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QuickSuper
Employee Upload File Specification (v3)
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QuickSuper Employee Upload File Specification (v3)
Document History
Date Description
13 Sep 2015 Initial release.
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QuickSuper Employee Upload File Specification (v3)
Table of Contents
1 Introduction ..................................................................................................... 4
1.1 Previous Versions ............................................................................................... 4
2 Employee Upload File Format ........................................................................... 5
2.1 File Validation .................................................................................................... 5
2.2 File Format ....................................................................................................... 6
2.3 Additional Notes .............................................................................................. 17
2.4 Name Title ...................................................................................................... 21
2.5 Name Suffix .................................................................................................... 22
3 Employee Upload Error Report ........................................................................ 23
3.1 Error Detail ..................................................................................................... 23
3.2 Error Codes ..................................................................................................... 24
4 Employee Upload Confirmation Report ........................................................... 35
5 Questions and Answers .................................................................................. 38
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QuickSuper Employee Upload File Specification (v3)
1 Introduction
QuickSuper allows employees to be registered in the following ways:
Individually, using the QuickSuper employee screens
In bulk, when making a contribution using a contribution file upload
In bulk, using an employee upload file
This document describes the format of the employee upload file v3. It explains how
employees and their corresponding fund memberships can be added to QuickSuper. It
also explains how existing QuickSuper employees can be updated.
Authorised users in your company can upload employee files via the QuickSuper web
interface. QuickSuper will then generate an error report or confirmation report. Both
reports can be downloaded directly from the web interface.
If the file is accepted without error, you may then review the planned changes before
confirming that the changes should be made to the employee data.
1.1 Previous Versions
This version (v3) of the Employee Upload File Specification supersedes previous
versions.
If you are currently submitting files using a previous version, you may continue to do so
until further notice. However, we strongly recommend that you upgrade to this new
format in order to take advantage of the many additional fields.
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QuickSuper Employee Upload File Specification (v3)
2 Employee Upload File Format
The Employee Upload File has a CSV (comma separated values) format. This format
allows the file to be viewed and edited in Microsoft Excel or similar products. A sample
file can be downloaded by clicking the ‘Export’ button on the Employee screen.
2.1 File Validation
2.1.1 General Validation
The following validation is applied across the file processing:
all amounts are in dollars and must not have a negative sign. An amount of one
hundred dollars can be represented as $100.00, $100, 100.00 or 100.
all dates must match the format specified on the QuickSuper ‘Company
Preferences’ screen. This value will default to ‘DD-MMM-YY’ but may be changed
to one of the following:
DD/MM/YYYY (21/02/2008)
DD/MM/YY (21/02/08)
DD-MM-YYYY (21-02-2008)
DD-MM-YY (21-02-08)
DD-MMM-YYYY (21-Feb-2008)
DD-MMM-YY (21-Feb-08)
MM/DD/YYYY (02/21/2008)
DD MMM YYYY (21 Feb 2008)
YYYY/MM/DD (2008/02/21)
If you are using Excel to create or edit your CSV file you may need to open the resultant
file in a text editor (e.g. Notepad) to verify the date format is correct.
Other field-level validations are included in the notes for the specific fields. If you submit
a file that fails general validation for any field, the entire file is rejected.
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QuickSuper Employee Upload File Specification (v3)
2.2 File Format
The file structure is as follows:
Record Description
File Header One record at the start of the employee file. It contains the file headings.
This record should be followed immediately by an Employee Detail record.
Employee Detail A record to represent an employee and its fund details. There may be many such records
per file.
Note:
An employee with multiple funds will be represented as multiple Employee Detail
records.
Only employees being added or updated need to be included in the file. You do not
need to include employees in the file if there are no changes to their details, however
it is not a problem if they are included.
Ordering of the employees in the file is important for the following cases:
If there are employees for multiple employers in the file, all employees for a
given employer must appear as consecutive records in the file before employees
for another employer are included.
If there are multiple records relating to a single employee in the file, they must
appear as consecutive records in the file.
The following table describes the fields. All fields are to be separated by a comma (,)
value. Double quotes may be used around fields. For example, either of the following
would work in the header record:
Action,Employer ID,Payroll ID,… etc
“Action”,“Employer ID”,“Payroll ID”,… etc
If the field values themselves contain commas double quotes must be used.
The first row of your file must contain the values in the Column Heading column below.
Your employee data should start on the second row of the file and continue for as many
rows as you require.
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QuickSuper Employee Upload File Specification (v3)
Col. Column Heading Value and Format Notes
A Action Mandatory.
‘ADD’ or ‘UPDATE’
Any other value will cause
the file to be rejected.
‘ADD’ can be used to:
Add a new employee with fund
details
Add a new employee without fund
details
Add a new fund membership to an
existing QuickSuper employee
‘UPDATE’ can be used to:
Update an existing QuickSuper
employee, including marking the
employee as inactive.
Update an existing QuickSuper fund
membership, including marking the
fund membership as inactive.
B Employer ID Conditional:
Optional if you have a
Single Employer
Facility.
Mandatory if you have a
Multiple Employer
Facility.
Alphanumeric value.
The identifier for the employer, as
registered within QuickSuper.
For clients with a Single Employer
Facility, you may provide your
QuickSuper Client ID in this field or
leave blank.
For clients with a Multiple Employer
Facility, you must provide the
unique identifier for the employer
within your facility.
C Payroll ID Optional.
Any value.
Maximum Length = 20.
The ID representing the employee in
your own payroll system. That is, your
unique identifier for the employee.
Please refer to the ‘Identifiers’ section
for more details on this field.
Please refer to the ‘Handling long
numeric values in Excel’ section for
more information on issues associated
with long numbers in this field.
If a Payroll ID is not provided the Family
Name, Given Name and Date Of Birth
must be a unique combination for the
specified employer.
Leading zeros will be removed by
QuickSuper.
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QuickSuper Employee Upload File Specification (v3)
Col. Column Heading Value and Format Notes
D Name Title Optional.
Format and length limited
by accepted values.
A term indicating a person’s status or
used as a form of address or reference
e.g. ‘MR’ or ‘MRS’. If a value is
provided, it must be one of the accepted
values listed in section 2.4 otherwise
the file will be rejected.
Lower case alphabetic characters will be
stored as upper case in QuickSuper.
E Family Name Mandatory.
Value may contain
alphabetic characters,
apostrophe, hyphen, space,
period, left and right
parentheses. A value
containing other characters
will result in the file being
rejected.
Maximum Length = 40.
Also known as surname, this field is
required to assist funds in allocating
contributions.
A value longer than 40 characters will
be trimmed.
F Given Name Mandatory.
Value may contain
alphabetic characters,
apostrophe, hyphen, space,
period, left and right
parentheses. A value
containing other characters
will result in the file being
rejected.
Maximum Length = 40.
Also known as first name, this field is
required to assist funds in allocating
contributions. You should provide the
full given name and not just the first
initial.
A value longer than 40 characters will
be trimmed.
G Other Given Name Optional.
Value may contain
alphabetic characters,
apostrophe, hyphen, space,
period, left and right
parentheses. A value
containing other characters
will result in the file being
rejected.
Maximum Length = 40.
Also known as middle name, this field
can assist funds in allocating
contributions. It is not mandatory as not
all employees will have a second given
name, however you should provide this
if available. If you only have the first
initial of the employee’s other given
name, then this is acceptable to
provide.
A value longer than 40 characters will
be trimmed.
H Name Suffix Optional.
