BT Online Employer Easy User Guide. November 2010

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1 BT Online Employer Easy User Guide November 2010

2 Contents I Introduction 3 Getting started 3 Register for BTOE 3 Login to BTOE 3 If you forget your password 4 Where to get help in BTOE? 4 Manage your BT Super members 5 Add a new member 5 View a member s details 5 Update a member individually 5 Exit an existing BT member 5 Move an existing BT member to another Pay Centre 5 Contribute to BT members 7 Prepare a contribution 7 Authorise a contribution 7 View contribution history 7 Direct Debit facility 9 Using Pay Centres 10 Managing user accounts 11 Managing your own user account 11 Other users 11 Reports 12 Member reports 12 Insurance reports 12 Using the Clearing House 13 Getting started 13 Manage your choice employees 13 Contributing to Choice members 14 More information 15 2

3 Introduction BT Online Employer (BTOE) is an online administration service designed to manage your business s super plan. You can: > register new members individually or in bulk > change member details (such as salary and address) individually or in bulk > prepare and authorise contributions for members in your BT employer plan > prepare and authorise contributions for your employees that have chosen a different super fund > access a range of reports to profile your plan and your employees > set up and amend a Direct Debit facility online > amend Pay Centre details > change user account(s) details. Getting started Register for BTOE If you have a BT Super plan but are not yet a BTOE user, don t worry, you can register now. 1_Type in the address bar of your web browser. 2_Select BT Online Employer from the drop-down menu. 3_As a new user of BTOE, select Register for BTOE. 4_Select Continue to start registering your details. You will first be asked to register your company details and then you will be prompted to set up a Direct Debit agreement. 5_Your username will be ed to you, and the password will be posted to you within five working days. You need the username and password in order to log into the secure section of BTOE. If you do not have a BT Super plan, refer to the Product Disclosure Statement for information about using BT super as your business default super plan. 3

4 Login to BTOE You would have received your username and password when you registered to use BTOE, you can use it to log in. 1_Type in the address bar of your web browser. 2_Select BT Online Employer from the drop-down menu. 3_The first time you log in you will be asked to accept the terms and conditions of using BTOE. 4_Enter your username and password. 5_Once you have log in, you ll be asked to change your password to something that is easy for you to remember. It needs to be at least eight characters. Note: the username and password are case sensitive. If you forget your password Where to get help in btoe? If you ve forgotten your password or you ve been locked out of your BTOE account, you can: > get a colleague who also has a BTOE login to either reset it for you. They can do this for you by logging in to BTOE and unlocking/resetting your account in the Admin section. > click on the Forgotten your password link and we can send a new one to the address we have on file for you. This means that you ll need to keep us updated with your current address, and that you should keep the password that you use to access your account in a safe place. > alternatively, call the BT Contact Centre on , Monday to Friday 8.00am to 6.30pm (Sydney time). This guide provides a brief overview of the main functions of BTOE. A detailed online help guide is also available, once you ve logged in to BTOE. You ll notice a link to Help on this page in the top-right corner of each page. Each part of the site has its own detailed guide, providing you with step-bystep instructions to help you get the most out of BTOE. You ll also notice a help link next to certain fields as you use the site. Click on these links to find out more about the information required in the field. 4 If you need more help, you can speak to our Contact Centre specialists to seek assistance. Call the BT Contact Centre on , Monday to Friday, 8.00am to 6.30pm (Sydney time).

