From Definitiv version 3.9 release, we have enhanced superannuation processing by allowing contributions to be configured to always use the current superannuation fund assigned to the employee.
Previously, if a pay run(s) in a superannuation batch contained superable pay items, the superannuation batch would make payments to the superannuation fund assigned to the employee at the time the pay run was published, regardless of if the assigned superannuation fund for the employee has changed since the pay run(s) were published.
This would result in either a refund being returned from Beam, or in some cases, a new superannuation fund would be opened for the employee.
By configuring contributions to always use the employee’s current superannuation fund, when a superannuation batch is processed, it will always use the employees’ current superannuation fund as of today, for superable pay items.
Configuration
Visit Employee Details, Superannuation for an employee to configure their superannuation. From here you can configure contributions in the following ways:
Employee Contribution uses a Specific Fund
This is how contributions are linked to superannuation funds in Definitiv and the behaviour has not changed.
Scroll down to the Contributions configured for the employee.
From the Super Fund drop-down, select the superannuation fund that the Contribution should always be linked to.
Click Save.
Contribution Always uses current Fund
This is used to configure a contribution to always use the current active fund for an employee when a superannuation batch is created, verified, and approved which is then lodged with Beam for payment or lodged externally.
Scroll down to the Contributions configured for the employee.
From the Super Fund drop-down, select the Always use current fund option.
Click Save.
Best Practices for Changing Super Contributions
When updating an employee’s super fund or contribution type, follow these guidelines to maintain accurate reporting:
Avoid Overwriting Existing Records: Always create a new contribution record instead of modifying the existing one.
Set Accurate Start and End Dates: End the previous contribution record on the last day of the prior period and start the new record on the first day of the next period.
Align Changes with Pay Cycles: If switching to "Always use current fund," ensure the change takes effect on the first day of the relevant pay cycle.
Validation
The following validation rules were added as part of the 3.9 Release in conjunction with the Always use current fund feature.
Condition | Reason | Resolution |
When at least one contribution is configured to always use current fund and the employee has multiple superannuation funds with overlapping commence and cease dates, when the user clicks save an error message will be displayed. | We do not allow multiple current active funds at the time a superannuation batch is processed as this could result in payments to multiple superannuation funds. | Edit the employees’ assigned |
Important Information
From the version 3.9 release, we have made updates throughout Definitiv to resolve the current super fund name when a contribution is configured to always use current fund. Below you can find specific information on how this is done in specific areas (depending on your permission settings) of the product.
Area | Description |
Admin | Pay Run | Download Payslips | When superable pay items are derived from contributions configured to always use current fund, the superannuation fund name shown on the payslips generated is the employee's superannuation fund as of today. |
Admin | Pay Run | Employee Details | When superable pay items are derived from contributions configured to always use current fund, the superannuation fund name is the employees’ superannuation fund as of today. |
Admin | Pay Run | Employee Details | Download Payslip | When superable pay items are derived from contributions configured to always use current fund, the superannuation fund name shown on the employees’ payslip is the superannuation fund as at the time the pay run was published. |
Employee Details | Payslips | When superable pay items are derived from contributions configured to always use current fund, the superannuation fund name shown on the employees’ payslip is the superannuation fund as at the time the pay run was published. |
Admin | Payroll | Superannuation | When viewing a superannuation batch containing superable pay items that are derived from contributions configured to always use current fund, the superannuation fund name shown in the details tab is the employee's superannuation fund as of today. |
Reporting | Employee Reporting | Superannuation | When the report is generated, any superable pay items derived from contributions configured to always use current fund, the superannuation fund names shown are the employees’ current fund as of today. |
Reporting | Payroll Reporting | Pay Runs | When the report is generated, any superable pay items from the selected pay runs that are derived from contributions configured to always use current fund will display the employees’ current superannuation fund as of today in the Super Fund column. |
Reporting | PDF Reporting | Superannuation Summary | When the report is generated, the summary of all superannuation funds for superable pay items will include contributions configured to use a specific fund and always use current fund, and superannuation fund names are correct as of today. |
Reporting | PDF Reporting | Superannuation Detail | When an employee has contributions configured to always use current fund and the selected pay run(s) container superable pay items, the employee name will be appended with (Current Fund). |
Recovering Overpaid Super Funds
If a super fund was overpaid due to an incorrect contribution setup, request a refund directly from the fund. Avoid netting off overpayments in future batches, as this can complicate ongoing withholdings.
Common Pitfalls to Avoid
Overwriting existing contribution records instead of creating new ones.
Misaligning start and end dates with pay cycles.
Attempting to recover overpaid funds through future adjustments rather than requesting refunds.