amist super clearing house · · 2015-04-22this clearing house user guide is issued by australian...

User Guide

www.amist.com.au | [email protected] | March 2015

AMIST Super Clearing house

1800 808 614AMIST Super Hotline

This Clearing House User Guide is issued by Australian Meat Industry Superannuation Pty Ltd ABN 25 002 981 919 as Trustee for the Australian Meat Industry Superannuation Trust (“AMIST” or the “Fund”), Australian Financial Services Licence No. 238829.

The information contained in this Clearing House User Guide is current as at the date of its preparation. However, changes to information after that date may result in this Clearing House User Guide being updated or replaced from time to time. Unless the changed information is materially adverse to members, the Trustee may not always update or replace this Clearing House User Guide to reflect the changed information. Such updated information will instead be published on the AMIST website at www.amist.com.au. Paper copies of any updated material will also be available free of charge upon written request to the Trustee.

The information in this Clearing House User Guide is of a general nature only. It does not take into account your particular objectives, financial situation or needs. Before acting on information in this Clearing House User Guide you should consider the appropriateness of the information having regard to your particular objectives, financial situations or needs. Neither the Trustee nor AMIST’s representatives are licensed to provide personal financial advice. We recommend that you speak with a qualified and independent financial adviser before making a financial decision.

The governing rules of AMIST are contained in the AMIST Trust Deed, which is a legal document governing the Fund and is available for inspection on request to the Trustee. From time to time the Trustee may alter the provisions of the Trust Deed.

Clearing House User Guide March 2015 Version 1.0

1.0 Introduction 11.1 Audience 31.2 Learning Outcomes 11.3 System Technical Requirements 12. What Is AMIST Super Clearing House? 22.0 Background 22.1 Requirements 23. Logging In & Navigating

AMIST Super Clearing House 33.0 Logging In 33.1 Exiting 33.2 Menus 43.3 Buttons 53.4 Fields 53.5 Browser Navigation Buttons 53.6 Contribution Batches And Their Statuses 63.7 New Member & Member Amendment Statuses 83.8 Exit Statuses 84. Checking Details In AMIST Super Clearing House 94.0 Employer Details 94.1 Employee Details 104.2 Status Of Member Amendments 154.3 View Submitted New Member Applications 16

4.4 Download Employee Contribution Advices – Date Range 17

4.5 Payment Methods 185. E-Form Processing 205.0 Regular Processing 205.1 Add A New Member 215.2 Member Amendments 235.3 Add New Members To

The Contribution Schedule 275.4 Submit A Contribution Batch 295.5 Download Employee Contribution

Advices – Per Batch 335.6 Exit Member 346. Payroll File Processing 366.0 New Member Payroll Files 366.1 Contribution Payroll Files 396.2 Member Amendment Payroll Files 427. Choice Of Fund Processing 467.0 Link To A Complying (Choice) Fund 467.1 Applying For A New SMSF Fund 487.2 Checking Outstanding Fund Requests 497.3 Checking Choice Of Fund Payment Status 507.4 Receiving Feedback From Choice Funds 52


Contents

AMIST Super Hotline 1800 808 614 | [email protected] | www.amist.com.au Page | 1

Overview of Changes1.0 IntroductionThis document has been written to assist you in using AMIST Super Clearing House.

1.1 AudienceThis document has been designed for the following AMIST Super Clearing House Users:

• AMISTSuperClearingHouseSupportTeam

• AMISTSuperEmployers

1.2 Learning OutcomesIn conjunction with attending the applicable training, you will be able to do the following:

• NavigatethroughoutAMISTSuperClearingHouse

• DescribeallofthetasksthatfirsttimeusersmustcompleteinAMISTSuperClearingHouse

• Processnewmembers,contributions,amendmentsandexitsusingane-Form

• Processnewmembers,contributions,amendmentsandexitsusingapayrolluploadfile

• ProcessDefaultandChoiceofFundContributions

1.3 System Technical RequirementsWhat system access do I require?

• InternetExplorer

• MSExcel

• LotusNotes

AMIST Super | Clearing House User Guide | March 2015Page | 2

2. What is AMIST Super Clearing House?2.0 BackgroundAMISTSuperClearingHouseprovidesasecureonlineenvironmentforEmployerstoremitcontributionstooneormoresuperannuation funds.

By using AMIST Super Clearing House, efficiencies can be gained as the contributions are processed automatically, withnomanualinterventionrequired.ItprovideselectroniccommunicationforEmployerswithFunds,withgreatervisibility for improved handling of member queries.

AMISTSuperClearingHouseprovidesthefacilityformoneytonon-defaultfundstobecleared,inlinewiththeChoiceof Funds legislation.

2.1 RequirementsThere are a few things you need to have organised before you begin using AMIST Super Clearing House:

• YourcomputermustbesetuptoaccesstheInternet,usingareasonablycurrentbrowser

• AnEmployerAMISTSuperClearingHouseUserIDandPassword

• CurrentlistofMembersandtheirnormalcontributionamountsorpayrollfile

Downloading a Current BrowserAMIST Super Clearing House has been designed to work best with the most current versions of Microsoft Internet Explorer(IE),NetscapeNavigatororMozillaFirefox.IfyouareusingversionsearlierthanIEVersion6orMozillaversion 3 then you must download a more recent version to use all of the facilities within AMIST Super Clearing House.


3. Logging in & Navigating AMIST Super Clearing House

3.0 Logging InThe steps required to log in to the AMIST Super Clearing House website are outlined below.

Process Explanation and screens

Internet Browser Open your Internet browser.

AMIST Super website

Visit www.amist.com.au and click on the button in the top right corner.

Secure Site – The AMIST Super Clearing House login page begins with https, which indicates that you are connecting to a secure Internet site.

Login Type your User ID and Password into the login page fields.

Click on the button. The Password appears as asterisks (*) to ensure that no one can read it from the screen.

3.1 Exiting ThestepsrequiredtoexitfromAMISTSuperClearingHouseareoutlinedbelow.


Internet Browser Click on the Exit menu item.

Your guide ePay for Employers

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PROCESS EXPLANATIONS & SCREENS Login Type your User ID and Password into the login page fields.

Click on the button. The Password appears as asterisks (*) to ensure that no one can read it

from the screen.

3.1 Exiting The steps required to exit from ePay are outlined below. PROCESS EXPLANATIONS & SCREENS Internet Browser

Click on the Exit menu item.

Close the Browser

Close the browser.

Tip

Timing Out – ePay times-out automatically if it is not in use for approximately 1 hour. If a session times out you must log in again to continue using it.


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from the screen.



Close the Browser

Close the browser.

Tip






from the screen.



Close the Browser

Close the browser.

Tip



Close the Browser Close the browser.

Timing Out–AMISTSuperClearingHousetimes-outautomaticallyifitisnotinuseforapproximately1hour.Ifasession times out you must log in again to continue using it.

3.2 MenusThemainoptionswithinAMISTSuperClearingHousearepresentedinmenus.EachoptiononthemenuisalinktoanotherAMISTSuperClearingHousewebpage.Anexampleofthemenuisshownbelow.

Insomecases,whenyouclickonormoveyourcursoroveranoptioninthemainmenuasecond-levelmenuappears.

To navigate using a menu, click on the menu option you want. The relevant AMIST Super Clearing House page opens.

To return to the main menu item after completing a function:

1. Click on the button that appears on many AMIST Super Clearing House pages.

2. Alternatively, select a new menu option





from the screen.



Close the Browser

Close the browser.

Tip



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3.0 Menus The main options within ePay are presented in menus. Each option on the menu is a link to another ePay web page. An example of the menu is shown below.

In some cases, when you click on or move your cursor over an option in the main menu a second-level menu appears.

To navigate using a menu, click on the menu otion you want. The relevant ePay page opens. To return to the main menu item after completing a function:

1. Click on the button that appears on many ePay pages. 2. Alternatively, select a new menu option

3.1 Buttons There are a number of standard buttons that appear on ePay web pages. The buttons are used to navigate between ePay pages and perform other processing functions. These buttons are described in the following table:

Button Clicking on the button….

Saves the changes you have made to the ePay database.

Returns you to the top level of the ePay menu function you accessed. Any changes made on the page will not be saved.

Clears all the values in all the fields on the current ePay page.

Starts a search, using search criteria you have entered.


























3.3 ButtonsThere are a number of standard buttons that appear on AMIST Super Clearing House web pages. The buttons are used to navigate between AMIST Super Clearing House pages and perform other processing functions.

These buttons are described in the following table:

Button Clicking on the button... Saves the changes you have made to the AMIST Super Clearing House database.

Returns you to the top level of the AMIST Super Clearing House menu function you accessed. Any changes made on the page will not be saved.

Clears all the values in all the fields on the current AMIST Super Clearing House page.


3.4 FieldsWhenyouuseE-formsintheAMISTSuperClearingHouseservice,theseE-formsorpagescontainareasinwhichyouenterdata.Theseareasarecalledfields.TheFundNamefield,anexampleofanAMISTSuperClearingHousefield,is shown below.

Mandatory Fields –thesearebolded(orhighlighted).Youcannotsaveorsubmitthepagecontainingthefieldunlessa value has been entered/selected in all mandatory fields.

Anexampleofamandatoryfieldisshownbelow.Youmustselectorenteravalueforthisfield.

3.5 Browser Navigation ButtonsThe pages in AMIST Super Clearing House are web pages that display in your browser just like any other web pages. However, the pages are different from those appearing in many web sites in that AMIST Super Clearing House pages arebuiltandsenttoyoudynamically,ratherthanbeingpre-builtandstoredonawebserver.

