Embedded Files
The design of e-PayDay Go® allows you to enter the required information in a logical sequence once the Payee has returned all relevant ATO and Employer documents. Without this information, you could enter the Payee incorrectly, which could cause STP reporting issues.
STEP 6 - Adding Employees (Getting Started Guide)
STEP 6 - Adding Employees (Getting Started Guide)
What ATO and Employer documents should the Employee provide?
What ATO and Employer documents should the Employee provide?
The following Australian Taxation Office (ATO) documents completed by the employee are required to add a Payee correctly:
The employee will also need to be provided with a completed Employment Contract - which is an Agreement between a Payer and Payee detailing the Terms and Conditions of employment.
The Withholding declaration (NAT 3093), Withholding declaration – short version for Seniors and Pensioners (NAT 5072) and Medicare Levy Variation Declaration (NAT 0929) Australian Taxation Office (ATO) documents are optional unless the Payee is claiming the Seniors and Pensioners Tax Offset or a Medicare Levy Variation.
The answers to the following questions in the relevant ATO Documents assist in determining the Tax Treatment and correct PAYGW calculation e-PayDay Go®.
Tax file number declaration (NAT 3092) - Questions 1, 8, 9 and 10.
Withholding declaration (NAT 3093) - Question 3, 4, 5, 6, 7 and 8.
Withholding declaration – short version for Seniors and Pensioners (NAT 5072) - Question 3, 4, 5 and 6.
Medicare levy variation declaration (NAT 0929) - Questions 1, 4, 5, 6, 7, 8, 9, 11 and 12.
There are some Tax Treatments where there are no indicators on the relevant ATO documents to assist in determining if it applies to the Payee, such as:
Before adding the Employees, we recommend that you;
Before adding the Employees, we recommend that you;
Review your Awards/Agreements to determine if a suitable Award/Agreement exists for this Employee. If not, add a new Award or Agreement.
If the Employee has returned the Superannuation standard choice form (or another alternative document that contains the same information), review your existing Super Funds in Superannuation Funds to determine if a suitable Super Fund exists. If not, add the relevant Superannuation Fund for the Employee. If they have not returned the relevant document, we recommend that the Payee be assigned to your Nominated Default Superannuation Fund until they are included in a Submit Event (Posting a Pay Run). After this, the Stapled Superannuation Fund can be obtained from the ATO.
Select Payees from the side navigation menu
Select Add a Payee, then Add an Employee
Enter your own Time Clock ID, or allow e-PayDay Go® to automatically create and assign this identifier when the Payee Master File is saved.
Enter your own Payee Code or allow e-PayDay Go® to automatically create and assign this identifier when the Payee Master File is saved.
Enter the Payee's Tax File Number (TFN) per the Tax file number declaration (NAT 3092) or the relevant Tax File Number (TFN) Exemption Code.
Enter your own STP Payee ID or allow e-PayDay Go® to automatically create and assign this identifier when the Payee Master File is saved.
👉 If you have chosen to migrate the Payees Year To Date Taxation Balances, you can
Allow e-PayDay Go® to automatically assign a new STP Payee ID, which means the STP Payee ID from your previous payroll must be entered into the STP Previous Payee Payroll ID.
Use the STP Payee ID from your previous payroll, which must be entered into the STP Payee ID.
Choose the Residency for Taxation Purposes as per the completed Tax file number declaration (NAT 309).
If you have chosen to migrate the Payees Year To Date Taxation Balances and allow e-PayDay Go® to assign a new STP Payee ID, the STP Payee ID from your previous payroll must be entered into the STP Previous Payee Payroll ID.
Otherwise, leave this field blank.
Enter the Payee's First Name, Other Name and Family Name.
Where the payee has a legal single name only;
In Family Name, enter the Payee's Name as provided in the Tax file number declaration (NAT 3092).
In First Name, enter NOT APPLICABLE.
Select the Payee's Birthdate and Gender.
