Employee Fund Changes

When a pay run is finalised in Marlin HR, each employee's Superannuation details (Amount, Rate, Fund, Member No. etc) are stored against that pay run.

These details are retrieved and displayed whenever you print a Pay Advice or Superannuation Report for that pay run, ensuring that future re-prints will display the super details as they were at the time that pay run was finalised, even if the employee has changed super fund since.

Therefore, if you generate a Super Report for a period during which an employee changed their super fund, the employee will appear twice on the report, once with the old fund and once with the new fund.

Each entry will show the total amounts from pay runs processed whilst that fund was applied to the employee in Employee Maintenance.

If you create a SuperStream payment file for the same period, it will contain two payments for the employee, one to the old fund and one to the new fund.

This is fine if the employee is happy for any outstanding super contributions (from pay runs processed before their change of fund) to be paid into their old fund and they haven't already closed the old fund.

However, if the employee wants all outstanding super contributions to be paid into their new fund, you will need to perform the process explained below.

Re-directing outstanding super payments to the new fund

To pay the unpaid superannuation contributions from pay runs finalised before the employee changed their fund, you will need to perform the process detailed below.

You should also use this process in cases where the employee was originally set up with "Funded Superannuation" or an incorrect super fund because they hadn't yet supplied you with their super fund details.

This process will not impact your expenses or P&L as super amounts from before the fund change will not change and the super amounts on the two Adjustment Pays you will process after the super fund change (See below) will cancel each other out.

Procedure:

Run a Superannuation Report.

Select the By Employee tab and select the employee that has changed super fund.

Select ONLY those pay runs processed whilst the old super fund was entered for the employee and for which you have not yet paid the Super.

Click on the Generate button to display the report.

Take note of the TOTAL amount at the bottom of the Total Contribution column (this is the total amount of unpaid super from all pay runs that were processed with the old fund entered).

If you have already updated the super fund details in Employee Maintenance, temporarily change them back to the old fund now.

With the old super fund details entered in Employee Maintenance, perform an Adjustment Pay to apply a negative payment to the old super fund. Enter a descriptive comment in the Payrun Message field as shown.

Once you have initialised the Adjustment Pay, click on the Superannuation cell and then double-click on the Employer Super Adjustment line (not the "Employer Additional Super Adjustment" line). Enter the amount (from Step 1 above) and select "Reduce Super" (to apply the negative payment to the old fund).

Finalise the Adjustment Payrun as normal.

In Employee Maintenance, update the employee's super fund to the new super fund details and Save.

Perform a second Adjustment Pay to add the super contributions total to the new super fund and enter a descriptive comment in the Payrun Message field as shown.

Once you have initialised the Adjustment Pay, click on the Superannuation cell and then double-click on the "Employer Super Adjustment" line (not the "Employer Additional Super Adjustment" line).

Enter the amount and select "Add Super" (to add the amount to the new fund).

Finalise the Adjustment Pay as normal.

Paying the Super

The two Adjustment Payruns processed in the procedure above have created a negative payment for the old fund and a positive payment for the new fund.