Important

Navigation Buttons –YoumustnotuseanyofthenavigationbuttonsbuiltintothebrowserwhileusingAMISTSuperClearing House.

Thisincludesthebutton.Youmustusethe

button to go back to the previous page or select the appropriate menu item.

Other Websites -EmployersmustnotvisitotherwebsitesinthebrowserwindowtheyareusingfortheirAMISTSuperClearing House session (i.e. while the session is in progress).














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3.2 Fields When you use E-forms in the ePay service, these E-forms or pages contain areas in which you enter data. These areas are called fields. The Fund Name field, an example of an ePay field, is shown below.

Mandatory Fields – these are bolded (or highlighted). You cannot save or submit the page containing the field unless a value has been entered/selected in all mandatory fields.

An example of a mandatory field is shown below. You must select or enter a value for this field.

3.3 Browser Navigation Buttons The pages in ePay are web pages that display in your browser just like any other web pages. However, the pages are different from those appearing in many web sites in that ePay pages are built and sent to you dynamically, rather than being pre-built and stored on a web server.

Important Navigation Buttons – You must not use any of the navigation buttons built in to

the browser while using ePay. This includes the button. They must use the


§ Other Websites - Employers must not visit other web sites in the browser window they are using for their ePay session (i.e. while the session is in progress).
































3.6 Contribution Batches and their Statuses

Contribution Batches When you submit contributions using in AMIST Super Clearing House, you do so in batches.

A batch is a set of contributions:

• foragivenperiod

• generatedfromaschedule

Note:Youmustcreateatleastoneschedulebeforeyoucangenerateabatch.

Eachbatchthatyousubmithasastatus.ThebatchstatusindicatesthecurrentstageofthebatchintheAMISTSuperClearing House processing sequence. Batches need a status because there can be many stages involved in sending the contents of the batch to AMIST Super and other Funds and having it accepted.

These processing stages are handled automatically by AMIST Super Clearing House, so you do not need to be involved in each stage. However, you can find out what stage a submitted batch is at, by using the Contributions menu option.


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3.4 Contribution Batches and their Statuses Contribution Batches When you submit contributions using in ePay, they do so in batches. A batch is a set of contributions:

§ for a given period § generated from a schedule

Note: You must create at least one schedule before they can generate a batch. Each batch that you submit has a status. The batch status indicates the current stage of the batch in the ePay processing sequence. Batches need a status because there can be many stages involved in sending the contents of the batch to LGS and other Funds and having it accepted. These processing stages are handled automatically by ePay, so the you do not need to be involved in each stage. However, you can find out what stage a submitted batch is at, by using the Contributions menu option. The Status of a Batch can be viewed by using the search facility to search for contributions


Contribution Batch StatusBelow is a summary of the different Batch Statuses

Batch status Description

Input Error There is an error in the input of the Contribution Schedule. Any errors must be rectified before the batch can be submitted and the file/batch has been loaded successfully and is ready for processing.

Ready for Submission

Means that the Employer has completed the Contribution Schedule.

Awaiting Authorisation

Only shows if you have elected to have dual authorisation and it is waiting for the 2nd authorisation.

Submitted The batch has been submitted to AMIST Super

Confirmed The batch has been received and reconciled.

The batch may contain both Default and Choice monies. The status does not mean that the funds have been accepted by the Choice Fund.


Batch had errors previously, which have been rectified by you, but have not been submitted to AMIST Super.

Confirmed with Choice Refunds

Choice contributions has been rejected / returned by a Choice Fund after the Choice monies have been paid

The entire batch status changes to “Confirmed with Choice Refunds”, but the status only refers to the Choice portion of the batch.


3.7 New Member & Member Amendment StatusesBelow is a listing and explanation of each of the status resulting from a New Member or a Member Amendment being processed in AMIST Super Clearing House.

Status Description

Incomplete The Member information that you entered or uploaded did not pass all validations in AMIST Super Clearing House. The Error(s) must be fixed before anything can be submitted.

Entering The new Member or Amendment sits at this status for a split second, so you probably won’t see this status. If it does happen to sit for longer on this status, it indicates a problem with AMIST Super Clearing House.

Entering Sent A message has been sent to AMIST Super and AMIST Super Clearing House is waiting for a reply back. The New Member or Amendment will potentially have this status for up to a day or two. If you notice that the status hasn’t changed, there may be a problem and you will need to contact AMIST Super Clearing House Support to rectify it.

Active New Members only - Once AMIST Super confirms that the Member has been set up in Superb to AMIST Super Clearing House, the Member status changes to Active.

Inactive Inactive status indicates that you are no longer remitting superannuation contributions to that Fund membership.

A member transferring from one Choice Fund to another Choice Fund will automatically update to Inactive in the ‘from’ Choice Fund

3.8 Exit StatusesBelow is a listing and explanation of each of the statuses resulting from a Member being exited in AMIST Super Clearing House.

Status Description

Exiting The exiting member has this status for a split second so you shouldn’t see Members with this status. If a Member does have an ‘Exiting’ status for a day or two, there is an issue with AMIST Super Clearing House.

Exit Queued The exiting member has this status for a split second so you shouldn’t see Members with this status. If a Member does have an ‘Exit Queued’ status for a day or two, there is an issue with AMIST Super Clearing House.

Exit Waiting The exit has been processed by you but there are outstanding contributions that are waiting to be confirmed. Once these contributions are confirmed, the status will change to Exit Requested. This exit is stored by AMIST Super Clearing House until the contributions are processed by AMIST Super.

Exit Requested The Exit message has been sent to AMIST Super for processing.

Exited AMIST Super has processed the termination and confirmed back to AMIST Super Clearing House.

Exit Rejected This status can only be achieved by manually changing the Member’s status in AMIST Super Clearing House.


4. Checking Details in AMIST Super Clearing HouseThis section describes how to check details in AMIST Super Clearing House.

4.0 Employer DetailsThe steps required to check Employer Details are outlined below.


Change Details menu

Click on or mover your cursor over the Change Details menu. When the menu displays, click on Employer.

Check the Details Check that the details are correct. The only information that you are able to update is the Email Address field. For all of the other changes, you must contact AMIST Super to have the details changed.

Note: An email address must be provided as contribution alerts are emailed to you advising of the status of your batches.

If any changes have been made, click on the button


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4. Checking Details in ePay This section describes how to check details in ePay.

4.0 Employer Details The steps required to check Employer Details are outlined below. PROCESS EXPLANATIONS & SCREENS Change Details menu


Check the Details

Check that the details are correct. The only information that you are able to update is the Email Address field. For all of the changes, you must contact LGS to have the details changed.


If any changes have been made, click on the button.






Check the Details









Check the Details





4.1 Employee DetailsThe steps required to view Employee Details are outlined below.


Change Details menu

Click on or move your cursor over the Change Details menu. When the menu displays, click on Members.

Member Search There are two options when searching for Members:

• List all Members in the Fund – select the Fund from the Fund Name drop down box

• Search for an individual Member – type the Member’s Details in the search fields, using any of the search criteria or click on Search for all members.

Click on the button.


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4.1 Employee Details The steps required to view Employee Details are outlined below. PROCESS EXPLANATIONS & SCREENS Change Details menu

Click on or move your cursor over the Change Details menu item. When the menu displays, click on Members.

Member Search

There are two options when searching for Members: § List all Members in the Fund – select the Fund from the Fund

Name drop down box § Search for an individual Member – type the Member’s Details

in the search fields






Member Search









Member Search






Search Results The Members matching the search criteria are listed.

No Members – If the search returns no results, click on the button and review the search criteria used. Submit the new search. If still no Members are returned, you should contact AMIST Super to determine why no results match the search.

To view the Member’s details, click on the Member Name hyperlink for the applicable Member.

Amend the Member If any of the Member’s Details are incorrect, they will need to be amended. Refer to Member Amendments for the steps required to amend Member Details.

Important

If you identify that Members have ceased employment, but are still active, refer to Exit Members in this document. If some of your Employees are not in AMIST Super Clearing House, refer to Add a New Member in this document.


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Search Results

The Members matching the search criteria are listed.

No Members – If the search returns no results, click on the

button and review the search criteria used. Submit the new search. If still no Members are returned, you should contact LGS to determine why no results match the search. To view the Member’s details, click on the Member Name hyperlink for the applicable Member.

Amend the Member

If any of the Member’s Details are incorrect, they will need to be amended. Refer Member Amendments for the steps required to amend Member Details.

Important If you identify that Members have ceased employment, but are still active, refer to Exit Members in this document. If some of your Employees are not in ePay, refer to Add a New Member in this document.



Search Results




Amend the Member

If any of the Member’s Details are incorrect, they will need to be amended. Refer Member Amendments for the steps required to amend Member Details.

Important If you identify that Members have ceased employment, but are still active, refer to Exit Members in this document. If some of your Employees are not in ePay, refer to Add a New Member in this document.


Transaction Search by Batch Use the Search option to find information about individual contribution transactions already submitted.

The steps required to search for transactions in AMIST Super Clearing House are outlined below.


Search Menu Click on or move your cursor over the Search menu item. When the menu displays, click on Search by Batch.

Search Criteria There are a couple of search options:

• – returns a list of Batches

• – returns a list of Payments (transactions) made to Funds within Batches (what we call Advices)

Type the Batch ID, Reference Number or other search criteria.

Click on either the button or button.

