MLC SuperEzy User Guide

Transcription

1 TM Business Super MLC SuperEzy User Guide Miller Street North Sydney NSW 2060 Telephone: Issued by MLC Limited ABN A member of the National group of companies MLC working towards your wealth

2 Index :(/&20( What are the Benefits for you and your Employees? 5 What can I do Online with MLC SuperEzy? 5 An Integrated Solution 5 1. Using the MLC SuperEzy User Guide Using the MLC SuperEzy User Guide What should I do when I first access my new MLC SuperEzy Site? For new Users to an Existing MLC SuperEzy Site Logging In 6 2. Key Tasks for Employers Using the Data Entry Method Using the Payroll Import Method New Employee Process Explained 7 3. Contribution Worksheet Selecting a Product/Plan/Pay Group What Products can I Pay to? Date Paying To Methods to Create a Worksheet Import Payroll File to create Worksheet Recall Existing Worksheet Delete Incorrect Worksheet Worksheet Explained Select an Action Explained Worksheet Terminology and Features Customising your Worksheet Create New Employee How to use the Data Entry Method Employee Details Superannuation Account Details How to use the Payroll Import Method Reinstate Exited Employee Transfer Employee Between Plans or Pay Groups Employee Search Employee Search View/Modify Employee Details Exit an Employee Incomplete Employees Completing Incomplete Employees Erasing Incomplete Employees 25 MLC SuperEzy User Guide 26 September

3 6. Submission to MLC 6.1 Submit Employee Only Submit Worksheet and Employee Submitting from within a Worksheet Submitting from the Submission to MLC Main Menu Payment Schedule Submission Authorisation What happens next for your MLC MasterKey Business Super plan Financial Institutions Adding a New Account Erasing an Account Pay Group Maintenance Adding a New Pay Group Modifying a Pay Group Erase a Pay Group Contribution Reports Generating the Worksheet History Report Viewing the Contribution Worksheet Report Employee Reports Generating the Report Printing a Report Changing your Passwords Changing Your Login Password Changing the Site Authorisation Password User Maintenance Create a New User Modify an Existing User Erase an Existing User Site Parameters Worksheet Configuration Layout Sort Order 41 Appendix 1 42 Terms and Conditions of use of the MLC SuperEzy Site 42 Currency and Accuracy of Information 42 Availability of Site 42 Copyright and Trademarks 42 Transaction Terms 42 Cut-off Time for Online Direct Debit Submissions 43 Alternate Payment Methods 43 Tax File Numbers 43 MLC SuperEzy User Guide 26 September

4 Security Terms 44 Your Unique MLC SuperEzy User ID and Passwords 44 Site Administrator Responsibilities 44 Site Authorisation Password 44 Unauthorised Use of Password and MLC SuperEzy User ID 45 Security Features 45 Appendix 2 46 Access Levels for Users 46 Appendix 3 47 Minimum Computer Requirements 47 Appendix 4 48 Contact Us at MasterKey Business Super 48 MLC SuperEzy User Guide 26 September

5 Welcome Welcome to MLC SuperEzy the ultimate online solution in hassle-free administration for company superannuation plans. What are the Benefits for you and your Employees? 4 Eliminates the need for paper and cheques by using the latest in e-commerce technology. 4 Provides an easy one step, end-to-end process online. 4 Allows you to import your payroll file (if compatible) to automatically create your superannuation submission. 4 Your plan may qualify for discounted Account fees when you use MLC SuperEzy with the integrated online direct debit option and have 10 or more employees in the plan. 4 Easy-to-use and internet accessible. What can I do Online with MLC SuperEzy? 4 Make superannuation contribution payments. 4 Authorise the direct debit from your nominated financial institution account. 4 Advise us of any new and exiting employees. 4 Advise changes to employees personal details. 4 Direct contribution payments to employees Masterkey Custom superannuation account. 4 View reports online and print them for your records. An Integrated Solution MLC SuperEzy is fully integrated with our MasterKey Business Super administration platform a unique feature in the superannuation industry. The benefits of this feature are: 4 A fully automated online direct debit facility. 4 Once your submission is received by MLC, your MasterKey Business Super information is automatically downloaded to our administration platform so there s no delay. MLC SuperEzy User Guide 26 September

6 1. Getting Started 1.1. Using the MLC SuperEzy User Guide You can either use the Step-by-Step instructions in this User Guide or refer to the online Help Menu on your MLC SuperEzy site (located in the top left-hand corner of your screen) the choice is yours What should I do when I first access my new MLC SuperEzy Site? 1. Change your password when you login for the first time you will be asked to change your password 2. Check that your financial institution account is recorded correctly in the Payment Maintenance main menu Financial Institutions option. 3. If you are the Site Administrator, check that all your Users are recorded correctly in the Site Maintenance main menu User Maintenance option. Bookmarking - a Handy Hint: You may wish to bookmark MLC s home page If you are using Microsoft Internet Explorer (IE) Click Favourites then Add to Favourites. Next time you wish to use MLC SuperEzy, simply click on from your Favourites list. If you are using Netscape Navigator When you are on the MLC home page, click Bookmark from your browser s menu. Click Add Bookmark. Next time you wish to use MLC SuperEzy, simply click on your bookmark. 1.2 For new Users to an Existing MLC SuperEzy Site Remember to change your password immediately. When you login for the first time you will be asked to do this. MLC SuperEzy User Guide 26 September

