Attaché Payroll 2014/15 End of Year Procedures

Transcription

1 Attaché Payroll 2014/15 End of Year Procedures

2 Table of Contents Which Version of Attaché Do I Need to Process End of Year?... 4 Checking that All Operators have Exited Attaché... 5 Blocking Access to Attaché whilst Processing End of Year... 5 End of Year Processing Checklist... 6 Create Your 2014/2015 Company... 8 Fringe Benefits Reporting Amounts Fringe Benefits Processing Check FBT Amounts PAYG Tax Reconciliation Print PAYG Tax Reconciliation and Assess Warnings Checking the PAYG Tax Reconciliation Report Payment Summary Details Report Pay Summary Report Employer Details/Validation Update Postcode File Print Employer Details/Validation Create and Print Payment Summaries Archive Your Data Create Payment Summaries Print Payment Summaries Print ETP Summaries End of Year Processing Archive Your Data Process End of Year Housekeeping Deleting Employees Archive Your Data Delete History Transactions Timesheets and Adjustments Delete Super Payment Details Delete Employee Page 2 of 36

3 File Integrity Check Compress Database Index File Optimiser Before Processing the First Pay for 2015/ Download and Import Tax Scales for 2015/ SuperStream Compliance Update Your Superannuation Your 2014/2015 Company Enable a Different Background Preventing Access Disabling Editing Create Magnetic Media File Archive Your Data Create Magnetic Media File Submitting Details to the ATO Video Resources When this logo is displayed it indicates that there is a video resource for this section. Click on the logo to watch the video. Please note these Video Resources were created in 2012/2013 so please take into consideration date references as well as changes to the requirements for submitting Magnetic Media. The End of Year Procedures provided by Goodsall s Computer Services Pty Ltd are specific and not intended as definitive instructions for end of year processing. Specific end of year procedures for your company should be discussed with us. Page 3 of 36

4 Which Version of Attaché Do I Need to Process End of Year? The Recommended minimum versions of Attaché BI and Payroll are listed below: Attaché BI: 3.1 Attaché Accounts: 1.13 If you are on a version lower than the versions above please contact us as soon as possible. How do I Check My Version? 1. In Attaché select Help > About Attaché 2. Locate the Release Number Page 4 of 36

5 Checking All Operators have Exited Attaché During End of Year processing there will be times in which you will need all other Operators to have exited Attaché. To check that there are no other Operators using Attaché do the following; 1. Select Tools > Company > System > System Status 2. Look at the Drive / Directory Details section and locate the No. of current logins to Attaché item. When you require all operators to have exited this should only display 1 being yourself. Blocking Access to Attaché Whilst Processing End of Year You have the ability to Block Access to your Live Company whilst processing End of Year to ensure no one accesses Attaché and processing transactions whilst you are working through your processes. Block Access to your Live Company 1. To do this select File > Set Up and Delete Companies 2. Select the company you wish block and tick the Block User access checkbox from the Access Options section. 3. To explain why you have blocked the company, select Notes (F4), Blocked access message and then enter your message. 4. Click Accept (F9), and then Accept (F9) to close this window Repeat this process and un-tick this option to remove the restriction when End of Year Processing is complete. Page 5 of 36

6 End of Year Processing Checklist Below is a summary of the steps involved to complete End of Year for Accounts. Print this section out and use as a checklist during your processing. Which Version of Attaché Do I Need to Process End of Year? 4 Create 2014/2015 Payroll Company 8 Fringe Benefits 11 Reporting Amounts 11 Fringe Benefits Processing 12 Check FBT Amounts 13 PAYG Tax Reconciliation Report 14 Print PAYG Tax Reconciliation Report and Assess Warnings 14 Checking the PAYG Reconciliation Report 16 Payment Summary Details Report 17 Pay Summary Report 17 Employer Validation 18 Update Postcode File 18 Print Employer Details/Validation 19 Create and Print Payment Summaries 20 Archive Your Data 20 Create Payment Summaries 20 Print Payment Summaries 21 Print ETP Summaries 23 End of Year Processing 24 Archive Your Data 24 Process End of Year 24 Housekeeping Deleting Employees 25 Archive Your Data 25 Delete History Transactions Timesheets and Adjustments 25 Delete Super Payment Details 25 Delete Employee 25 File Integrity Check 26 Compress Database 27 Index File Optimiser 27 Page 6 of 36