Format and length limited
by accepted values.
Awards, honours or any other kind of
denomination that may follow the name
of a person. If a value is provided, it
must be one of the accepted values
listed in section 2.5 otherwise the file
will be rejected.
Lower case alphabetic characters will be
stored as upper case in QuickSuper.
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QuickSuper Employee Upload File Specification (v3)
Col. Column Heading Value and Format Notes
I Date Of Birth Mandatory.
Date value.
The date format must match
the client’s preferred date
format. See section 2.1.1 for
details.
The file will be rejected if:
Field is left blank;
Invalid value is supplied (eg
99999999); or
Date outside accepted range (i.e.
greater than current date or older
than 100 years ago).
If you are using Excel to edit and create
your CSV file, you may need to open
the resultant CSV in a text editor (e.g.
Notepad) to verify which date format is
being used.
J Gender Optional.
Single alphabetic character.
Set to:
‘M’ for Male;
‘F’ for Female;
‘I’ for Intersex or Indeterminate;
‘N’ for Not stated or inadequately
described; or
Leave blank if not available.
If the field is left blank, the value sent
to funds will be defaulted to the ‘Not
stated or inadequately described’ code.
Lower case alphabetic characters will be
stored as upper case in QuickSuper. A
value containing other characters will
result in the file being rejected.
K Tax File Number Optional, however refer to
Notes.
Numeric value.
You must provide the employee’s TFN if
it has been provided to you.
Please refer to the ‘Identifiers’ section
for more details on this field.
L Phone Number Optional.
Value may contain numeric
digits, hyphen, space, plus
symbol left and right
parentheses. A value
containing other characters
will result in the file being
rejected.
Maximum Length = 15.
Landline or fixed number to use if
required to contact the employee.
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QuickSuper Employee Upload File Specification (v3)
Col. Column Heading Value and Format Notes
M Mobile Number Optional.
Value may contain numeric
digits, hyphen, space, plus
symbol left and right
parentheses. A value
containing other characters
will result in the file being
rejected.
Maximum Length = 15.
Mobile number to use if required to
contact the employee.
N Email Address Optional.
Must be a well formed email
address.
Maximum Length = 60.
Email address to use if required to
contact the employee.
O Address Line 1 Conditional. Please refer to
‘Employee Address’ section.
Any value.
Maximum length = 50.
Applicable for Australian or international
addresses.
Please refer to ‘Employee Address’
section for further information on these
fields.
P Address Line 2 Optional.
Any value.
Maximum length = 50.
Applicable for Australian or international
addresses.
Q Address Line 3 Optional.
Any value.
Maximum length = 50.
Applicable for Australian or international
addresses.
R Address Line 4 Optional.
Any value.
Maximum length = 50.
Applicable for Australian or international
addresses.
S Suburb Conditional. Please refer to
‘Employee Address’ section.
Any value.
Maximum length = 50.
Applicable for Australian addresses only.
Australian suburb aligned with the
specified post code.
Lower case alphabetic characters will be
stored as upper case in QuickSuper.
T State Conditional. Please refer to
‘Employee Address’ section.
Format and length limited
by accepted values.
Applicable for Australian addresses only.
Australian state or territory. Valid values
are: ‘AAT’, ‘ACT’, ‘NSW’, ‘NT’, ‘QLD’,
‘SA’, ‘TAS’, ‘VIC’, ‘WA’.
Lower case alphabetic characters will be
stored as upper case in QuickSuper.
If provided the post code and state
must be a valid combination in the list
published by Australia Post. Otherwise
the file will be rejected.
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QuickSuper Employee Upload File Specification (v3)
Col. Column Heading Value and Format Notes
U Post Code Conditional. Please refer to
Employee Postal Address
section following the table.
Numeric value.
Maximum Length = 4.
Applicable for Australian addresses only.
Australian post code aligned with the
specified suburb.
If provided the suburb, post code and
state must be a valid combination in the
list published by Australia Post.
Otherwise the file will be rejected.
V Country Optional.
Alphabetic characters.
Maximum Length = 2.
Applicable for Australian or international
addresses.
Country may be specified using the two
character code published under ISO
3166 e.g. ‘AU’ for Australia or ‘NZ’ for
New Zealand. If this column is left blank
for an address, the address is assumed
to be in Australia. A full list of ISO 3166
country codes is available from:
http://www.iso.org/iso/country_codes
Lower case alphabetic characters will be
stored as upper case in QuickSuper. If
an unknown country code is provided
then this will result in the file being
rejected.
W Employee Status Optional.
Format and length limited
by accepted values.
Must be one of the following values:
‘Active’
‘Inactive’
Value will default to ‘Active’ if not
provided.
X Employment Status Code Optional.
Format and length limited
by accepted values.
Describes the employment arrangement
between the employee and employer.
Must be one of the following values:
‘Casual’
‘Contractor’
‘Full time’
‘Part time’
Y Employment Start Date Optional.
Date value.
The date format must match
the client’s preferred date
format. See section 2.1.1 for
details.
The date the employee’s employment
started with your company. You can
provide this if the fund requests you to
provide this information to them.
If provided, the date must be valid. The
file will be rejected if:
Invalid value is supplied (eg
99999999);
Employment Start Date is greater
than Employment End Date; or
Date is outside accepted range (i.e.
older than 100 years ago or greater
than 6 months after current date).
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QuickSuper Employee Upload File Specification (v3)
Col. Column Heading Value and Format Notes
Z Employment End Date Optional.
Date value.
The date format must match
the client’s preferred date
format. See section 2.1.1 for
details.
The date the employee’s employment
ended with your company. You can
provide this if the fund requests you to
provide this information to them.
If provided, the date must be valid. The
file will be rejected if:
Invalid value is supplied (eg
99999999);
Employment End Date is less than
Employment Start Date; or
Date is outside accepted range (i.e.
older than 100 years ago or greater
than 6 months after current date).
AA Employment End Reason Conditional – must be
provided if Employment End
Date is provided, must be
blank if Employment End
Date is not provided.
Any value.
Maximum Length = 80.
The general reason why the employee’s
employment ended with your company.
You can provide this if the fund requests
you to provide this information to them.
You can provide any value as directed
by the fund, however a list of suggested
values are:
‘RESIGNED’
‘RETIREMENT’
‘DEATH’
‘DISABLEMENT’
‘LWOP’ (Leave Without Pay)
‘PARENTAL’ (Parental leave,
including maternity and paternity
leave)
‘TRANSFER’ (Company transfer to a
separate employer within the same
parent company)
‘OTHER’ (Other reason not able to
be classified using the previous
codes)
Any value longer than 80 characters will
be trimmed.
AB Occupation Optional.
Any value.
Maximum Length = 80.
The main salary and wage income-
earning occupation an employee
undertakes.
Any value longer than 80 characters will
be trimmed.
AC Weekly Hours Worked Optional.
Decimal between 0 and 168
to three decimal places.
The hours of work which it is usual for
an employee to work per week.
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QuickSuper Employee Upload File Specification (v3)
Col. Column Heading Value and Format Notes
AD At Work Indicator Optional.
Format and length limited
by accepted values.
'At Work' means the employee is
genuinely performing all the duties of
their usual occupation or are not at
work on that date due to some reason
other than injury or illness.
Must be one of the following values:
‘true’
‘false’
AE Fund ID Optional.
Alphanumeric value.
If this field is not provided
then the following fields
should be left blank.
The identifier for the fund being paid.
This may be:
a master fund, pre-registered
within QuickSuper for general use;
or
a fund you have registered for your
use.
