Superannuation – Administration Procedures – employees on eduPay
A valid Choice of Superannuation fund form must be provided to all eligible employees on Hire or Rehire
(even where the termination/rehire is on the same day) or where the employee requests a form. Refer to
the webpage: Superannuation.
Enrolment into the Superannuation Guarantee Contribution (SGC) element on eduPay is completed
centrally by People Services who will update the payroll with the required superannuation fund on behalf
of HR Administrators in School and Corporate locations.
HR Administrators must continue to provide an eligible employee a valid Choice of Superannuation Fund
Form on Hire and for each Rehire or on request.
Note: the ATO have issued a new version of the choice form which includes the relevant information for
SuperStream requirements. This version is the only valid Choice of Superannuation form that can
be accepted – links to new forms are on the HRWeb Superannuation page.
The following processes apply to both Department employees on eduPay and to School Council employees
whose pay details have been transitioned to School Local Payroll on eduPay (SLP on eduPay).
1. Record on eduPay the date a Choice of Superannuation Fund form was issued to the employee
EDM > Manage Hires > Suitability for Employment
OR
EDM > Job & Personal Information > Suitability for Employment
Update the Other Appointment Checks and Actions section with the date that the choice form was
issued (in the “Choice of Super Fund Issue Date” field)
For assistance in updating the Payroll refer to the eduPay User Guide on eduGate: School
Appointments.
2. On receipt of a completed form the HR Administrator is to record the person’s Employee ID on the
form and check to ensure the employee has fully completed, signed and attached all necessary
documentation. A two month limit on actioning an employee’s request applies, therefore the form and
accompanying documents must be date-stamped on receipt. The two month time limit commences
when all relevant documentation has been received. Although this time limit applies, in order for the
Department to meet legislative requirements an employee will be enrolled into the Department’s
default superannuation fund – VicSuper 28 days following hire or rehire. Therefore where an employee
has provided a choice form it should be sent, if applicable, without delay.
3. Where an employee has chosen the Department’s default fund (VicSuper) the following applies:
a. Where a VicSuper membership number has not been recorded on the form, file the form on the
employee’s personnel file. Enrolment into VicSuper will be completed by system upload which may
result in a new VicSuper account.
b. Where the employee has included their VicSuper membership number, to avoid possible account
duplication, forward the completed and signed form to People Systems and Services for update on
the payroll.
c. Where the employee is changing Superannuation funds from another fund to VicSuper, the
completed, signed Choice of Fund form must be sent to People Systems and Services.
Superannuation Administration Procedures
Last updated 9 September 2016
4. Where an employee has chosen a superannuation fund other than VicSuper, forward the completed
and signed Choice form and accompanying documentation to People Systems and Services including
where the employee has been terminated and rehired on the same day.
As part of the termination process on eduPay, an employee who is enrolled in a fund other than
VicSuper will have an enrolment end date specified on the payroll. After 28 days, where a choice of
fund form has not been received, the employee is automatically enrolled into the Department’s default
fund (VicSuper).
5. Forward all Choice of Superannuation Fund forms (and accompanying documentation if applicable) to
People Systems and Services by one of the following methods:
a. Scan and email to [email protected] (preferred)
b. Fax to People Systems and Services on (03) 9637 2850
c. Post to The Superannuation Officer, People Systems and Services, Department of Education
and Training, GPO Box 4367, Melbourne 3001
6.
If a Choice of Superannuation Fund form has not been received by People Systems and Services within
28 days of the Hire or Rehire date the employee will be enrolled into VicSuper.
Where a Choice of Superannuation Fund Form is received by People Systems and Services:
a. before the 28 day grace period has expired, the employee will be enrolled into their chosen
fund with payment made to the chosen fund
b. after the 28 day grace period has expired the employee will be enrolled into VicSuper. If a
form is received after this time, every attempt will be made to make subsequent payments
to the chosen fund.
Note: For a Self-Managed Superannuation Fund (SMSF) that does not currently exist on eduPay a
minimum of 5 working days is required to create the fund and enrol the employee.
Therefore, it is important that HR Administrators forward the Choice of Superannuation Fund forms
and associated documentation to People Systems and Services as soon as possible after receiving them
from the employee.
Changing Superannuation Funds
An employee may change their chosen superannuation fund at any time.
Where an employee, during their period of employment, wishes to change their chosen fund and they
can do so directly in Employee Self Service as follows:
Access: ESS>My Pay Details>Superannuation Details
1. Click the graphic in the left column (red cross, yellow question mark or green tick)
2. Enter the USI of the new fund and enter the employee membership identifier/number in the
appropriate field.
3. Save. The new choice will apply from the next available pay period.
Note: An employee cannot change from an APRA or RSA type fund to a Self-Managed Superannuation
Fund (SMSF) or vice versa. Changes of this type must be sent to People Systems and Services for entry.
If the employee is unable to complete the change via ESS or the chosen fund’s USI is not available,
send the fully completed, signed choice of superannuation fund form with required documentation to
People Systems and Services on [email protected] for update.
Superannuation Administration Procedures
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