5 Manage your BT Super members Add a new member View a member s details Update a member individually To add a new member individually to your BT Super plan one at a time: 1_Select BT Members in the menu followed by Add Member. 2_Enter all the required information. 3_Read the Legal insurance requirements and tick the checkbox. 4_If all the details are correct, click Continue. You can also add a group of new members to your BT Super plan in a bulk. We recommend this method when adding 10 or more new members by creating and uploading a template. 1_Select BT Members in the menu, followed by View member. 2_Find the member whose details you wish to view and click Search. 3_Click on the member s name from the table to view member s details. 1_Select BT Members in the menu, followed by Update member. 2_Find the member whose details you wish to change and click their name. 3_Change the details, confirm the Legal insurance requirements and click Continue. 4_If all the details are correct, click Continue. Hint you cannot make an additional amendment for the same member until the processing is completed. Changes to a member details are generally completed within 24 hours. Exit an existing bt member Once you exit a member from your BT Super plan, you can make further contributions to that member using BT Online Employer for up to 120 days, as long as the member is a personal member within BT Super. 1_Select BT Members in the menu followed by Exit member. 2_Find the member you wish to exit and click their name. 3_Enter the required information, change any details (eg address) and click Continue. Hint you can also exit one or more members from your BT Super plan at the time you make their final contribution. Simply enter the date they left your business in the Termination date field on your contribution file. See Contribute to BT members in this guide for more information on contributions. Manage5

6 Move an existing BT member to another Pay Centre Note Ensure the last contribution has been authorised for a member before moving the same member to another Pay Centre as a member can only be set in one Pay Centre at a time. 1_Select BT Members in the menu followed by Move Pay Centre. 2_Find the member you wish to move to another Pay Centre and click their name. 3_If you need to, change any details (eg address) and employment details, confirm the Legal insurance requirements and click Continue. 4_If all the details are correct, click Continue. 6 Cont

7 Contribute to BT members Prepare a contribution You can choose between three different options when preparing contributions: using an online e-form, using the standard BTOE template, or using your own payroll file. 1_Using the online e-form This option is best suited if you submit contributions for less than 40 members. Simply enter the contribution amounts in the screen next to the name of your employee. You may use this option for more than 40 members as well, but you may find using the BTOE standard template or your own payroll file more efficient for a large number of employees. 2_Using the standard BTOE template This option is best suited if you submit contributions for more than 40 employees that are members of your BT Super plan. 3_Using your own payroll file If you have your own payroll system, you can use it to upload contributions. You need to register your payroll file with BTOE if you have not previously done so, or if your payroll file has changed since you registered it with BTOE. Authorise a contribution Only users set up with Authorise Contributions Access level can authorise contributions. 1_Select BT Contributions in the menu followed by Authorise contribution to see the list of all contribution files that are ready to be authorised. 2_Select a contribution file to view the total contribution amounts and who prepared the file. 3_Click View file to view the details of the contribution file. 4_Or click Delete file to delete the contribution file. 5_If all the details are correct, click Continue. ribute 7

8 6_Enter your password to authorise the contribution file and click Continue. You can also reject a contribution file that needs further amendments. View contribution history View, Download or Print a contribution file that has been authorised. 1_Select BT Contributions in the menu followed by View contribution history to see a list of all contribution files that have been previously been authorised. 2_Select a contribution file to view the total contribution amounts, who prepared and who authorised the file. 3_Click View contribution details to view the details of each contribution in the file. 4_Click Download icon if you wish to download or click print icon if you want to print the file. 5_The report will display in a new window and your computer will pop-up a Print dialogue box. 6_Find the Orientation option, select Landscape and click OK. 7_Click the Print button. 8

9 Direct Debit facility You may set up a Direct Debit agreement when you first register to use BTOE, or you can set one up at any time by following the steps below. 1_Select Direct Debit facility under Admin in the menu followed by Create new facility. If you already have a Direct Debit arrangement for BTOE, this arrangement will be automatically cancelled when setting up a new one. 2_Enter your bank account details and click Continue. 3_Read the section under the heading BT Online Employer Direct Debit Request Agreement. 4_Read the section under the heading QuickSuper Product Disclosure Statement. Note that this section is relevant if you choose to use the Clearing House facility to submit contributions to multiple super funds. 5_Review your Employer Details as shown at the bottom of the screen. 6_Enter your password to confirm that you have read and accepted the Direct Debit agreement, and that the details you entered are correct. There is no need to send in a signed form as your BTOE password will act as your online signature. Note It may take up to three business days for BT to authorise the Direct Debit request. Once authorised, BT will confirm your new Direct Debit Facility by sending an to the Pay Centre contact as registered for BTOE. You will not be able to use the new facility to make contributions until processing is complete. Any contribution files authorised during this period will need to be paid by Direct Credit. 7_Click Continue. 9

