Record keeping for super compliance¶

Paying super on time is only half the job. The other half is being able to show that you did. Good records are the proof. They record how much super you worked out for each employee, when you paid it, when the fund received it, and what you reported.

If the Australian Taxation Office (ATO) ever looks at your super, your records are what answers their questions. Without them, you can be left trying to remember payments from years ago.

In one line

Keep records that show the super you worked out, paid, and reported for each employee — the ATO expects you to keep them for at least 5 years.

Why this matters¶

If the super was paid correctly but you cannot prove it, you can still end up in a long back-and-forth with the ATO. Records turn "I think I paid that" into "here is the proof". They are your protection in any review, and they make everyday questions from staff and your accountant quick to answer.

What you will learn¶

The super records an employer should keep
How long the ATO expects you to keep them
Why good records protect you in an ATO review

Understanding the concept¶

The ATO says you must keep records that clearly explain your super transactions for each employee. In plain terms, your records should show four things:

How much super you worked out for each employee, and how you got that figure.
When you paid it, and how much you paid.
When the fund received it — the payment being on time is measured by when the fund gets the money, not when you send it.
What you reported and to whom — including which fund each employee's super went into.

The ATO also expects you to keep a copy of each employee's completed super choice form, so you have a record of the fund they chose.

How long to keep them. The ATO expects super records to be kept for at least 5 years. The five years generally runs from when you made the record or completed the transaction, whichever is later.

One more point the ATO makes: even if you use a clearing house to send super to your employees' funds, you are still responsible for keeping adequate records. Using a service does not hand the record-keeping duty to someone else.

For accountants & bookkeepers

The ATO's record-keeping rules require records to be in English, or in a form that can be readily accessed and converted into English, and kept for a minimum of 5 years. For super specifically, adequate records include the super guarantee calculations, payment evidence, and the standard choice form for each employee. The employer retains the record-keeping obligation even where a clearing house handles distribution to the funds.

Example¶

Priya runs a small cafe with three staff. Each pay, she keeps the payslip showing the super worked out for each employee, the payment confirmation from her clearing house, and the date each fund received the money. She files each employee's super choice form when they start.

Two years later the ATO asks about one employee's super for a past period. Priya opens her records, finds the calculation, the payment, and the date the fund received it, and answers in minutes. Because she kept clear records, a question that could have dragged on is settled quickly.

Common mistakes¶

Keeping the payment date but not the date the fund received it — on-time is measured by when the fund gets the money.
Assuming the clearing house keeps your records for you — the duty stays with you.
Throwing records out too early. The ATO expects at least 5 years.
Not keeping each employee's super choice form, so there is no proof of the fund they chose.

How this works in myaccountant¶

In the app — myaccountant keeps a super record for each employee as you run pay and pay super, so the amounts worked out, the payments, and the fund details sit together in one place. Employees can see their super and payslips in the employee portal, so questions can be answered quickly without digging through paperwork.

Key points¶

Keep records showing super worked out, paid, received by the fund, and reported.
Also keep each employee's completed super choice form.
On-time is measured by when the fund receives the money.
The ATO expects super records to be kept for at least 5 years.
You keep the record-keeping duty even if you use a clearing house.
Good records are your protection in any ATO review.

Learn next¶

General information only — not tax, super or financial advice.

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