This field provides a significant level of
flexibility on what values you can
provide in the file. Please refer to the
section after this table ‘Fund ID’ for
more information on the values you can
provide.
If the fund cannot be found in the
QuickSuper database or it is not active
for use, the file will be rejected.
AF Fund Name Optional – if you have not
provided a Fund ID must be
set to blank.
Any value.
Maximum Length = 60.
The name of the fund being paid. This
value is not used by QuickSuper. It is
included for readability purposes only.
A value longer than 60 characters will
be trimmed.
AG Member ID Optional – if you have not
provided a Fund ID must be
set to blank.
Value may contain
alphanumeric, hyphen and
forward slash characters.
A value containing other
characters will result in the
file being rejected.
Maximum Length = 20.
The member number allocated by the
beneficiary fund to the employee. If the
employee is a new member to the fund
or the fund does not have member
numbers (e.g. SMSF), you may leave
this field blank.
Please refer to the ‘Identifiers’ section
for more details on this field.
Please refer to the ‘Handling long
numeric values in Excel’ section for
more information on issues associated
with long numbers in this field.
AH Fund Membership Status Optional – if you have not
provided a Fund ID must be
set to blank.
Format and length limited
by accepted values.
Must be one of the following values:
‘Active’
‘Inactive’
Value will default to ‘Active’ if not
provided.
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QuickSuper Employee Upload File Specification (v3)
Col. Column Heading Value and Format Notes
AI Employer SGC Default Optional – if you have not
provided a Fund ID must be
set to blank.
Amount in dollars. Must not
have negative sign.
The default amount (if provided) will be
used when you make an online
contribution for this employee.
Contribution made by an employer for
the benefit of an employee as mandated
by super guarantee legislation.
Value will default to ‘0’ if not provided.
AJ Employer Award Default Optional – if you have not
provided a Fund ID must be
set to blank.
Amount in dollars. Must not
have negative sign.
The default amount (if provided) will be
used when you make an online
contribution for this employee.
Contribution made by an employer for
the benefit of an employee as mandated
by an award or other industrial
agreement.
Value will default to ‘0’ if not provided.
AK Employer Additional Default Optional – if you have not
provided a Fund ID must be
set to blank.
Amount in dollars. Must not
have negative sign.
The default amount (if provided) will be
used when you make an online
contribution for this employee.
Employer contributions which are not
mandated employer contributions.
Value will default to ‘0’ if not provided.
AL Salary Sacrifice Default Optional – if you have not
provided a Fund ID must be
set to blank.
Amount in dollars. Must not
have negative sign.
The default amount (if provided) will be
used when you make an online
contribution for this employee.
Salary sacrificing is a special
arrangement between employers and
employees where the pre-tax salary of
an employee is sacrificed in return for
employment related benefits. Salary
sacrificed earnings from superannuation
refers to the salary sacrificed earnings
paid on behalf of employees.
Value will default to ‘0’ if not provided.
AM Employee Additional Default Optional – if you have not
provided a Fund ID must be
set to blank.
Amount in dollars. Must not
have negative sign.
The default amount (if provided) will be
used when you make an online
contribution for this employee.
A contribution made by an individual for
their own benefit (whether or not they
intend to claim a deduction for the
contribution). Includes where an
employee directs an employer to make
after-tax contributions on behalf of the
employee (e.g. by payroll deduction).
Value will default to ‘0’ if not provided.
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QuickSuper Employee Upload File Specification (v3)
Col. Column Heading Value and Format Notes
AN Spouse Default Optional – if you have not
provided a Fund ID must be
set to blank.
Amount in dollars. Must not
have negative sign.
The default amount (if provided) will be
used when you make an online
contribution for this employee.
A contribution made by an individual for
their spouse's benefit. Includes where
an employee directs an employer to
make after-tax contributions on behalf
of the employee's spouse (e.g. by
payroll deduction).
Value will default to ‘0’ if not provided.
AO Child Default Optional – if you have not
provided a Fund ID must be
set to blank.
Amount in dollars. Must not
have negative sign.
The default amount (if provided) will be
used when you make an online
contribution for this employee.
A contribution made by an individual for
the benefit of a person less than 18, but
not because they are the person's
employer or where an employee directs
an employer to make after-tax
contributions for this purpose.
Value will default to ‘0’ if not provided.
AP Other Third Party Default Optional – if you have not
provided a Fund ID must be
set to blank.
Amount in dollars. Must not
have negative sign.
The default amount (if provided) will be
used when you make an online
contribution for this employee.
A contribution made by a third party for
the benefit of another person, other
than contributions made:
by the person's employer
by the person's spouse; or
for a child under 18
Value will default to ‘0’ if not provided.
AQ Salary For Benefits Optional – if you have not
provided a Fund ID must be
set to blank.
Amount in dollars. Must not
have negative sign.
The salary used to calculate a Defined
Benefit members benefit entitlements.
AR Salary For Contributions Optional – if you have not
provided a Fund ID must be
set to blank.
Amount in dollars. Must not
have negative sign.
The salary used to calculate expected
and/or actual contributions.
AS Salary For Contributions Start Optional – if you have not
provided a Fund ID must be
set to blank.
Date Value.
The start date from which the Annual
Salary for contributions determination is
based.
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QuickSuper Employee Upload File Specification (v3)
Col. Column Heading Value and Format Notes
AT Salary For Contributions End Optional – if you have not
provided a Fund ID must be
set to blank.
Date Value.
The end date from which the Annual
Salary for contributions determination is
based.
AU Salary For Insurance Optional – if you have not
provided a Fund ID must be
set to blank.
Amount in dollars.
The salary used to calculate insurance
amounts.
AV Insurance Opt Out Optional – if you have not
provided a Fund ID must be
set to blank.
Format and length limited
by accepted values.
This indicator is used to communicate to
the Fund that the member does not
want the Super Fund to provide an
Insurance product to them.
Must be one of the following values:
‘true’
‘false’
AW Contributions Commence Date Optional – if you have not
provided a Fund ID must be
set to blank.
Date Value.
The date when a member's
contributions commence.
AX Contributions Cease Date Optional – if you have not
provided a Fund ID must be
set to blank.
Date Value.
The date when a member's
contributions cease.
AY Fund Registration Date Optional – if you have not
provided a Fund ID must be
set to blank.
Date Value.
The date that the individual was
registered with the Super Fund.
AZ Benefit Category Optional – if you have not
provided a Fund ID must be
set to blank.
Any value.
Maximum Length = 80.
The Benefit Category may be used by
the superannuation provider to
determine product features applied to a
membership or superannuation account.
Any value longer than 80 characters will
be trimmed.
BA Amendment Reason Optional – if you have not
provided a Fund ID must be
set to blank.
Any value.
Maximum Length = 4000.
Description to accompany a change to a
member's registration details.
Any value longer than 4000 characters
will be trimmed.
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QuickSuper Employee Upload File Specification (v3)
2.3 Additional Notes
2.3.1 Fund ID
Historically, many public or corporate funds were identified using a Superannuation
Product Identification Number (SPIN). The fund SPIN was in the form ‘XXX9999AU’.
Under the SuperStream Standards, superannuation funds are identified using one of the
following depending on their type:
Unique Superannuation Identifier (USI), used to identify public or corporate super
funds; or
ABN, used to identify SMSFs.
For the USI, a fund may either use the fund SPIN or the fund ABN + 3 digits (i.e. 14
digit number).