10 Using Pay Centres Having several Pay Centres allows you to separate staff into different cost centres for accounting and reporting purposes. For example, you can pay super contributions for one Pay Centre at a time. You may want to set up multiple Pay Centres if: > You have several offices/sites, each with their own bank account, or > You have payrolls for each line of business and contributions are to be paid from one central bank account. Setup a Pay Centre View Pay Centre details Update Pay Centre details Navigate to another Pay Centre You cannot register another Pay Centre online. Complete and return the Additional Pay Centre Application form, available online at Select Pay Centre details under Admin in the menu followed by View Pay Centre. 1_ Select Pay Centre details under Admin in the menu followed by Update Pay Centre. 2_ Amend the necessary fields, then click Continue, followed by Continue if the details are correct. Note You will not be able to make another amendment until this change has been processed. Select Pay Centre details under Admin in the menu followed by Select Pay Centre. 10 anagi

11 Managing user accounts Manage your own user account Select My user account under Admin in the menu, then: > select View details to view your details such as phone number and address or, > select Change details to update your details such as phone number and address or, > select New password to change your password > select Change username to select a new username. You may have to contact a user with user maintenance access to change your access level. Other users You can set up different users to have different access levels to BTOE. All users have general enquiry access and may in addition hold one or several of the access levels shown below depending on what tasks the user needs to perform on BTOE. ng 11

12 BTOE Access Levels General enquiry User maintenance Employer administration Authorisation of super contributions Descriptions This is the standard level for all users, providing view-only access to most information on BTOE, excluding reports. Users with only this level of access cannot make amendments, prepare or authorise contributions or set up a Direct Debit facility. A user that is given this access level can give other staff access to BTOE, maintain their user s details, reset their passwords, unlock their accounts, suspend users and remove a user s access to BTOE. A user that is given this access level can update and amend employer and employee details as well as prepare super contribution files. A user that is given this access level can authorise payment of super contributions once a contribution file has been prepared. This user can also set up and authorise a Direct Debit agreement. Only users with user maintenance access can maintain account details for other users. 1_Select Other users under Admin in the menu, then: > select View details to see account details for another user; or, > select Change details to amend the account details for another user; or, > select Reset password to reset the password for another user; or, > select Unlock user if you need to unlock the account for another user; or, > select Suspend user to remove access for another user for a time; or, > select Reactivate user to give a suspended user access; or, > select Remove user to remove the access for another user permanently; or, > select New user to give a new user access to BTOE. 12 2_Select the user from the table and follow the prompts in the screen.

13 Reports You can access a range of reports to profile your plan and your employees. To access the following reports, select Reports from the menu: Member reports Report name Description Member summary List of address, date of birth, salary and date joined company by member. Contributions List of contributions by type (Award SG, Employer fully vested, Member voluntary etc), with totals by member for a given period. Investment profile Investment type (conservative, dynamic, moderate) by member age bracket. Invalid address List of members whose address details require updating. A member will show on this report if BT twice receives returned mail for the member. Superannuation Guarantee Lists SG details of your members for a selected reporting period. Details from this report can be mail merged to produce a standard employee SG letter for each member. Investment options Funds under management. Investment options as percentages of the total balance of your plan. Insurance reports Report name Description Life insurance Date of birth, insurance rating (eg white collar, blue collar), sum insured and monthly premium by member. Salary continuation insurance Salary Continuance Insurance Report including date of birth, insurance rating (eg white collar, blue collar), date joined plan, sum insured and monthly premium by member. Insurance categories A list of insurance categories available to your plan. 13