Search Results The results of the search are displayed.


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Transaction Search by Batch Use the Search option to find information about individual contribution transactions already submitted. The steps required to search for transactions in ePay are outlined below. PROCESS EXPLANATIONS & SCREENS Search Menu

Click on or move your cursor over the Search menu item. When the menu displays, click on Search by Batch.

Search Criteria

There are a couple of search options:

§ – returns a list of Batches

§ – returns a list of Payments (transactions) made to Funds within Batches (what we call Advices)



Search Results

The results of the search are displayed.





Search Criteria






Search Results




PROCESS EXPLANATIONS & SCREENS

Select the Batch

Click on the Batch ID hyperlink to review the batch in more detail (eg. A list of the Funds that received payments in the Batch).

Fund Search If you want to view all payments, including choice, then click on the

button.

Search Results

All of the payments made by you are displayed, with both the Batch ID and Reference ID.





Search Criteria






Search Results






Search Criteria






Search Results






Search Criteria






Search Results



Select the Batch Click on the Batch ID hyperlink to review the batch in more detail (eg. A list of the Funds that received payments in the Batch).

Fund Search If you want to view all payments, including choice, then click on the button.

Search Results All of the payments made by you are displayed, with both the Batch ID and Reference ID.


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Select the Batch



button.

Search Results





Select the Batch



button.

Search Results





Batch & Reference Information

The results of clicking on the Batch ID and Reference Number are shown below. Batch ID

Reference Number




Select the Batch



button.

Search Results




The results of clicking on the Batch ID and Reference Number are shown below.

Batch ID

Reference Number

Printing the Payment Information

The information on the Contribution Advice Report (accessed by clicking on the Reference Number) can be printed by clicking on the button.


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Reference Number



PROCESS EXPLANATIONS & SCREENS Printing the Payment Information

The information on the Contribution Advice Report (accessed by clicking on the Reference Number) can be printed by clicking on the

button.

4.2 Status of Member Amendments Once you have submitted an amendment for a Member or Members, you can check the status of those amendments. The steps required to check the status of Member amendments are outlined below. PROCESS EXPLANATIONS & SCREENS Change Details menu


Status of Amendments


The following amendments, whether submitted using the Amend Member Details page or by uploading an amendment payroll file, will be displayed:






Reference Number


4.2 Status of Member AmendmentsOnce you have submitted an amendment for a Member or Members, you can check the status of those amendments.

The steps required to check the status of Member amendments are outlined below.


Change Details menu


Status of Amendments Click on the button


• Those waiting to be sent to AMIST Super

• Those that have been submitted to AMIST Super and are awaiting confirmation


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button.










button.










button.







4.3 View Submitted New Member ApplicationsUse this function to view the New Member Applications that you have submitted for a particular date range.

The steps required to search for New Member Applications that have been submitted are outlined below


Members menu Click on the Members menu. When the menu is displayed, click on New Members.

Today’s Members Any new members added in AMIST Super Clearing House that haven’t been submitted or accepted are listed.


Set the Date Range Type the required Date Range in the ‘New members submitted from (DD-MM-YYYY)’ and ‘To’ fields. The dates default to today, so if you only want to view New Members added today, leave the dates as they are.

Note:

• The ‘From’ date cannot be more than 2 years ago.

• If the ‘To’ field is left blank, it is equivalent to entering the same date as the ‘From’ field



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PROCESS EXPLANATIONS & SCREENS § Those waiting to be sent to LGS

§ Those that have been submitted to LGS and are awaiting confirmation

4.3 View Submitted New Member Applications Use this function to view the New Member Applications that you have submitted for a particular date rage. The steps required to search for New Member Applications that have been submitted are outlined below. PROCESS EXPLANATIONS & SCREENS Members menu

Click on the Members menu. When the menu is displayed, click on New Members.

Today’s Members

Any new members added in ePay that haven’t been submitted or accepted

are listed. Click on the button.

Set the Date Range

Type the required Date Range in the ‘New members submitted from (DD-MM-YYYY)’ and ‘To’ fields. The dates default to today, so if you only want to view New Members added today, leave the dates as they are.







Today’s Members



Set the Date Range








Today’s Members



Set the Date Range





Note:

§ The ‘From’ date cannot be more than 2 years ago. § If the ‘To’ field is left blank, it is equivalent to entering the same date

as the ‘From’ field





Note:

§ The ‘From’ date cannot be more than 2 years ago. § If the ‘To’ field is left blank, it is equivalent to entering the same date

as the ‘From’ field



4.4 Download Employee Contribution Advices – Date Range The Download Employee Contribution Advices function allows you to create advice documents for your Employees. The Advice outlines the contributions that have been remitted by you via AMIST Super Clearing House.

The Advices can be downloaded on either a range of dates or per batch basis. To download Employee Contribution Advices on a per batch basis, refer to Section Download Employee Contribution Advices – per Batch.

This section describes the process when the Employee Contribution Advice is being downloaded on a per period basis.

The steps required to download Employee Contribution Advices for a specified period are outlined below.


Reports Menu Click on or move your cursor over the Reports menu. When the menu displays, click on Employee Advices.

Specify the Date Range

Type the required Date Range in the Period From and To fields. Note: The report period cannot be greater than 12 months (at a time).

To generate the report:

• Click on the button for the report to be in Adobe Acrobat (.pdf) format

• Click on the button for the report to be in Comma Separated Value (.csv) format

If the report is downloaded in a .csv format, you can use the file in conjunction with a word processing document to create a merge document containing the formatted advices.

The format of the .csv file is shown below. Each comma-separated field corresponds to a Merge Tag, as shown below.



4.4 Download Employee Contribution Advices – Date Range The Download Employee Contribution Advices function allows you to create an advice documents for your Employees. The Advice outlines the contributions that have been remitted by you via ePay. The Advices can be downloaded on either a range of dates or per batch basis. To download Employee Contribution Advices on a per batch basis, refer to Section Download Employee Contribution Advices – per Batch. This section describes the process when the Employee Contribution Advice is being downloaded on a per period basis. The steps required to download Employee Contribution Advices for a specified period are outlined below. PROCESS EXPLANATIONS & SCREENS Reports Menu

Click on or move your cursor over the Reports menu. When the menu displays, click on Employee Advices.




§ Click on the button for the report to be in Adobe Acrobat (.pdf) format




















§ Click on the button for the report to be in Comma Separated Value (.csv) format

If the report is downloaded in a .csv format, you can use the file in conjunction with a word processing document to create a merge document containing the formatted advices. The format of the .csv file is shown below. Each comma-separated field corresponds to a Merge Tag, as shown below.





If the report is downloaded in a .csv format, you can use the file in conjunction with a word processing document to create a merge document containing the formatted advices. The format of the .csv file is shown below. Each comma-separated field corresponds to a Merge Tag, as shown below.


4.5 Payment MethodsAll payments made using AMIST Super Clearing House must be remitted electronically. Cheques are not an acceptable payment method. The payment method is:

• Direct Credit (EFT)

Payment Instructions ReportWhen remitting an amount via EFT, you must refer to the Payment Instructions Report in order to retrieve the payment details.


Batch Confirmation The simplest way to access the Payment Instructions Report is from the Batch Confirmation page. The Batch Confirmation page opens after you have transmitted the batch. To access the Payment Instructions

Report, click on the button.

Contributions Menu If you have navigated away from the Batch Confirmation page without recording the Payment Details, you can access the Payment Instructions report from the Contributions menu.

Select the Batch Click on the ‘Submitted’ hyperlink for the batch that the Payment Instructions are required to make payment for.



4.5 Payment Methods All payments made using ePay must be remitted electronically. Cheques are not an acceptable payment method. The payment method is:

§ Direct Credit Payment Instructions Report When remitting an amount via EFT, you must refer to the Payment Instructions Report in order to retrieve the payment details.

PROCESS EXPLANATIONS & SCREENS Batch Confirmation

The simplest way to access the Payment Instructions Report is from the Batch Confirmation page. The Batch Confirmation page opens after you have transmitted the batch. To access the Payment Instructions


Contributions Menu

If you have navigated away from the Batch Confirmation page without recording the Payment Details, you can access the Payment Instructions report from the Contributions menu.








Contributions Menu




Select the Batch

Click on the ‘Submitted’ hyperlink for the batch that the Payment Instructions are required to make payment for.

View Report


Payment Instructions Report

The Payment Instructions are displayed.








Contributions Menu



View ReportClick on the button.



Direct Credit You use your banking facilities to create direct credit transactions (EFTs) that match the contributions submitted using AMIST Super Clearing House.

To make an EFT payment, you:

Locate the Payment Reference for the Batch

Create the direct credit transactions for transferring the amounts from your back account to the AMIST Super (Default Contributions) account and to the SuperChoice (Choice Fund Contributions) account.

• The EFT Amounts match the Amount Due for the fund.

• The reference number for the EFT transaction matches the Payment Reference.

Failure to remit the correct amount will delay payment to the Funds.



Select the Batch


View Report






Select the Batch


View Report






Select the Batch


View Report





5. e-Form ProcessingYou can submit e-form contributions directly from AMIST Super Clearing House web pages that have been specifically designed to accept contribution information.

Because these pages look like electronic “forms”, this type of processing is termed e-form contributions. An alternative name for this kind of processing is the Direct Entry Method.

