Check List and Instructions for the Annual Administration Processing of SMSFs

DOWNLOADABLE LIST OF ANNUAL ADMINISTRATION PROCESSING OF SMSFs FORMS

Once you have completed the application process for the Annual Administration of your SMSF with SuperEasy®, you will receive further instructions. Please find listed forms relevant to the Annual Administration. Please fill in and supply only the forms relevant to your particular situation. N.B. The information supplied in the forms needs to relate to the bank statement entries. The forms that are essential input for the processing of your Annual Administration are: Engagement Letter, Audit Engagement Letter, Trustees’ Representation Letter.

You can download forms from the list below, by clicking on the form you want to download:

YOUR CONTACT DETAILS

Please advise us of your contact details changes as soon as they happen. SuperEasy® is not taking any responsibility for not being able to contact you due to the change of your contact details.

WHERE TO SEND THE DOCUMENTS

Via Australia Post: SuperEasy Pty Ltd, PO Box 610, Black Rock VIC 3193.

Via Email: alex@supereasy.com.au


DOCUMENTATION FORMAT

You can supply the annual administration documentation as photocopies, data stored on a CD or memory card. If you keep summarized records of your SMSF’s operations in a spread sheet or in any other format, please supply them with the source documentation. Please don't send any originals because of the risk of losing the documents in the transit. Keeping the originals will enable you to always be in charge of your fund. SuperEasy®encourages paperless work operation, please supply documentation electronically wherever possible, ideally as PDFs.

SCANNING OF DOCUMENTS

Please select these setting options for scanning of documents:

  • Paper Size: A4
  • Scan Mode: Grayscale
  • Image Quality: 300 dpi
  • Save as Type: PDF (Multiple Pages)

PROCESSING LEAD TIME - HOW WE OPERATE

The lead time will largely depend on the completeness of your documentation, but if everything is supplied, SuperEasy® operates on an average lead time of 4 weeks.

In order to minimize the turn around time, please follow the instructions:

  • Gather the documentation for the whole financial year and send it as soon as possible after July 1, i.e. the end of the financial year
  • Supplying incomplete documentation is wasteful of our resources and can result in the additional charges
  • Preferred data format for documents is PDF and CSV files for the bank and stock broker transactions. The CSV format allows for the electronic input into our software. CSV is a standard format supported by majority share trading organisations
  • If you receive a query from our accountants, please reply as soon as possible
  • Be actively involved in the management and regulatory requirements for your fund
  • As a trustee of your fund it is your responsibility to send the documentation on time and enable us to process the regulatory output on time
  • If you are uncertain about your fund's lodgement date, call us to clarify it.

FINANCIAL STATEMENTS AND TAX RETURN INPUT DOCUMENTATION

  • Financial statements, tax return and audit of your fund for the previous financial year (relates to the clients who are first time SuperEasy clients)
  • Bank Account Statements for the whole financial year - N.B. each transaction on your bank statement needs to have the supporting source document or a narration
  • Rollover documentation
  • Shares and Derivatives Contract Notes for every buy/sell
  • Dividend Statements, Dividend Reinvestment Advice
  • Corporate Action Notices (mergers, acquisitions, share splits, bonus issues etc.)
  • Stock Broker Transaction Statement in CSV format
  • Portfolio Valuation Statement as at June 30 (issued by your stock broker)
  • Distribution statements for the Managed Funds (issued by your fund manager)
  • Supporting documentation for any other investment type i.e. real estate etc…
  • If your fund has a borrowing scheme, please provide all the relevant legal documentation including the bare trust setup
  • ABN and TFN for the fund (applies for the first time SuperEasy clients)
  • Personal tax file numbers for the fund trustees (applies for the first time SuperEasy clients)
  • Personal and Employer contributions information
  • Salary Sacrifice Information
  • Spouse Contribution information
  • Pension PAYG Payment information
  • Fund expenses information
  • Any other correspondence or invoice relating to your SMSF.