7 2. Key Tasks for EmployersError! No index entries found. 2.1 Using the Data Entry Method F Logon to Ð Create your new Ð Exit / modify any Ð Create your Ð Submit to employee records existing employees Contribution Worksheet 2.2 Using the Payroll Import Method Create your Payroll Ð Logon to Ð Create your Worksheet Ð * Complete any new Ð Submit to file. Save in the format: by Importing your employees MLCSuperEzy DD/MM/YYYY Payroll file into MLC SuperEzy. * Exit / modify any existing employees as required * Make any changes to the worksheet as required 2.3 New Employee Process Explained Ð Ð Submit to Ð F o rm W e lco m e New employees Add to MLC SuperEzy Either: * Enter them as they join or We send the new MLC MasterKey * Include with your regular Business Super investor with a superannuation processing Welcome Kit including: We ask for basic employee + * Confirmation of personal and account details online. benefit details No need for you to distribute * Investment option information and collect any employee super forms!! Investor Booklet * Updating your account details form so they can make any changes. MLC SuperEzy User Guide 26 September

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9 3. Contribution Worksheet The contribution worksheet is the screen where you list the contributions for your employees in the same format as when you previously prepared a paper return now you are doing this online. This section explains how to create the new worksheet, and: 4 Select a Product/Plan/Pay Group 4 What Products can I Pay to? 4 Date Paying to 4 Methods to Create a Worksheet 3.1 Selecting a Product/Plan/Pay Group Product - If you remit superannuation contributions to more than MasterKey Business Super you can create a worksheet for a particular product. Simply select from the drop down box on the screen. By choosing ALL Products you can automatically create a worksheet with all products, plans and pay groups in the one worksheet. Plan - If you remit superannuation contributions to more than one superannuation plan in MLC SuperEzy, you can create a worksheet for a particular plan. Simply select from the drop down box on the screen. By choosing ALL plans, you can automatically create a worksheet with all plans and pay groups in the one worksheet. Pay group - If you have segmented your employees by pay group, you can create a worksheet for a particular pay group if you wish. Simply select from the drop down box on the screen. You can also choose ALL to create a worksheet with all pay groups in the one worksheet. 3.2 What Products can I Pay to? To use MLC SuperEzy you must firstly be have your plan established with the MLC MasterKey Business Super product. Once you have your MLC MasterKey Business Super plan established, you can remit contributions for your employees to these additional products as long as the employee is already a member and has a current account: 4 MLC MasterKey Personal Super 4 FlexiSuper Fund 4 Masterkey Custom Private Superannuation Fund Before you commence making any payments to these personal superannuation accounts, you need to request MLC to link your MLC SuperEzy site to these products and the particular employee accounts. Then you will need to add the employee and account details to MLC SuperEzy. MLC SuperEzy User Guide 26 September

10 3.3 Date Paying To This relates to the date of your superannuation contributions pay period. You cannot create a worksheet for a Date paying to prior to any Date paying to used on any previously unsubmitted, submitted, received and processed worksheet/s. 3.4 Methods to Create a Worksheet You can use three different methods to create a worksheet: 1. Create from a blank worksheet use this method if you are paying for a small number of employees and the amounts change from month to month. If you select this method your list of employees will be displayed on a worksheet with the contribution amounts left blank. Simply type in the superannuation contribution amounts for each employee. Remember to allocate the amounts to the correct contribution type column eg Personal versus Compulsory Employer contribution types. It is important that all contributions are correctly classified otherwise the employees accounts may be taxed incorrectly. Contribution Type Compulsory employer Voluntary employer Salary sacrifice Personal Description Contributions as prescribed by the Superannuation Guarantee (SG) legislation or under a relevant Award agreement. Additional contributions made by the employer. Contributions where part of an employee s remuneration package is paid to the superannuation account instead of being paid as salary. Contributions made by an employee using after tax earnings. Create from a previous worksheet use this method when there is little variation in the contribution amounts from month to month. If you select this method simply select the previous worksheet in the Create New Worksheet screen. The previous worksheet will be displayed so that you can make any adjustments to the contribution amounts if required. MLC SuperEzy User Guide 26 September

11 Create from an imported payroll file use this method if you have a large number of employees, your contribution amounts vary greatly each time and your payroll system is compatible with MLC SuperEzy. (For more information on compatibility, see section 2.9 on page 13). If you are set up to use this method simply select this method in the Create Worksheet screen and then attach your already created payroll file. Once you select this option, the next screen will prompt you to attach your compatible file. Contact MLC to find out if you can use this method. Handy Hint: Save your MLC SuperEzy formatted payroll file on your network using a standard naming convention such as MLCSuperEzyddmmyyyy, so it is easy to find each time. For example call your MLC SuperEzy file for 13 June 2001 MLCSuperEzy This will help you identify the correct file to import once you have logged into MLC SuperEzy to begin the import process. 3.5 Import Payroll File to create Worksheet If you have more than 50 employees and remit regularly we recommend you import your payroll file (if compatible) into MLC SuperEzy to automatically create your worksheet, new employees, make employee changes and indicate exiting employees. Note: Contact our MLC MasterKey Service Centre on for more information on payroll compatibility if you have not already been set up to use this method. Step 4 Create and save your payroll file before you login to MLC SuperEzy. Select Create New Worksheet from the Contribution Worksheet main menu. Select Import from payroll file when asked to Select Creation Method. Browse for your payroll file from your network and select Open. MLC SuperEzy User Guide 26 September