5.0 Regular Processing

High Level Process Map

Step 1Log in to AMIST Super Clearing House

Step 2Link Any New Choice Super Funds Fund Application

Step 3Create Any New Member/s Fund Application

Step 4Upload Any New member Fund Applications

Step 5Notify Any Future Terminations

Step 6Submit the Contribution Batch(es)


5.1 Add a New MemberThissectionoutlineshowtosubmitNewMemberApplicationsusingthee-Form.

ThestepsrequiredtocreateandsubmitaNewMemberApplicationusingane-Formareoutlinedbelow.


Members menu Click on or move the cursor over the Members menu. When the menu displays, click on New Members.

Add New Member The New Member Application Status Summary page opens.


Select the Fund Click on the Fund for New Member Application drop down box. When the list displays, click on the applicable Fund.

Note: As well as the Default Fund, this drop down box lists any Choice Funds that you are linked to. The Default Funds are at the top of the list.

If the Choice Fund is not in the drop down box, you can link it by clicking on the Choice of Fund menu and then Link to Choice of Fund. For more details on how to Link to a Fund, refer to Section Link to a Complying (Choice) Fund in this Document.



5.1 Add a New Member This section outlines how to submit New Member Applications using the e-Form. The steps required to create and submit a New Member Application using an e-Form are outlined below. PROCESS EXPLANATIONS & SCREENS Members menu

Click on or move the cursor over the Members menu. When the menu displays, click on New Members.

Add New Member

The New Member Application Status Summary page opens. Click on

the button.

Select the Fund

Click on the Fund for New Member Application drop down box. When the list displays, click on the applicable Fund.







Add New Member


the button.

Select the Fund








Add New Member


the button.

Select the Fund







Select the Fund continued

Once the Fund has been selected, click on the button.

New Member Application

Type or select the New Member’s details. There are additional requirements for SMSF and Choice Funds:

§ SMSF - Employer must type a Member Number. If a Member Number hasn’t been provided, the Employer should type the Member’s Surname

§ Choice Funds – click on the button. Select the Choice Fund specified by the Member. Click on the

button. Complete the remaining details.

Click on the button. If you don’t want to submit the New





Add New Member


the button.

Select the Fund








Type or select the New Member’s details.

There are additional requirements for SMSF and Choice Funds:

• SMSF – Employer must type a Member Number. If a Member Number hasn’t been provided, the Employer should type the Member’s Surname

• Choice Funds – click on the












button.

Select the Choice Fund specified by the Member. Click on the













Click on the











Click on the button. If you don’t want to submit the New button. If you don’t want to submit the New Member

Application yet, you can click on the




Member Application yet, you can click on the button and come back and submit it at a later time.

To return to the Status of New Member Applications page, click on the

button.

5.2 Member Amendments Members of the Default Fund You should amend Member records in ePay to ensure that all information on the LGS systems matches. The steps required to amend Member records are outlined below. PROCESS EXPLANATIONS & SCREENS Change Details menu


Member Search




button and come back and submit it at a later time.







button.



Member Search




button.



































5.2 Member Amendments

Members of the Default FundYoushouldamendMemberrecordsinAMISTSuperClearingHousetoensurethatallinformationontheAMISTSupersystems matches.

The steps required to amend Member records are outlined below.


Change Details menu


Member Search The following options are available when searching for members.

• List all Members in the Fund – select the Fund from the Fund Name drop down box

• Search for an individual Member – type the Member’s Details in the search fields

Click on the





button.






button.



Member Search









button.



Member Search





Search Results The Members matching the search criteria are listed.




Search Results




Amend the Member

If any of the Member’s Details are incorrect, click on the

button.

button and review the search criteria used. Submit the new search. If still no Members are returned, you should contact AMIST Super to determine why no results match the search.

To view the Member’s details, click on the Member Name hyperlink for the applicable Member.

Amend the MemberIf any of the Member’s Details are incorrect, click on the



Search Results




Amend the Member


button.

button.



Search Results




Amend the Member


button.



Search Results




Amend the Member


button.


Amend the Member continued

Amend all of the incorrect or missing information for the Member.

Click on the




Click on the button. Then click on the button to return to the Members page. Repeat the steps above each of the Members being checked.

Important If some of your Employees are not in ePay, refer to the Section to process the new member using the e-Form or the Section to process the new member using a payroll file.

button. Then click on the






button to return to the Members page. Repeat the steps above for each of the Members being checked. NOTE: not all fields can be changed for AMIST Super members using this function as documentary evidence may be required.

Important

IfsomeofyourEmployeesarenotinAMISTSuperClearingHouse,refertotheSectiontoprocessthenewmemberusingthee-FormortheSectiontoprocessthenewmemberusingapayrollfile.

Members of Choice Funds


Members Menu Click on or move the cursor over the Change Details menu. When the menu displays, click on Members.

Member Search Select the Member by typing or selecting the applicable details from the Search fields.








Members of Choice Funds PROCESS EXPLANATIONS & SCREENS Members Menu

Click on or move the cursor over the Change Details menu. When the menu displays, click on Members.

Member Search

Select the Member by typing or selecting the applicable details from the Search fields.

Select the Member

Click on the applicable Member Name hyperlink.





Member Search


Select the Member



Select the Member Click on the applicable Member Name hyperlink.

Update the Member’s Details

Update the applicable details.

Note: Only limited details are provided for Choice Members, so you are limited in what details you can amend.

Click on the




Update the applicable details. Note: Only limited details are provided for Choice Members, so you are limited in what details you can amend.

Click on the button to save the change, which will need to

be submitted at a later time. Or, click on the button to begin submitting the amendment.

Submit the Amendment

Check that the amendments that were made are correct. Click on the

button.

button to save the change


Check that the amendments that were made are correct.

Click on the









button.

button.





Member Search


Select the Member










button.









button.


5.3 Add New Members to the Contribution ScheduleIf the Contribution Schedule was not identified as the ‘Default’ when it was set up, any new members to the Fund, will need to be added to the Contribution Schedule.

The steps required to add a Member to a Contribution Schedule are outlined below.


Contributions menu Click on the Contributions menu item.

Select the Schedule Click on the Name of the Schedule or



5.3 Add New Members to the Contribution Schedule If the Contribution Schedule was not identified as the ‘Default’ when it was set up, any new members to the Fund, will need to be added to the Contribution Schedule. The steps required to add a Member to a Contribution Schedule are outlined below. PROCESS EXPLANATIONS & SCREENS Contributions menu Click on the Contributions menu item.

Select the Schedule

Click on the Name of the Schedule or icon.

icon.

MembersClick on the



Members Click on the button.

Select the Member(s)

In the Members in Schedule column, click the check box for the Member or Members that need to be added to the schedule.


button.




Select the Schedule





Select the Schedule









Select the Member(s) In the Members in Schedule column, click the check box for the Member or Members that need to be added to the schedule.

Click on the







button.

Check Schedule The Contribution Schedule Maintenance screen opens. Confirm that the Member(s) that were just added appear in the Schedule.

Click on the



Check Schedule

The Contribution Schedule Maintenance screen opens. Confirm that the Member(s) that were just added appear in the Schedule.

Click on the button. Contribution Summary

The Contribution Summary page opens and you are now able to submit a batch for this Contribution Schedule, with the new member(s) included.

button.

Contribution Summary










Check Schedule






Check Schedule





5.4 Submit a Contribution BatchYoushouldusethisoptiontosubmitcontributionsifyouarenotuploadingapayrollfile.

ThestepsrequiredtocreateaContributionBatchusingane-Formareoutlinedbelow.


Contributions Menu Click on the Contributions menu.

Contribution Schedule

The Contribution Schedules that have been designed for e-Form use are marked with the



5.4 Submit a Contribution Batch You should use this option to submit contributions if you are not uploading a payroll file. The steps required to create a Contribution Batch using an e-Form are outlined below. PROCESS EXPLANATIONS & SCREENS Contributions Menu

Click on the Contributions menu.


The Contribution Schedules that have been designed for e-Form use are marked with the icon.

Click on the button beside the applicable Contribution Schedule.

Additional Members All of the Members currently included in the Schedule are displayed.

Contributions can only be remitted for Members in the Schedule. If there

are Members missing, click on the button, then click in the tick box beside the Member(s) to be included in the Schedule.

icon.

Click on the











button beside the applicable Contribution Schedule.

Additional Members All of the Members currently included in the Schedule are displayed. Contributions can only be remitted for Members in the Schedule.

If there are Members missing, click on the











button, then click in the tick box beside the Member(s) to be included in the Schedule.

Click on the





Contribution Values Type the value of each type of contribution being remitted for each

Member. If $0.00 is being remitted, leave the field blank.

Note: The values listed in the Contribution fields are the default amounts and what was submitted in the previous files. If the values are the same this remittance, you can leave the amounts in there. If they’re different, you can simply type over them with the new value.

Reconcile the Batch

Once the contribution values have been entered, you should reconcile the batch against the payroll records. To assist in this process, click on the

button. This will calculate the totals of the batch. Totals are calculated:

§ At Member Level § For each Contribution Type § At Batch Level

If the amounts that are being remitted this time are going to be remitted in the next remittance, click on the Set as Default tick box beside the applicable Member(s).

Sort By Fund From the Batch Input screen, Employers have the option to sort the

records by Fund. To re-sort the records, click on the button.

button
































Contribution Values Type the value of each type of contribution being remitted for each Member. If $0.00 is being remitted, leave the field blank.