Enter the Employee's Address, including Suburb / Town, State, Post Code and Country.
If applicable, enter the Employees' VISA Number, VISA Expiry Date and select the VISA Country.
These fields are mandatory when the Employees' Residency for Taxation Purposes is set to Working Holdiay Maker.
Enter the Employees' Email Address and Phone Number.
Select e-Personnel (HR) if you want to add Emergency Contacts or Comments.
The ability to upload a document in Document Management (Files) is only avaliable after the Payee Master File has been saved (created).
Next, select Taxation and Medicare.
If the Employee is an Australian Resident for Tax Purposes,
If the Employee is an Australian Resident for Tax Purposes,
If required, change the Tax Treatment:
Regular
Seniors and Pensioners
Horticulturists and Shearers
Tax Treatment is disabled when the Tax File Number (TFN) is 333-333-333 or 444-444-444.
Seniors and Pensioners cannot be selected if the Payee is younger than 60 years of age.
The Tax Treatment Code is automatically generated based on the Employees' Tax Treatment.
If required, change the Income Stream to Closely Held Payee.
Select the Employment Basis.
Deselect Tax Free Threshold if required per the Tax File Number Declaration (NAT 3092) or Withholding Declaration (NAT 3093).
The Tax Free Threshold is DISABLED and unable to be deselected if the Tax File Number is 333-333-333 or 444-444-444.
Select Student and Training Support Loans (STSL) if required per the Tax File Number Declaration (NAT 3092) or Withholding Declaration (NAT 3093).
Student and Training Support Loans (STSL) is DISABLED and cannot be selected if the Payees Tax File Number is 333-333-333.
If Tax Treatment is set to Seniors and Pensioners, select the relevant Senior Australians and Pensioners Tax Offset (SAPTO) per Question 8 in Withholding Declaration (NAT 3093) or Question 6 in Withholding declaration – short version for Seniors and Pensioners (NAT 5072).
Enter or select the Date Signed and Payee Signature present?
If the Employee has returned a Medicare Levy Variation Declaration (NAT 0929), navigate to Medicare.
If the Employee answered Yes to Question 4. Select Increase the amounts withheld to cover the Medicare Levy Surcharge (MLS), then the relevant percentage.
If the Employee answered Yes to
Questions 5 and 6, select Medicare Levy Exemption (MLE), then Half.
Questions 5, 6, 8, 9 and/or 12, select: Medicare Levy Exemption (MLE) then Half.
Questions 5 and 7, select Medicare Levy Exemption (MLE), then Full.
If the Employee answered Yes to
Question 8, Question 9 and/or 12, select Medicare Levy Reduction (MLR), then Spouse and/or Dependent Children.
Questions 5, 6, 8, 9 and/or 12, select: Medicare Levy Reduction (MLR) then Spouse and/or Dependent Children.
If the Employee is a Foreign Resident for Tax Purposes,
If the Employee is a Foreign Resident for Tax Purposes,
If required, change the Tax Treatment,
Foreign Resident.
Seasonal Worker Programme.
Horticulturists and Shearers.
The Tax Treatment Code is automatically generated based on the Payees' Tax Treatment.
If required, change the Income Stream to Closely Held Payee.
Income Stream cannot be changed when Tax Treatment is set to Seasonal Worker Programme.
Select the Employment Basis.
Select Student and Training Support Loans (STSL) if required per the Tax File Number Declaration (NAT 3092) or Withholding Declaration (NAT 3093).
Enter or select the Date Signed and Payee Signature present?
If the Employee is a Working Holiday Maker for Tax Purposes,
If the Employee is a Working Holiday Maker for Tax Purposes,
The Tax Treatment and Tax Treatment Code are automatically generated based on the Payees' Residency for Taxation Pruposes.
The Income Stream is automatically generated based on the Payees Tax Treatment.
Select the Employment Basis.
Enter or select the Date Signed and Payee Signature present?