This section explains how you can correctly identify funds using the ‘Fund ID’ field.
Please also refer to the ‘Handling long numeric strings in Excel’ section for further details
regarding this field.
Funds with USIs
Funds with a USI are pre-registered for your use and are referred to as ‘master funds’
within QuickSuper. To create a fund membership to a fund with a USI, the easiest way is
to include the USI in the Fund ID field.
In order to provide backward compatibility, QuickSuper will also accept the historical
Fund ID used previously in QuickSuper to identify a master fund e.g. in the form
SPINXXX9999AU or ABN12345678901.
SMSFs
SMSFs do not have USIs as they can be simply identified by their ABN. If you want to
create a fund membership to an SMSF, you must register the fund in QuickSuper along
with payment details and their Electronic Service Address (ESA) for SuperStream
delivery. The Fund ID in this case will be your Client ID followed by a unique value of
your choosing. This value could be the ABN of the SMSF e.g. if your Client ID is
‘QS12345’ and you add a self-managed super fund for ABN ‘77788899901’ then you
could set the Fund ID of the new fund to ‘QS1234577788899901’. You may populate the
Fund ID field with or without the Client ID prefix to identify the fund.
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QuickSuper Employee Upload File Specification (v3)
All Fund ID Options
If your payroll system cannot align to the preferred method, you have a number of other
options. Many of these are provided for backward compatibility. The options are listed in
the order in which QuickSuper will try to determine a matching fund:
You provide… Example Notes
1 Full client Fund ID ‘QS12345XYZ’ or
‘QS1234577788899901’
QuickSuper will match the value you provide
with the client fund you have registered.
2 Partial client Fund
ID without Client
ID
‘XYZ’ or ‘77788899901’ QuickSuper will prefix the value you provide
with your Client ID to match with the client
fund you have registered e.g. ‘QS12345XYZ’
or ‘QS1234577788899901’.
3 USI ‘12345678901001’ or ‘XXX9999AU’ QuickSuper will match the value you provide
with the master fund based on USI.
4 Historical Fund ID ‘SPINXXX9999AU’ or
‘ABN12345678901’
QuickSuper will match the value you provide
with the master fund based on Historical Fund
ID.
5 SPIN ‘XXX9999AU’ QuickSuper will match the value you provide
with the master fund based on SPIN.
6 ABN ‘12345678901’ QuickSuper will prefix the value you provide
with ‘ABN’ to match with the master fund
based on Historical Fund ID e.g.
‘ABN12345678901’.
Note: this will not match with a master fund
based on ABN unless the Historical Fund ID is
in the form ABNxxxxxxxxxxx.
2.3.2 Identifiers
Under SuperStream, the Member ID, Payroll ID and TFN are all included in the
contribution messages. These are all optional fields; however we strongly recommend
that you include an identifier if it is available to you. This will reduce the likelihood
of mismatches through contribution processing in QuickSuper and with the receiving
fund. That is, if no identifiers are included then matching falls back to non-unique fields
such as names and date of birth which may be shared by multiple individuals.
Therefore:
TFN must be provided where the employee has provided the TFN to you.1
Member ID should be provided unless the employee is a new member of your
default fund or the receiving fund does not have member identifiers (e.g. SMSF).
1 Refer to Superannuation Industry (Supervision) Amendment Regulation 2012 (No. 5),
Regulation 7.07E (2).
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Payroll ID should be provided if your payroll system allocates identifiers to
employees.
If you do not have a valid identifier, you should leave the field blank. Please do not
provide a default value in this case as it may affect member matching processes.
2.3.3 Employee Address
IMPORTANT:
The SuperStream Standards require that an address is provided with
contributions.
Employers are expected to make a reasonable effort to obtain and provide the
employee address. However, the employee address is optional in this file format
to allow for situations where the employer cannot provide it. In this case,
QuickSuper will include default information in outgoing SuperStream messages to
indicate that the address is unknown.
Australian address
If the country is ‘AU’ or blank (i.e. Australia), the following fields may be populated. An
example is also provided for your reference.
Field Required? Example
Address Line 1 Mandatory Unit 3
Address Line 2 Optional 10 Kent St
Address Line 3 Optional
Address Line 4 Optional
Suburb Mandatory SYDNEY
State Mandatory NSW
Post Code Mandatory 2000
Country Optional AU
The ‘Address Line 3’ and ‘Address Line 4’ fields may be included for Australian addresses
however it is noted that other systems may only allow for at most two address lines. We
recommend that you restrict Australian addresses to fit within the first two address lines
if possible.
The ‘Post Code’ and ‘State’ must be a valid combination in the list published by Australia
Post (see http://auspost.com.au to search for valid post codes).
International address
If some other country is specified, the following fields may be populated. An example is
also provided for your reference.
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QuickSuper Employee Upload File Specification (v3)
Field Required? Example
Address Line 1 Mandatory Unit 1B Level 7, West Building
Address Line 2 Optional 123 Johnstone Street West
Address Line 3 Optional Point Chevalier
Address Line 4 Optional Auckland 1022
Suburb Must be left blank
State Must be left blank
Post Code Must be left blank
Country Mandatory NZ
The ‘Suburb’, ‘Post Code’ and ‘State’ columns are specific to Australian addresses and
must be left blank for international addresses.
2.3.4 Handling long numeric values in Excel
If you enter a numeric value of 12 digits or longer, by default Excel will display the
number in scientific notation e.g. 123456789012 might be shown as ‘1.23457E+11’. If
you then save the file in CSV format without re-formatting, the value will be included in
the CSV file in scientific notation.
Furthermore, Excel will round values of 16 digits or longer so the full value may be lost.
For example, 123456789012345678 might be stored as ‘123456789012345000’ unless
re-formatting is supplied.
The same problems occur if you open a CSV file that contains long numeric values. Excel
will convert long numeric strings to scientific notation or round values. If the file is saved
again as CSV, the values in the saved file will reflect this conversion.
The fields in this file that are most likely to be affected by this issue are:
Fund ID, with 14 digit USIs.
Payroll ID.
Member ID.
For these fields, you may prefix the long number with a hash symbol (#) which will
cause Excel to treat the value as a text string instead of a number. Excel will not convert
values that it believes are text strings and therefore the value will be saved as you have
entered. When the file is uploaded into QuickSuper, the hash symbol will be ignored and
processing will proceed based on the remaining value. For example, if you enter
‘#12345678901001’ for the Fund ID, then QuickSuper will ignore the leading hash
symbol and try to match with Fund ID ‘12345678901001’.