INPUT DOCUMENTATION FOR REAL ESTATE INVESTMENT PROPERTIES


For existing properties

  • Copy of the Title
  • Valuation- if more than 3 years since last revaluation. This can be prepared by the real estate agent
  • Copy of the Lease agreement
  • Estate agent report detailing income & expenses
  • Receipts for any other expenses
  • For instalment borrowing a copy of Custodian trust/Bare Trust
  • ASIC annual review statement (confirms directors/members)
  • For residential properties confirm not rented/ leased to related party
  • Loan statements (if applicable).

For new properties

  • Contact of purchase/Settlement adjustments
  • Other purchase costs i.e.legal fees
  • Copy of the Title
  • Loan/Bare Trust establishment documentation (if applicable)
  • Loan statements (if applicable)
  • Quantity Surveyors Report (depreciation report)
  • For residential properties confirmation the property was not purchased from or rented to related party.

AUDIT DOCUMENTATION

Under the SIS Act and ATO governance SMSFs need to be audited on a yearly basis. Essential documentation for auditing purpose is all of the documentation listed above, plus:

  • Engagement Letter and Authority to Proceed
  • Trustees’ Representation Letter
  • Audit Engagement Letter
  • Copy of the executed (signed and dated) Trust Deed (N.B. for the majority of existing funds SuperEasy will have the trust deed on the database)
  • ATO Trustees' Declarations (relates to first year annual administration funds)
  • Copy of Deed of Amendment (if applicable) and associated forms
  • Supporting documentation relevant to member/trustee changes in the fund
  • Signed and dated Investment Strategy for the relevant financial year (N.B. Investment strategy needs to be reviewed and updated if necessary on a yearly basis)
  • ASIC documentation relevant to funds with corporate trustees, confirming directors/members.

Collection of Tax File Number (TFN) information

Pertaining to the type of the services SuperEasy® provides to its clients, collection of the TFN data is essential input and part of the reporting to the authorities associated with Self Managed Superannuation Funds, namely ASIC and Australian Taxation Office. It is SuperEasy® responsibility to protect all personal data collected from the clients, inclusive the Tax File Number, from the misuse, loss, unauthorized access, modification or disclosure. SuperEasy® will restrict the use of TFN information to authorized personnel involved with taxation law, personal assistance law or superannuation law. Personal data including TFN information will be securely destroyed or permanently de-identified when no longer required by the law , for the purpose of the taxation law, personal assistance law or superannuation law. While the provision of Tax File Number is not compulsory, without the TFN the trustees are for example, not going to be able to accept contributions to the fund or may be required to withhold TFN withholding tax form the contribution.

Technical Difficulties in Receiving Electronic Versions of Documents Some of our clients have a problem receiving electronic copies of our documents (attachments) sent via email, due to restrictive option settings on their email messaging software.

To receive our attachments, please follow the steps:

  • Open Microsoft Outlook Express,
  • Select "Tools",
  • Select "Options",
  • Click on "Security",
  • Under "Virus Protection" de-select the option: "Do not allow attachments to be saved or opened that could potentially be a virus".

If this option is selected your computer is unable to display (receive) any attachment files (a file sent enclosed in an email). As soon as you reset the security option, you will see our attachments previously received by your computer. Once you have received our files you can select that option again for an extra virus protection of your computer (if you do not use any other email virus protection program).

Adobe Reader Some documents we send to our clients are in Adobe Acrobat format (PDF). You will need to have Adobe Acrobat Reader to open these documents. If you don't have Adobe Acrobat Reader, you can download it for free, by clicking on the right link/image:

PLEASE NOTE: SuperEasy® web site is customized for Microsoft Internet Explorer, version 5 or above, with the Internet Options "Security" and "Privacy" adjusted to "medium" level setting. Some SuperEasy® applications will not work with "Security" and "Privacy" Internet Options set to "high" and/or a firewall "Security" options set to "high". Also, if you use any other Internet browser, you might experience difficulties in accessing some SuperEasy® web pages. If you experience problems with our application forms, and use Microsoft Internet Explorer browser, please check your browser's Internet Options by selecting "Tools" and then "Internet Options". From here select and check your "Security" and "Privacy" settings and amend the settings to "medium".


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