7 Before Processing the First Pay for 2015/ Download and Import Tax Scales for 2015/ Updating Superannuation 28 Your 2014/2015 Company 29 Enable a Different Background 29 Preventing Access 30 Disabling Editing 31 Create Magnetic Media File 32 Archive Your Data 32 Create Magnetic Media File 32 Submitting Details to the ATO 35 Page 7 of 36

8 Create Your 2014/2015 Payroll Company Using an Archive of your Live Payroll Company and Restoring to your 2014/2015 Payroll Company This method creates an exact copy of your Live Payroll Company using Attaché Archive. The Archive is then restored into your 2014/2015 Payroll Company. Please follow these Steps; Part 1 - Archive your Current Live Payroll Company 1. Select File > Archive Current Company. This begins the backup process you can see the names of the files scroll by as they are archived. When finished the message Data archived successfully is displayed at the bottom of the Archive screen. Record the Archive Location and Time. NOTE: This process is carried out various times during your Overall End of Year Processes. You can effectively use the Archive created on Page 20 or 24 Page 8 of 36

9 Part 2 - Create Your 2014/2015 Payroll Company 1. Select File > Set Up and Delete Companies 2. Enter a new company name (for example, Payroll ). For continuality ensure you keep naming similar to other prior years. 3. Tab down to the Location field and you will receive a confirmation message Are you sure you want to add a new company named..? Click Yes 4. Enter a new data path (a path that does not already exist) in the Location field For example: D:\Attache\PRIORYRS\PAYROLL1415 Ensure there are NO spaces in the Folder Path i.e. do not use PAYROLL 1415 Record This Path: 5. Click Accept (F9) and this message will be displayed; 6. Click Yes to Complete the addition and Close (Esc) to close the window. Page 9 of 36

10 Part 3 - Restore Data to Your 2014/2015 Payroll Company 1. Log into your 2014/2015 Payroll Company that you created in Part 2 2. Choose File > Restore Company from Archive 3. Select the Archive you created in Part Click the Restore Arrow Button on the toolbar (boxed in red above) and Enter the Location in which you need to restore the data to (This is the same location you recorded in Step 4 of Part 2). 5. Click the Restore button 6. If the Attaché Data files already exist in the restore Folder. Do you wish to continue? message is displayed click Yes 7. Once the Data restored successfully message is displayed click the Close button to close the window. 8. Select File > Exit To close the Attaché Restore Program The data will now be restored Check by using enquire or reporting. Page 10 of 36

11 Fringe Benefits Reporting Amounts Employers subject to FBT are required to record the grossed-up taxable value of fringe benefits on the payment summary of any employee who receives relevant benefits with a total taxable value exceeding $2,000. The gross-up rate of is used when determining the amount to be shown on the employee s payment summary. This is regardless of whether the benefits provided are Type 1 or Type 2 benefits. This amount is known as a reportable fringe benefits amount and is calculated using the following formula: Individual fringe benefits amount (1 FBT rate) Note: The higher gross-up rate formula is not used to calculate an employee's reportable fringe benefits amount Example: The total value of benefits provided to an employee is $3,000. If the rate of tax is 46.5%, the value of reportable fringe benefits is calculated as follows: $3,000 = $3,000 ( ) = $5,607 (in whole dollars) The reportable fringe benefits amount relating to benefits provided during the FBT year (1 April 2014 to 31 March 2015) is reported on the relevant employee's payment summary for the corresponding income year. For example, you would show the value relating to benefits provided during the FBT year 1 April 2014 to 31 March 2015 on the employee's payment summary for the income year 1 July 2014 to 30 June Commonly your accountant can provide this for you ensure they provide you with the Non-Grossed Up Value. If your Accountant provides you with the Grossed up Value in Attaché go to Setups > Payroll > Options > Payroll Options and page down to the 3 rd Screen and change the FBT Rate to 0.00 and Accept to save your changes. More FBT Information can be found on the ATO s website at: Page 11 of 36