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2.4 Name Title
The following is a list of accepted values for the optional Name Title column. These
values are sourced from AS4590. Accepted
Value
Description Accepted
Value
Description Accepted
Value
Description
ABBOT Abbot DR Doctor MS Ms
AB Able Seaman EARL Earl NURSE Nurse
ADML Admiral ENGR Engineer OCDT Officer Cadet
ACM Air Chief Marshal FR Father PASTOR Pastor
AIRCDRE Air Commodore FLTLT Flight Lieutenant PO Petty Officer
AM Air Marshal FSGT Flight Sergeant PLTOFF Pilot Officer
AVM Air Vice Marshal FLGOFF Flying Officer PTE Private
AC Aircraftman GEN General PROF Professor
ACW Aircraftwoman GOV Governor RABBI Rabbi
ALD Alderman GP CAPT Group Captain RADM Rear Admiral
AMBSR Ambassador HON Honourable RECTOR Rector
ARCHBISHOP Archbishop JUDGE Judge RSM Regimental
Sergeant Major
ARCHDEACON Archdeacon JUSTICE Justice RSM-A Regimental
Sergeant Major Of
The Army
ASSOC PROF Associate Professor LADY Lady REV Reverend
BARON Baron LBDR Lance Bombardier RTHON Right Honourable
BARONESS Baroness LCPL Lance Corporal RT REV Right Reverend
BISHOP Bishop LAC Leading Aircraftman
SMN Seaman
BDR Bombardier LACW Leading Aircraftwoman
2LT Second Lieutenant
BRIG Brigadier LS Leading Seaman SEN Senator
BR Brother LT Lieutenant (Army) SNR Senior
CDT Cadet LEUT Lieutenant (Navy) SGT Sergeant
CANON Canon LTCOL Lieutenant Colonel SIR Sir
CAPT Captain (Army) LCDR Lieutenant
Commander SR Sister
CAPT, RAN Captain (Navy) LTGEN Lieutenant General SISTER SUP Sister Superior
CARDNL Cardinal LTGOV Lieutenant
Governor SQNLDR Squadron Leader
CHAP Chaplain LORD Lord SCDT Staff Cadet
CPO Chief Petty Officer MADAM Madam SSGT Staff Sergeant
COL Colonel MADAME Madame SM Station Master
CMDR Commander MAJ Major SBLT Sub Lieutenant
CMM Commissioner MAJGEN Major General SUPT Superintendent
CDRE Commodore MGR Manager SWAMI Swami
CONST Constable MSTR Master VADM Vice Admiral
CONSUL Consul MAYOR Mayor VCE CMNDR Vice Commander
CPL Corporal MAYORESS Mayoress VISCOUNT Viscount
COUNT Count MIDN Midshipman WOFF Warrant Officer (Air
Force)
COUNTESS Countess MISS Miss WO Warrant Officer
(Navy)
DAME Dame MR Mister WO1 Warrant Officer
Class 1
DEACON Deacon MON Monsignor WO2 Warrant Officer
Class 2
DEACONESS Deaconess MOST REV Most Reverend WOFF-AF Warrant Officer Of
The Air Force
DEAN Dean MTHR Mother WO-N Warrant Officer Of
The Navy
DEPUTY SUPT Deputy
Superintendent MRS Mrs WCDR Wing Commander
DIRECTOR Director
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QuickSuper Employee Upload File Specification (v3)
2.5 Name Suffix
The following is a list of accepted values for the optional Name Suffix column. These
values are sourced from AS4590.
Accepted
Value
Description Accepted
Value
Description
BM Bravery Medal KCVO Knight Commander of the Royal Victorian
Order
BEM British Empire Medal KG Knight of the Garter
COMDC Commissioner of Declarations AK Knight of the Order of Australia
CH Companion of Honour KT Knight of the Thistle
AC Companion of the Order of Australia OAM Medal of the Order of Australia - Order of St
John
CV Cross of Valour MP Member of Parliament
DCMG Dame Commander of the Order of Saint
Michael and Saint George
MHA Member of the House of Assembly
DCB Dame Commander of the Order of the Bath MHR Member of the House of Representatives
DBE Dame Commander of the Order of the
British Empire
MLA Member of the Legislative Assembly
DCVO Dame Commander of the Royal Victorian
Order
MLC Member of the Legislative Council
AD Dame of the Order of Australia AM Member of the Order of Australia
DFM Distinguished Flying Medal MBE Member of the Order of the British Empire
DSC Distinguished Service Cross MC Military Cross
DSM Distinguished Service Medal OC Officer Commanding
ESQ Esquire AO Officer of the Order of Australia
GC George Cross OBE Officer of the Order of the British Empire
JNR Junior OM Order of Merit
JP Justice of the Peace QC Queens Counsel
KB Knight Bachelor SNR Senior
KCMG Knight Commander of the Order of Saint
Michael and Saint George
SC Star of Courage
KCB Knight Commander of the Order of the Bath VC Victoria Cross
KBE Knight Commander of the Order of the
British Empire
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QuickSuper Employee Upload File Specification (v3)
3 Employee Upload Error Report
If errors are identified in the upload file, QuickSuper will generate an error report. The
report can be downloaded from the QuickSuper web interface. The line number and the
error/s found on that line will be included in the file.
You should ensure that the receipt file is checked for errors each time and respond
accordingly. Any files containing errors will not be processed further by QuickSuper. You
must correct the errors and upload the corrected file for processing to continue.
The Error Report structure is as follows:
Record Description
Error Detail A record to represent an error in the employee file. There may be many
such records per file if there are multiple errors.
3.1 Error Detail
Field Name Position Value and Format Notes
Line Number 1 Numeric Indicates the line on which the
error has been determined.
Error Code 2 Numeric See list of codes below.
Error Description 3 Alphanumeric Describes the error in more
detail.
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3.2 Error Codes
The following describes the various error codes reported in the Error Detail record. The
examples represent the text that may be included in the Error Description field.
Error
Code
Description
01 Invalid Header Record
This error indicates that the first line of the file is not formatted correctly. The line must have all the file
headings in the correct order.
Example:
File missing required header fields.
02 Inconsistent Data
This error indicates that two lines in the file have the same Payroll ID but different employee details or
contact information.
Example:
Name Title 'MR' inconsistent with line 100 Name Title ''.
Family Name 'Smythe' inconsistent with line 100 Family Name 'SMITH'.
Given Name 'Johannes' inconsistent with line 100 Given Name 'JOHN'.
Other Given Name 'Other Given Name' inconsistent with line 100 Other Given Name ''.
Name Suffix 'AC' inconsistent with line 100 Name Suffix ''.
Date Of Birth '12-Aug-51' inconsistent with line 100 Date Of Birth '12-Aug-50'.
Gender 'M' inconsistent with line 100 Gender 'F'.
Tax File Number '123456789' inconsistent with line 100 Tax File Number '012345678'.
Phone Number '9876543210' inconsistent with line 100 Phone Number '0123456798'.
Mobile Number '9876543210' inconsistent with line 100 Mobile Number '0123456798'.
Email Address '[email protected]' inconsistent with line 100 Email Address '[email protected]'.
Address Line 1 '123 Sample St' inconsistent with line 100 Address Line 1 '123 Sample Rd'.
Address Line 2 'Street Address 2' inconsistent with line 100 Address Line 2 ''.
Suburb 'WALLSEND' inconsistent with line 100 Suburb ''.
State 'NSW' inconsistent with line 100 State ''.
Post Code '2287' inconsistent with line 100 Post Code ''.
Country 'AU' inconsistent with line 100 Country 'US'.
Employee Status 'Active' inconsistent with line 100 Employee Status 'Inactive'.
Employment Start Date '12-Aug-52' inconsistent with line 100 Employment Start Date '12-Aug-50'.
Employment End Date '' inconsistent with line 100 Employment End Date '12-Aug-50'.
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Error
Code
Description
03 Invalid Line Combination
This error indicates that fund details have not been provided. If multiple lines have the same Payroll ID,
these lines must provide fund details.
Example:
Employee ‘John SMITH’ provided on multiple lines but missing fund details.
04 Duplicate Data
This error indicates that the Fund ID/Member ID combination for this Employee has already been included
in the file.
Example:
Employee ‘John SMITH’ with Fund ID ‘DEF’ and Member ID ‘XYZ’ already included on line 100.
05 Payroll ID not consecutive
This error indicates that lines with the same Payroll ID are not listed consecutively in the file. Lines with
the same Payroll ID must appear one after the other.