Note: The values listed in the Contribution fields are the default amounts and what was submitted in the previous files. If the values are the same this remittance, you can leave the amounts in there. If they’re different, you can simply type over them with the new value

Reconcile the Batch Once the contribution values have been entered, you should reconcile the batch against the payroll records. To assist in this process, click on the








Reconcile the Batch








• At Member Level

• For each Contribution Type

• At Batch Level


Sort By Fund From the Batch Input screen, Employers have the option to sort the records by Fund.

To re-sort the records, click on the








Reconcile the Batch







button.

Delete the BatchIf you decide that you want to delete the Batch, click on the



PROCESS EXPLANATIONS & SCREENS Delete the Batch If you decide that you want to delete the Batch, click on the

button. ePay prompts you to confirm that you want to continue with the

deletion. Click on the to continue with deleting the Batch or

the button if you do not.

Save & Return or Save & Continue

At this point, you have two options:

§ Click on the button – to save the Batch, but not submit it at this time. On the Contribution Summary page, the Batch will have a status of ‘Ready for Submission’. No further action is required at this stage

§ Click on the button – to save and continue with the transmission of the Batch

button. AMIST Super Clearing House prompts you to confirm that you want to continue with the deletion.

Click on the











to continue with deleting the Batch or the











button if you do not.








Reconcile the Batch




















• Click on the











button – to save the Batch, but not submit it at this time. On the Contribution Summary page, the Batch will have a status of ‘Ready for Submission’. No further action is required at this stage

• Click on the











button – to save and continue with the transmission of the Batch.

Authorise the Payment

The page shows the Period of the batch and the Batch ID. For each Fund to which contributions are being made, the page shows the number of Members in the batch, the total Amount Due for the fund and the Payment Method for the fund.

Before the Batch can be transmitted, you must type your AMIST Super Clearing House password in the Enter Password field and type the total value of the Batch in the Confirm Total Amount Due field.

Note: If you have elected to have two authorisations before a batch can be transmitted, the second signatory must also authorise the batch. While the batch is waiting for the second signatories’ authorisation, the batch status is Awaiting Authorisation.

Click on the





Before the Batch can be transmitted, you must type your ePay password in the Enter Password field and type the total value of the Batch in the Confirm Total Amount Due field. Note: If you have elected to have two authorisations before a batch can be transmitted, the second signatory must also authorise the batch. While the batch is waiting for the second signatories’ authorisation, the batch status is Awaiting Authorisation.

Click on the button. Batch Details To review the individual Batch details (via Fund), click on the

button.

button

Batch Details To review the individual Batch details (via Fund), click on the







button.

button.







button.







button.


Payment Instructions The Batch Confirmation page opens after the Employer has transmitted their batch. To access the Payment Instructions Report, click on the



Payment Instructions

The Batch Confirmation page opens after the Employer has transmitted their batch. To access the Payment Instructions Report, click on the

button.

Reference Numbers


Employee Contribution Advices

From this screen, you are able to download or print the Employee Contribution Advices. Refer to the Section Download Employee Contribution Advices – per Batch of this document for the steps involved in doing this,

button.

Reference Numbers The Payment Instructions are displayed.







button.

Reference Numbers








button.

Reference Numbers





5.5 Download Employee Contribution Advices – per BatchEmployeeContributionAdvicescanbedownloaded/printedforanindividualbatch.

ThestepsrequiredtodownloadEmployeeContributionAdvicesforaBatchareoutlinedbelow.


Batch ConfirmationFrom the Batch Confirmation page, click on the



5.5 Download Employee Contribution Advices – per Batch Employee Contribution Advices can be downloaded/printed for an individual batch. The steps required to download Employee Contribution Advices for a Batch are outlined below. PROCESS EXPLANATIONS & SCREENS Batch Confirmation From the Batch Confirmation page, click on the

button.

Generate the Advices




If the report is downloaded in a .csv format, you can use the file in conjunction with a word processing document to create a merge document containing the formatted advices. The format 0f the .csv file is shown below. Each comma-separated field corresponds to a Merge Tag, as shown below.

button.



• Click on the




button.






button for the report to be in Adobe Acrobat (.pdf) format

• Click on the




button.






button for the report to be in Comma Separated Value (.csv) format

If the report is downloaded in a .csv format, you can use the file in conjunction with a word processing document to create a merge document containing the formatted advices.

The format 0f the .csv file is shown below. Each comma-separated field corresponds to a Merge Tag, as shown below.







button.







5.6 Exit MemberThis function is used to inform AMIST Super that a Member is leaving employment. This function is only required for the Default Fund.

Note:ContributionscanstillbemadeforamemberaftertheNotifyExitprocessiscompleted.

Thestepsrequiredtoprocessanexitusingthee-Formareoutlinedbelow.


Member Exit Click on or move your cursor over the Members menu item. When the menu displays, click on Exit Members.

Status of Member Exits Click on the



5.6 Exit Member This function is used to inform LGS that a Member has left employment. This function is only required for the Default Fund. Note: No more contributions can be made via ePay after the Exit Member process is complete. PROCESS EXPLANATIONS & SCREENS Member Exit

Click on or move your cursor over the Members menu item. When the menu displays, click on Exit Members.

Status of Member Exits


Set search criteria Type or select the search criteria. Click on the button.

Search Results

All of the Members matching your search criteria are listed. Click on the Name hyperlink of the Member to Exit the Member.

button.

Set search criteriaType or select the search criteria. Click on the








Search Results


button.








Search Results









Search Results



Search Results All of the Members matching your search criteria are listed. Click on the Name hyperlink of the Member to Notify Exit.

Type the date that the Member will cease employment in the Date Expected to Leave Employment field. Click on the drop down box beside Exit Reason and click on:

• Resignation

• Retirement

• Retrenchment

• Invalidity

• Death

• Choice of Fund

Click on the



Type the date that the Member ceased employment in the Date Ceased Employment field. Click on the drop down box beside Exit Reason and select the Exit Reason.

Type Final Salary at Date of Exit in the field provided

Click on button

button.

Notify Exit Member You will be prompted to confirm that you want to continue with the Exit Member. Check the Details and then click on the





Click on button

button to continue with the exit or the





Click on button

or





Click on button

button not to continue with the notify exit.

Note: contributions can no linger be made for a member who has been Exited.





Click on button


6. Payroll File Processing6.0 New Member Payroll FilesThis section outlines how to upload new members into AMIST Super Clearing House using a New Member Payroll file exportedfromyourpayrollsystem.

The steps involved in adding new members using a New Member Payroll file are outlined below.

The Edit QueueThe Status of New Member Applications page shows you a queue of new member applications that have been uploaded from a new member payroll file, and that have a status of Incomplete. This is called the Edit queue.

When using the Bulk Completion function Incomplete means that the new member application requires editing by you before AMIST Super Clearing House can submit it to AMIST Super.

New Member applications are also in the Edit queue once they have been completed, and are In the process of being submitted

The Upload New Members OptionThe steps required to upload new members from your Payroll File are outlined below.


New Member menu Click on or move your cursor over the Members menu item. When the menu displays, click on New Members.

Upload MembersClick on the



The Upload New Members Option The steps required to upload new members from your Payroll File are outlined below. PROCESS EXPLANATIONS & SCREENS New Member menu

Click on or move your cursor over the Members menu item. When the menu displays, click on New Members.

Upload Members Click on the button.

Upload the File

In the File to Upload field, either: § Type the full path name of the new member payroll file, or § Click on the button to search for the file

Once the file has been selected, set the remaining fields:

§ Records for Existing Members – <are ignored> § Records for Exited Members - <create new members> § Results Display – <First 5> § Error Display – <First 20> § For ‘Test’ Only – <Do not display warnings>

You can test the file prior to uploading it by clicking on the button or can upload the file after or without testing by clicking on the

button.

button.



6. Payroll File Processing

6.0 New Member Payroll Files This section outlines how to upload new members into ePay using a New Member Payroll file exported from your payroll system. The steps involved in adding new members using a New Member Payroll file are outlined below. The Edit Queue The Status of New Member Applications page shows you a queue of new member applications that have been uploaded from a new member payroll file, and that have a status of Incomplete. This is called the Edit queue.

Incomplete means that the new member application requires editing by you before ePay can submit it to LGS. New Member applications are also in the Edit queue once they have been completed, and are:

§ In the process of being submitted






Upload the File





button.






Upload the File





button.


Upload the File In the File to Upload field, either:

• Type the full path name of the new member payroll file, or

• Click on the button to search for the file\


• Records for Existing Members – <are ignored>

• Records for Exited Members - <create new members>

• Results Display – <First 5>

• Error Display – <First 20>

• For ‘Test’ Only – <Do not display warnings>

You can test the file prior to uploading it by clicking on the






Upload the File





button.

button

or can upload the file after or without testing by clicking on the






Upload the File





button. button.

Confirm Upload You are prompted to confirm that you want to proceed with the upload.

Click on the



PROCESS EXPLANATIONS & SCREENS Confirm Upload

You are prompted to confirm that you want to proceed with the upload.

Click on the button to proceed or the button to stop the upload.

Errors & Warnings

Errors & Warnings § Errors - An error indicates that the new member record needs to be

edited. The reason is shown in the error display. When an error is encountered, none of the records in the file are uploaded/submitted.

§ Warnings – A warning indicates that the specified field in the

record contains invalid data. When a warning is encountered, the new member application is placed in the Edit queue, with its status set to Incomplete. The Employer must edit the new member application before submitting it to the Fund.

Warning Messages Field will be cleared – the field contains invalid data that does not conform to the field limitations. The contents will be set to either zero or blank Field will be saved – the data in the field has been retained, even though it is incorrect. You must edit the field before the file can be uploaded If warnings are encountered, they are displayed on the screen if you selected ‘Display Warnings’ in the ‘For Test Only’ field.