12 Fringe Benefits Processing If you have not processed these benefits during the year you can take up the values by using the Adjustments Program in Payroll. 1. Select Setups > Payroll > Options > Payroll Options. Page down to the Tax Details screen and check that you have an FBT Rate and FBT Threshold amount. If you do not have any figures in these fields, import the tax scales for the current year. 2. Select Setups > Payroll > Employer Contributions > Maintain. Set up a Contribution Code that has a Contribution Category of Reportable Fringe Benefit/Non-cash Benefit. 3. Select Transactions > Payroll > Adjustments > Create or Modify. Enter an adjustment pay starting with an empty pay and enter the net amount (i.e. the non-grossed up amount) of reportable fringe benefits. 4. Check the pays and ensure that the pay period ending and date paid date is set to 31/03/ Run any pre-process reports, backup your payroll data and update pays. 6. To check that the FBT has been entered for the correct year refer to Check FBT Amounts section on page 13. If you need to correct any FBT amounts, reverse the transactions using the following steps and reenter. Reversing FBT Transactions 1. Select Transactions > Payroll > Adjustments > Create or Modify. 2. Enter the employee code and press Enter. 3. In the Function field Select Find (F2) and select O = Add new pay start with Other pay. Press Enter. 4. In the Adjustment Pay Number field, Select Find (F2) and select the FBT pay you wish to reverse. Press Enter and type a description in the Pay Description field. 5. Select Reverse (F8) and select YES to the confirmation message, Ok to reverse pay? Select Accept (F9). The line total should be a negative amount. 6. Check the pays and ensure the pay period ending and date paid date is the same as the pay you are reversing. 7. Run any pre-process reports, backup your payroll data and update files. 8. Select Transactions > Payroll > Adjustments > Create or Modify and re-enter the FBT transaction as per steps above. Page 12 of 36

13 Check FBT Amounts To confirm that the FBT has gone to the correct year; 1. Select Masterfiles > Payroll > Employee Details > Enquire. 2. Enter the employee code and the click Summary (F7) then Itemise (F6) and go to Employer Contributions. To print the PAYG Tax Reconciliation Report: 1. Select Period End > Payroll > Payment Summaries > PAYG Tax Reconciliation Report. The net FBT amount and the grossed up value will display. Page 13 of 36

14 PAYG Tax Reconciliation Print PAYG Tax Reconciliation and Assess Warnings Select Period End > Payroll > Payment Summaries > PAYG Tax Reconciliation Rpt. The Tax Reconciliation report shows details that will be printed on payment summaries and ETP payment summaries. Each type of payment summary has unique reporting requirements. If payment codes on your system are set up incorrectly, amounts may be incorrect on payment summaries. The PAYG Tax Reconciliation report may display warning messages. Below lists the warning messages and recommends the action to take. After making the appropriate corrections, reprint the report and check any further warning messages arising from the changes you made. Make more adjustments if needed. Repeat this process until you are satisfied that all details are correct. WARNING MESSAGES: WARNING: "Item" is non zero and not valid for this type of payment summary A payment has been made to a person whose employee status does not allow that type of income to be printed on their payment summary. The message includes the item's Tax Certificate Code and description. Recommended Action: Check the Tax Certificate Code field for the allowance or deduction concerned. The codes are: 0 = Do not show on Tax Certificate 1 = Include in Tax Certificate Totals 2 = Itemise on Tax Certificate 3 = Lump Sum E Payment 4 = Other Income Review whether the payment has the correct Tax Certificate Code for the payment summary, ensuring there is a field for that category of payment on the payment summary. For example, itemised allowances cannot be shown separately on Labour Hire, Voluntary Agreement or Personal Services payment summaries they must be included in the gross. If an incorrect payment has been made, an adjustment is required. If the payment is correct, create a new allowance with a Tax Certificate Code of Include in Tax Certificate Totals and process an adjustment to transfer the amount to the new code. This ensures that the payment prints in the correct field. The Total Gross will not necessarily equal the payment summary figures shown on this report for that employee, as they will not include all allowances and deductions. The type of payment summary and the Tax Certificate Code determine where the payment appears. Page 14 of 36

15 WARNING: Tax contains cents The tax amount does not conform to current requirements which specify that you must withhold whole dollars only. Recommended Action: Payment summaries will automatically truncate any cents withheld. WARNING: Employee TFN/ABN is blank No number will appear on the payment summary and the ATO Magnetic Media file will have zero-filled fields. Recommended Action: Update the employee's tax details on the Masterfile WARNING: Check employee TFN ATO exception codes have been used instead of a valid number. (Note: this message does not appear for other types of incorrect TFNs.) Recommended Action: Check whether the exception code still applies. WARNING: Negative Amount A negative total will appear on the payment summary and the Magnetic Media file will have zero-filled amount fields. Negative totals are invalid on payment summaries. Recommended Action: Before you print the payment summaries, investigate the problem and take the appropriate action to correct it. WARNING: Lump Sum A, B, D or ETP is not zero and not valid for this summary type Termination payments have been made for a payment summary that has no fields for these types of payments. Only Individual Non-Business employees can receive termination payments. Recommended Action: Check whether the Tax Cert Category is correct and whether the payment made is appropriate. Make any necessary adjustment. Page 15 of 36

