Asgard Employer Online Transact (EOL Transact) User guide for employers

Transcription

1 Asgard Employer Online Transact (EOL Transact) User guide for employers

2 What s inside 3 Introduction 4 Welcome to Employer Online Transact 5 How EOL Transact works 6 Logging onto EOL Transact 8 Internet browser settings 9 Getting help 10 Creating a new employee account 12 Making a direct entry contribution 18 Employee advices 20 Amending employee details 23 Exiting employees 26 Choice of Fund processing 27 Requesting a link to a complying fund 29 Linking to an available fund 30 Applying for a new Choice Fund 32 Checking outstanding fund requests 33 Create new Choice member applications 35 Checking Choice payment status 37 Upload of payroll file contribution 38 Upload new member applications On the cover: Fiona creates compelling visuals as a Graphic Designer within our marketing team. EOL Transact User Guide for Employers

3 Introduction How to use this guide This user guide describes the simple management of employee superannuation contributions via Employer Online Transact (EOL Transact). If you require further assistance, contact the Asgard Business Superannuation team on Features of the guide Screen images Please note that in most cases any image you see in this guide is only a partial image of the actual EOL Transact screen. Buttons and menus Any button or menu discussed in this guide is a function you can use within the EOL Transact web page. EOL Transact User Guide for Employers 3

4 Welcome to Employer Online Transact Technology is eliminating hours of laborious work for employers by automating administration processes. EOL Transact provides you with fast, easy account maintenance and online processing of contributions. EOL Transact allows you to: make contributions online whilst reducing delays experienced with mailing a cheque, making funds available for investment sooner extract individual employee reports which detail contributions made by you on their behalf set up new employees without completing paper applications or remittance advices (available for employers registered with an Asgard/PortfolioCare Employer Account) notify Asgard of terminated employees amend certain employee details (i.e. change of address and payroll number) make contributions for your employees who have elected another superannuation account under the choice of fund legislation. Two levels of authority Authority level 1 Allows you to change details on the system and authorise payment of contributions. Authority level 2 Allows you to set up new employees, notify Asgard of terminated employees and amend certain employee details. EOL Transact Homepage EOL Transact User Guide for Employers 4

5 How EOL Transact works EOL Transact is a secure, web-based interface through which you can link your business, your bank account and your employees accounts to allow for easier processing and management of records. EOL Transact assists you in: 1. Transmitting information about your employees superannuation accounts to Asgard and elected choice funds 2. Transferring contribution payments from your business bank account to Asgard, using Direct Debit or BPAY Information is updated at the click of a button and payments are processed according to your payment instructions, as shown in the diagram below: The Clearing House Employer Contribution data The Service Provider EOL Transact Payment 1 Asgard Members Payment 2 Choice members Contribution data Asgard members Contribution data Choice members Asgard (sponsoring Fund) Payment Choice members Asgard Clearing House Service Contribution and payment data Choice members Fund 1 Fund 2 Fund 3 Registered to BPAY Pty Ltd ABN EOL Transact User Guide for Employers 5

6 Logging onto EOL Transact Once you have completed an EOL Transact application form, user IDs and passwords will be sent via to all authorised users. Once your login details are received, simply go to: Enter your User ID and Password and select the Logon button. You will be prompted to change your password. EOL Transact User Guide for Employers 6

7 Enter your new password in the two boxes provided and select the save button Once you have logged on, the Contribution Status screen will appear for you to begin making contributions. Alternatively, you can select any of the options which run along the top of the page. EOL Transact User Guide for Employers 7

8 Internet browser settings If you are attempting to log on, and the Invalid Session message is displayed, you may need to change your browser settings (cookie handling) Internet Explorer Version 5 Open Internet Explorer: Select Tools menu > Internet Options > Security Select Custom Level > scroll down the list to Cookies Select Enable under both options Select OK > Apply > OK Internet Explorer Version 6 Open Internet Explorer: Select Tools menu> Internet Options > Privacy tab> Advanced button Tick Override automatic cookie handling First-party Cookies: select Accept Third-party Cookies: select Accept Tick Always allow session cookies Select OK Select OK in Internet Options EOL Transact User Guide for Employers 8