Example:
Lines for employee ‘John SMITH’ are not listed consecutively.
06 Employer ID not consecutive
This error indicates that lines with the same Employer ID are not listed consecutively in the file. Lines with
the same Employer ID must appear one after the other.
Example:
Lines for employer ID ‘XYZ’ are not listed consecutively.
07 Employer contributions in progress
This error indicates the employer has contributions in progress. Employees cannot be modified while
contributions are in progress. You must wait for the contributions to be processed or delete the
contributions using the QuickSuper screens.
Example:
Employer ID ‘XYZ’ has contributions in progress.
08 - 09 Reserved for future use.
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Error
Code
Description
10 Invalid Action
This error indicates that the value specified in the Action field is not valid. The value must be ‘ADD’ or
‘UPDATE’.
If the specified value is ‘ADD’, the error could indicate:
The Payroll ID already exists in QuickSuper
The Fund ID/Member ID combination already exists for this employee in QuickSuper
If the specified value is ‘UPDATE’, the error could indicate:
The Payroll ID does not exist in QuickSuper
The Fund ID/Member ID combination does not exist in QuickSuper
Examples:
Required Action is not specified.
Action ’XYZ’ is not one of the accepted values (‘ADD’ or ‘UPDATE’).
Action ‘ADD’ not valid. Employee ‘John SMITH’ already exists.
Action ‘ADD’ not valid. Fund ID ‘F1’ with Member ID ‘M1’ already exists.
Action ‘ADD’ not valid. Fund ID provided is not active.
Action ‘UPDATE’ not valid. Employee ‘John Smith’ does not exist.
Action ‘UPDATE’ not valid. Fund ID ‘F1’ with Member ID ‘M1’ does not exist.
11 Invalid Employer ID
This error indicates that the Employer ID field does not match an enabled, registered employer available
to the QuickSuper client. You should check that the specified employer is registered in QuickSuper and
that it is enabled.
Note: this field is optional for single employer clients but mandatory for multi-employer clients.
Examples:
Required Employer ID not specified.
Specified Employer ID ‘ABCDEF’ is not registered for use.
12 Invalid Payroll ID
This error indicates the Payroll ID field is not valid. It must not be longer than 20 characters.
Examples:
Payroll ID ‘ABCDEFGHIJ0123456789Z’ exceeds 20 character limit.
13 Invalid Name Title
The name title is an optional field but if provided must match one of the accepted values listed in Section
2.4.
Example:
Name Title ‘XYZ’ is not one of the accepted values.
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Error
Code
Description
14 Invalid Family Name
The Family Name field is a mandatory field and cannot be left blank. Additionally, only a specific set of
characters are accepted for this field.
Examples:
Required Family Name not specified.
Family Name ‘$MITH’ contains invalid characters.
15 Invalid Given Name
The Given Name field is a mandatory field and cannot be left blank. Additionally, only a specific set of
characters are accepted for this field.
Examples:
Required Given Name not specified.
Given Name ‘J@HN’ contains invalid characters.
16 Invalid Other Given Name
This is an optional field. If supplied, only a specific set of characters are accepted for this field.
Example:
Other Given Name ‘M@RK’ contains invalid characters.
17 Invalid Name Suffix
The name suffix is an optional field but if provided must match one of the accepted values listed in
Section 2.5.
Example:
Name Suffix ‘XYZ’ is not one of the accepted values.
18 Invalid Date Of Birth
This error indicates that the value specified in the Date Of Birth is blank, does not match the required
format or is outside the accepted range. This field must match the client’s preferred date format. The date
must also be prior to the current date (ie future dates are not allowed) and must not be more than 100
years ago.
Examples:
Required Date Of Birth not specified.
Date Of Birth '12-Aug-1980' is not in expected format 'DD/MM/YYYY'.
Date Of Birth ‘12/03/2299’ is outside the valid date range.
19 Invalid Gender
The gender is an optional field but if provided must match one of the accepted values: ‘M’ for male or ‘F’
for female.
Example:
Gender ‘Z’ is not one of the accepted values ‘M’ or ‘F’.
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Error
Code
Description
20 Invalid Tax File Number
This error indicates the Tax File Number (TFN) is not valid based on the rules supplied by the Australian
Tax Office (ATO). This field is optional but, if supplied, it must pass the ATO basic validation rules.
Example:
Tax File Number is not valid.
21 Invalid Phone Number
The phone number is an optional field but if provided must not be longer than 15 characters. Additionally,
the value must be a well-formed phone number consisting of a specific set of characters only.
Examples:
Phone Number ‘12345678901234567890’ exceeds 15 character limit.
Phone Number ‘!@#$%’ is not a valid phone number.
22 Invalid Mobile Number
The mobile number is an optional field but if provided must not be longer than 15 characters. Additionally,
the value must be a well-formed phone number consisting of a specific set of characters only.
Examples:
Mobile Number ‘12345678901234567890’ exceeds 15 character limit.
Mobile Number ‘!@#$%’ is not a valid phone number.
23 Invalid Email Address
The email address is an optional field but if provided must not be longer than 60 characters. Additionally,
the value must be in a valid email address format.
Examples:
Email Address ‘AAA…AAA’ exceeds 60 character limit.
Email Address ‘XYZ’ is not a valid email address.
24 Invalid Address Line
Address lines are optional fields but if provided must not be longer than 40 characters. Additionally, if
other address components are provided, then at least Address Line 1 must also be provided. Address lines
3 and 4 must not be included for Australian addresses as they are applicable to international addresses
only.
Examples:
A partial address should not be included without the required Address Line 1.
Address Line 1 ‘AAA…AAA’ exceeds 40 character limit.
Address Line 2 ‘AAA…AAA’ exceeds 40 character limit.
Address Line 3 ‘AAA…AAA’ exceeds 40 character limit.
Address Line 4 ‘AAA…AAA’ exceeds 40 character limit.
Address Line 3 should not be included for an Australian address.
Address Line 4 should not be included for an Australian address.
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Error
Code
Description
25 Invalid Suburb
The suburb is a required field for Australian addresses and must not be longer than 40 characters. It must
also match with a suburb listed for the provided post code. Suburb must not be included for international
addresses.
Examples:
Suburb ‘AAA…AAA’ exceeds 40 character limit.
Required Suburb is not included for an Australian address.
Suburb should not be included for an international address.
Suburb ‘CHARLESTOWN’ does not match any suburb listed for Post Code ‘2000’.
26 Invalid State
The state is a required field for Australian addresses and must match with one of the accepted values. It
must also match with the state listed for the provided post code. State must not be included for
international addresses.
Examples:
State ‘AAA’ is not one of the accepted values.
State ‘WA’ does not match the state listed for Post Code ‘2000’.
Required State is not included for an Australian address.
State should not be included for an international address.
27 Invalid Post Code
The post code is a required field for Australian addresses and must match with one of the accepted
values. Post code must not be included for international addresses.
Examples:
Post Code ‘AAA’ is not one of the accepted values.
Required Post Code is not included for an Australian address.
Post Code should not be included for an international address.
28 Invalid Country
The country is an optional field but if provided must match with one of the accepted values.
Example:
Country ‘ZZ’ is not one of the accepted values.
29 Invalid Employee Status
This error indicates that the value specified in the EmployeeStatus field is not valid. This field is optional
but, if supplied, it must be ‘Active’ or ‘Inactive’.
Example:
Employee Status ‘Yes’ not one of expected values (‘Active’ or ‘Inactive’).