Sequential Completion

Sequential Completion allows you to review and/or update the New Member applications from the payroll file before they are submitted. It shows each of the applications on the Edit Queue in turn, allowing you to complete the application on display.

To submit the applications sequentially, click on the button. Review the data and submit the applications. If you do not want to submit an application for whatever reason, click on the

button to go to the next application in the queue.

button to proceed or the






Errors & Warnings










button to stop the upload.






Upload the File





button.






Upload the File





button. Your guide ePay for Employers





Errors & Warnings











Errors & Warnings Errors & Warnings

• Errors - An error indicates that the new member record needs to be edited. The reason is shown in the error display. When an error is encountered, none of the records in the file are uploaded/submitted.

• Warnings – A warning indicates that the specified field in the record contains invalid data. When a warning is encountered, the new member application is placed in the Edit queue, with its status set to Incomplete. The Employer must edit the new member application before submitting it to the Fund.

Warning Messages

Field will be cleared – the field contains invalid data that does not conform to the field limitations. The contents will be set to either zero or blank

Field will be saved – the data in the field has been retained, even though it is incorrect. You must edit the field before the file can be uploaded

If warnings are encountered, they are displayed on the screen if you selected ‘Display Warnings’ in the ‘For Test Only’ field.



To submit the applications sequentially, click on the






Errors & Warnings










button. Review the data and submit the applications. If you do not want to submit an application for whatever reason,

click on the






Errors & Warnings









button to go to the next application in the queue. button to go to the next application in the queue. Bulk Completion The Bulk Completion function allows you to submit all applications in the one action.

Click on the



PROCESS EXPLANATIONS & SCREENS Bulk Completion

The Bulk Completion function allows you to submit all applications in the one action.

Click on the button to confirm that all applications with a status of ‘Entering’. Applications Removed from Edit Queue All applications on the Edit queue (i.e. those with status Incomplete) and whose application details are completely specified are now set to Entering. These members are removed from the Edit queue.

Alternatively, click on the button. No members in the Edit queue are updated.

6.1 Contribution Payroll Files You can submit payroll contributions to ePay directly from a file or report that has been generated from your payroll system. The process of uploading the payroll data into ePay is managed by using Contribution Schedules. You can create contribution schedules that are used for submitting contribution batches. Process a Contribution Batch If a Contribution PID has been selected, you can use this facility. Otherwise, you will need to manually enter the values or arrange for your payroll file to be mapped by the LGS ePay Team. Schedules that have been mapped to accept Payroll File uploads have this icon next to the schedule name . The steps required to submit a contribution batch from the Employer’s payroll file are outlined below. PROCESS EXPLANATIONS & SCREENS Select the Contribution Schedule

When you log in to ePay, you are directed to the Contribution Status page. If you have navigated away from this page,click on the Contributions menu item. The Contribution Status page opens.

Click on the button of the Contribution Schedule to be used.

button to validate and confirm all applications with a status of ‘Entering’.

Applications Removed from Edit Queue

All applications on the Edit queue (i.e. those with status Incomplete) and whose application details are completely specified are now set to Entering. These members are removed from the Edit queue.

Alternatively, click on the










button. No members in the Edit queue are updated.


6.1 Contribution Payroll FilesYoucansubmitpayrollcontributionstoAMISTSuperClearingHousedirectlyfromafileorreportthathasbeengenerated from your payroll system. The process of uploading the payroll data into AMIST Super Clearing House is managedbyusingContributionSchedules.Youcancreatecontributionschedulesthatareusedforsubmittingcontribution batches.

Process a Contribution BatchIf a Contribution upload file has been mapped, you can use this facility. Otherwise, you will need to manually enter the values or arrange for your payroll file to be mapped by the AMIST Super Clearing House Team.

SchedulesthathavebeenmappedtoacceptPayrollFileuploadshavethisiconnexttotheschedulename










.

ThestepsrequiredtosubmitacontributionbatchfromtheEmployer’spayrollfileareoutlinedbelow.


Select the Contribution Schedule

When you log in to AMIST Super Clearing House, you are directed to the Contribution Status page. If you have navigated away from this page, click on the Contributions menu item. The Contribution Status page opens.

Click on the










button of the Contribution Schedule to be used.

Contribution Period The Batch Input screen opens. Type, in the format <DD-MM-YYYY>, the period that the batch applies to in the ‘Period From’ and ‘Period To’ fields. Eg 01-10-2014.

The period dates are defaulted based on the frequency of the upload e.g. monthly and the start date. The AMIST Super clearing house then pre-populates the form and dates each time the schedule is used.




Contribution Period

The Batch Input screen opens. Type, in the format <DD-MM-YYYY>, the period that the batch applies to in the ‘Period From’ and ‘Period To’ fields. Eg 01-10-2011.




Contribution Period

The Batch Input screen opens. Type, in the format <DD-MM-YYYY>, the period that the batch applies to in the ‘Period From’ and ‘Period To’ fields. Eg 01-10-2011.




Select the File Click on the button beside the File to Upload field. Select the file from the applicable location. Either click on the file and then the Open button or double click on the file to open it.

Submit the Contribution

The file path is displayed in the File to Upload field.


Selecting “Submit” is submitting the contribution information to ePay, not submitting the contribution for processing.




When the file has been successfully uploaded into ePay, you are returned to the Contribution Status page where the “Status” is shown as “Ready for Submission” Click on the “Ready for Submission” hyperlink to proceed to the Batch Payment Details screen.

Transmit the Batch

To transmit the batch, you must type the following: § Enter Password – their EPay Password § Confirm Total Amount Due - the total amount of the batch


If you elected to have dual authorization, a second Employer representative must authorise the batch before it can be transmitted. The batch will remain on the Contribution Status page “Awaiting Authorisation” until the second authorisation is completed.

Batch Confirmation

The Batch Confirmation page allows you to view and print out a contribution report per Superannuation Fund.

Click on the button corresponding to the Superannuation Fund.





When the file has been successfully uploaded into ePay, you are returned to the Contribution Status page where the “Status” is shown as “Ready for Submission” Click on the “Ready for Submission” hyperlink to proceed to the Batch Payment Details screen.

Transmit the Batch

To transmit the batch, you must type the following: § Enter Password – their EPay Password § Confirm Total Amount Due - the total amount of the batch


If you elected to have dual authorization, a second Employer representative must authorise the batch before it can be transmitted. The batch will remain on the Contribution Status page “Awaiting Authorisation” until the second authorisation is completed.

Batch Confirmation

The Batch Confirmation page allows you to view and print out a contribution report per Superannuation Fund.

Click on the button corresponding to the Superannuation Fund.



Click on the button to return to the Batch Confirmation screen.

Payment Click on the button to view the following:

§ Account Details (BSB and Account Number) of the Bank Accounts that you must deposit the funds into

§ The Payment Reference Number that must be included when the funds are being deposited


Payment Click on the







button to view the following:

• Account Details (BSB and Account Number) of the Bank Accounts that you must deposit the funds into

• The Payment Reference Number that must be included when the funds are being deposited

6.2 Member Amendment Payroll Files

Creating the Member Amendment Upload FileThe payroll file that you upload should be one specifically created for member amendments. Member amendments can be uploaded using your payroll file.

Background Information

Which Fields can be amended?YoucanamendthesamefieldsthatyoucanamendusingtheAMISTSuperClearingHouseAmendMemberDetailse-form.

Remember

Fields used for member identification cannot be amended. These are the fund and the member number, or sometimes the payroll number instead of the member number.

The member number is the primary identification field. If a record does not contain a member number, the payroll number is the primary identification field. If a record contains a member number, the payroll number can be amended.

What is the Effective Date?Business Rule required for effective date of changes.

The effective date (in Superb) is the date that the amendment applies to the Member as provided by you.

Note: Although the amendment has an effective date in Superb, the amendments are applied immediately in AMIST Super Clearing House and do not hold an effective date against the change(s).

If a record in the member amendment upload file contains an effective date, this date is passed onto AMIST Super as the effective date for the amendment. If a record does not contain an effective date, the Member Amendment File Upload page allows you to enter an effective date. The effective date as entered on this page is used for the record or today if left blank.








How do I indicate that an Amendment is required?Member amendment upload files should only contain information in the fields that are being amended. Fields not being amended should be left blank.

If a field is to be cleared, you must place an ‘!’ in the applicable field in the member amendment upload file.

Remember An ‘!’ cannot be used in a mandatory field.

Which fields are mandatory fields?Mandatoryfieldsmustbespecifiedineveryrecordoftheuploadfile,andcannotbechangedfromtheirexistingvalues in AMIST Super Clearing House.

The effective date is mandatory, unless it appears on the Member Amendment File Upload page, where it can be set there instead.

Fundisamandatoryfield.MemberNumberisalsomandatory,exceptwhenitisnotpresentasafieldintheuploadfile, in which case the Payroll Number is mandatory.

What if the File contains New Members?TheMemberAmendmentfileyouareusingmaycontainrecordsfornewmembersaswellasforexistingmembers.When the file is uploaded, you can specify whether records for new members are to be ignored or should generate an error. If any errors are detected in an upload file, none of the amendments in the file are uploaded to AMIST Super Clearing House.

Upload Member Amendments

Remember Only one amendment can be processed at a time for a member.

The steps required to upload a Member Amendment file are outlined below.


