Recommended Superannuation Reconciliation and Payment Process

This guide outlines how to set up your clearing house, create, approve, pay, and export your superannuation file, and reconcile the file to the balance sheet.

Step 1: Create a Superannuation File

Navigate to Payroll > Superannuation Reconciliation/Payment  

1. Select New
2. Choose whether to include:
   • Payslips
   • Freelancers
   • Talent
3. Enter the Start Date
4. Enter the End Date
5. Select Load & Save

Recommendation: We recommend processing employee payslips separately from freelancer and talent payments.

Freelancer and Talent transactions can typically be processed together, as they are generally paid as part of the same payment batch. Processing these groups separately can help simplify reconciliation and payment processing.

Superannuation Records

JobBag will load all superannuation transactions matching your selection and date range, including:

• Employee superannuation
• Freelancer superannuation
• Talent superannuation
• Superannuation fund details
• Superannuation amounts payable

If required, separate Superannuation Files can be created for employees, freelancers, and talent.

Unreported Superannuation Prompt (If Applicable)

If there are any unreported superannuation amounts from previous periods, JobBag will display a prompt asking whether you would like to include them in the current Superannuation File.

Yes – Includes both the current period's superannuation and any outstanding unreported superannuation amounts.

No – Includes only the current period's superannuation amounts.

Important: We recommend addressing any unreported superannuation amounts from prior periods as soon as possible. Where the amounts are valid, they should be reconciled and paid as soon as the missing information becomes available.

From 1 July 2026, under Payday Super requirements, superannuation will need to be paid on the same day employees, freelancers, and talent are paid.

Missing Information Prompts (If Applicable)

If required superannuation information is missing, JobBag will display a warning message, examples include:

• Employee, Freelancer or Talent record does not have a nominated super fund
• A superannuation fund is missing a USI (Unique Superannuation Identifier)

Examples:

• John Smith does not have a nominated super fund
• Missing USI for Australian Super

A Superannuation File cannot be approved while it contains transactions with missing mandatory information. If the required information is not immediately available, you can untick the affected transaction(s) and proceed with approving the file.

Important: Unticked transactions remain unreported and will continue to appear in the Unreported Superannuation Prompt when future Superannuation Files are created. They will continue to do so until they are included in an approved Superannuation File and the associated superannuation payment has been processed.

We recommend addressing any unreported superannuation amounts from prior periods as soon as possible. Where the amounts are valid, they should be reconciled and paid as soon as the missing information becomes available.

Step 2: Review and Reconcile the Superannuation File

Review the transactions loaded into the Superannuation File.

Use the expand and collapse options to view:

• Superannuation funds
• Employee, Freelancer and Talent records
• SGC (Super Guarantee Contribution) amounts
• Reportable superannuation amounts
• Total superannuation payable by fund and individual

Confirm that all records and amounts are correct before proceeding.

Print the Reconciliation Report

1. Select the Print icon.
2. Generate the Superannuation Report.

We recommend reconciling the report total against the Superannuation Payable balance sheet account to ensure all superannuation transactions have been captured accurately before approving the file. Any discrepancies should be investigated and resolved before continuing to the payment stage.

Before Approving file

Recommendation: Before approving a Superannuation File, export and review the file to ensure all required fields, amounts, and formatting are correct.

Open the exported file using TextEdit, Notepad, or a similar text editor to review the contents. This provides an opportunity to identify and correct any issues before approval.

Do not open the file in Microsoft Excel, as Excel can alter the file formatting and data structure, which may result in issues when the file is uploaded to your clearing house.

Once a Superannuation File has been approved, it cannot be amended. If any changes or adjustments are required after approval, a new Superannuation File will need to be created.

Step 3: Approve the Superannuation File

Once you have reviewed and reconciled the Superannuation File, select Approve (thumbs up icon).

Important: Once a Superannuation File has been approved, it cannot be unapproved. Ensure all transactions and amounts are correct before proceeding.

Step 4: Create the Superannuation Payment

Navigate to Accounts > Create Payments > New  

1. Enter your nominated Clearing House as the supplier
2. Apply the payment against the approved Superannuation File transaction(s)
3. Save the payment

Once the payment has been processed, the corresponding Superannuation File will display in green, indicating that it has been paid.

Step 5: Export the Superannuation File

Navigate back to Payroll > Superannuation Reconciliation/Payment  

1. Open the approved Superannuation File
2. Select Export (Export icon)

JobBag will generate a Superannuation File that can be uploaded to your nominated clearing house for processing.

Note: Exporting the file does not mark the superannuation as paid. Superannuation is only considered paid once a supplier payment has been created and allocated to the approved Superannuation File.