HEAD OFFICE ABN 29 010 396 666 Unit 7, 30 Mudgeeraba Rd MUDGEERABA QLD 4213 P. O. Box 1421 MUDGEERABA QLD 4213 ph (07) 5530 7806 fax (07) 5559 0483 web: eprophet Payroll End of Year Processing Checklist - Emailing Payment Summaries Store Week Ending Date Payroll Administrator Processing Date CRITICAL The End of Year Checklist must be completed prior to commencing any work for the new financial year. Required Payroll Version: 2017062113 or greater Preparatory Steps These steps (1 4) can be completed in the period leading up to the end of the financial year. 1 Employee Maintenance Step Description of Process/Step Completed You need to check your Employee Masterfile for the following things: - Employee name fields should ONLY contain the employee s legal names, so things such as commas, titles and nicknames for employees with foreign names need to be removed. - The Street and Suburb lines of the employee s address shouldn t contain any data other then the address. Also confirm that the state is not present in any field other than the State field. - If you used Abcom s eprophet payroll last year you can now go straight to step 2. For those clients who underwent a non-abcom to eprophet conversion this financial year, that conversion typically transferred names as they were in the earlier system and as such there is a chance that some of the data may not have mapped/converted across correctly. Page 1 of 10
- Such things to check are: a) A general review of all 3 name fields, in particular multi-part surnames. Some older systems had limited space and therefore it may have been necessary to abbreviate street and suburb names. Any poor names should be reviewed and altered to a more correct spelling. 2 Company Maintenance A review of the entries in this option should be made looking at the following sections: 3 Review Income Types, Allowances and Deductions Charities (Workplace Giving). For each deduction code that has been set-up for an eligible Charity (Workplace Giving), each of those deductions needs a tick placed in the Workplace Giving field, as this will then place the relevant details on the employee s Payment Summary. Union Fees/Dues. You are expected to show any deductions for union membership on your payment summaries (including the relevant union name). Review your deduction code UN Union Fees, this needs to be edited and the Name field for Union Fees must be replaced with the full and correct name of the union to which your employees belong. If you are unsure of the full and correct name, please contact your Union representative to obtain this information. Page 2 of 10
4 Determine your method for lodging the EMPDUPE file electronically The ATO may have advised you that you are not able to lodge the EMPDUPE files by traditional methods such as Floppy, CD/DVD or USB Flash Drives this year. The current ATO option for electronic lodgement is via: 1. Business Web Portal This method require a username and password issued by the ATO (Australian Government). Many of you will already have this access from your other interactions with the Australian Government. For further information on this method of lodgement please contact the ATO. NOTE: Abcom cannot assist you in this area. More information can be found at https://www.ato.gov.au/business/paygwithholding/annual-reporting/how-to-lodge-yourpayment-summary-annual-report/ A video from the ATO about how to lodge can be found at https://youtu.be/dxz22nzonoq Page 3 of 10
Actual End of Year Procedures Make sure you have completed all the aforementioned preliminary steps. Commence the following procedures AFTER completing the last pay run for the Year AND AFTER you have completed ALL Monthly tasks AND completed the "Perform Month End Close" step. CRITICAL The End of Year Checklist must be completed prior to commencing any work for the new financial year. 5 Perform Backups At this point in time it is recommended that you completely backup ALL your eprophet Payroll systems. To complete this task, close all payroll systems and from your Abcom Application Starter select the Backup option assigned to each payroll system. Store the backup in your usual secure location. TIP: For those with multiple payroll systems, perform a right-click and select the Backup All Applications option. 6 Reportable Payments Use Maintain Employees to record any reportable payments that have occurred so they will appear on the employee s payment summaries. These fields can be found on the Accruals tab of the Maintain Employees screen and include the following fields: - Reportable FBT Amount - CDEP Amount - Exempt Foreign Income - Undeducted Annuity Price Page 4 of 10
7 Eligible (Employee) Termination Payments This step is ONLY required if you have made any ETP payouts during the current financial year. From System Tools you double click the Employee Eligible Termination Payout option. You then complete the accompanying screen with all the previously made manual calculations and details you used when making the ETP. Note: This is a manual entry section to populate your electronic file ONLY, and you will still need to complete the corresponding (separate) ETP form for lodgement to the ATO. 8 Employee Masterfile Listing Optional. This report provides a useful reference for all employees that were paid during the year. 9 YTD Payroll Details Report Check this report carefully as this is your concise record of key details for each employee for which a Payment Summary is going to be printed. 10 YTD Payroll Summary Report Check this report carefully as it provides the YTD Payroll control totals of all the data on file that will be used for producing the Payment Summaries. This report should also be balanced against your manual weekly Payroll Control Totals Register. NOTES: - You can file your weekly Payroll Control Totals Register with this report. - For the new year you should print a new Payroll Control Totals Register. This blank form can be found within the Anytime Reports menu. Page 5 of 10