Change Details Click on or move the cursor over the Change Details Menu item. When the menu appears, click on Members.

Upload AmendmentsClick on the



Fund is a mandatory field. Member Number is also mandatory, except when it is not present as a field in the upload file, in which case the Payroll Number is mandatory. What if the File contains New Members? The Member Amendment file you are using may contain records for new members as well as for existing members. When the file is uploaded, you can specify whether records for new members are to be ignored or should generate an error. If any errors are detected in an upload file, none of the amendments in the file are uploaded to ePay. Upload Member Amendments


The steps required to upload a Member Amendment file are outlined below. PROCESS EXPLANATIONS & SCREENS Change Details

Click on or move the cursor over the Change Details Menu item. When the menu appears, click on Members.

Upload Amendments Click on the button.

Select & Test/Upload the File



§ Default Effective Date (DD-MM-YYYY) – Effective for all amendments, unless the effective date it included in the file

§ Records for New Members - <are errors> § Results Display – <First 5> § Error Display – <First 20>

The Employer can test the file prior to uploading it by clicking on the

button or can upload the file after or without testing by

button.

















In the File to Upload field, either:

• Type the full path name of the new member payroll file, or

• Click on the















button to search for the file


• Default Effective Date (DD-MM-YYYY) – Effective for all amendments, unless the effective date it included in the file

• Records for New Members - <are errors>

• Results Display – <First 5>

• Error Display – <First 20>
















button or can upload the file after or without testing by clicking on the




clicking on the button.

Upload the File

If you have elected to test the file prior to upload, you must click on the

button to return to the Member Amendment File Upload page to upload the file. If the test upload was error free, click on

the button. The Member Amendment Upload Results page appears with the results of

the amendments. Successful upload:

If ePay detects errors during either the test or the upload options, these errors are shown to you on the Member Amendments Upload Errors page.

An example of a display showing two errors (caused by the fact that the members concerned already have uploaded amendments that have not yet been confirmed) is shown below. Only one amendment can be processed at a time for a member.

Upload with Errors:

Errors can indicate that the member amendment record needs to be edited. The reason is shown in the error display. When an error is encountered, none of the amendments in the upload file are uploaded into ePay.

button.

Upload the FileIf you have elected to test the file prior to upload, you must click on the





Upload the File







Upload with Errors:


button to return to the Member Amendment File Upload page to upload the file.

If the test upload was error free, click on the





Upload the File







Upload with Errors:


button.

Successful upload The Member Amendment Upload Results page appears with the results of the amendments.



















Upload the File







Upload with Errors:



Upload with Errors: If AMIST Super Clearing House detects errors during either the test or the upload options, these errors are shown to you on the Member Amendments Upload Errors page.


Errors can indicate that the member amendment record needs to be edited. The reason is shown in the error display.

When an error is encountered, none of the amendments in the upload file are uploaded into AMIST Super Clearing House.


The status of Member Amendments is displayed on the Status of Amendments page in AMIST Super Clearing House. Refer to Section Check the Status of Member Amendments of this document for details on how to access this page.





Upload the File







Upload with Errors:



7. Choice of Fund ProcessingChoice of Fund features enable you to make contributions to all Complying Superannuation Funds (both institutional and SMSF) in Australia from the one Payroll File and only making one payment.

7.0 Link to a Complying (Choice) FundThe first step in making contributions to a Complying Fund is to request a link to the Fund.

The steps required to link to a Complying Fund are outlined below.


Choice of Fund menu Click on or move your cursor over the Choice of Fund menu item. When the menu displays, click on the Link to Choice Fund.

Choice Fund Details Type the SPIN, ABN or SFN of the Choice Fund.

• Funds with an SFN and an ABN – if you specify a Fund by SFN and the Fund also has an ABN, you will be asked to enter the ABN for the Fund instead of the SFN

• Funds with an ABN and a SPIN or USI - If you specify a Fund by ABN and the Fund also has an SPIN or USI you will be presented with a list of Fund to select from.

• Funds already linked by the Employer - If you have already linked to the Fund, a message will tell you this. The Fund only needs to be linked once for it to be available to all members in the Fund

• SMSF already linked by another Employer - If another Employer has already linked to this Fund, and payment to that Fund is by EFT, you will be asked to enter the bank account details for the Fund. This check is performed to ensure that it is the correct fund being linked.

Click on the



PROCESS EXPLANATIONS & SCREENS § SMSF already linked by another Employer - If another

Employer has already linked to this Fund, and payment to that Fund is by EFT, you will be asked to enter the bank account details for the Fund. This check is performed to ensure that it is the correct fund being linked.

Click on the button. Link to the Fund

One of the two following options now occurs: § If the Fund is already available in ePay, the Link to Choice Fund page

now opens. § If the Fund is not available in ePay, you can request that it be made

available, and can enter payment details, using the Choice Fund Application pages.

Once you have requested a link to a Fund that is already available in ePay, the Link to Choice Fund page opens.

Fund Alert Each Choice fund being linked will have a message displayed which outlines

any rules applicable to the fund with regard to making contributions. Some Funds will require information. E.g. Fund Employer Number (see below) before contributions can be processed. An example of such a message is Below

button.

• Funds with a USI - enter the USI and click Search to find the Fund.



PROCESS EXPLANATIONS & SCREENS Status of Amendments

The status of Member Amendments is displayed on the Status of Amendments page in ePay. Refer to Section Check the Status of Member Amendments of this document for details on how to access this page.

7. Choice of Fund Processing Choice of Fund features enable you to make contributions to all Complying Superannuation Funds (both institutional and SMSF) in Australia from the one Payroll File and only making one payment.

7.0 Link to a Complying (Choice) Fund The first step in making contributions to a Complying Fund is to request a link to the Fund. The steps required to link to a Complying Fund are outlined below. PROCESS EXPLANATIONS & SCREENS Choice of Fund menu

Click on or move your cursor over the Choice of Fund menu item. When the menu displays, click on the Link to Choice Fund.

Choice Fund Details

Type the SPIN, ABN or SFN of the Choice Fund.

§ Funds with an SFN and an ABN – if you specify a Fund by SFN

and the Fund also has an ABN, you will be asked to enter the ABN for the Fund instead of the SFN

§ Funds with an ABN and a SPIN - If you specify a Fund by ABN and the Fund also has an SPIN, you will be asked to enter the SPIN for the Fund instead of the ABN.

§ Funds already linked by the Employer - If you have already linked to the Fund, a message will tell you this. The Fund only needs to be linked once for it to be available to all members in the Fund



PROCESS EXPLANATIONS & SCREENS Status of Amendments

The status of Member Amendments is displayed on the Status of Amendments page in ePay. Refer to Section Check the Status of Member Amendments of this document for details on how to access this page.

7. Choice of Fund Processing Choice of Fund features enable you to make contributions to all Complying Superannuation Funds (both institutional and SMSF) in Australia from the one Payroll File and only making one payment.

7.0 Link to a Complying (Choice) Fund The first step in making contributions to a Complying Fund is to request a link to the Fund. The steps required to link to a Complying Fund are outlined below. PROCESS EXPLANATIONS & SCREENS Choice of Fund menu

Click on or move your cursor over the Choice of Fund menu item. When the menu displays, click on the Link to Choice Fund.

Choice Fund Details

Type the SPIN, ABN or SFN of the Choice Fund.

§ Funds with an SFN and an ABN – if you specify a Fund by SFN

and the Fund also has an ABN, you will be asked to enter the ABN for the Fund instead of the SFN

§ Funds with an ABN and a SPIN - If you specify a Fund by ABN and the Fund also has an SPIN, you will be asked to enter the SPIN for the Fund instead of the ABN.

§ Funds already linked by the Employer - If you have already linked to the Fund, a message will tell you this. The Fund only needs to be linked once for it to be available to all members in the Fund


Link to the Fund One of the two following options now occurs:

• If the Fund is already available in AMIST Super Clearing House.

• If the Fund is not available in AMIST Super Clearing House.

Once you have requested a link to a Fund that is already available in AMIST Super Clearing House, the Link to Choice Fund page opens.

Fund Alert Each Choice fund being linked will have a message displayed which outlines any rules applicable to the fund with regard to making contributions. Some Funds will require information. E.g. Fund Employer Number (see below) before contributions can be processed. An example of such a message is below

Blocked Fund Some Funds that have been terminated or cannot accept contributions from an Employer are blocked. This avoids these contributions being returned at a later date – and leaving you in breach of your SG compliance obligations.

If you believe you can make contributions to the Fund, please contact AMIST Super to enquire about having this restriction removed.

An example of a Blocked Fund is shown below

Link the FundIf there were no error messages, click on the



Blocked Fund

Some Funds that have been terminated or cannot accept contributions from an Employer are blocked. This avoids these contributions being returned at a later date – and leaving you in breach of your SG compliance. If you believe you can make contributions to the Fund, please contact LGS to enquire about having this restriction removed. An example of a Blocked Fund is shown below

Link the Fund If there were no error messages, click on the button. The

Fund now becomes linked, and you can now add new Members and commence making contributions for members.

button. The Fund now becomes linked, and you can now add new Members and commence making contributions for members.

























Blocked Fund

Some Funds that have been terminated or cannot accept contributions from an Employer are blocked. This avoids these contributions being returned at a later date – and leaving you in breach of your SG compliance. If you believe you can make contributions to the Fund, please contact LGS to enquire about having this restriction removed. An example of a Blocked Fund is shown below

Link the Fund If there were no error messages, click on the button. The

Fund now becomes linked, and you can now add new Members and commence making contributions for members.