9 Getting help You can access a comprehensive help page from each of the EOL Transact screens. You can keep the page open whilst continuing to work in EOL Transact. You will notice a Help button on every EOL Transact screen. Selecting this icon will display the help text specific to the screen you are working in. EOL Transact User Guide for Employers 9

10 Creating a new employee account Select New Members from the Members menu. The New Member Application Status Summary screen will appear. Select the Add button. EOL Transact User Guide for Employers 10

11 The New Member Application screen will appear. Enter the employee s details (highlighted fields are mandatory). Select the Submit Now button if you have finished entering the member details. Or Select the Submit Later button if you need to enter further member details prior to submission. The details you have entered will be saved for you to complete the new member application at a later date. EOL Transact User Guide for Employers 11

12 Making a direct entry contribution If you are a first time user of the EOL Transact website, you will be required to first create a schedule which will act as a template for the contribution batches you will submit in the future. If you have previously created a schedule, please refer to Create a contribution batch on page 14. To create a schedule: Select the Contributions menu. Select the Add button. EOL Transact User Guide for Employers 12

13 The Contribution Schedule Maintenance screen will appear. In the Contribution Schedule Maintenance page, enter a Schedule Name in the space provided and select a Schedule Type from the drop down menu. (Select Direct Entry unless otherwise agreed to by Asgard). Select a Submission Period from the drop down menu and enter a Start Date in the space provided. The website will use the submission period and start date to create the contribution batch period (eg to if you selected your Submission Period as Monthly and your Start Date as ) If you would like any new employees to be automatically added to your schedule, tick Default Schedule (this option is not available for Schedule Type Payroll File Transfer). Select the Save button. The Select Members screen will appear. To select the employees you would like to add to your schedule, tick the box next to your employee s name. If you require all employees to be included in this schedule, choose the Select All button. Once complete, select the Save button. EOL Transact User Guide for Employers 13

14 The Contribution Schedule Maintenance screen will appear. If you require any changes to be made to the schedule details at this point, select the Modify button. Should you wish to alter the number of employees linked to the schedule, select the Members button. Otherwise, select the Return button. You have now successfully created your schedule. Create a contribution batch Select the Begin button next to your Contribution Schedule. EOL Transact User Guide for Employers 14

15 The Batch Input screen will appear. Enter the contribution amounts in the boxes provided. Note: Definitions of the different contribution types can be found by selecting the Help button located on the Batch Input screen. To check that your batch has balanced, select the Calculate Totals button. If you are not ready to submit your batch, but would like to save what you have done so far, select the Save and Return button. You can come back to the batch later at your convenience, by selecting Ready for Submission from the Contribution Status screen. Once complete, select the Save and Continue button. The Batch Payment Details screen will appear. Enter in your password in the Enter Password space provided. Then enter in the total amount of the batch in the Confirm Total Amount space provided. Click on the Transmit Batch button to send the batch to Asgard. EOL Transact User Guide for Employers 15

16 The Batch Confirmation screen will appear. If your payment method is Direct Debit, Asgard will request the debit from your bank account the following day. No further action is required by you. If your payment method is BPAY, the information required for you to make a corresponding BPAY payment to Asgard will be displayed on the screen. Please make your BPAY payment to Asgard on the same day as transmission of the batch. Note: Your Customer Reference Number (CRN) will change with each new batch you submit. This is a reference for Asgard to match your contribution batch to the BPAY payment sent Direct Credit (EFT) is available for employers with >50 employees under the Asgard Employee Super plan and must be agreed upon by Asgard. If your payment method is Direct Credit, you may now make the corresponding payment into the relevant accounts. EOL Transact User Guide for Employers 16

17 To print a Contribution Report, select the View Report button. The Contribution Report screen will appear. Select the Print button. EOL Transact User Guide for Employers 17