If required, select Payroll Tax and select the State/Territory and if the payee is an Apprentice / Trainee.
Next, select Employment and Payment.
Navigate to Employment.
Select either Award or Agreement, depending on what applies to this Employee.
👉 If Award is selected, select the Modern Award Drop Down Menu to view a list of previously added Awards to choose the most appropriate option.
👉 If Agreement is selected, select the Agreement Name Drop Down Menu to view a list of previously added Agreements to choose the most appropriate option.
Enter the Payee's Job Title, which may differ from the Classification.
Enter or select the Payee's Commenced Date.
Navigate to Payment.
Change the Pay Period, if required.
Change the OTE Hours Per Week*, Rate per Hour* or Annual Salary (Excluding SG)* as required.
If required, select Cost Centres and select the Default Pay Location / Department as required. Refer to How do I set up e-Cost(Payroll Cost Centres)?
If required, select All Purpose Allowance and add the relevant allowances per the Payees Award. Refer to How do I set up All Purpose Allowances?
Navigate to Pay Template.
Select Advanced Pay Template if you want to define the QTY and/or Rate the Employee must be paid.
Select the relevant Pay Types required for this Employee. For example, if the Employee is Casual, we recommend adding Casual Loading (OTE).
🎯 To be able to select Salary Sacrifice (to Super Fund, OTE) and After Tax Superannuation Contribution in Pay Template, the Employee's Employee Contributions Superannuation Contribution Details must be entered. Refer to How do I change the Employee Contributions (before/after PAYGW) Fund Details for a Payee?
If Advanced Pay Template was chosen, change the Quantity and/or Rate as required.
Then select the Plus (Add) button to add the Pay Type. Repeat the above steps until all Pay Types are added.
Navigate to Payment Method
Choose the required Payment Method,
Cash
EFT
FAST-Bank
👉 If EFT or FAST-Bank is chosen:
Select the Dollar or Percent Icon and enter the relevant amount. If the bank account does not have a defined amount, select the Balance Icon.
If the Employee has advised that they have;
One Bank Account, select Percent and enter 100.00.
Multiple Bank Accounts,
All with a set dollar value (except the Balance), select Dollar and enter the dollar value. With this option, please ensure a bank account is added where Balance is selected so that the remaining pay goes into another account.
All with set percentage values (except the Balance), select Percent and enter the percentage value. With this option, please ensure a bank account is added where Balance is selected so that the remaining pay goes into another account.
With a combination of % and $, refer to Payees with bank accounts that have a combination of dollar and percentage values.
Enter the Employees' BSB, Account Number, Account Name & Reference.
Then select Add to add the account. Repeat the above steps until all accounts are added.
If required, select Variable Deduction Banking and Repayments to add any deductions that must be repaid or disbursed with the FAST-Bank File.
Next, select
Superannuation Rules and Fund Details.
Superannuation Rules and Fund Details.
Navigate to
Superannuation Rules.
Superannuation Rules.
The Under 18 Employer SG Rule should only be chosen if the Employees under 18 Superannuation Rule applies. If this rule applies, the Hours for Employer SG Checkbox must be selected in all applicable Pay Rates and Allowances.
Employer SG will only accumulate when the Payee works equal to or more than 30 hours per week.
This rule can only be selected when the Payees' Pay Period is set to Weekly.
The Domestic or Private Worker Employer SG Rule should only be chosen if the Domestic or private workers Superannuation Rule applies. If this rule applies, the Hours for Employer SG Checkbox must be selected in all applicable Pay Rates and Allowances.
Employer SG will only accumulate when the Payee works equal to or more than 30 hours per week.
This rule can only be selected when the Employees' Pay Period is set to Weekly.
The Maximum Contribution Base Rule should only be chosen if the Maximum super contribution base Superannuation Rule applies.
Navigate to
SG Liability and Salary Sacrifice (Before PAYGW) Contributions.