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Error
Code
Description
30 Invalid Employment Status Code
This error indicates that the employment status code is not one of the expected values ‘Full time’, ‘Part
time’, ‘Casual’ or ‘Contractor’.
Examples:
Employment Status Code 'ABC' not one of expected values ('Full time', 'Part time', 'Casual' or
'Contractor').
31 Invalid Employment Start Date
This error indicates that the employment start date is not in the expected format, is outside the accepted
range (i.e. older than 100 years ago or greater than 6 months after current date) or is greater than the
employment end date.
Examples:
Employment Start Date '12-Aug-1980' is not in expected format 'DD/MM/YYYY'.
Employment Start Date ‘12/03/2299’ is outside the valid date range.
Employment Start Date ‘10/09/2011’ is after the Employment End Date ‘13/06/2010’
32 Invalid Employment End Date
This error indicates that the employment start date is not in the expected format or is outside the
accepted range (i.e. older than 100 years ago or greater than 6 months after current date).
Examples:
Employment End Date '12-Aug-1980' is not in expected format 'DD/MM/YYYY'.
Employment End Date ‘12/03/2299’ is outside the valid date range.
33 Invalid Employment End Reason
The employment end reason must be provided if the Employment End Date is provided and must be left
blank if the Employment End Date is not provided.
Example:
Employment End Reason is required when Employment End Date is provided.
Employment End Reason should not be included when Employment End Date is blank.
34 Invalid Occupation
35 Invalid Weekly Hours Worked
The weekly hours worked must be a decimal number between 0 and 168 with up to 3 decimal places.
Example:
Weekly Hours Worked 'ABC' is not a valid decimal number.
Weekly Hours Worked '190' is not in the valid range of 0 to 168.
36 Invalid At Work Indicator
This error indicates that the at work indicator was not one of the expected values ‘true’ or ‘false’.
Example:
At Work Indicator 'ABC' is not one of the expected values ('true' or 'false').
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Error
Code
Description
37 Invalid Fund ID
This error indicates that the Fund ID does not match an enabled, registered fund available to the
QuickSuper client. You should check that the specified fund is registered in QuickSuper and that it is
enabled. You cannot upload contributions for disabled funds.
Example:
Fund ID 'XYZABC' is not registered for use.
38 Invalid Fund Name
This error indicates that the Fund Name field was provided but the Fund ID was not. This field is optional
but, if supplied the Fund ID must also be supplied
Example:
Fund Name ‘AMP Super’ provided without Fund ID.
39 Invalid Member ID
This error indicates the Member ID field is not valid. The Member ID is an optional field but it must be
provided if Fund ID was provided. The Member ID must not be longer than 20 characters. Additionally,
only a specific set of characters are accepted for this field.
Examples:
Member ID ‘MemberABCDEFHIJKLMNOP’ exceeds 20 character limit.
Member ID ‘Member!@#$%^&*’ contained invalid characters.
Member ID required as Fund ID has been provided.
Member ID provided without Fund ID.
40 Invalid Fund Membership Status
This error indicates that the value specified in the Fund Membership Status field is not valid. This field is
optional but, if supplied:
it must be ‘Active’ or ‘Inactive’
the Fund ID must also be provided
the Employee Status must be ‘Active’ if the Fund Membership Status is ‘Active’
Examples:
Fund Membership Status ‘ABC’ not one of expected values (‘Active’ or ‘Inactive’).
Fund Membership Status provided without Fund ID.
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QuickSuper Employee Upload File Specification (v3)
Error
Code
Description
41 Invalid Amount
This error indicates that one of the default contribution amount fields contains an invalid amount or was
provided when the Fund ID was left blank.
Examples:
Employer Super Guarantee Default Amount ‘-300.55’ is not a valid amount.
Employer Award Default Amount ‘-300.55’ is not a valid amount.
Employer Additional Default Amount ‘300.5577’ is not a valid amount.
Member Salary Sacrifice Default Amount ‘ABC’ is not a valid amount.
Member Additional Default Amount ‘300.00.2’ is not a valid amount.
Spouse Default Amount ‘$1$2’ is not a valid amount.
Child Default Amount ‘@%&’ is not a valid amount.
Other Third Party Default Amount ‘1A2B3C’ is not a valid amount.
Employer Super Guarantee Default Amount provided without Fund ID.
Employer Additional Default Amount provided without Fund ID.
Member Salary Sacrifice Default Amount provided without Fund ID.
Member Additional Default Amount provided without Fund ID.
Spouse Default Amount provided without Fund ID.
Child Default Amount provided without Fund ID.
Other Third Party Default Amount provided without Fund ID.
42 Invalid Salary For Benefits
This error indicates that salary for benefits contains an invalid amount or was provided when the Fund ID
was left blank.
Examples:
Salary For Benefits ‘ABC’ is not a valid amount.
Salary For Benefits provided without Fund ID.
43 Invalid Salary For Contributions
This error indicates that salary for contributions contains an invalid amount or was provided when the
Fund ID was left blank.
Examples:
Salary For Contributions ‘ABC’ is not a valid amount.
Salary For Contributions provided without Fund ID.
44 Invalid Salary For Contributions Start
This error indicates that the salary for contributions start date is not in the expected format, or was
provided when the Fund ID was left blank.
Examples:
Salary For Contributions Start '12-Aug-1980' is not in expected format 'DD/MM/YYYY'.
Salary For Contributions Start provided without Fund ID.
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QuickSuper Employee Upload File Specification (v3)
Error
Code
Description
45 Invalid Salary For Contributions End
This error indicates that the salary for contributions end date is not in the expected format, or was
provided when the Fund ID was left blank.
Examples:
Salary For Contributions End '12-Aug-1980' is not in expected format 'DD/MM/YYYY'.
Salary For Contributions End provided without Fund ID.
46 Invalid Salary For Insurance
This error indicates that salary for insurance contains an invalid amount or was provided when the Fund
ID was left blank.
Examples:
Salary For Insurance ‘ABC’ is not a valid amount.
Salary For Insurance provided without Fund ID.
47 Invalid Insurance Opt Out
This error indicates that insurance opt out was not one of the expected values ‘true’ or ‘false’, or was
provided when Fund ID was left blank.
Example:
Insurance Opt Out 'ABC' is not one of the expected values ('true' or 'false').
Insurance Opt Out provided without Fund ID.
48 Invalid Contributions Commence Date
This error indicates that the contributions commence date is not in the expected format, or was provided
when Fund ID was left blank.
Examples:
Contributions Commence Date '12-Aug-1980' is not in expected format 'DD/MM/YYYY'.
Contributions Commence Date provided without Fund ID.
49 Invalid Contributions Cease Date
This error indicates that the contributions cease date is not in the expected format, or was provided when
Fund ID was left blank.
Examples:
Contributions Cease Date '12-Aug-1980' is not in expected format 'DD/MM/YYYY'.
Contributions Cease Date provided without Fund ID.
50 Invalid Fund Registration Date
This error indicates that the fund Registration date is not in the expected format, or was provided when
Fund ID was left blank.
Examples:
Fund Registration Date '12-Aug-1980' is not in expected format 'DD/MM/YYYY'.
Fund Registration Date provided without Fund ID.
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QuickSuper Employee Upload File Specification (v3)
Error
Code
Description
51 Invalid Benefit Category
This error indicates that the benefit category was provided when Fund ID was left blank.
Benefit Category provided without Fund ID.
52 Invalid Amendment Reason
This error indicates that the amendment reason was provided when Fund ID was left blank.
