Personal Details
(Employee Master File)

Time Clock ID: enables you to enter the Unique Payee Identifier from your Time and Attendance solution, which is typically alphanumeric (Aa - Zz, 0 - 9).

Payee Code: is a unique, alphanumeric Payee identification (typically Aa - Zz, 0 - 9).

Tax File Number (TFN): A unique Identifying number assigned to a taxpayer by tax authorities OR an Exemption Tax File Number if the taxpayer has not received their TFN. The Payees Tax File Number can be changed by selecting edit.

The Commenced working more than 28 days ago Alert Text is displayed when Exemption TFN 111-111-111 is entered when Residency for Taxation Purposes is set to either Working Holiday Maker or Australian Resident.

The Equal to or older than 18 Years of Age Alert Text is displayed when Exemption TFN 333-3333-333 is entered when Residency for Taxation Purposes is set to Australian Resident.

The Younger than 60 Years of Age Alert Text is displayed when Exemption TFN 444-444-444 is entered when Residency for Taxation Purposes is set to Australian Resident.

STP Payee ID: Unique Payee Identifier which may differ from the Payee Code. Typically alphanumeric (Aa - Zz, 0 - 9).

Residency for Taxation Purposes: enables you to select the option selected on the Tax File Number Declaration (NAT 3092).

STP Previous Payee Payroll ID: Unique Payee Identifier from your previous payroll system.

First Name: Name provided on the Tax File Number Declaration (NAT 3092).

Other Name: Name provided on the Tax File Number Declaration (NAT 3092).

Family Name: Name provided on the Tax File Number Declaration (NAT 3092).

Alternate Name: enables you to enter a nickname or known by name for the Payee.

Gender: as provided on the Tax File Number Declaration (NAT 3092).

Birthdate: enables you to select or enter the Day, Month and Year the Payee was born as provided on the Tax File Number Declaration (NAT 3092).

Email: Electronic Mail Address for Pay Slips and newsletters as provided on the Tax File Number Declaration (NAT 3092).

Phone: Telephone Contact Number.

Invalid Tax File Number Error Message

The Invalid Tax File Number Error Message is displayed when adding or editing a Payee when the Tax File Number entered is INVALID and Residency for Taxation Purposes is changed.

Once Acknowledge is chosen, enter a VALID Tax File Number to change the Residency for Taxation Purposes.

Invalid Tax File Number for Residency Status Error Message

The Invalid Tax File Number for Residency Status Error Message is displayed when adding or editing a Payee when Residency for Taxation Purposes is changed to either Foreign Resident OR Working Holiday Maker and the Payee's Tax File Number is either Exemption TFN 333-333-333 or 444-444-444.

 As these Tax File Numbers are not valid for either Tax Treatment, once Acknowledge is chosen, enter a VALID Tax File Number to change the Residency for Taxation Purposes.

STP Payroll ID Warning Message

The STP Payroll ID Warning Message is displayed when Save is selected for a Payee who has been included in prior pay runs after entering a new STP Payee Payroll ID.

Once Acknowledge is chosen, you must advise the ATO of this change by referring to  How do I lodge an STP Update?

STP Previous Payroll ID Warning Message

The STP Previous Payroll ID Warning Message is displayed when Save is selected for a Payee who has not been included in prior pay runs after entering a Previous STP Payee Payroll ID.

Once Acknowledge is chosen, you must advise the ATO of this change by referring to  How do I lodge an STP Update? OR remove the STP Previous Payroll ID by referring to Where do I change the STP Previous Payroll ID for a Payee?

Residency for Taxation Purposes Updated Information Message

The Residency for Taxation Purposes Updated Information Message is displayed when the Residency for Taxation Purposes is changed while editing a Payee.

Once Acknowledge is selected, Taxation and Medicare will be updated based on the Residency for Taxation Purposes. If the Payee is now; 

• An Australian Resident whose Tax File Number is; 

  • Exemption TFN 000-000-000, Tax Treatment will be set to No TFN.

  • VALID (8 or 9 Digits) or Exemption TFN 111-111-111 and birthday is 

    • < 60 years in the past, Tax Treatment will be set to Regular.

    • ≥ 60 years in the past, Tax Treatment will be set to Regular. However, if necessary, this can be changed to Seniors and Pensioners.

  • A Working Holiday Maker;

    • Tax Treatment will be set to Working Holiday Maker.

  • A Foreign Resident whose Tax File Number is; 

    • Exemption TFN 000-000-000, Tax Treatment will be set to No TFN.

    • VALID (8 or 9 Digits) or Exemption TFN 111-111-111, Tax Treatment will be set to Foreign Resident.

