Intro to Super Fund (NZ)

  • Published on Oct 5, 2023
  • 9 minute(s) read
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Navigation: People | Employees | Employee | Action | Super Fund

Note for System Administrators
Open to view permission settings



To give a user access to Super Fund records in the employee application:

  1. Go to System | Security profiles.
  2. Select the Security Profile that requires access to the employee Super Fund bubble.
  3. In Permissions, scroll down and expand the Employees | Employees application | Employee records to find Super Fund permissions.
  4. Tick the View, Add, Change and Delete boxes for Super Fund.

Additional step for New Zealand employee access to the Super Fund bubble
A New Zealand employee's Super Fund bubble can only be accessed if the EMPLOYEE HAS A NON-KIWISAVER SUPERANNUATION SCHEME setting in their KiwiSaver record is set to Yes. However, employees currently can't change this setting themselves​. A manager who has access to employee records must set it to Yes for the employee to access the Super Fund bubble.
Screenshot of manager view of Add KiwiSaver panel with "Employee has a non-KiwiSaver superannuation scheme" setting highlighted.

The Super Fund bubble in the employee application allows you to manage your employee's super fund records (excluding KiwiSaver, which can be managed in the KiwiSaver bubble).

Super funds have distinct requirements for New Zealand and Australia. This guide specifically focuses on New Zealand employees. If you're adding a super fund for an Australian employee, please refer to Intro to Super Fund (AU).

Super funds are investment schemes primarily designed to offer retirement benefits and other long-term savings benefits. Make sure you don't confuse them with the government-funded New Zealand Superannuation (NZ Super) pension scheme for residents aged 65 and above.

Super fund schemes can have different requirements for employee and employer contributions. To understand these specific requirements, we recommend reviewing your super fund policies.

If the employee has more than one super fund, you can create separate records for each one.

Below are instructions for adding, editing, and deleting a super fund record. When you add, edit, or delete a super fund record, it triggers the creation, end date, or deletion of the connected pay transactions that contribute towards the employee's super fund.

How to add a Super Fund record for a New Zealand employee

  1. Go to People | Employees.
  2. Select the employee you need to add a Super Fund record to.
  3. Go to Action | Super Fund. The dated SUPER FUND panel will open.
TIP

If you can't see the Super Fund bubble in the employee's Action bubble, you'll need to open their KiwiSaver record and set EMPLOYEE HAS A NON-KIWISAVER SUPERANNUATION SCHEME to Yes.

  1. Select Add a Super Fund record. The ADD SUPER FUND panel will open.
  2. Enter the START DATE. The START DATE will be autofilled with the first available pay cycle start date, but can be changed if the employee's super fund payments need to start later than then.
  3. (Optional): Enter the END DATE if required. The end date is when the employee's super fund payments will end.
  4. Open the SUPER FUND backpack and select the employee's super fund.
TIP

If you can't find the required super fund in the backpack, it may need adding to the super funds catalogue in People | Super Funds.

  1. Enter the EMPLOYEE ACCOUNT NAME. This is the employee's super fund account name and will be used for future reporting purposes.
  2. Enter the EMPLOYEE MEMBER NUMBER. This is the employee's super fund member number and will be printed in the reference field of the direct credit file.
  3. Enter the EMPLOYER CONTRIBUTION RATE.
    • The value you enter will be the percentage contributed to the employee's super fund.
    • If you enter a value here, you can't also add an EMPLOYER FIXED VALUE CONTRIBUTION.
  4. Enter the EMPLOYER CONTRIBUTION RATE SALARY SACRIFICE.
  5. Enter the EMPLOYER FIXED VALUE CONTRIBUTION.
    • The value you enter will be the fixed dollar amount contributed to the employee's super fund.
    • If you enter a value here, you can't also add an EMPLOYER CONTRIBUTION RATE.
TIP

The EMPLOYER CONTRIBUTION RATE and EMPLOYER FIXED VALUE CONTRIBUTION can't both have a value.
If you want to set up multiple super funds with different types of contribution, you'll need to create separate records for each

  1. Enter the EMPLOYEE CONTRIBUTION RATE.
    • The value you enter will be the percentage deducted from the employee's pay.
    • The employee's contribution is voluntary. Check with them what they would like to contribute.
    • If you enter a value here, you can't also add an EMPLOYEE FIXED VALUE CONTRIBUTION.
  2. Enter the EMPLOYEE FIXED VALUE CONTRIBUTION.
    • The value you enter will be the fixed dollar amount deducted from the employee's pay.
    • The employee's contribution is voluntary. Check with them what they would like to contribute.
    • If you enter a value here, you can't also add an EMPLOYEE CONTRIBUTION RATE.
TIP

The EMPLOYEE CONTRIBUTION RATE and EMPLOYEE FIXED VALUE CONTRIBUTION can't both have a value.
If you want to set up multiple super funds with different types of contribution, you'll need to create separate records for each.