16 Checking the PAYG Tax Reconciliation Report You need to check this report and ensure that all details and values are correct: CHECK PERIOD OF EMPLOYMENT Make sure start dates and terminated dates are correct for all employees. If the employee worked on a casual basis over various times for the whole year the period should be the whole year. RECONCILE PAYG TAX PAID Ensure that the tax remitted to the ATO equals the total tax on the Tax Reconciliation Report. SALARY SACRIFICE Check the total gross amount has been reduced by the salary sacrifice amount. If the salary sacrifice deduction is to a superannuation fund this amount will appear besides the RESC heading on the tax reconciliation report. If the amount is incorrect, check the set-up of the Salary Sacrifice Deduction Code. Choose Setups > Payroll > Deductions > Maintain. Tax Status = Before Tax Tax Certificate Code = RESC (Salary Sacrifice Super) Tax Certificate Code = Include in Tax Certificate Totals (Salary Sacrifice other than super) ALLOWANCES AND DEDUCTIONS 1. If the PAYG Tax Reconciliation Report and payment summaries do not show Allowances or Deductions which should be itemised. Select Setups > Payroll > Allowances (or Deductions) > Maintain. In the Tax Certificate Code field, select 2 = Itemise on Tax Certificate and Accept (F9). 2. If the PAYG Tax Reconciliation Report and payment summaries show Allowances or Deductions which should not be itemised Choose Setups > Payroll > Allowances (or Deductions) > Maintain. In the Tax Certificate Code field, select 1 = Include in Tax Certificate Totals or 0 = Do no Show on Tax Certificate (whichever is appropriate) and then chose Accept (F9). Reprint and check the reports. Page 16 of 36

17 OTHER INCOME Show any amounts you paid to the employee that are exempt income and/or foreign salary and wage income. These amounts should not be included in GROSS PAYMENTS. Payment Summary Details Report Print Payment Summary Details Report Select Period End > Payroll > Payment Summaries > Payment Summary Details Report The Payment Summary Details Report shows details that will be printed (or have been printed) on payment summaries and ETP payment summaries. The report also shows the different types of Payment Summaries that will be created or have been created for employees. For example Normal Payment Summaries, ETP Type R (Redundancy/Retirement/Invalidity/Comp, ETP Type S (Prior year Redundancy/Retirement etc.) Pay Summary Report Print and Check Pay Summary Report Select Period End > Payroll > Payment Summaries > Pay Summary Report This report shows totals by employee for gross, taxable gross, other income, lump sum payments, tax, deductions, net pay, and employer contributions (Superannuation, Reportable Fringe Benefits, Non-cash Benefits). The report should be run for a date range encompassing the financial year. If you print the report in detailed format, it shows the income types that make up the total for each employee. Check the following: Gross amount = Taxable amount (if different, could be leave loading, salary sacrifice or an After tax allowance or deduction) Total Gross = the Taxable amount on the PAYG Tax Reconciliation Report. Page 17 of 36

18 Employer Validation Update Postcode File The Magnetic Media file will be rejected if postcodes are not correct. Attaché recommends that the Postcodes file is loaded and that the Test Postcodes check box is set to Yes. The system will then validate postcodes which have been entered on the employee Masterfile. Postcode File Update from the Web Select Setups > Company > Postcodes > Update Postcodes from the Web. The postcode file is downloaded and automatically imported into Attaché and is then available across all companies. The following table shows postcode-related messages that can appear on the Employer Validation report. Message Postcode not in Postcode file Postcode is invalid Postcode not found, Overseas address assumed Suggested Action Check that you have imported the latest postcode file and that the address details are correct. Correct the Employee address details. This is a WARNING only. Page 18 of 36

19 Print Employer Details/Validation This validation must be run prior to selecting to print payment summaries. Where the Employer and Supplier Details are the same, select Yes to Is the Employer the Supplier? At the top of the screen and it will only be necessary to complete the employer details in the Employer section. The details will automatically show in the Supplier Details. Select Period End > Payroll > Payment Summaries > Employer Details/Validation Note the formatting of Phone and Fax Numbers. It must be XX XXXX XXXX Make sure the Starting Tax Year is 2014 on the second screen. A report detailing any errors or warning message is printed after validation process is complete The information message Tax contains cents can be ignored as the payment summaries and magnetic media file will automatically truncate any cents withheld. At the completion of the validation process, a report detailing any errors or warning messages will print. Adjustments should be made to correct any problems and the validation repeated to ensure that the file will not be rejected when sent to the ATO. Page 19 of 36