18 Employee advices EOL Transact simplifies your record keeping for superannuation contributions and provides advices for your employees. To print employee advices for a specific quarterly payment period, please follow the steps below: Select Employee Advices from the Reports menu. EOL Transact User Guide for Employers 18

19 The Quarterly Contribution Advices for Employees screen will appear. Select the period you wish to generate advices for, and the type of report (Fixed Format (PDF) or Flexible Format (Word Document)). The contribution advices will include all contributions that satisfy the following conditions: The end date of the contribution period associated with the batch must fall within the selected reporting quarter The batch must have a confirmed status. EOL Transact User Guide for Employers 19

20 Amending employee details EOL Transact allows you to easily check your employee details to ensure their personal and contribution details are correct. Select Members from the Change Details menu. The members screen will appear. Click on the Search button. If you are searching for a specific member, you can use any of the search fields provided to refine your search. EOL Transact User Guide for Employers 20

21 A list of members will appear. Select the name of the member you wish to view. The selected member s details will appear. Select the Amend Member button. EOL Transact User Guide for Employers 21

22 The Amend Member Details screen will appear. Enter the amendments you wish to make and click on the Submit button. EOL Transact User Guide for Employers 22

23 Exiting employees Select Exit Members from the Members menu. The Status of Member Exits screen will appear. Select the Exit Member button. EOL Transact User Guide for Employers 23

24 The Member Exits Search screen will appear. Search for the member using any of the search fields and then selecting the Search button. A list of members will appear. Select the member you wish to exit. EOL Transact User Guide for Employers 24

25 The following screen will appear. Enter the Date Left Employment in the space provided and the and Exit Reason from the drop down box. Note: You can t make further contributions for a member once they have exited. Choose the Select Contributions option if you need to make a final contribution before proceeding with the Exit request. Select the Exit Member button. EOL Transact User Guide for Employers 25

26 Choice of Fund processing Choice of Fund features enable you to make contributions to all complying superannuation funds (both institutional and Self Managed Superannuation Funds) in Australia. Through EOL Transact you can use the procedures described in this user guide to make contributions to any complying superannuation fund, providing you have an Asgard or PortfolioCare Employer Account. EOL Transact splits your contributions by fund and distributes the contributions to these funds automatically. Single Payment for all your choice funds Using the Choice of Fund features in EOL Transact, you can transmit contributions to all your choice funds in a single batch, making a single payment. Some terms used in Choice of Fund processing are described below: Term ABN Institutional Fund RoCS SFN SMSF SPIN Meaning Australian Business Number: An identifier for Australian businesses and for complying superannuation funds. A fund that is run by a fund administrator, life company or bank. These funds are catalogued in the Superannuation Product Identification Number (SPIN) register. Register of complying superannuation (funds). If a fund is in this register, the fund is said to be a complying superannuation fund. RoCS is maintained by the ATO. Superannuation Fund Number: A fund identifier for complying superannuation funds that is gradually being phased out, in favour of the ABN. When specifying a fund in EOL Transact, you can still use the SFN if the fund has one, except when the fund also has an ABN, in which case you will be asked to supply the ABN for the fund. SFNs are sometimes stored in RoCS, along with ABNs. Self Managed Superannuation Fund. These funds are catalogued in RoCS. They are also known as DIY or family retirement funds. Most SMSFs are identified by the ABN. Superannuation Product Identification Number, used to identify Superannuation products, and introduced by SuperEC. Most Institutional funds and some SMSFs have a SPIN. When specifying a fund in EOL Transact, where a SPIN is not available, you can enter an ABN EOL Transact User Guide for Employers 26

27 Requesting a link to a complying fund The first step in making contributions to a Complying Fund is to request a link to the Fund. To request a link to a Complying Fund: Select Link to Choice Fund from the Choice of Fund menu. Enter the SPIN, the ABN or the SFN for the fund, then select the Search button. EOL Transact User Guide for Employers 27

