelled, it is displayed in the In Progress list with a status of New. You cannot cancel a file once it has commenced processing or has been processed.
How do I delete a contribution file?
On the Contribution Summary page, click 'Delete' and click 'OK' on the popup.
Why are EFT instructions not available?
EFT payment instructions are not provided until after the submission has been made and, if applicable, authorised. This is to reduce the risk of payment being made prior to the submission being in a state that would allow matching with the incoming payment. Once the submission is ready, the EFT payment instructions are displayed on the screen.
Can I cancel a scheduled submission?
You can cancel a scheduled submission at any time before payment has been processed. If paying by direct debit, the cut-off is 4pm on the date scheduled. If paying by EFT, this is any time until the payment has been received by us. On the Contribution Summary page click 'Edit File'. Once a batch is cancelled, it is displayed in the In Progress list with a status of 'new'. You cannot cancel a submission once it has commenced processing or has been processed.
What happens if a payment is rejected by another fund?
Should a payment be rejected by the receiving fund fund, you’ll be notified by Statewide QuickSuper via email. Your payments are then refunded to your nominated bank account – this will be shown within your Statewide QuickSuper transaction history.
What happens if a payment is rejected by QuickSuper?
If Statewide QuickSuper can’t match contribution data against a payment, you’ll receive an email notification. If the issue is not resolved within three business days, Statewide QuickSuper rejects the transaction and refunds your money.