20 Create and Print Payment Summaries Archive Your Data Archive your data. Take note of the date and time of the archive. Keep this archive as a permanent record. Archive Name: Prior to Creating Payment Summaries 2014/2015 Archive Date: Time: Note: Should time be against you and you need to process the 1 st pay for 2015/2016 you can use this Archive to restore data to a Prior Years Company, skip this section and continue to End of Year Processing on Page 24 Create Payment Summaries 1. Select Period End > Payroll > Payment Summaries > Create Payment Summaries and Click Yes to the Message asking whether the Employer Details and Validation Program has been run. (This has been completed on Page 19) and the following window will be displayed; Ensure the Starting Tax Year is 2014 and; Ensure the Employees to Process is set to Process all Employees as shown above. Page 20 of 36

21 2. Select Process (F9) and the total number created will be displayed 3. Click Finish (Esc) and Close (Esc) to exit the window. Note: If you have created payment summaries during the year, they do not get re-created. Print Payment Summaries A payment summary can be produced for terminated employees only or for all employees (including or excluding Contract Employees), and can be printed at any time throughout the year. Once a payment summary has been printed for an employee, their Tax Certificate Status field on the Employee masterfile will be updated to Printed. Once payment summaries are printed and masterfiles updated, you may reprint copies as often as necessary. 1. Select Period End > Payroll > Payment Summaries > Print Payment Summaries and Click Yes to the Message asking whether the Employer Details and Validation Program has been run. (This has been completed on Page 19) and the following window will be displayed; 2. Use the settings above in Report Options section above to print all employees and Ensure the Authorised Person is also entered as well as the Employer Details are correct. Page 21 of 36

22 3. Click Print (F9) and then check all Payment Summaries have finished printing and are correct If all payment summaries printed correctly: Set All printed correctly to Yes. Attaché Payroll updates all employee files to indicate that it has printed a payment summary for them. If only some payment summaries printed correctly: Set All printed correctly to No and enter the code of the last employee whose payment summary printed correctly. (Attaché Payroll only updates employee files with correctly printed payment summaries). Select to print all payment summaries again (Attaché Payroll prints payment summaries only for those employees whose files were not updated.) If no payment summaries printed correctly: Set All printed correctly to No, then choose None (F6). (No employee files will be updated.) Select to print all payment summaries again. NOTE: If you have Payment Summaries set to be delivered via through the Alex Document Delivery Manager then the Payment Summaries will not print. Reprinting Payment Summaries To Reprint Payment Summaries at any time follow step 1 above and check the Re-Print Payment Summaries checkbox to Yes in the Report Options section. There are ETP Summaries to be printed message When Payment Summaries are printed, a message will be displayed if there are ETP Summaries that have not been printed for any employees who have received an ETP. Any ranges entered when printing Payment Summaries are ignored the whole payroll is checked. See the Following Section to Print ETP Payment Summaries Having Trouble with Printing Payment Summaries? Please refer to the Attaché Payroll End-of-Year Processing 2014/15 Guide Troubleshooting Payment Summaries on Pages 31 to 32 To access this Guide Click Here Page 22 of 36

23 Print ETP Summaries An ETP is an Employment Termination Payment. Details of these are entered on Termination Pay in Payroll Transaction Entry. When Payment Summaries are printed, the above message will be displayed if there are ETP Summaries that have not been printed for any employees who have received an ETP. Any ranges entered when printing Payment Summaries are ignored the whole payroll is checked. Print ETP Payment Summaries 1. Select Reports > Payroll > Payment Summaries > ETP Payment Summaries and Click Yes to the Message asking whether the Employer Details and Validation Program has been run. (This has been completed on Page 19) 2. A screen as per Printing Payment Summaries is display - As per Steps 2 and 3 in the Print Payment Summaries print and you will display a message asking you to confirm that the ETP Summaries printed correctly. ETP Summary has not been printed message When creating the Magnetic Media file, this message will be displayed if there are (still) ETP Summaries that have not been printed for any employees who have received an ETP. The Transfer Listing produced will highlight those employees who need to have ETP Summaries printed. You must print ETP Summaries for these employees via ETP Payment Summaries otherwise the details transferred to the ATO will not be correct. Checking and Correcting ETPs Please refer to the Attaché Payroll End-of-Year Processing 2014/15 Guide Pages 33 and 34 To access this Guide Click Here Page 23 of 36