12 Step 5 Click Go. Your file will now be imported into MLC SuperEzy. 3.6 Recall Existing Worksheet On this screen you can recall any existing worksheet no matter what the status of the worksheet unsubmitted, received, processed, or dishonoured. Select Contribution Worksheet then Recall Existing Worksheet from the main menu then simply follow the steps on the screen. You must select the search criteria relating to the worksheet as you created it. For example, if your worksheet related to a particular pay group then you need to select this option to recall it. Handy Hint: Use this screen to recall and go back to a worksheet that you have been working on previously but only Saved as Draft. After recalling the worksheet you can then Save as Draft ready for Submission to MLC. 3.7 Delete Incorrect Worksheet On this screen you can delete any incorrectly created or Saved as draft worksheets that have not been submitted to MLC. Once deleted it cannot be recalled later. Select Contribution Worksheet then Recall Existing Worksheet from the main menu then simply follow the steps on the screen. You must select the search criteria relating to the worksheet as you created it. For example, if your worksheet related to a particular pay group then you need to select this option to recall it. MLC SuperEzy User Guide 26 September

13 Handy Hint: We recommend that you delete any incorrect worksheets so that you will only have information that is correct saved on your MLC SuperEzy site. This will also ensure your contribution reports are more accurate. MLC SuperEzy User Guide 26 September

14 3.8 Worksheet Explained Complete the worksheet with your superannuation contribution amounts for each of your employees. If you have arranged with MLC to import your payroll file to create most of your worksheet information, refer to the Help content Import Payroll File to Create worksheet. This section explains: 4 Select an Action explained 4 Worksheet Terminology and Features 4 Customising your Worksheet Handy Hint: When you Save as Draft you have saved your information to your MLC SuperEzy site only. To submit the information to MLC to be processed to your plan s records you must then use the Submission to MLC menu. It is only when the information has been submitted that MLC can process it. 3.9 Select an Action Explained Once you have created your worksheet you can edit the contribution amounts in the worksheet or select from the following actions to perform other worksheet-related functions. From the Select an action drop down menu you can: Action New employee View/Modify employee* Erase employee* Exit employee* Employee Summary Contribution Summary Export to file Clear contributions Calculate contributions Payment Summary Submit worksheet to MLC Explained Takes you to the Employee Maintenance screens to add a new employee s details. Takes you to the employee s account information. This will erase any incomplete employee that you do not wish to submit to MLC. Useful when using the payroll file import method. Takes you to the employee s account details to add the exit information. Review the employees you have added as new or exited from the plan. Lists contribution totals by Product, Plan and Pay Groups. Export your contribution worksheet to a file outside of MLC SuperEzy. Clear all contributions to zero. Calculate contributions based on your employees salary or wage amounts. View the payment details for a worksheet that has already been submitted to MLC. Submit to MLC for processing to your plan. * For those actions marked with an * you must first select the employee. Handy Hints: If an employee is highlighted in RED it means that they have incomplete details in either their Employee Details or Superannuation Details. Select the employee then select View/Modify from the Select an Action drop down menu if you wish to complete. Remember contribution worksheets cannot be submitted where there are any associated incomplete employees. If an employee is highlighted in GREEN it is indicating the results of your Find search on your worksheet. MLC SuperEzy User Guide 26 September

15 3.10 Worksheet Terminology and Features Term Save as Draft Submitted Processed Dishonoured Refresh Find/Find Next Explained You have only saved the information in your MLC SuperEzy site as a draft but not yet sent to MLC for processing to the plan's records. You have sent the information to MLC for processing. Your submission has been processed by MLC. For MLC MasterKey Business Super and MasterKey Personal Super payments, the information has been fully processed to our record keeping system. For any non-mlc contribution payments, such as Masterkey Custom, MLC has forwarded the information and payment to this third party on your behalf. The funds have subsequently dishonoured. MLC will contact you to arrange an alternative payment. By clicking the Refresh button you can update the totals of the contribution types and the worksheet total. Use this function to find an employee in your worksheet Customising your Worksheet You can change your worksheet to suit your needs. Refer to the following help sections: 4 Site Parameters 4 Worksheet Configuration MLC SuperEzy User Guide 26 September

16 4. Create New Employee MLC SuperEzy enables you to create new employees superannuation accounts online. This section explains: 4 Using the Data Entry Method to Create New Employees 4 Using the Payroll Import Method to Create New Employees 4 Employee and Account Terminology 4 Reinstating Exited Employee 4 Transferring Employee Between Plans or Pay Groups 4.1 How to use the Data Entry Method This is done in two stages: 4 Adding the employee details (address, date of birth, etc) 4 Adding the account details this is the superannuation account information such as benefit group, occupation, etc. (If you are paying to multiple accounts you need to add an account record for each one). For example, you may have an employee with both a MLC MasterKey Business Super account and a FlexiSuper Fund account. All the terms used on the screens are explained in the table on page 17 of this guide. Handy Hint: The Smiley Face lets you know if all details are complete by smiling! You can only submit new employee details to MLC if they have a Smiley on both their Employee Details and Account Details screen records. * The fields marked with an * must be completed before submitting to MLC. ** The fields marked with a ** must be completed before you can proceed to the Account Details screen for this new employee. 4.2 Employee Details From the Employee Maintenance menu select Create New Employee Enter the employee's personal details in the appropriate fields. Once you have entered the employee details, click on the Account Details button found at the top of the Employee Details screen. MLC SuperEzy User Guide 26 September

