There are a number of ways you can contribute to your employees' HESTA accounts.
Electronic
Web
As an alternative to our payroll transfer facility, you can use Employer Online if you have fewer than 50 employees. You can make contributions, change employee details, and view your contribution history. Contributions can be made by direct debit, BPay (contact us for the biller code and reference number) or EFT when you send your contribution data. To register, take a tour or find out more about Employer Online visit the Employer Online section.
Employer Online comes with online support and a quick reference guide, so help is never far away if you need it.
Please note: These contribution mechanisms help ensure compliance with laws requiring you to forward to a super fund any member after-tax contributions deducted from an employee’s pay by the 28th day of the following month. Penalties apply to employers who fail to meet the legislative requirement to pay an employee's contributions to a fund within 28 days of the end of the calendar month in which they are deducted.
Super FileManager
Super FileManager is a new service that streamlines the way you make your super contributions. Now you can go online, and upload a file/s from your payroll system, taking care of all of your employee's contributions. To register, take a tour or find out more about Super FileManager visit the Super FileManager section.
Payroll transfer
If you have a payroll facility that calculates and processes your super, we may be able to accept a payroll file directly from your payroll system. You can use an electronic file produced by your payroll system or bureau to send HESTA your contribution data by email or disk.
Most payroll systems will produce an electronic report for super, and some already have inbuilt reports in the approved HESTA format. Even if your payroll does not produce an approved electronic report for super, providing you have over 200 members, we can create a special conversion map so we can accept your report electronically. This report must contain all the necessary member and payment details.
In either case you will need to supply a test file so we can check if any changes are required and register your payroll for e-commerce before going live.
You can pay via EFT when you submit your return electronically. As we can cater for most payroll systems, please contact us and we will guide you through this process.
Spreadsheet
Sometimes payroll systems don’t contain all the information required to make super payments. HESTA can supply you with a pre-formatted spreadsheet. Each month you can update the spreadsheet, save it in a special format and send it to HESTA via email or on disk.
We will advise you if this is an appropriate option when you contact us about your electronic options.
Computer printout
Use a computer printout generated from your payroll. Once again, this report must contain member and payment details. Minimum data requirements for all options are:
- member name, address and date of birth
- payment amounts to members (shown separately for each payment type, eg employer agreed, salary sacrifice and member after-tax contributions)
- member number or unique payroll ID
- payroll period end date
- HESTA employer number
Additional information that must be sent manually to update your employees records, if not already included on the file, includes:
- member tax file number
- termination date
- termination reason code
- employer name with file
Manual
Use the Contribution advice form sent to you by HESTA. This lists all members that HESTA’s records show were working for you as at the 14th of the month, or for whom a contribution is expected. HESTA sends you this form every month.
Clearing house
HESTA offers access to a clearing house facility that distributes employer contributions to multiple funds for a small cost. Employers can submit one Contribution advice and payment and the clearing house will allocate contributions to the super funds chosen by each employee. For more information free call 1800 813 327 or click here.