Employee Letters

The Employee Letter report produces a pdf letter stating the superannuation contribution amount paid to the members Superannuation Fund. The report has the ability to filter the following when running the report:

· All members

· A single member

· State/Office

· Superannuation company

If the All Members option is selected the report will provide 1 PDF document with a Superannuation letters on a separate page per Member.

Authorised Users can access the report by selecting:

Payroll > Superannuation > Employee Letter

Purpose

The Employee Letter Report allows administrators to generate a summary of employees’ superannuation and employment details for a specific period. It is typically used to create employee statements or reports that summarise contributions and related payroll data.

Filter Fields and Options

Field	Description
From Cut Off Date	The start of the reporting period. Used to select the first superannuation cut-off date.
To Cut Off Date	The end of the reporting period. Used to select the last superannuation cut-off date.
State	Filters the data to include employees based in a specific state (e.g., VIC, NSW, QLD).
Office	Optional filter for reports where multiple offices or branches are configured.
Member Group	Defines which members are included in the report. Options: “All Members” or a specific member group.
Superannuation Company Group	Defines which superannuation companies are included. Options: “All Companies” or a specific fund (e.g., HESTA, CareSuper).
Show Superannuation Summary Report	When selected, includes a detailed summary of contributions and totals for the chosen date range.

Buttons and Actions

Button	Description
Show Report	Generates the Employee Letter Report based on the selected filters.
Close	Exits the report screen without generating a report.

Important Tip

Filter Dates represent Superannuation cut-off dates.
Selecting these dates determines the superannuation data fetched from the system.

If, for example:

From Cut Off Date = 27th November
To Cut Off Date = 25th December

Then the report retrieves superannuation data for two months, from ending dates processed after the cut-off date in the previous month (October) up to 25th December.

Summary

This report combines payroll and superannuation information for selected employees within a defined period. It helps ensure compliance, supports employee communication, and assists in reconciling contribution summaries across multiple superannuation companies.

Layout Breakdown

Section	Description
Header Section	Displays the employee’s name in formal format (e.g. “MR MEYERS JR ROGER”) followed by the subject line.
Subject Line (SUB)	Identifies the purpose of the letter, e.g. “Superannuation Guarantee Fund Contribution”. The employee’s unique ID number is shown below the subject line.
Body Introduction	Includes a compliance statement referencing ATO requirements for periodic employer superannuation contribution reporting. This explains that the following information details payments made to the employee’s super fund.
Contribution Details Table	Lists the period and specific contribution details as follows:
	Between: Start and end dates of the contribution period selected in the report (e.g. 27/03/2022 – 22/09/2025).
	Amount Paid: The total Superannuation Guarantee amount paid to the employee’s nominated fund during the period.
	Fund Name: The name of the superannuation fund (e.g. REST SUPER FUND).
	Member No: The employee’s membership number with that fund.
Footer	The letter concludes with the name of the company representative or authorised person (e.g. “Harper Morton”).

Example Summary

In the example shown:

Employee Name: MR MEYERS JR ROGER
Employee No: 101193
Date Range: 27/03/2022 – 22/09/2025
Super Fund: REST SUPER FUND
Member Number: 12341234
Amount Paid: $19.20

The letter confirms that $19.20 in superannuation contributions was paid to REST Super Fund for the employee within the specified reporting period.

Usage

This letter format is generated automatically for each employee when the Employee Letter Report is run. It can be:

Printed and distributed to employees for record keeping, or
Exported electronically as part of compliance and audit documentation.