24 End of Year Processing You must process End of Year on your Live Payroll Company before processing any pays for the 2015/2016 financial year. Ensure you are logged into the correct Company. Select Tools > Company > System > System Status to check that you have the correct current data path. If not, choose Esc and select the correct company. Archive Your Data Archive your data. Take note of the date and time of the archive. Keep this archive as a permanent record. Archive Name: _Prior to End of Year 2014/2015_ Archive Date: Time: Process End of Year 1. Select Period End > Payroll > End of Period > Payroll 2. Set both End of Period and End of Year to Yes as shown below; 3. Select Accept (F9) and Close (Esc) to close the window. Page 24 of 36

25 In Summary: This will have the following effect: All PTD and YTD values for all employees and costing will be reset to zero The tax certificate printed status for all except terminated employees will be cleared History transactions will not be deleted automatically. A message will be displayed advising that if terminated employees are no longer required, they can be deleted. Housekeeping Deleting Employees To delete terminated employees, you must have run End of Year on your Payroll data. If you use Favor HR/OHS or Powerlink Job Costing Software please contact us before running any Housekeeping. Archive Your Data Archive your data. Take note of the date and time of the archive. Keep this archive as a permanent record. You will use this copy if you need to reprint reports payment summaries for terminated employees. Archive Name: _Prior to Deleting Terminated Employee _ Archive Date: Time: Delete History Transactions Timesheets and Adjustments 1. Select Transactions > Payroll > Time Sheets > Delete History Transactions. Enter the date range and employee code range. 2. Select Transactions > Payroll > Adjustments > Delete History Transactions. Enter the date range and employee code range. Delete Super Payment Details 1. Select Period End > Payroll > Superannuation > Delete Super Payment Details. Set the Terminated checkbox to Yes and Page Down to enter any relevant ranges. Delete Employee 1. Select Masterfiles > Payroll > Employee Details > Delete. Enter employee code range. Page 25 of 36

26 Information Messages and Recommended Action Fringe Benefit information still exists You cannot delete the employee because FBT amounts exist for the next financial year. Leave Liability Not Zero Print the Leave Liability Journal (Select Reports > Payroll > Leave > Leave Liability Journals). In the Employee Status selection area, set only the Terminated checkbox to Yes. Print the report and choose Yes to create the GL Journals. Note: If the message still appears when trying to delete terminated employees, check the employee s masterfile Leave tables. If they are set to NIL, you will need to add the relevant leave tables to reverse the leave liability. The Employee Other Payments File contains unprinted details for Employee CodeXXXXXXX Delete Super Payment Details (Select Period End > Payroll > Superannuation > Delete Super Payment Details). Set the Terminated checkbox to Yes and Page Down to enter any relevant ranges. Cannot delete Employee Masterfile has Payroll G/L Interface Print the GL Postings (Reports > Payroll > Other Reports > General Ledger Postings). Select Payroll in the Modules selection area. Check the transactions on this report. If the transactions are to be posted to the general ledger, go to your General Ledger and post now. If the transactions are not to be posted to the general ledger, go to Reports > Payroll > Other Reports > Delete GL Postings File. Choose Payroll from the Modules selection area and enter the transactions date range. If you delete transactions and terminated employees it is recommended you run a file integrity check, compress the data base and run index file optimizer. File Integrity Check 1. Select Tools > Company > Data Checks > File Integrity Check 2. Click All (F5) to select all items 3. Click Accept (F9) to Start the File Integrity Check 4. Assess the Results when finished using the Page Up and Page Down buttons to view results 5. Click Close (Esc) to close the File Integrity Check window Page 26 of 36

27 Compress Database 1. Select Tools > Company > Data Checks > Compress Database 2. Click All (F5) to select all items 3. Click Accept (F9) to Start 4. Assess the Results when finished using the Page Up and Page Down buttons to view results 5. Click Close (Esc) to close the Compress Database window Index File Optimiser 1. Select Tools > Company > Data Checks > Index File Optimiser 2. Click All (F5) to select all items 3. Click Accept (F9) to Start 4. Assess the Results when finished using the Page Up and Page Down buttons to view results 5. Click Close (Esc) to close the Index File Optimiser window Before Processing the First Pay for 2015/2016 Download and Import Tax Scales for 2015/2016 DO NOT PERFORM THIS PROCESS UNTIL YOU ARE READY TO PROCESS YOUR FIRST PAY FOR 2015/ Select Setups > Payroll > Tax Scales > Download Tax Scales from Web. 2. When asked Do you wish to download new tax scales from the Attaché website? Click Yes. The software automatically selects the tax scales that match the country selected in the Country field in Payroll Options and downloads the file to your program folder. An information message is displayed when the download is complete: New tax scales have been successfully downloaded. Please run Import Tax Scales in each company to activate the new rates. For each payroll company where these tax scales apply, follow the steps below to activate the tax scales: 1. Select Setups > Payroll > Options > Payroll Options and Page Down to the second screen. 2. Attaché recognises that new tax scales are available and displays a message asking if you want to import them. Choose Yes to import the new scales into the current company. 3. To check that the tax scales have updated properly, Page Down to the third screen of Payroll Options and check that the Effective for Payments Date field is set to the date that the tax scales come into effect. (Do not change this date for any reason.) Page 27 of 36