14 Using the Clearing House Getting started Manage your choice employees Add a Choice employee With Choice of Superannuation legislation (Super Choice), eligible Australian employees are able to choose which super fund they want their employer to submit their Superannuation Guarantee (SG) contributions to. You may need to submit contributions to multiple super funds. BT Online Employer s Clearing House facility (Choice) gives employers the option to make one payment that will be divided and distributed to multiple super funds. 1_Select Choice from the menu followed by Add Choice Employee. 2_Select the SPIN or ABN option, enter the appropriate details and then click Continue. 3_Follow the prompts to select the employee s Choice fund, 4_Enter the Choice employee s details including the investor number the employee holds with the Choice fund, if it has been supplied. 5_Confirm that the details you entered are correct by clicking Continue. g View a Choice employee s details 1_Select Choice in the menu followed by View Choice employee. 2_Enter search criteria for the Choice employee whose details you wish to view and click Search. 3_Select the Choice employee from the table by clicking the name to view 14 details.

15 Update a Choice employee s details 1_Select Choice in the menu followed by Update Choice employee. 2_Enter search criteria for the Choice employee whose details you wish to change and click Search. 3_Select the employee from the table by clicking on the name and change the Choice employee s details. 4_Click Continue to review confirmation page. 5_If the details are correct, click Continue to proceed. Note If an existing Choice employee has chosen a new fund you must first exit them from Choice and (re)setup the employee as a new Choice employee. Exit an existing Choice employee Contributing to Choice Members Prepare a Choice contribution Before you exit a Choice employee you must ensure that you have authorised the last contribution and that their details are up-to-date. No further contributions or changes to details can be made after the Choice employee has been exited. 1_Select Choice in the menu followed by Exit Choice Employee. 2_Enter search criteria for the employee you wish to exit and click Search. 3_Select the employee from the table by clicking on the surname, check that the Choice employee details are correct (change them if necessary) and click Continue. 4_Confirm the exit of the Choice employee by clicking Continue. If an employee has ceased employment with you but is also still registered as a member of your BT Super plan, you must exit the member by clicking BT Members in the menu followed by Exit member. Follow the prompts in the screen to complete this process. Select Choice from the menu followed by Prepare contribution to manage your Choice employees contributions. The same options are available for preparing contributions for Choice employees as for members of your BT Super plan. However, contributions for Choice employees must be uploaded in the Choice section of BTOE, whereas contributions to members must be uploaded in the BT Contributions section of BTOE. > Using an online e-form to contribute which is best suited if you submit contributions for less than 40 Choice employees. > Using the standard BTOE template which is best suited if you submit contributions for more than 40 Choice employees > Using your own payroll file if you have your own payroll system. Authorise a Choice contribution Only users set up with Authorise Contributions Access level can authorise contributions. 1_Select Choice in the menu followed by Authorise contribution to see the list of all contribution files that are ready to be authorised. 2_Select a contribution file to view the total contribution amounts and who prepared the file. 3_Click View file to view the details of the contribution file. 4_Or click Delete file to delete the contribution file. 5_If all the details are correct, click Continue. uide15

16 More information > > BT Employer Relations am to 6.30pm (Sydney time) Monday to Friday > > Online > > > > Postal address BT Financial Group, GPO Box 2919, Sydney NSW 2001 > > Registered address Level 20 Westpac Place, 275 Kent Street, Sydney NSW 2000 BT Funds Management Limited ABN AFSL RSE L is the trustee of BT Lifetime Super Employer Plan ABN RSE R Westpac Securities Administration Limited ABN AFSL RSE L is the trustee of BT Business Super ABN RSE R This information has been prepared without taking account of your objectives, financial situation or needs. Because of this you should, before acting on this information, consider its appropriateness, having regard to your objectives, financial situation and needs. A product disclosure statement (PDS) is available and can be obtained by calling the BT Contact Centre on or visiting You should consider the PDS in deciding whether to acquire, or continue to hold or dispose of interests in BT Lifetime Super Employer Plan or BT Business Super. The information contained in this guide is current as at November BT Financial Group Pty Ltd BT lc

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