17 4.3 Superannuation Account Details Click New Account button. Select the Product, Plan, Pay Group and Benefit Group. Note: By choosing the Benefit Group you determine the insurance and other benefits the employee is eligible for in the plan. When you choose a particular benefit group, MLC SuperEzy then will display the required information to be added as this may vary depending on your plan design. Check the Benefit Group design for your plan by clicking on the information icon next to the Benefit Group field. Step 4 Step 5 Step 6 Complete the remaining information as displayed on the screen. The fields marked with an * must be completed before you are able to submit the employee information to MLC. Confirm all details are correct then click Save as Draft. If the Smiley Face remains unhappy, check all the details have been entered in both the Employee and Account Details screens. Repeat for each new employee. You have now created your new employee/s on your MLC SuperEzy to submit this information to MLC go to Submission to MLC in the main menu to either submit with your worksheet or submit these new employees only. MLC SuperEzy User Guide 26 September

18 Employee and Account Terminology Account Information Product Description You can select which product the employee wishes to have their superannuation contributions directed to. The products currently available on MLC SuperEzy are: 4 MLC MasterKey Business Super 4 MLC MasterKey Personal Super 4 FlexiSuper Fund 4 Masterkey Custom Private Superannuation Fund Note: For the first employee on the products listed below, you will need to contact MLC so we can make the product option available to you. 4 MLC MasterKey Personal Super 4 FlexiSuper Fund 4 Masterkey Custom Private Superannuation Fund Plan Pay Group Benefit Group If you are paying for an employee with more than one of these accounts you must set up an account record for each account. Select the superannuation plan. A pay group refers to your payroll segmentation. Note: You can attach the employee to multiple pay groups by holding the Ctrl key down at the same time as clicking on the other pay groups (similar to windows explorer). This defines the types of benefits that your plan offers and you must assign each new employee to a Benefit Group if your plan as more than one type of benefit grouping. For example, one Benefit group has insurance while another has no insurance. To find out what benefits are in each Benefit Group click on the information icon next to the field on the screen. Account Number Select the Benefit Group with the correct benefits to apply to this new employee. Complete only for Masterkey Custom Accounts. The Account number is automatically created for MasterKey Business Super accounts. MLC SuperEzy User Guide 26 September

19 Account Information Date Joined Employer Date Joined Plan Annual salary Occupation Classification For a full list of occupations and corresponding occupation classifications refer to your MLC MasterKey Business Super Occupation Guide. If you require an Occupation Guide you can find it on our website at under Business Business Super from the main tool bar. Special Risk Occupation Employment Status Description The date this employee joined your company. The date this employee is eligible to join the superannuation plan. Indicate the annual salary used as the basis for calculating compulsory superannuation contributions and/or benefit calculations. If a MLC MasterKey Business Super Benefit Group has insurance, an occupation class is required so that MLC can correctly assess the employee for eligibility for insurance benefits and advise the employee accordingly. The MLC MasterKey Business Super Occupation Classification definitions are: White Collar Executive, professional, managerial, clerical, sales, and retail staff Eg Qualified legal and medical practitioners, qualified accountants, directors, chief executive officers, managers, supervisors, clerks and other indoor staff. Retail or sales employees involved in light manual duties with no deliveries. Blue Collar Skilled and semi skilled moderate amount of manual work involved, mainly certified or licensed tradesmen doing skilled specialised manual work. Eg Carpenter (qualified), chef, electrician, fitter, mechanic. Heavy Blue Collar Skilled and semi skilled mostly manual work, with some element of risk Eg boat builder, bricklayer, painter, panel beater. Special Risk Jobs which, by their nature, involve an element of risk or which present special difficulties in assessing the insurer s risk. Employees in this classification may have Death cover only and will be rated as Heavy Blue Collar for the Death cover. Eg Actor, model, security guard, bar tender, roof tiler, farrier. Not Insurable Occupations so hazardous that the employee is ineligible for any cover. Eg Armed services (special hazards), blaster or explosives handler, circus worker, charter pilot, professional diving instructor. If you select Occupation as Special Risk you are then required to select the employee s specific occupation from the drop down list provided. If an occupation is not in the list select Other (this option available July 2001). If a Benefit Group has insurance, an employment status is required so that MLC can correctly assess the employee for eligibility for insurance benefits and advise the employee accordingly. The Employment Status definitions as: Full time Continuous regular employment usually more than 30 hours per week. Permanent part time (20 or more hrs per week) Permanent employment working greater than 20 hours per week in regular hours accounting for only part of the normal working day or week. Is in receipt of leave, sick leave and other benefits associated with regular (full time) employment. Permanent part time (less than 20 hrs per week) Permanent employment working less than 20 hours per week in regular hours accounting for only part of the normal working day or week. Is in receipt of leave, sick leave and other benefits associated with regular (full time) employment. Casual Temporary employment where continuity of employment is not guaranteed, regardless of hours worked. MLC SuperEzy User Guide 26 September