28 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 a SPIN, you will be asked to enter the SPIN for the fund instead of the ABN. Fund 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 the banking details for the fund have not changed. Fund already linked by you If you have already linked to the fund, the following screen will appear: One of the following will now occur: If the fund is already available in EOL Transact, the Link to Choice Fund page now opens. See Linking to an available fund on page 29 for more on using this screen to link to the fund. Or If the fund is not available in EOL Transact, you can request that it be made available, and can enter payment details, using the Choice Fund Application pages. See Applying for a new Choice Fund on page 30 for more information on using these pages. EOL Transact User Guide for Employers 28

29 Linking to an available fund Once you have requested a link to a fund that is already available in EOL Transact, the Link to Choice Fund page opens. Part of this page is shown below: To link to the fund 1. If you are registered as a contributing employer with this Choice fund, enter your Fund Employer Number (FEN) for the fund on the Link to Choice Fund page. Do not enter the FEN for your Default Fund. The FEN required is the one for the Choice Fund, not for your Default Fund. Supplying the FEN for the Choice Fund may expedite processing of contributions by the Choice Fund. 2. Select the Link button and the fund will become linked. EOL Transact User Guide for Employers 29

30 Applying for a new Choice Fund If a fund you have requested is not yet available in EOL Transact, you must request that it be made available. The Choice Fund Application pages allow you to do this. The following screen allows you to select the payment method for the fund. Note that the page explains that the fund will become available in 1-3 days of you making the request. To apply for a new fund 1. On the Choice Fund Application page, select one of the two payment methods (EFT or cheque). (If possible, select the EFT option, as this provides the quickest payment method.) 2. Now select the Continue button. EOL Transact User Guide for Employers 30

31 Payment method EFT Enter the details of the fund into the spaces provided and select the Request button. The fund request is now made for you. Payment method cheque Enter the details of the fund into the spaces provided and select the Request button. The fund request is now made for you. Indication via that the fund is available When the fund becomes available in EOL Transact you will receive an informing you of this you can request not to receive this by ticking the box provided in the choice fund application. Fund becomes linked Once the fund becomes available in EOL Transact, it is automatically linked for you to use. EOL Transact User Guide for Employers 31

32 Checking outstanding fund requests You can check on the Choice Funds you have requested to see whether they have become available yet. Select Outstanding Requests from the Choice of Fund menu. The Outstanding Choice Fund Requests screen will appear. EOL Transact User Guide for Employers 32

33 Create new Choice member applications To create a New Member Application for a choice employee: Select New Members from the Members menu. The New Member Application Status Summary will appear Select the Add button. EOL Transact User Guide for Employers 33

34 If you have more than one fund, the New Member Application Select Fund page will appear. In the Fund for New Member Application drop down box, select the fund to which you want to add a employee and then select the Continue button. The New Member Application page will appear. Fill in the fields on the New Member Application page. Select the Submit Now button. EOL Transact User Guide for Employers 34

35 Checking Choice payment status Once a choice payment has been submitted to Asgard for disbursement you can check the progress of this payment through the Choice of Fund menu. Select Payment Status from the Choice of Fund menu. EOL Transact User Guide for Employers 35

36 The Status of Payments to Choice Funds screen will appear. Enter the relevant batch ID and select the submit button. The following screen will show the details of the payment. The details show the status of the payments to choice funds. No cheque details on this screen marks the payment type for the relevant fund as EFT. EOL Transact User Guide for Employers 36

37 Upload of payroll file contribution Uploading contributions from a payroll file is an alternative to using the E-form method described in Create a contribution batch on page 14. You can use the upload method of submitting Payroll File Contributions in agreement with Asgard, providing you have a payroll file containing the correct details. If you want to make use of this service please contact Asgard s business super team on EOL Transact User Guide for Employers 37

38 Upload new member applications Uploading new member applications is an alternative to using the E-form method described in Creating a new employee account on page 10. You can use the upload method of submitting new member applications in agreement with Asgard, providing you have a payroll file containing the correct details. If you want to make use of this service please contact Asgard s business super team on EOL Transact User Guide for Employers 38

39 Asgard Capital Management Ltd ABN AFSL Level 38, Central Park, 152 St George s Terrace, Perth WA 6000 Telephone Facsimile Investor Services ABGCUG20307