The following steps are to be undertaken AFTER completing all final June dated pays, but BEFORE any July dated pays.
DO NOT RUN THE “PAYG WITHHOLDING REPORT” AT THIS STAGE!!
Closing the June month is part of the Year End Process.
Notes on Pay Dates:
1. June dated pays are classed as pays that the Pay Date falls on a June date. Any pay where the Pay Date falls on a July date is classed as a JULY pay. You will not be processing any July dated pays until AFTER the Payroll Year End has been completed.
2. The “Period From” and “Period To” are simply notational. Users can enter any dates they wish (within reason) in these two fields.
3. Please note, whatever date is entered into the Pay Date field, you cannot enter anything prior to this date once a batch is processed.
See the following steps to complete Payroll Year End:
1) PROCESS LAST JUNE DATED PAY
Run the last pays for June, including printing the payslips, but DO NOT run the PAYG Withholding Report yet.
2) CHECK CONFIGURATIONS & DATA
Check PAYG Payment Summary data is complete and correct (Payroll Configuration > PAYGW/Super File Details button).
3) CHECK REPORTABLE EXTRA SUPER
Ensure that the ‘Extra Super Accrued’ field correctly reflects the Total Annual amount of Salary Sacrifice paid within the current Financial Year.
If this amount is NOT correct, this may be adjusted in the following location:
Employee Maintenance > Entitlements button > Extra Super Accrued field – Users may manually adjust the figure in the Extra Super Accrued field.
4) CHECK FBT AMOUNTS IF APPLICABLE
Ensure any FBT Amounts are correctly entered.
If this amount is NOT correct, this amount may be manually adjusted in the following location:
Employee Maintenance > Click the PAYG Summary button > FBT field – users need to manually update this field with the correct figure.
5) PAYGW ANNUAL REPORT – PREVIEW MODE
a. Print the PAYGW Annual Report IN PREVIEW MODE, and ensure the figures are correct before continuing. The system will bring up a screen asking you to confirm your company details, as entered in step 2 above. This checks the employee files and ensures any deduction or allowance amounts have been correctly entered in the employee file. A message will appear for any employee record that needs to be completed.
The system will bring up a message stating the following:
“The PAYGW Payment Summary Annual Report Electronic File Preview has been outputted to: EMPDUPE_PREVIEW.A01
This file is now ready to be validated by the ATO’s ECI Software.”
IMPORTANT NOTE: Users would have needed to previously register with the ATO and have downloaded the software program available from the ATO in order to validate this file.
This process creates a file called EMPDUPE_PREVIEW.A01 and outputs this to your docs directory.
b. The file can be uploaded into the ATO’s ECI software for validation.
Note: For further details on using ECI to validating your file, please contact the ATO.
c. Users can then click OK on this screen.
d. Once done, a Printer Selection screen will appear where the user can opt to print this report in a readable format, or output in other ways.
IMPORTANT NOTE: If you wish to print a report that looks like the PAYG Withholding Report in order to check figures, please use the Payroll Register Report in ACR.
6) PAYG WITHHOLDING REPORT – To close June
Once users have printed the PAYGW ANNUAL PREVIEW REPORT, they can now run the PAYG Withholding Report. This will close the June month as normal. When printing the June PAYG Withholding Report the following messages will be displayed:
Before running Payroll June month end you should:
1) Confirm the details in the “PAYGW Preview Annual Report”
2) Validate the PAYGW Payment Summary Annual Report Electronic File Preview using the ATO’s ECI Software.
Click Abort if you need to complete either step.
Abort | Continue
Number 1 refers to double and triple checking the figures
Number 2 refers to having loaded the preview file into the ATO’s ECI software and successfully validated the file. If it was not validated, the figures will need to be rechecked, and/or the ATO contacted for assistance.
If users have completed both these steps, and have clicked on Continue, the following message will be displayed:
Now you have confirmed the ‘PAYGW Preview Annual Report’ and validated the summary file, click Continue to run payroll June Month End.
7) PRINT/RUN PAYG PAYMENT SUMMARIES
Users can continue by printing the PAYG Payment Summaries at this point. These must be printed BEFORE your Payroll Year End is processed, after the figures have been double checked.
Notes:
1. ACR does not directly email these to employees, as a signature is required.
2. We recommend outputting them as pdf files, via the PDF option in your Printer Selection screen. These will output a single PDF per employee.
3. Once done, these will need to be manually printed from within the pdf folder on your docs directory in order to sign them.
Note: The reason we recommend outputting them as pdf files is so that you can always reprint if necessary. Currently you can reprint them one by one (using employee numbers) within the July month, but not all in one go and not after July.
Please see the following link for more detail:
8) PAYGW ANNUAL REPORT – ACTUAL MODE
****THIS IS THE POINT OF NO RETURN. PLEASE ENSURE FIGURES ARE ABSOLUTELY CORRECT BEFORE CONTINUING****
Once the user has confirmed that the figures are correct, and has validated this file using the ATO’s ECI software, users can then print the Annual Report in ACTUAL MODE. This process is identical to the PREVIEW step, apart from the fact that the ACR system will ARCHIVE the figures, and output the ACTUAL file.
NOTE: Once the printing in Actual Mode is started, and the user selects Continue, they will NOT be able to alter the figures from this point on.
ONCE THE PAYG WITHHOLDING REPORT IS PRINTED, YOUR PAYROLL SYSTEM WILL BE IN JULY.
9) UPLOAD FILE TO ATO’S EDI SOFTWARE FOR LODGING
Once the file has been output from ACR, you can now upload this file to the ATO’s ECI software for lodgement.
10) RUN YEAR END RESET:
YOU MUST RUN THE YEAR END RESET PAYROLL BEFORE PROCESSING ANY JULY PAYS.
Your End of Year Procedure for Payroll is now complete!!
11) Process your first July Dated Pay
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For further information on Payroll Year End Procedures, please see the following links:
End of Financial Year Checklist
This provides a checklist with reminders of what to check for doing the Payroll Year End Procedure. For those of you who are unsure what things to check for, this list is for you!
WEBINARS:
Payroll System Overview
https://www.acr.com.au/updates/webinar-24062013-payroll-system-overview
Getting your EOFY Payroll right – 2014
https://www.acr.com.au/updates/getting-your-eofy-payroll-right/
End of Financial Year Payroll
https://www.acr.com.au/updates/webinar-25-june-2013-end-of-financial-year-payroll/
PAYG Summaries – Printing
Users can review further information on the recommended way to print PAYG Payment Summaries.
https://www.acr.com.au/updates/payroll-system-payg-payment-summaries/