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

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.

Step 3: Ready for Export

Once you have reviewed and reconciled the superannuation file mark it ready for export.

We recommend that you do not approve the file until it has been exported, uploaded to your clearing house and accepted.

If your clearing house returns an error, the Superannuation File can still be edited, deleted and corrected before it is approved.

If you are not exporting the file, you can proceed directly to Step 6: Approve the Superannuation File.

Step 4: Export the Superannuation File

JobBag will generate a CSV file that can be uploaded to your nominated clearing house.

You now have the option to choose which csv format you can download

• QuickSuper - Use if you have a Quick Super clearing House
• SAFF File - Use if you are with Australian Superannuation

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.

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

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.

Step 5: Upload and Submit file to the clearing House

Upload the exported file to your nominated clearing house and submit it for processing.

Review the clearing house response to confirm the file has been accepted.

If the Clearing House Returns Errors

If errors are returned by the clearing house:

1. Review the error and identify the affected record(s).
2. Update the relevant details in JobBag.
3. Delete the Superannuation File if required.
4. Create a new Superannuation File.
5. Review, reconcile and export the corrected file.
6. Upload the new file to the clearing house.

Do not approve the JobBag Superannuation File until the clearing house has accepted the file.

Step 6: Approve the Superannuation File

Once the Superannuation File has been:

• Reviewed
• Reconciled
• Exported
• Uploaded to the clearing house
• Accepted by the clearing house

select Approve using the 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 7: Create the Superannuation Payment

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

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

Processing Returned Payments

Returned payments can occur due to incorrect bank account details, invalid superannuation information, or over-payments. The link above shows the process to ensure that returned payments are correctly recorded and reconciled.