7.1 Applying for a New SMSF FundIf you try to link to a Choice Fund, but it isn’t available, you can apply for a Fund to be added via the Choice Fund Application pages. Note: All institutional funds and many SMSF’s are already available in AMIST Super Clearing House. It really should be only newer SMSF’s that need to be added.

The steps required to apply for a New SMSF Fund in AMIST Super Clearing House are outlined below.


Payment Method Click on the Payment Method for the Fund.

Encourage Employers to get EFT details for Funds as this is the quickest payment option.

Note that this page states that the Fund will become available in 1 - 3 days of you making the request. However the majority of these are available immediately.

Click on the



7.1 Applying for a New Choice Fund If you try to link to a Choice Fund, but it isn’t available, you can apply for a Fund to be added via the Choice Fund Application pages. Note: All institutional funds and many SMSF’s are already available in ePay. It really should be only newer SMSF’s that need to be added. The steps required to apply for a New Choice Fund in ePay are outlined below. PROCESS EXPLANATIONS & SCREENS Payment Method

Click on the Payment Method for the Fund.



Click on the button. EFT Option If you have selected the EFT option, you must complete at least the

following EFT details: § Fund Email Address § Fund BSB § Fund Bank Account Number

It is important that these details are entered correctly as incorrect details will cause delays in the contributions being remitted. You are prompted to re-enter the above details to ensure they are correct.

button.EFT Option If you have selected the EFT option, you must complete at least the following EFT details:

• Fund Email Address• Fund BSB• Fund Bank Account Number• Electronic Service Address (ESA)

Important

It is important that these details are entered correctly as incorrect details will cause delays in the contributions being remitted.You are prompted to re-enter the above details to ensure they are correct.



7.1 Applying for a New Choice Fund If you try to link to a Choice Fund, but it isn’t available, you can apply for a Fund to be added via the Choice Fund Application pages. Note: All institutional funds and many SMSF’s are already available in ePay. It really should be only newer SMSF’s that need to be added. The steps required to apply for a New Choice Fund in ePay are outlined below. PROCESS EXPLANATIONS & SCREENS Payment Method

Click on the Payment Method for the Fund.



Click on the button. EFT Option If you have selected the EFT option, you must complete at least the

following EFT details: § Fund Email Address § Fund BSB § Fund Bank Account Number

It is important that these details are entered correctly as incorrect details will cause delays in the contributions being remitted. You are prompted to re-enter the above details to ensure they are correct.




Cheque Option

If you have selected the Cheque option, at a minimum the following details must be entered:

§ Fund Address § Fund Suburb § Fund State § Fund Post Code

Submit the Request Click on the button. The request has now been submitted.

Once the Fund becomes available, you can link the Fund and add Members.


Cheque OptionNote: Only available until 30/06/2015


• Fund Address

• Fund Suburb

• Fund State

• Fund Post Code

Submit the RequestClick on the




Cheque Option





button. The request has now been submitted.


7.2 Checking Outstanding Fund RequestsYouareabletocheckonthestatusofanyrequestsfornewfundsusingtheOutstandingRequestsfunction.

The steps required to do this are outlined below.


Outstanding Requests

Click on or move the cursor over the Choice of Fund menu item. When the menu displays, click on Outstanding Requests.

Unavailable Funds A list of the funds that have been requested, but are not yet available are listed. If the fund that you have requested to be added doesn’t appear, it is now available.




Cheque Option







7.2 Checking Outstanding Fund Requests You are able to check on the status of any requests for new funds using the Outstanding Requests function. The steps required to do this are outlined below. PROCESS EXPLANATIONS & SCREENS Outstanding Requests


Unavailable Funds

A list of the funds that have been requested, but are not yet available are listed. If the fund that you have requested to be added doesn’t appear, it is now available.

7.3 Checking Choice of Fund Payment Status You are able to check on the status of the payments that have been made to Choice Funds using the Fund Payment Status menu. The steps required to check the status of a payment are outlined below. PROCESS EXPLANATIONS & SCREENS Payment Status

Click on or move the cursor over the Choice of Fund menu. Once the menu displays, click on Payment Status.

Batch ID Type the Batch Number of the Contribution Batch in the Batch Id

field.






Unavailable Funds





field.



7.3 Checking Choice of Fund Payment StatusYouareabletocheckonthestatusofthepaymentsthathavebeenmadetoChoiceFundsusingtheFundPaymentStatus menu.

The steps required to check the status of a payment are outlined below.


Payment Status Click on or move the cursor over the Choice of Fund menu item. When the menu displays, click on Payment Status.

Batch ID Type the Batch Number of the Contribution Batch in the Batch Id field.

Click on the





Unavailable Funds





field.

Click on the button. button.

Payment Status A list of all of the funds who received payments is displayed. The status of the payment is displayed in the Payment Status column. If a cheque has been presented, a ‘Presented’ date is listed. In the example below, the cheque has been presented.

Click on the Fund hyperlink to view the Member and Contribution breakdown if required.





Unavailable Funds





field.






Unavailable Funds





field.




PROCESS EXPLANATIONS & SCREENS Payment Status

A list of all of the funds who received payments is displayed. The status of the payment is displayed in the Payment Status column. If a cheque has been presented, a ‘Presented’ date is listed. In the example below, the cheque has been presented.


Fund Breakdown

A breakdown of the Members in the payment and the type(s) on contribution(s) remitted on their behalf are displayed.


Fund Breakdown A breakdown of the Members in the payment and the type(s) of contribution(s) remitted on their behalf are displayed.



PROCESS EXPLANATIONS & SCREENS Payment Status

A list of all of the funds who received payments is displayed. The status of the payment is displayed in the Payment Status column. If a cheque has been presented, a ‘Presented’ date is listed. In the example below, the cheque has been presented.


Fund Breakdown

A breakdown of the Members in the payment and the type(s) on contribution(s) remitted on their behalf are displayed.


7.4 Receiving Feedback from Choice FundsA number of Choice Funds communicate potential issues with information being received by them or to advise that a refund has been sent to you.

Youmustactionanyfeedbackmessagestoensurethattheerrorthatcausedarefundiscorrected,priortothenextcontribution being remitted. If a refund is received and a new contribution not remitted, you may be in breach of your SG liabilities.

Type of feedback and actioningBelow are the three types of errors and/or feedback that you may receive:

• Change notification - thataMemberNumberorEmployerNumberhasbeenchanged,sothemoneycanbeallocatedfasterinthefuture.ThisisaprompttotheEmployertoupdatetheirpayrollsystemifthesedetailsarealsoheld there.

• Return - Money is being returned, after which a new contribution will need to be made after information has been rectified.Youmustre-processthecontributionfortheaffectedmember,aftertheinformationiscorrected,toavoidan SG liability breach

• Feedback - Money has been allocated, but information needs to be changed to avoid the money being returned in thefuture.EnsurethatanychangesaremadeinAMISTSuperClearingHouseandPayrollSystem(ifapplicable)toavoid future returns

The steps required to view and action a message are outlined below.


Employer Message When the Employer logs in, they will see that there is a message that needs their attention. Click on the message

Select the Message All of the messages that have been sent to you in the past 4 days are displayed

Important

Messages are automatically deleted after 92 days, so the employer must view and action all messages within 92 days of receipt.

Click on the individual message and rectify the issue.

Save the changes & hide the message Once the required change(s) has been made, click on the



7.4 Receiving Feedback from Choice Funds A number of Choice Funds communicate potential issues with information being received by them or to advise that a refund has been sent to you. You must action any feedback messages to ensure that the error that caused a refund is corrected, prior to the next contribution being remitted. If a refund is received and a new contribution not remitted, you may be in breach of your SG liabilities. Type of feedback and actioning Below are the three types of errors and/or feedback that Employer may receive:

§ Change notification - that a Member Number or Employer Number has been changed, so the money can be allocated faster in the future. Prompt the Employer to update their payroll system if these details are also held there.

§ Return - Money is being returned, after which a new contribution will need to be made after information has been rectified. You must re-process the contribution for the affected member, after the information is corrected, to avoid an SG liability breach

§ Feedback - : Money has been allocated, but information needs to be changed to avoid the money being returned in the future. Ensure that any changes are made in EPay and Payroll System (if applicable) to avoid future returns

The steps required to view and action a message are outlined below. PROCESS EXPLANATIONS & SCREENS Employer Message

When the Employer logs in, they will see that there is a message that needs their attention. Click on the message

or on the Feedback menu item

Select the Message

All of the messages that have been sent to you in the past 4 days are displayed



Save the changes & hide the message

Once the required change(s) has been made, click on the button. Click on the button so that when you log in, the message doesn’t show.

button.

Click on the










Select the Message






button so that when you log in, the message doesn’t show.










Select the Message















Select the Message






Contact Us

AMIST Super Hotline: 1800 808 614 (toll free call from fixed lines within Australia)

AMIST Pension Hotline: 1800 255 521

By mail: AMIST Super Locked Bag 5390 Parramatta NSW 2124

By e-mail: [email protected]

By fax: 1300 855 378

In person: Australian Administration Services (the Fund administrator)

1A Homebush Bay Drive Rhodes NSW 2138

From overseas: +61 2 8571 5739 (you will be charged by your service provider for an overseas call).

www.amist.com.au [email protected]

Locked Bag 5390 Parramatta NSW 2124

Clearing House User Guide


amist super clearing house · · 2015-04-22this clearing house user guide is issued by australian...

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