SG Liability and Salary Sacrifice (Before PAYGW) Contributions.
SG Liability and Salary Sacrifice (Before PAYGW) Contributions s define the Superannuation Fund, Member Number and % or $ amount that SG Liability and Salary Sacrifice (To Super Fund) are paid to on behalf of the Employee.
Select the Superannuation Fund as provided by the Employee on the Superannuation standard choice form (NAT 13080). If their Superannuation Fund is not displayed within the list, you must add the Superannuation Fund
Enter the Member Number as provided by the Employee on the Superannuation standard choice form (NAT 13080).
$ or % is presently set to % and 12 per How much super to pay. If required, this field can be changed.
If required, enter the Minimum and/or Maximum Contribution amount.
Additional Contributions (RESC)
Additional Contributions (RESC)
Additional Contributions (RESC) specifically relates to circumstances where the payee receives additional contributions as part of an employees' individual salary package (which equates to more than the Mandatory Employer Superannuation Amount, which is presently 12.00%.
Select Use SG Liability Contribution Details if the Additional Contributions (RESC) are being paid to the same Superannuation Fund as SG Liability Contributions.
If Use SG Liability Contribution Details is not chosen, select the Superannuation Fund as provided by the Employee on the relevant documentation for this contribution type. If their Superannuation Fund is not displayed within the list, you must add the Superannuation Fund
Enter the Member Number as provided by the Employee on the relevant documentation for this contribution type
Enter the $ or %.
Select Remind me every time a Pay Run is Processed if you want to be reminded in Payees (STEP 2 of Pay Day) that an amount is defined.
Employee Contributions (Before/After PAYGW)
Employee Contributions (Before/After PAYGW)
Employee Contributions (After PAYGW) define the Superannuation Fund and Member Number that After Tax Superannuation Contributions are paid to on behalf of the Employee.
Select Use SG Liability Contribution Details if the Employee Contributions (Before/After PAYGW) are being paid to the same Superannuation Fund as SG Liability Contributions.
If Use SG Liability Contribution Details is not chosen, select the Superannuation Fund as provided by the Employee on the relevant documentation for this contribution type. If their Superannuation Fund is not displayed within the list, you must add the Superannuation Fund
Enter the Member Number as provided by the Employee on the relevant documentation for this contribution type
Next, select
Leave Entitlements and Balances.
Leave Entitlements and Balances.
🎯 The Accrual Rules are automatically imported from the Award or Agreement the Employee is assigned based on the Employment Basis for all Leave Types. If required, the rules can be amended by selecting Edit within the relevant section.
In Annual Leave, if required;
Select Entitled to Leave Loading and enter the relevant percentage.
Select Edit to change Weeks and Which accrues.
Change the Commencing From Date.
Enter the Opening Balance from your previous payroll solution.
In Sick and Carer's Leave, if required;
Select Edit to change Days and Which accrues.
Change the Commencing From Date.
Enter the Opening Balance from your previous payroll solution.
In Long Service Leave, if required;
Select Edit to change Weeks, Years and Which accrues.
Change the Commencing From Date.
Select Portable Long Service Leave, enter the relevant member Number and select the Community Service Type (if applicable).
Enter the Opening Balance from your previous payroll solution.
In Paid Family and Domestic Violence Leave (PFDVL), if required;
Select Edit to change Days.
Change the Commencing From Date.
Enter the Opening Balance from your previous payroll solution.
In Time Off In Lieu, if required, enter the Opening Balance from your previous payroll solution then;
In Rostered Days Off (RDO) if required;
Select Edit to change Days and Which accrues.
Change the Commencing From Date.
Enter the Opening Balance from your previous payroll solution.
Select Save to save your changes, unless you have chosen to enter Opening Taxation Balances.
In this case, please refer to Enter Opening/Adjustment Taxation Balances for a Payee.
NEXT STEP
NEXT STEP
Once you have added all your Employee's, you are ready to process your first Pay Run!
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