28 SuperStream Compliance Update your Superannuation From 1 July 2015 many Australian organisations must be SuperStream compliant for super lodgements. This includes submitting data and payments electronically as well as meeting new data requirements including: A correctly formatted (10-digit) landline or mobile phone number and address for each employee A correct Unique Super Identifier (USI) for each fund except SMSFs An Electronic Service Address (ESA), BSB, Account Number, Account Name and ABN for each Self- Managed Super Fund (SMSF) For those that are not using ClickSuper Attaché BI version 3.1 includes the industry-standard SuperStream Alternate File Format (SAFF). And in order to assist clients who are waiting to move to Attaché BI, Attaché Accounts and Payroll version 1.15 (due next week) will include SAFF for those with Super Export. If you are unsure of your responsibilities please contact us as soon as possible to discuss your options. Further information can also be found in: Attaché SuperStream Solutions Fact Sheet ATO SuperStream Checklist for Employers Website. Update the Quarterly Value Maximum Value From the 1 July 2015 the Maximum Super Contributions base is now $50,016 per quarter. To update this follow these steps: 1. Select Setups > Payroll > Employer Contributions > Maintain 2. Select the Contribution Code 3. Change the Quarterly Value Maximum field to $50,016 Page 28 of 36

29 4. Choose Accept (F9) and Close (Esc) to close the window. NOTE: If you use are still using multiple Contribution Codes instead of one Superannuation Code and Other Account Details you will need modify each Contribution Code. Ensure you do not make any changes to the Contribution Code Type. Your 2014/2015 Payroll Company Enable a Different Background You can have different backgrounds for different companies so that it s easy to identify one company from another. Attaché includes a number of backgrounds to choose from. We recommend that you do this with your Previous Years Company to ensure that there is no accidental confusion between it and your Current Live Company. To change the background feature: 1. Choose Setups > Company > Options > Company Options. 2. Select Background (F7). 3. The open file dialog is displayed, with BACKGROUNDS being the default folder. Browse to the folder of your choice within BACKGROUNDS and then double-click on default.htm or click the Select button to select the background. Page 29 of 36

30 4. Click Close (Esc) to close the Company Options window. Preventing Access You can set which companies are accessible to each user. Making a company unavailable to a user means it will not be displayed on the companies list when they sign on and when they choose Open Company from the File menu. To determine which companies are available to a user: 1. Choose File > Set Up and Delete Companies. 2. Select the company and then choose User Access (F7). Page 30 of 36

31 3. Use Available/Unavailable (F7) and All Yes (F11) or All No (F12) to indicate which users can access the company. 4. Click Accept (F7), Accept (F7) and Close (Esc) to exit this window Disabling Editing Disabling access prevents unauthorised users from opening maintenance tasks. Maintenance tasks are any task which allows a user to create, edit, maintain or delete data. Non-maintenance tasks are enquiry, lookup and reporting. When disabling access, you can add your own comment to the standard information message which displays when unauthorised users attempt to access the company. The information message advises that the company has been disabled and which user is responsible. To disable access to a company: 1. Sign on and choose File > Set Up and Delete Companies. 2. Select the company you wish to disable. 3. Set the Disable edit functions checkbox to Yes. If required, type a password level from To add a comment to the information message select Notes (F4) and select Disable edit functions message and click Accept (F9). Type your message and then click Accept (F7) to close the Notes Window. 5. Click Accept (F7) and Close (Esc) to exit this window Page 31 of 36