20 Account Information At work Description Seasonal or Contract Specific period of employment or employed to complete a specific task. Continuity of employment is not guaranteed, regardless of the hours worked or the period of employment. At Work means that the employee is at work for the normal daily hours of work and actively performing the full duties of their normal occupation. Or they would have been at work had the day not been a day of leave (other than due to illness or injury), public holiday or weekend. Answer Y (Yes) or N (No). 4.4 How to use the Payroll Import Method By importing a payroll file into MLC SuperEzy, you are able to automatically create most of your new employees details in MLC SuperEzy. There is still particular new employee information that is required to be added before you can submit the information to MLC. Described below is a simple way of identifying these extra details. Step 4 Step 5 Step 6 Step 7 Import your payroll file to MLC SuperEzy. Select Incomplete Employees from the Employee Maintenance main menu. Select the first employee. Click View/Modify. This takes you to the Employee Details screen. Complete any missing information. Fields marked with an * must be completed. Click on Account Details. Add account information as required. Click Save as Draft. Go back to Incomplete Employees and repeat the process until all employees are complete. You have now created your new employee/s on your MLC SuperEzy website to submit this information to MLC go to Submission to MLC in the main menu to either submit with your worksheet or submit these new employees only. 4.5 Reinstate Exited Employee Use this function to re-instate employees to the plan where: 4 They have previously left employment and returned to your employ, or 4 You have exited an employee in error and wish to reinstate them. Step 4 From the Employee Maintenance main menu select Employee Search. Search for the employee to be reinstated. (Remember to select Exited as the Employee Status in your search criteria.) Select the employee you wish to reinstate then click View/Modify. This takes you to the employee s Account Details screen. Select the plan that is to be reinstated then click Reinstate. MLC SuperEzy User Guide 26 September

21 Step 5 Step 6 Step 7 Make any updates to any of the employee s details as required, eg address, salary. If you are reinstating an employee after you have submitted an exit to MLC you need to also advise us of any changes to the employee s details such as plan, pay group and benefit group details. Click Save as Draft. You have now re-instated your employee on your MLC SuperEzy site to submit this information to MLC go to Submission to MLC in the main menu to either submit with your worksheet or submit these employee changes only. 4.6 Transfer Employee Between Plans or Pay Groups Your employee may be transferred in two ways: 4 You can transfer an employee from one pay group to another within the same superannuation plan. Transfers within a plan between pay groups in a site do not require an exit date and reason. It requires the de-selection of one pay group and the selection of another on the employee s Account Details screen. This process will be covered in this section. 4 Transferring an employee from one superannuation plan to another Superannuation plan. Transferring from one Plan to another requires that the employee is exited from the Plan see Exit Account. Handy Hints: 4 An employee can have one account, which may be attached to multiple pay groups. 4 If the employee belongs to more than one plan then the employee will have a corresponding account for each plan. 4 Transfers can occur to/from multiple pay groups. 4 Transfers from (ie de-selecting an existing pay group) a pay group can not occur while the employee has any unsubmitted contributions in MLC SuperEzy. Once you submit these contributions you can proceed with the transfer. 4 Transfers To (ie selection of a new pay group) a pay group can occur at any time. To Transfer the Employee: Step 4 Step 5 Step 6 From the Employee Maintenance main menu select Employee Search. Enter the employee search details and click on Search. Select the required employee and click the View/Modify. Click Account Details to view/modify the employee s account details. To transfer between plans, select the Plan that the employee is being transferred within by clicking in the check box besides the plan name. Click View/Modify. MLC SuperEzy User Guide 26 September

22 Step 7 The employees account details will be displayed with the Pay Group(s) populated, the pay group(s) that the employee is attached to will be highlighted in blue. Note: To attach the employee to a new pay group, press and hold the Ctrl key and click on the new pay group. To de-select the employee from a pay group that is highlighted press and hold the Ctrl key and click on the pay group. Note: If you do not press and hold the Ctrl key down at this time you will de-select the employee from the other pay group(s). Step 8 Click Save as Draft. You have now transferred your employee/s on your MLC SuperEzy website to submit this information to MLC go to Submission to MLC in the main menu to either submit with your worksheet or submit these employee changes only. MLC SuperEzy User Guide 26 September

23 5. Employee Search MLC SuperEzy enables you to search for existing employees. This section explains how to: 4 Employee Search 4 View/Modify Employee Details 4 Exit an Employee 5.1 Employee Search Select Employee Search from the Employee Maintenance main menu. Enter the criteria you wish to use to search for an employee/employees. Click Search. The results will be displayed below. 5.2 View/Modify Employee Details Step 4 Step 5 Complete the employee search as described above. Identify the employee you wish to view/modify and select the employee. Click View/Modify to view the employee s information. This will take you to the Employee Details screen for this employee. Update the details as required. Click on Account Details then modify any of the employee s account details as required. Remember, the Smiley Face rules apply. Refer to Create New Employee information for an explanation of any of the terms on these screens. Click Save as Draft. You have now modified an employee s records on your MLC SuperEzy site to submit this information to MLC go to Submission to MLC in the main menu to either submit with your worksheet or submit these employees changes only. MLC SuperEzy User Guide 26 September

24 5.3 Exit an Employee Complete the employee search as described above. Select the employee you wish to exit from the superannuation plan. Click Exit Account. This takes you to the employee s Account details. Enter the Exit Date and Exit Reason. If your superannuation plan includes vesting arrangements you will also need to indicate how you wish any foregone benefit to be distributed. Exit Reason Cessation of employment Death Total and Permanent disability Transfer to another plan (still employed) Transfer to another site (same plan) Description The employee has ceased employment for reasons other than any of the below. For example, resignation, retrenchment. The employee has died please enter the date of death of the employee. The employee has ceased employment due to a disability. The employee will be assessed by the superannuation fund s Trustee and insurer (if insurance) for eligibility for any total and permanent disability benefit. The employee s superannuation account is to be moved to another plan thought they are still employed. The employee is not entitled to any benefit payment at this time. The employee s superannuation account is to be moved to another part of your superannuation plan that is outside this MLC SuperEzy internet site. (For example, to another part of the plan that still remits by paper methods or another MLC SuperEzy site under the same superannuation plan.) You have now exited an employee s account on your MLC SuperEzy website to submit this information to MLC go to Submission to MLC in the main menu to either submit with your worksheet or submit these employees changes only. Handy Hint: If an exiting employee has more than one account, you must indicate each account to be exited separately. 5.4 Incomplete Employees MLC SuperEzy identifies employees where the employee and/or account details are incomplete as Incomplete Employees. Incomplete employees have yet to be submitted to MLC as MLC SuperEzy does not allow the submission of incomplete employee records. It is important that you ensure you either complete them for submission to MLC or erase them if they have been created in error. An exiting employee will also be incomplete if you have not provided the exit reason and superannuation vesting option (where applicable). This screen allows you to quickly identify these employees in your MLC SuperEzy site. MLC SuperEzy User Guide 26 September

