There are a few different options on how to re-process returned contributions through Beam. The way in which we process these returned funds is dependent on why the contributions have been returned.
Option 1: Contributions have been returned due to a closed super fund account.
For example: The Employee has changed funds, and contributions have been returned and are to be repaid to the new fund details the employee has provided.
To be able to repay the contributions to the employee’s new fund, the employee’s super details will need to be updated using the correct cease and commencement dates. The contributions can then be reallocated to the new fund.
This can be solved in the following two ways:
Process 1. Retrospective adjustment to pull through into a pay run:
Back date the commencement date for the new super fund and contribution to the start of the period in which the return funds are from. Please note, if you are still waiting on returns from prior periods that fall after the first return that has been received, we would recommend holding off on this process until all contribution returns have been received;
Open a new pay run (this can be performed in the next normal cycle or in an adhoc pay run). If processing an adhoc pay run, date the pay run for the same date as the period as the original contribution;
Add the employee to the pay run;
You will now see two Super (Employer Contribution) lines;
Negative: this will relate to the old fund, the system is reversing the allocation to the old fund; and
Positive: This relates to the new fund, as the system is re-allocating the contributions to the new fund.
Check the adjustments in the pay run’s Details tab utilising the filters; and
Once you have confirmed the pay run is correct, Publish & Lodge the pay run.
The example below is the adjustment being processed in a standard pay run (i.e. not an adhoc). This shows the adjustment plus the current pays contribution.
Process 2. Manual adjustment processed in a payrun
Enter the commencement date for the new super fund as the start date of the period the returned funds are from (this will allow you to select the new fund for your manual adjustment);
Enter the commencement date for the new super contribution effective from the next pay run to be processed (the employee’s record will look like the image below);
3. Open a new pay run (this can be performed in the next normal cycle or in an adhoc pay run);
4. Add the employee to the pay run.
5. Add the Line Item for the applicable super pay item.
6. Select the old super fund and process a negative contribution and Save.
7. Repeat the above to add a positive contribution for the new fund so, there are two contribution lines being processed.
8. Publish & Lodge the pay run.
9. Once the pay run has been published, go back to the employee's record and cease date the employee’s old super fund.
Submitting the super contributions
After choosing one of the above two options to repay an employee’s super contributions, you will need to create a super batch for the applicable payrun.
When submitting the super contributions, you will notice the Not Remitted tab along the top. This tab will show the negative super processed for the old fund. This total will not be uploaded to Beam, as you cannot remit a negative.
The Details tab will show the full contribution being uploaded to Beam. The super being repaid and the super from the current pay run that was processed.
Option 2: Contributions have been returned due to no member number being provided.
For example: Employee is still a member of the same fund; contributions are to be repaid to the same fund.
Due to the super contributions needing to be repaid to the same fund, we cannot apply the same steps as in Option 1. You will need to process two adhoc pay runs. One adhoc to process a negative super contribution, and the second adhoc to process a positive super contribution. The purpose of this is so the contributions can be re-lodged through the clearing house and the employee’s YTD’s remain correct.
Once the two adhoc pay runs have been processed, you will only need to upload the payrun with the positive super amount. The adhoc with the negative super amount is NOT to be included in a super batch at all. Please contact support to discuss options for removing the negative super payrun from the batch creation view.