32 Create Magnetic Media File ATO Magnetic Media must be submitted to the ATO by August 14 each year. We suggest you DO NOT run this process until the end of July 2014 in case there is a situation where you may need to make changes to payment summaries. During the year you may have distributed payment summaries or ETP payment summaries on demand, and now during end-of-year processing you will have printed them for the remaining employees. The information required for the Magnetic Media file is stored in Attaché Payroll when payment summaries are created. The Magnetic Media File Create program transfers this information to a file in the form required by the ATO. Each transfer file (Magnetic Media file) that is created includes only payment summaries which are not flagged as having already been transferred to the ATO. Sign into your 2014/2015 Payroll Company Archive Your Data Before Creating Magnetic Media Archive your data. Take note of the date and time of the archive. Keep this archive as a permanent record. Archive Name: _Prior to Creating Media 2014/2015_ Archive Date: Time: Create Magnetic Media File 1. Select Period End > Payroll > Payment Summaries > Magnetic Media File Create 2. A Has the Employer Details and Validation program been run without any error being detected? Message is displayed Click Yes 3. The following Query Message is display Click Yes if you are happy to progress Page 32 of 36

33 4. The File Magnetic Media File Create Window is displayed: Ensure the Starting Tax Year is set at 2014 Enter the Destination Path of where you would like to save this file to. Ensure that this destination folder does exist by simply navigating to the required location in Windows Explorer and then creating the folder MAGMEDIA Record this Path; MAGNETIC MEDIA DESTINATION PATH: 5. Ensure the Supplier Details are Correct (By ATO definition, the Supplier is the provider of the data.) This is most important if you are reporting on behalf of multiple PAYG Employers within the one data directory, as details are held on file and used to sort the Magnetic Media information per employee under the applicable PAYG Employer. The last details printed and accepted are transferred to file to be sent to the ATO. 6. Page Down and select Output device to Printer and select the appropriate Printer select a PDF If you wish to save this Report Page 33 of 36

34 7. Click Transfer (F9) to process and you will be display with the following message Click Yes to continue. 8. The Magnetic Media Transfer File List Report will print. This listing shows full details of the information transferred to the file for the ATO and should be checked thoroughly before selecting Yes to OK to complete Transfer? Note: Itemised Deductions are not required in the Magnetic Media Information Transfer File, therefore you will not find a reference to them on the Magnetic Media Transfer File Listing. 9. Once you are happy with List Report Click Yes to complete the process. Once you have selected Yes to Ok to complete Transfer?, the file that has been created must be sent to the ATO. The file created is named EMPDUPE. Do not rename this file if you are only submitting the one file. Where there are several companies within the one organisation, each in a separate directory, a separate file of the same name will be generated. You can either select to submit these files on separate diskettes or if you wish the EMPDUPE files can be renamed EMPDUPE.A01, EMPDUPE.A02, etc. These are the only file names that will be accepted by the ATO. Page 34 of 36

35 Submitting Details to the ATO We are aware that some of you may have received a letter from the ATO which states: In the past you lodged your annual report using disks or flash drives. We are closing this service and you will now need to lodge your report online. We have received confirmation from the ATO that disk and flash drives will still be accepted this year from ALL companies. However, our recommendation is that you register for Auskey and use either ECI or the Bulk Data Exchange for lodgement of their mag media files. Tax information must be submitted to the ATO by August 14 each year. There are two methods of lodgement which may be used to forward the EMPDUPE file/s created in the previous steps to the appropriate ATO department, as described below: Reporting By The Internet Using the Internet you can securely and conveniently lodge both of the following: Payment Summary annual report Withholding Where ABN Not Quoted annual report. To do so, you use the ATO s Electronic Commerce Interface (ECI), which uses digital certificates to ensure that your data remains secure. The free ECI software and further information about ECI are available from Using ECI has several benefits: It validates the data before sending it, so you can fix errors (if any) without delay. You automatically receive confirmation that your files have been successfully uploaded. Page 35 of 36

36 Reporting By Magnetic Media For reporting purposes, the ATO accepts USB Sticks (Flash Drives) and DVDs. Magnetic media information form and identification of media Using an appropriate pen, label each disk or tape with your ABN or WPN, your address and the identifier you use on the Magnetic Media Information form. (The identifier should ideally consist of six characters.) If you are reporting on your own behalf, record your details on the form as the supplier of the media. If there is more than one file on your media, complete the appropriate Magnetic Media Multiple Files form as well. Download the Magnetic Media Form HERE Important Note from the ATO When forwarding Magnetic Media to the ATO, the Magnetic Media Information Form should be the only paperwork accompanying the media. DO NOT send printed copies of payment summaries with the Magnetic Media files. DO NOT send duplicate copies of the EMPDUPE files. Page 36 of 36