Tax File Number Not Quoted Information Message

The Tax File Number Not Quoted Information Message is displayed when Exemption TFN 000-000-000 is entered.

Once Acknowledge is selected, the Payee's Tax Treatment is updated. If the Payee's Tax Treatment was;

• Regular, Seniors and Pensioners, Horticulturists and Shearers or Foreign Resident,   

  • Tax Treatment is changed to No TFN. Until a valid Tax File Number is entered, any payments made to the Payee will be taxed per Schedule 1, Scale 4.

• Seasonal Worker Programme,

  • Tax Treatment remains set to Seasonal Worker Programme per the ATO's requirements.

• Working Holiday Maker,

  • Tax Treatment remains set to Working Holiday Maker per the ATO's requirements.

Tax File Number Application Period Ended Information Message

The Tax File Number Application Period Ended Warning Message is displayed when Actions > Edit is selected for Payee using Exemption TFN 111-111-111 where it has been more than 28 days since. 

• The Gross Income Amount Exceeded Warning Message was displayed in Payees (Step 2 of Pay Day), Compose (Step 3 of Pay Day) OR Approve (Step 5 of e-Time).

• The Tax File Number Exemption Period Ended Warning Message was displayed in Payees (Step 2 of Pay Day) OR Approve (Step 5 of e-Time).

• The Payees' Commencement Date.

Once Acknowledge is selected, the Payee's Tax File Number is changed to Exemption TFN 000-000-000 and Payee's Tax Treatment is updated. If the Payee's Tax Treatment was;

• Regular, Seniors and Pensioners, Horticulturists and Shearers or Foreign Resident,   

  • Tax Treatment is changed to No TFN. Until a valid Tax File Number is entered, any payments made to the Payee will be taxed per Schedule 1, Scale 4.

• Seasonal Worker Programme,

  • Tax Treatment remains set to Seasonal Worker Programme per the ATO's requirements.

• Working Holiday Maker,

  • Tax Treatment remains set to Working Holiday Maker per the ATO's requirements.

Tax File Number Exemption Period Ended Information Message

The Tax File Number Exemption Period Ended Warning Message is displayed when Actions > Edit is selected for Payee using Exemption TFN 333-333-333 where they are now equal to or older than eighteen (18) years old. 

Once Acknowledge is selected, the Payee's Tax File Number is changed to Exemption TFN 000-000-000 and Tax Treatment is changed to No TFN. Until a valid Tax File Number is entered, any payments made to the Payee will be taxed per Schedule 1, Scale 4.

Tax File Number Updated Information Message

The Tax File Number Updated Information Message is displayed when the Tax File Number has been changed. 

Once Acknowledge is selected, Taxation and Medicare will be updated based on the new TFN.

Visa Expiring Warning Message

The Visa Expiring Warning Message is displayed when editing a Payee whose VISA expires within the next 7 days.

Once Acknowledge is chosen, confirm the Visa Number and Expiry with the Payee and update by referring to How do I change the Visa Number, Expiry and Country for a Payee?

Visa Expired Warning Message

The Visa Expired Warning Message is displayed when the Payees' VISA has expired.

Once Acknowledge is chosen, confirm the Visa Number and Expiry with the Payee and update by referring to How do I change the Visa Number, Expiry and Country for a Payee?

Revoke (EPSS) Information Message

The Revoke (EPSS) Information Message is displayed when Save has been selected if the Payee’s ClockMeIn (EPSS) user profile is active, but a Cessation Date and Reason exist in the Payee Master File.

User Profile (EPSS) Information Message

The User Profile (EPSS) Information Message is displayed when Save is selected if First Name, Family Name, Phone or Email has been changed.

Assign Prior Pay Runs Warning Message

The Assign Prior Pay Runs Warning Message is displayed when Save is selected after the user has changed any of the following, but not selected the Assign Prior Pay Runs button;

• Payroll Tax - State/Territory and/or Apprentice / Trainee.

• Cost Centres - Default Pay Location / Department.

• Employer SG Contributions - Superannuation Fund and/or Member Number.

• Additional Contributions (RESC) - Superannuation Fund and/or Member Number.

• Employee Contributions (before/after PAYGW) - Superannuation Fund and/or Member Number.

• Portable Long Service Leave - State/Territory, Registration Number and/or Community Service Type.

Unsaved Changes Warning Message

The Unsaved Changes Warning Message is displayed when attempting to close a Payee without saving after the information stored has been changed or updated.

If Acknowledge is chosen, the Payee Master File is closed without saving. 

If Cancel is chosen, the message is closed, and the Payee Master File remains open.