Amendment Reason provided without Fund ID.
53 - 89 Reserved for future use.
90 Fund specific error
This error indicates the contribution has failed fund specific validation rules. These rules are associated
with a particular Fund ID. Each fund may have its own set of rules. They are applied in addition to the
standard QuickSuper rules.
Examples:
Fund Member ID must start with ‘F’ or ‘M’.
Fund Member ID must have 10 characters.
91 - 98 Reserved for future use.
99 Internal QuickSuper Error
This indicates that the file could not be processed for an unspecified reason. You will not receive this error
in normal processing. If this error occurs, please contact QuickSuper Support and we will advise of the
next action.
Example:
Internal QuickSuper Error occurred.
The file could not be processed for an unspecified reason.
QuickSuper Support staff will be alerted and will be in contact with you to advise of the next action.
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QuickSuper Employee Upload File Specification (v3)
4 Employee Upload Confirmation Report
The confirmation report displays all the changes that will result from an employee upload
file. These changes must be confirmed before they can be committed.
If a new employee is being added the report will show:
Employee: <Payroll ID>, <Given Name> <Family Name> (NEW)
Name Title: <Name Title>
Given Name: <Given Name>
Other Given Name: <Other Given Name>
Family Name: <Family Name>
Name Suffix: <Name Suffix>
Date Of Birth: <Date Of Birth>
Gender: <Gender>
Tax File Number: ‘Provided’ if <Tax File Number> was provided
‘Not Provided’ if <Tax File Number> was empty
Phone Number: <Phone Number>
Mobile Number: <Mobile Number>
Email Address: <Email Address>
Address Line 1: <Address Line 1>
Address Line 2: <Address Line 2>
Address Line 3: <Address Line 3>
Address Line 4: <Address Line 4>
Suburb: <Suburb>
State: <State>
Post Code: <Post Code>
Country: <Country>
Employee Status: <Employee Status>
Employment Status Code: <Employment Status Code>
Employment Start Date: <Employment Start Date>
Employment End Date: <Employment End Date>
Employment End Reason: <Employment End Reason>
Occupation: <Occupation>
Weekly Hours Worked: <Weekly Hours Worked>
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QuickSuper Employee Upload File Specification (v3)
At Work Indicator: <At Work Indicator>
If an existing employee is being modified the report will show:
Employee: <Payroll ID>, <Given Name> <Family Name> (UPDATE)
<FieldName>: Was <Before> Now <After>
<FieldName>: Was <Before> Now <After>
etc, etc
If a new fund membership is being added:
Fund Membership: <Member ID>, <Fund Name> (NEW)
Fund ID: <Fund ID>
Fund Name: <Fund Name>
Member ID: <Member ID>
Fund Membership Status: <Fund Membership Status>
Employer SGC Default: <Employer SGC Default>
Employer Award Default: <Employer Award Default>
Employer Additional Default: <Employer Additional Default>
Member Salary Sacrifice Default: <Member SalarySacrifice Default>
Member Additional Default: <Default Employee Additional>
Spouse Default: <Spouse Default>
Child Default: <Child Default>
Other Third Party Default: <Other Third Party Default>
Salary For Benefits: <Salary For Benefits>
Salary For Contributions: <Salary For Contributions>
Salary For Contributions Start: <Salary For Contributions Start>
Salary For Contributions End: <Salary For Contributions End>
Salary For Insurance: <Salary For Insurance>
Insurance Opt Out: <Insurance Opt Out>
Contributions Commence Date: <Contributions Commence Date>
Contributions Cease Date: <Contributions Cease Date>
Fund Registration Date: <Fund Registration Date>
Benefit Category: <Benefit Category>
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QuickSuper Employee Upload File Specification (v3)
Amendment Reason: <Amendment Reason>
If an existing fund membership is being modified the report will show:
Fund Membership: <Member ID>, <Fund Name> (UPDATE)
<FieldName>: Was <Before> Now <After>
<FieldName>: Was <Before> Now <After>
etc, etc
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QuickSuper Employee Upload File Specification (v3)
5 Questions and Answers
The following are some answers to anticipated questions from QuickSuper clients.
Can I register more than one fund for an employee?
Yes. The employee file allows multiple funds to be registered against the same
employee. This is done by adding a new line for every fund. For example, an employee
with two funds is represented as two lines in the file. An employee with three funds is
represented as three lines, and so on. It is important that the main employee fields are
the same on all lines (i.e. Given Name, Family Name, Other Given Name, Date Of Birth,
Tax File Number, Employee Status, etc).
Note: these lines must appear one after the other. If a different employee appears in
between these lines the file will be rejected.
Can I include more than one employer in the same file?
Yes. Employees from different employers can be included in the same file. QuickSuper
will use the Employer ID field to identify the correct employer.
Note: employees with the same Employer ID must be listed one after the other. If a
different Employer ID appears in between these lines the file will be rejected.
How can I modify an employee that is already registered in QuickSuper?
To mark an employee as inactive so they are excluded from future contributions, include
one line in the file.
Line 1: An ‘UPDATE’ line for the Payroll ID. Employee Status must be ‘Inactive’.
To modify the Payroll ID of an existing QuickSuper employee, include two lines in the
file.
Line 1: An ‘UPDATE’ line for the old Payroll ID. Employee Status must be ‘Inactive’.
Line 2: An ‘ADD’ line for the new Payroll ID. Employee Status must be ‘Active’.
To modify other employee data (Family Name, Given Name, Other Given Name, Date Of
Birth, Tax File Number, Address or Employee Status), include one ‘UPDATE’ line in the
file.
Line 1: An ‘UPDATE’ line with the existing Payroll ID and the correct Family Name, Given
Name etc.
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QuickSuper Employee Upload File Specification (v3)
How can I modify a Fund Membership that is already registered in QuickSuper?
To mark a Fund Membership as inactive so it is excluded from future contributions,
include one line in the file.
Line 1: An ‘UPDATE’ line for the Fund ID/Member ID. Fund Status must be ‘Inactive’.
To modify the Fund ID or Member ID of an existing QuickSuper employee, include two
lines in the file.
Line 1: An ‘UPDATE’ line for the old Fund ID/Member ID. Fund Status must be ‘Inactive’.
Line 2: An ‘ADD’ line for the new Fund ID/Member ID. Fund Status must be ‘Active’.
To modify other fund data (Employer SGC Default, Employer Additional, Employer
Additional Default) include one ‘UPDATE’ line in the file.
Line 1: An ‘UPDATE’ line with the correct Employer SGC Default, Employer Additional
Default, etc.
How do I change employee contribution amounts for the next contribution
period?
Contribution amounts may change from one contribution period to the next. To update
the contribution amounts for the next contribution period follow these steps:
1. Select ‘View Employees’ on the QuickSuper main menu.
2. Click the ‘Export Employees’ button. Save the file to your computer.
3. Open Microsoft Excel.
4. Open the employee file (select ‘File’ menu, choose ‘Open’ then locate and open the
file).
5. Update the default contribution amount columns as required.
6. Save your Excel file into a CSV file. To do this select ‘File’ menu, choose ‘Save As’
then set ‘Save As Type’ to ‘CSV (Comma delimited) (*.csv)’.
7. On the QuickSuper ‘Upload Employees’ screen and follow the instructions.
8. After you have reviewed and confirmed the file changes click ‘Create New’ on the
QuickSuper main menu. Follow the screen instructions to generate a new
contribution file. The file generated will contain the contribution amounts entered into
the upload file.