25 5.5 Completing Incomplete Employees Select Incomplete Employees from the Employee Maintenance menu on the tool bar. A list of incomplete employees will automatically appear. Select the employee you wish to complete. Step 4 Click View/Modify to view the employee s information. This will take you to the Employee Details screen for this employee. Complete the mandatory Employee information as indicated by the * next to the particular field. Click on Superannuation Account Details then Modify if you wish to add to any of the employee s account details. Handy Hint: The MLC SuperEzy smiley face will only be happy when you have completed all information marked with a *. Refer to the Create New Employee section for an explanation of any of the terms on these screens. Step 5 Step 6 Click Save. The MLC SuperEzy face should be smiling. If it is still unhappy review all fields in the employee and account details screens marked with an * for completeness. You have now completed the employee s records on your MLC SuperEzy website to submit this information to MLC go to Submission to MLC in the main tool bar to either submit with your worksheet or submit this employee information changes only. 5.6 Erasing Incomplete Employees Select Incomplete Employees from the Employee Maintenance menu on the tool bar. A list of incomplete employees will automatically appear. Select the incomplete employee/s you wish to erase. You can select more than one at a time if you wish. Click Erase. MLC SuperEzy User Guide 26 September

26 6. Submission to MLC 6.1 Submit Employee Only You use this option to submit any new, exited or modified employee and account details to MLC which you have completed and Saved as Draft using the Employee Maintenance options. This option will not submit any contribution and payment details to do this go to the Submit Worksheet and Employee option. Select Incomplete Employees from the Employee Maintenance main menu option to check for any incomplete employees. Update as required. Select Submission to MLC then Submit Employee Only from the main menu. A list of your unsubmitted new and exited employees will be displayed on the Employee Confirmation screen. Step 4 Check the list for accuracy. If you need to alter any employee on the list return to the Employee Maintenance menu. If these employee details are ready to be submitted click Next. Enter your Login and Authorisation passwords and click Submit to MLC. Handy Hint: When you Return to the Employee and Account Details A Smiley Face will appear next to the Employee and Account details when the information is complete and ready to be submitted. Remember: Once you click on Submit to MLC you cannot make further changes. MLC acts on this instruction immediately. 6.2 Submit Worksheet and Employee You can submit the contribution worksheet and employee details in two ways from: 4 Within a Worksheet, or 4 From the Submission to MLC main menu Submitting from within a Worksheet Select Incomplete Employees from the Employee Maintenance main menu option to check for any incomplete employees. Update as required. MLC SuperEzy User Guide 26 September

27 Handy Hint: A Smiley Face will appear next to the Employee and Account details when the information is complete and ready to be submitted. Go to the Select an Action dropdown box and select Submit Worksheet to MLC then click Go From the Submission to MLC Main Menu Select Incomplete Employees from the Employee Maintenance main menu option to check for any incomplete employees. Update as required. Select Submit Worksheet and Employee from the Submission to MLC main menu. Next Steps for both Methods You are now at the 'Submit Worksheet' screen. Select the worksheet/s that you wish to submit to MLC in the checkbox. Click on the drop down list of 'Select Method of Payment' to choose how you wish to pay for the contributions. Click 'Next'. Remember: Your plan only qualifies for the Account Fee discount if you continue to use the Direct Debit payment option. (Fee reduction offer is available to plans with 10 or more employees.) If you choose to pay by cheque, you will be asked to print and attach a MLC SuperEzy Cheque Attachment Statement to accompany the cheque to MLC. The Employee Confirmation screen is now displayed. Check that the New Employees and Employee Exits MLC SuperEzy User Guide 26 September

28 in the submission are correct then click Next'. If incorrect, return to the Employee Maintenance menu to make any changes. Step 4 If you are using the online direct debit payment option, this will take you to the 'Payment Schedule' screen. Refer to the following section on the Payment Schedule for more information. Complete your company name and ABN details in the table provided. Step 5 If you are using more than one financial institution account, you can divide the payment amongst the accounts or use only one if you wish. Complete these details in the table provided then click Next. You can only proceed if your direct debit instruction equals the total of the worksheet/s you are submitting. Step 6 This takes you to the Submission Authorisation screen. Enter 'Login' and 'Authorisation' passwords then click on 'Submit to MLC'. Remember: Once you click on Submit to MLC you cannot make further changes. MLC immediately acts on this instruction. MLC SuperEzy User Guide 26 September