  1. Set EMPLOYEE CONTRIBUTION IS SALARY SACRIFICED to Yes or No.
    • Setting to Yes means the employee's contribution will be deducted from their pay before income tax has been applied.
    • Setting to No means the employee's contribution will be deducted from their pay after income tax has been applied.
    • We recommend you refer to the super fund policies and check with the employee what they would like to choose for this step.
  2. Set PAY THE ESCT ON BEHALF OF THE EMPLOYEE.
    • Set to Yes to pay the ESCT so that the employee receives the full employer contribution.
    • Set to No to deduct the ESCT from the employer's contribution, resulting in the employee receiving a lower amount.
  3. (Optional): Complete the Content section by adding ATTACHMENTS or LINKS if required. This could include supporting information for your Super Fund.
  4. (Optional): Select one or more NOTIFICATIONS from the backpack. Notifications can be sent when a Super Fund record is added, updated or expiring. Super fund notification templates need to be set up in System | Notifications.
  5. Select the Green Tick Button to save and close the ADD SUPER FUND panel. You'll see the new Super Fund record added to the CURRENT section of the dated SUPER FUND panel.
  6. You may now close the dated SUPER FUND panel.

How to edit a Super Fund record for a New Zealand employee

  1. Go to People | Employees.
  2. Select the employee you need to add a Super Fund record to.
  3. Go to Action | Super Fund. The dated SUPER FUND panel will open.
  4. Select Update Super Fund record. The ADD SUPER FUND panel will open.
  5. Enter the START DATE. The START DATE will be autofilled with the first available pay cycle start date, but can be changed if the employee's super fund payments need to start later than then.
  6. (Optional): Enter the END DATE if required. The end date is when the employee's super fund payments will end.
  7. Open the SUPER FUND backpack and select the employee's super fund.
TIP

If you can't find the required super fund in the backpack, it may need adding to the super funds catalogue in People | Super Funds.

  1. Enter the EMPLOYEE ACCOUNT NAME. This is the employee's super fund account name and will be used for future reporting purposes.
  2. Enter the EMPLOYEE MEMBER NUMBER. This is the employee's super fund member number and will be printed in the reference field of the direct credit file.
  3. Enter the EMPLOYER CONTRIBUTION RATE.
    • The value you enter will be the percentage contributed to the employee's super fund.
    • If you enter a value here, you can't also add an EMPLOYER FIXED VALUE CONTRIBUTION.
  4. Enter the EMPLOYER CONTRIBUTION RATE SALARY SACRIFICE.
  5. Enter the EMPLOYER FIXED VALUE CONTRIBUTION.
    • The value you enter will be the fixed dollar amount contributed to the employee's super fund.
    • If you enter a value here, you can't also add an EMPLOYER CONTRIBUTION RATE.
TIP

The EMPLOYER CONTRIBUTION RATE and EMPLOYER FIXED VALUE CONTRIBUTION can't both have a value.
If you want to set up multiple super funds with different types of contribution, you'll need to create separate records for each.

  1. Enter the EMPLOYEE CONTRIBUTION RATE.
    • The value you enter will be the percentage deducted from the employee's pay.
    • The employee's contribution is voluntary. Check with them what they would like to contribute.
    • If you enter a value here, you can't also add an EMPLOYEE FIXED VALUE CONTRIBUTION.
  2. Enter the EMPLOYEE FIXED VALUE CONTRIBUTION.
    • The value you enter will be the fixed dollar amount deducted from the employee's pay.
    • The employee's contribution is voluntary. Check with them what they would like to contribute.
    • If you enter a value here, you can't also add an EMPLOYEE CONTRIBUTION RATE.
TIP

The EMPLOYEE CONTRIBUTION RATE and EMPLOYEE FIXED VALUE CONTRIBUTION can't both have a value.
If you want to set up multiple super funds with different types of contribution, you'll need to create separate records for each.

  1. Set EMPLOYEE CONTRIBUTION IS SALARY SACRIFICED to Yes or No.
    • Setting to Yes means the employee's contribution will be deducted from their pay before income tax has been applied.
    • Setting to No means the employee's contribution will be deducted from their pay after income tax has been applied.
    • We recommend you refer to the super fund policies and check with the employee what they would like to choose for this step.
  2. Set PAY THE ESCT ON BEHALF OF THE EMPLOYEE.
    • Set to Yes to pay the ESCT so that the employee receives the full employer contribution.
    • Set to No to deduct the ESCT from the employer's contribution, resulting in the employee receiving a lower amount.
  3. (Optional): Complete the Content section by adding ATTACHMENTS or LINKS if required. This could include supporting information for your Super Fund.
  4. (Optional): Select one or more NOTIFICATIONS from the backpack. Notifications can be sent when a Super Fund record is added, updated or expiring. Super fund notification templates need to be set up in System | Notifications.
  5. Select the Green Tick Button to save and close the ADD SUPER FUND panel. You'll see the new Super Fund record added to the CURRENT section of the dated SUPER FUND panel (or the FUTURE section if the start date you entered is still in the future). The previous record will move into the HISTORICAL section.
  6. You may now close the dated SUPER FUND panel.

How to delete a Super Fund record for a New Zealand employee

You can delete a Super Fund record if the Delete Button on the record is red.

  1. Go to People | Employees.
  2. Select the employee you need to add a Super Fund record to.
  3. Go to Action | Super Fund. The dated SUPER FUND panel will open.
  4. Select the red Delete Button on the Super Fund record you need to delete.
  5. Select Go ahead when the CONFIRMATION message appears.
  6. You may now close the dated Super Fund panel.