Embedded Files
Adding Payees (Employees) (STEP 6 - Getting Started)
Adding Payees (Employees) (STEP 6 - Getting Started)
The design of e-PayDay Go® allows you to enter the required information logically once the Payee has returned all the relevant ATO and Employer documents. Without this information, you could enter the Payee incorrectly, causing STP reporting issues.
What ATO and Employer documents should the Payee return?
What ATO and Employer documents should the Payee return?
The Tax file number declaration (NAT 3092) and Superannuation (super) standard choice (NAT 13080) Australian Taxation Office (ATO) documents are required to be provided to add a Payee correctly. You will also need a completed Employment Contract - 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 Payee, we recommend that you;
Before adding the Payee, we recommend that you;
Review your Awards/Agreements to determine if a suitable Award/Agreement exists for this Payee. If not, add a new Award or Agreement.
If the Payee 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 Payee. 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.
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.
Change Residency for Taxation Purposes required required per the completed Tax file number declaration (NAT 3092
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 Payee's Address, including Suburb / Town, State, Post Code and Country.
If applicabke, enter the Payees' VISA Number, VISA Expiry Date and select the VISA Country.
These fields ate mandatory when the Payees Residency for Taxation Purposes is et to Working Holdiay Maker.
Enter the Payees' 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 Payee is an Australian Resident for Tax Purposes,
If the Payee 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 Pensioerfs cannot be selected if the Payee is younger than 60 years of age.
The Tax Treatment Code is automatically generated based on the Payees' 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 Payee has returned a Medicare Levy Variation Declaration (NAT 0929), navigate to Medicare.
If the Payee answered Yes to Question 4. Select Increase the amounts withheld to cover the Medicare levy surcharge, then the relevant percentage.
If the Payee answered Yes to
Questions 5 and 6, select Medicare Levy Exemption, then Half.
Questions 5, 6, 8, 9 and/or 12, select: Medicare Levy Exemption then Half.
Questions 5 and 7, select Medicare Levy Exemption, then Full.
If the Payee answered Yes to
Question 8, Question 9 and/or 12, select Medicare Levy Reduction, then Spouse and/or Dependent Children.
Questions 5, 6, 8, 9 and/or 12, select: Medicare Levy Reduction then Spouse and/or Dependent Children.
If the Payee is a Foreign Resident for Tax Purposes,
If the Payee 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 Payee is a Working Holiday Maker for Tax Purposes,
If the Payee is a Working Holiday Maker for Tax Purposes,
The Tax Treatment and Tax Treatmnt 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 Payee.
👉 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.
If required, select All Purpose Allowance and add the relevant allowances per the Payees Award.
Navigate to Pay Template.
Select Advanced Pay Template if you want to define the QTY and/or Rate the Payee must be paid.
Select the relevant Pay Types required for this Payee. For example, if the Payee is a Casual, we recommend adding Casual Loading (OTE).
If Advanced Pay Template was chosen, change the Quantity and/or Rate as required.
Then, select Add.
🎯 To be able to select Salary Sacrifice (to Super Fund, OTE) and After Tax Superannuation Contribution in Pay Template, the Payee's Personal Superannuation Contribution Details must be entered.
Navigate to Payment Method
Choose the require4d Payment Method,
Cash
EFT
FAST-Bank
If EFT or FAST-Bank is chosen;
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 Payee 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 $, refer to Payees with bank accounts that have a combination of dollar and percentage values.
Enter the Payees BSB, Account Number, Account Name & Reference.
Then select add to add the account. Repeat the above steps until all accounts are added.
If required, select Variable Deduction Banking and Repayments to add any deductions that must be repaid or disbursed with the FAST-Bank File.
Next, select Superannuation Rules and Fund Details.
Navigate to Superannuation Rules.
Update the fields as required.
To learn more, refer to Superannuation Rules (Payee Master File).
Navigate to Fund Details.
Within Employer SG Contributions,
Select the Superannuation Fund and enter the Member Number.
Change the amount ($ or %) or Enter the Minimum and/or Maximum Contribution amount if required.
Within Additional Contributions (RESC), which only applies if the Payee receives additional contributions as part of an employee's individual salary package (which equates to more than the Mandatory Employer Superannuation Amount, presently 11.50%.
Select Use Employer SG Contribution Details? If the Additional Contributions (RESC) are being paid to the same Superannuation Fund as Employer SG Contributions.
Otherwise, select the Superannuation Fund then enter the Member Number and amount ($ or %).
Within Employee Contributions (before/after PAYGW), which only applies if the Payee is contributing to their Superannuation Fund either before or after PAYGW is calculated.
Select Use Employer SG Contribution Details? If the Employee Contributions (before/after PAYGW) are paid to the same Superannuation Fund as Employer SG Contributions.
Otherwise, select the Superannuation Fund and enter the Member Number.
Next, select Leave Entitlements and Balances.
🎯 The Accrual Rules are automatically imported from the Award or Agreement the Payee is assigned based on the Payees' 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 Taxation Balances for a specific Payee.
Once you have added all your Payees, you are ready to process your first Pay Run!
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