29 6. 3 Payment Schedule On this screen you provide MLC with your online direct debit instruction if you are using this option, including the financial institution account/s you wish the worksheet submission total to be debited from. You can use one or more financial accounts listed at a time for your payment as long as the total of your payment equals the total of your worksheets to be submitted. Step 4 Complete the company/business name & ACN/ABN number. Select the account/s you wish to use for this payment. Enter the amount you wish to be debited from each of your financial institution account/s. Click Next. This takes you to the Submission Authorisation screen. Handy Hint: For MLC SuperEzy Direct Debit payments, if your submission is before 3pm Sydney time on any business day then the effective date of your submission will be that day. If your submission is either after 3pm Sydney time or on a non-business day, then your submission will be effective the next business day. Refer to the Direct Debit Agreement (found in the Help Menu) for more information on the direct debit arrangements. If you decide to pay by cheque instead of the MLC SuperEzy online direct debit then you will not view this screen. 6.4 Submission Authorisation On this screen the authorised person/s at your company gives the final authority to send the information to MLC and/or instruct MLC to debit your nominated financial institution account for the worksheet total. To submit any information to MLC employee details and contribution payments you will require both a login password and an authorisation password. Only those with the Authorisation Password for the site may complete this online instruction to MLC. This authorisation password is a common password shared by all those with authority to submit to MLC on your MLC SuperEzy site. MLC SuperEzy User Guide 26 September

30 Remember: You must ensure that all contribution amounts are correct before proceeding. Once submitted, these amounts cannot be modified after they have been received and processed by MLC. Any changes would require a new contribution worksheet and submission. 6.5 What happens next for your MLC MasterKey Business Super plan New Employees Each new employee you have submitted is sent a Welcome Kit outlining the services and benefits. The kit contains an Updating your Account Details form to make changes to their personal information, investment choice and nominating their beneficiary/ies. Changes to Employee Details If a change alters the employee s benefits, we will notify them in writing of the change. Exiting Employees The employee s account will be automatically transferred to a MasterKey Personal Super account if their account balance is $3000 or more. If their account balance is less than $3000, they will be transferred to the Australian Eligible Rollover Fund after 60 days. Worksheets Once the MasterKey Business Super portion of your submission is successfully processed in our administration system we update the status of your worksheet to Processed with the date of processing. This status does not relate to any non-mlc accounts, eg Masterkey Custom accounts. 7. Financial Institutions The financial institution accounts on this list are here to be used for your Direct Debiting. This screen allows you to add new or erase an existing financial institution account/s to keep your accounts up to date. Note: Before you can add a new financial institution account you must complete a new Direct Debit Schedule and send the original to MLC for our records. Please ensure you have read the Direct Debit Service Agreement on the reverse of the schedule before you sign. Contact MLC for a new Direct Debit Schedule and Agreement to complete. 7.1 Adding a New Account Select Financial Institutions from the Payment Maintenance main menu. Click New. Complete the BSB (bank-state-branch) number, account number, account name and financial institution details. MLC SuperEzy User Guide 26 September

31 Handy Hint: Your financial institution account details can be found in your chequebook or on your financial account statement. Direct debiting is not available on the full range of financial institution accounts. If in doubt, please refer to your financial institution before adding the details to MLC SuperEzy. Click 'Save'. 7.2 Erasing an Account Select 'Financial Institutions' from the 'Payment Maintenance' tool bar option. Select the Financial Institution to be erased then click 'Erase'. MLC SuperEzy User Guide 26 September

32 8. Pay Group Maintenance Here you can add a new Pay Group, modify an existing one and erase a Pay Group. If you operate a separate payroll for different segments of your company (eg management/staff or NSW/VIC) you will need a Pay Group for each of these. 8.1 Adding a New Pay Group Select Pay Group Maintenance from the Payment Maintenance main menu option. Click New. Complete the Pay Group details as required then click Save'. Note that the fields marked with an * must be entered before you can save a new Pay Group. 8.2 Modifying a Pay Group Select 'Pay Group Maintenance' from the 'Payment Maintenance' tool bar option. Select Pay Group. Click 'View/Modify'. Modify the information as required. Click Save. MLC SuperEzy User Guide 26 September

33 8.3 Erase a Pay Group Select Pay Group Maintenance from the Payment Maintenance main menu option. Select the Pay Group to be deleted. Click Erase. MLC SuperEzy User Guide 26 September

34 9. Contribution Reports You can view online contribution information in 2 reports. 1. Worksheet History Report - a line by line list of your worksheets at worksheet level. 2. Contribution Worksheet Report - the full worksheet report listing all the employees and their contributions for a particular paid to date worksheet at employee level. Contribution information is available for up to 2 years in these reports, provided it has either been saved or submitted using MLC SuperEzy in this 2 year period. 9.1 Generating the Worksheet History Report Select 'Reports' then 'Contribution Reports' from the main menu. Enter the criteria for your report in the 'Contribution Report' screen. Click 'Generate'. This takes you to the 'Worksheet History Report'. 9.2 Viewing the Contribution Worksheet Report From the Worksheet History Report click on the Date Paid To link to take you to this particular worksheet report. If you wish to print this report click Print. Another window will open with the report to print. Remember: A worksheet must have been previously saved or submitted for it to be included in any of these reports. Dishonoured information may also be included in your report if you select the status as either 'ALL' or 'Dishonoured'. MLC SuperEzy User Guide 26 September

