Super payment records¶

Every time you pay super, you create a small trail of evidence. Good records show that you worked out the right amount for each employee, paid it, and that the super fund received it. If a payment is ever questioned, those records are how you show you did the right thing.

This lesson covers what to keep and for how long.

In one line

Keep records showing how you worked out and paid super for each employee, when the fund received it, and what you reported — for at least five years.

Why this matters¶

Super is an employee's money, held for their retirement. If an employee, a super fund, or the Australian Taxation Office (ATO) ever asks whether super was paid correctly, you need to be able to prove it. Records are your proof. Without them, a simple question can turn into a stressful search — or a payment you cannot show you made.

What you will learn¶

What super records an employer should keep
How long super records must be kept
Why good records protect the business

Understanding the concept¶

For each employee and each pay, keep records that show the full story of the super:

How you worked it out — the earnings the super was based on and the amount of super for that employee and period.
That you paid it — the payment you made to the fund or clearing house, and the date.
When the fund received it — super counts as paid only when the super fund receives it, so keep the confirmation from the fund or clearing house.
What you reported — the super amounts you reported to the ATO through Single Touch Payroll (STP).
Fund choice — the employee's choice of super fund and the details you used to pay it.

The ATO says records must adequately explain your super transactions. Even if you use a clearing house to send the money, you are still the one responsible for keeping the records.

How long to keep them: the ATO requires super records to be kept for at least five years from the date of the contribution. Some records may need to be kept longer in certain situations, but five years is the general minimum.

For accountants & bookkeepers

The five-year minimum runs from the date of the contribution. Fund-choice records run five years from when the employee is engaged, or is offered, chooses or changes their fund. The ATO notes that using a clearing house does not shift the record-keeping responsibility away from the employer, so keep the clearing-house confirmations that show when each fund received the money. A few records may need to be kept beyond five years where they relate to a period of review — treat five years as the floor, not a hard delete date.

Example¶

Sam is a bookkeeper for a small cafe. For each quarter, Sam keeps a file with: the pay runs showing the earnings and the super worked out for each employee, the payment made to the clearing house, and the confirmation showing the date each super fund received the money. Sam also keeps the STP reports that show the super that was reported. A year later, one employee asks whether their super for a past period was paid. Sam opens the file, points to the fund's confirmation, and answers the question in minutes.

Common mistakes¶

Keeping proof that you sent the money, but not proof that the fund received it — super counts as paid only when the fund receives it.
Assuming the clearing house keeps your records for you — the responsibility to keep records stays with the employer.
Deleting records too early — the minimum is at least five years.
Keeping payment records but not the record of how each amount was worked out.

How this works in myaccountant¶

In the app — myaccountant keeps a record of the super worked out and paid for each employee. You can see what was reported and what was paid, and the status of each contribution as it moves to the fund. This gives you a running record you can refer back to if a payment is ever questioned.

Key points¶

Keep records showing how super was worked out, paid, received, and reported.
Super counts as paid only when the super fund receives it — keep that proof.
The ATO requires super records to be kept for at least five years.
Using a clearing house does not remove your duty to keep records.
Good records let you answer questions about past super quickly.

Learn next¶

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

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