11 Manual Comparison Manually compare the reports from the 2 previous steps YTD Payroll Details Report and YTD Payroll Summary Report and ensure the totals are the same between the 2 reports. If the totals DO NOT match please call and speak to an Abcom Support Consultant to investigate. 12a Payment Summary Setup Step 12a.1 This step will only appear if you have paid a Lump Sum A payment throughout the year. A message will be displayed informing you have made such a payment. You will then be shown all employees who received these payments, and you need to select the appropriate Lump Sum A Type for each of the displayed employees, by selecting their Accruals tab and select one of the options from the drop-down list. 12b Payment Summary Setup Step 12b.1 Select from either: R = Redundancy T = Termination Payment Summary Preparation Upon entering this screen you need to verify that ALL of the details are correct. The first tab, Payment Summary Preparation shows company details and dates. SPECIAL NOTES: 1. Payment Summary Amendment This option should only be selected if so advised by an Abcom System Consultant 2. Payment Summary Email Details Page 6 of 10
This section has been pre-populated for you, and should not require any editing or revision. Please be advised altering these fields incorrectly, might cause the Emailing of Payment Summaries to fail. 12c Payment Summary Setup Step 12c.1 13 Print Payment Summaries The second tab, Allowances/Deductions Shown on Payment Summary, is where you determine which allowances and deductions you want to display on the Payment Summaries. Contact your Accountant or the ATO for any such advice needed. Abcom staff are not qualified or authorised to answer such questions It is vital that you ensure the details are correct, as the information from this screen will be embedded in the data files that will be lodged with the ATO. As this is an End of Year run, select All Employees. NOTE: THIS STEP MUST BE COMPLETED IN ORDER TO CREATE THE PAYMENT SUMMARIES AND CANNOT BE SKIPPED We strongly advise that you print an additional copy for your own records. When printing is finished and you exit this option the system will display the following message: When you click OK the system will create an archived PDF copy for every employee. If an employee comes back, simply go to the Archived Reports option and re-print the required Payment Summary. These archived Payment Summaries can be emailed to the employee, but only if the employee can assure you they can print it on A4 paper at Laser Quality (the ATO specification for Payment Summaries). Page 7 of 10
14 MANUAL PROCESS When you have printed the Payment Summaries, you must then perform a comprehensive manual test check operation to compare the figures on summaries to your YTD detail records as printed earlier. It is the PAYERS responsibility (YOU) to ensure that the payment summaries are correct before issuing them to staff. (Very occasionally we have seen situations where EVERY payment summary issued was wrong due to a week s payroll figures being lost from the database. This may not be discovered for 6 months or more down the track. It then of course becomes a major drama as it causes every employees tax return for the year to be wrong and needing re-lodgement to the ATO. 15 Email Payment Summaries Once you have thoroughly checked your payment summaries - you now have the option to email them to your employees. A default email subject and body are created for you; it is advised that you do not alter this as it contains programmed links within the payroll system. The following filters are available: Employee Options : All Employees Select Employees Email Options : Email NOT Sent Email Sent Emails ALL Employees Select individual employees to email Emails any payment summaries which have not been previously sent. Will allow you to resend any previously emailed payment summaries. Continued on next page. Page 8 of 10
15 Email Payment Summaries (cont.) Email Sent & Not Sent Emails ALL payment summaries. NOTE: THIS STEP WILL TAKE A SIZABLE AMOUNT OF TIME TO COMPLETE. Employee Payslip Method Filter Options : Email All Employees with an email address Selects employees who currently receive their payslips via email Selects ALL employees who have an email address recorded for them. When you have selected your required options use the Send Emails button to start the emailing process. NOTE #1: For those clients which currently email payslips, the time taken to email the payment summaries will be of a similar length of time, but more than likely it will be longer due to the fact of emailing terminated employees as well. NOTE #2: Any employees who do not have an email address will need to be sent a hard copy; these will be stored in the archived reports. 16 Employees who don t receive an electronic payslip From the Anytime Reports Menu, select the Archived Payroll Reports option. Select the appropriate year, for example 2016, and keep expanding the data tree until you can see the print only report as shown below. Select the Print Only Run that you wish to print and then click on the Open Report button to display the report from which you can then print off a copy of the payment summaries for those employees who will require a physical payment summary to be provided to them. NOTE: If you have had multiple attempts at producing your payment summaries, there may also be multiple copies of the Print Only Run. Page 9 of 10
17 Create EMPDUPE file for lodgement to the ATO A screen will then appear that will allow you to select the preferred destination for saving your file, such as your Hard Drive or a USB stick (could be any of D: or E: or F: etc ). IMPORTANT: Do NOT change the file name; it needs to remain as EMPDUPE. NOTE: Remember if saving to a single location, that you need to adopt a naming convention of EMPDUPE.A01, EMPDUPE.A02, etc (By not doing this you will overwrite the previous files and lose them). 18 Lodge EMPDUPE file with ATO Using the current ATO method of lodging your EMPDUPE file via: 1. Business Web Portal Please now follow the ATO instructions for uploading and lodging your EMPDUPE file[s] to the ATO. IMPORTANT: You must remember where in the previous step you saved your file[s] NOTE: Abcom cannot assist you in this area, all enquiries about the ATO Business Web Portal must be made directly with the ATO. IMPORTANT: As a minimum, Abcom recommends that you test your EMPDUPE file within the Business Portal to ensure that it will be accepted as a valid file prior to closing the Year. Performing the End of Year Close needs to be considered as a point of no return, prior to performing that step, any problems with the EMPDUPE file can still be rectified. 19 Perform End of Year Close Select this option once you have printed ALL Payment Summaries created your ATO Disk and checked/validated all the reports. CRITICAL The End of Year Checklist must be completed prior to commencing any work for the new financial year. Page 10 of 10