35 10. Employee Reports There are three employee reports available: 1. Employee Details listing basic details such as addresses of your employees. 2. Employee Contribution listing contributions by employee over a period of time. You can prepare a report on contributions saved or submitted using MLC SuperEzy over the last 2 years. 3. New & Exit Employees listing any new or exited employees in a given period Generating the Report Step 4 Select 'Reports' then 'Employee Reports' from the main menu. Enter the criteria for your report in the 'Employee Reports' screen. The fields marked with an * must be entered to generate a report. Select which employee report you wish to generate. Click 'Generate'. This takes you to the requested report. If you wish to print this report click Print (scroll to the bottom of the page). Another window will open with the report to print. Remember: A contribution must have been previously saved or submitted for it to be included in any of these reports. Dishonoured information may also be included in your report for some employees this will be indicated in the Status information. MLC SuperEzy User Guide 26 September

36 10.2 Printing a Report Handy Hint: The reports are designed to be printed in landscape format. Step 4 Generate the report you require printed. Refer to the Generating the Report steps. If you wish to print a report click 'Print' (scroll to the bottom of the page). Another window will open with the report to print. Click on File then Print. If you are not already set up to print in Landscape mode, click on Properties, select Landscape then OK. To return to the original MLC SuperEzy browser window click the close button in the very top right hand corner of the report window. MLC SuperEzy User Guide 26 September

37 11. Changing your Passwords 11.1 Changing Your Login Password Step 4 Step 5 Step 6 Step 7 From the Tools and Configuration menu, select Change Password. Select your Password Type Login. Enter the Old Password in the old password field. Enter New Password. Verify New Password. Click Save. Log back into MLC SuperEzy with your new password to confirm if successful. Handy Hint: Your password must be at least 8 characters long and cannot be the same as the last three passwords you have used. Also remember that the password is case-sensitive so if you add the password in lowercase, for example mlcsuperezy, you must enter in lowercase to gain access Changing the Site Authorisation Password The Site authorisation password is the second password that is requested when you submit information to MLC. Step 4 Step 5 Step 6 From the Tools and Configuration menu, select Site Maintenance. Select access type to be changed as Site Authorisation. Under Old Password type in the current Site Authorisation password. Under New Password type in the new Site Authorisation password. Under Verify New Password type in the new Site Authorisation password again. Click Save. MLC SuperEzy User Guide 26 September

38 12. User Maintenance User Maintenance allows you to add new users or erase or modify existing ones. Only those with Site Administrator access can perform these functions. Remember: It is important for your site security that you erase users immediately if they are no longer authorised to use MLC SuperEzy on your behalf Create a New User From the Tools and Configuration main menu select 'User Maintenance'. Click 'New'. Enter the employee's name (user) in 'User Name' field. Note: User ID is generated by the system and can not be entered. Remember to provide the new User with their User ID once generated and the initial password so that the User can login. Step 4 In answering the Site Administrator question refer Appendix 2 for information on Access Levels. Step 5 Enter the password. MLC SuperEzy User Guide 26 September

39 Step 6 Step 7 Enter the new password again in the Verify Password field. Click Save. Handy Hint: The password must be at least 8 characters long. Also remember, that the password is case-sensitive so if you add the password all in lowercase, for example "mlcsuperezy, the user must enter in lowercase to gain access. The user will be asked to change their password the first time they use it Modify an Existing User From the Tools and Configuration main menu select 'User Maintenance'. Select the User to be modified. Modify any details as required. Click 'Save' Erase an Existing User You can erase a user if they have not made any submissions to MLC. From the Tools and Configuration main menu select 'User Maintenance'. Select the User to be erased. Click 'Erase'. MLC SuperEzy User Guide 26 September

40 13. Site Parameters This feature allows you to customise your worksheet and any worksheet reports. Reports Records per Screen Select how many lines of employee records you wish displayed on each page of your online and printed reports. If you have many employees we recommend that you set this at 100 or less. Worksheet Export: Field De-limiter Enter what character you require to be the de-limiter of your exported file. A comma, is a widely used de-limiter. Worksheet Records per Screen Select how many employees you wish displayed on your online worksheet at a time. If you have many employees we recommend that you set this at 100 or less. You are able to easily navigate to the Next/Previous pages of your worksheet with the next/previous set of employees listed Worksheet Configuration This gives you the ability to configure or adjust the worksheet to your specific needs by choosing which fields you want to view in the worksheet and in what order. When we initially set up your site on MLC SuperEzy we set a standard worksheet setting for you. Layout - choose which columns you wish to appear in your worksheet, their description and the column order. Sort Order - choose which order you wish to view your employee records eg by surname or payroll number Layout Step 4 Step 5 From the Tools and Configuration main menu select Worksheet Display then Layout. Confirm which columns you want displayed on your worksheet by checking the tick box next to each item. Optional - Change the standard name for the column if you wish. Remember to make the new name easy to recognise for all your users of your site. Advise the order you wish the columns to be displayed by placing a number order next to each selected item. Start at 1 for the first column, 2 for the second column, etc until you have numbered all the columns you are displaying. Click 'Save'. MLC SuperEzy User Guide 26 September

41 13.3 Sort Order From the Tools and Configuration main menu select Worksheet Display then Sort Order'. The sort order screen has 3 options to choose from: Sort By, Then By, Then By. Click on the first drop down box and select what field you wish the worksheet to be sorted by first. Select either Ascending or Descending order. Example: If you want to sort the Worksheet by employee name select Sort By: Surname in ascending order (ie A to Z), Then By: First Name in ascending order (ie A to Z). This is the default sort that MLC uses when establishing your plan. Step 4 Repeat for the second and third remaining sort criteria if you wish your sort to be further refined. Click Save. MLC SuperEzy User Guide 26 September