EOFY16 Client Requirements Date: 20/04/2016
Table of Contents Table of Contents... 1 Confidentiality... 1 EOFY Key Dates... 2 ATO AddServ EOFY Parameters... 3 Payment Summary Print Detail Options... 7 EPS Early Debit Request/Cancellation... 9 Company Listing... 11 Foreign Income... 12 Overpayments... 14 Grossed up Reportable Fringe Benefit Amount... 15 Superannuation Holding Accounts... 16 Superannuation Changes... 17 Data Cleanse Report... 19 Withholding Tax Variation... 20 Extra Tax... 20 Tax Exempt Employees... 21 Final Payroll process... 21 Payment Summary balance sign-off... 21 Summary Checklist... 22
Confidentiality The information contained in this document is privileged and confidential, and remains the intellectual property of Automatic Data Processing Limited, ABN 70 003 924 945 (ADP). This document must not be reproduced, stored in retrieval system, or transmitted in any form by means electronic, mechanical, optical, photocopying, recording or otherwise, without the prior consent of ADP. This document must be kept strictly confidential at all times. It must not be disclosed to any person without the prior written consent of ADP. A more human resource is a trade mark of ADP, LLC. Copyright 2016 ADP, LLC. Securing your personal information The security of your payroll data is critically important. As a payroll company, we take data security very seriously. We provide industry standard encryption technology to uphold the strictest security of the information that you send to us. Our aim is to provide a safe and secure experience at all times. Encrypting emails reduces the risk of eavesdropping, tampering and mail forgery. Find out about how to use our ADP SecureMail facility. NEW! EOFY Web Site For EOFY FY15/16 we have built a dedicated website. To help make life a little easier, we ve pulled together everything we have to make your end of year processing as seemless as possible so that your employee s payment summaries are delivered on time without a hitch. Just choose MS from the navigation tabs to get started. Download all your EOFY templates and our NEW Outlook Calendar reminders, so you don t have to miss any key EOFY deadline.. 1
EOFY Key Dates The following information is due back to ADP by the dates listed below: Friday 27 May 2016 AddServ ATO EOFY Parameter report sign off Payment Summary print detail options Superannuation holding account information Allowance reports Friday 3 June 2016 Foreign Employment template Overpayments template Grossed up RFBA template Company Listing report sign off Friday 10 June 2016 EPS Early Debit / Cancellation notification Data Cleanse Report (Addresses and Tax File Numbers) Extra Tax employees who are changing or ceasing their extra tax deduction for the new financial year Tax Exemptions incorrectly flagged employees Prior to ADP producing your Payment Summaries and ATO file Payment Summary reconciliation report, Payroll Details and YTD report and YTD Reconciliation report signed off Prior to the first pay run of the new financial year Withholding tax variations employees who are changing or commencing a variation 2
ATO AddServ EOFY Parameters The AddServ ATO EOFY parameters enables clients to advise ADP as to the production and distribution method of their employee s Payment Summaries at end of financial year. ADP will send a copy of the AddServ ATO EOFY Parameters report by Friday 6 May 2016. Your MS Payroll Administrator will contact you by Friday 20 May 2016 to discuss your requirements and make any amendments and/or complete the AddServ ATO EOFY Parameters in conjunction with you. Once the parameters have been completed, your MS Payroll Administrator will send you a final copy of the report. On receipt of the report, please review and provide approval by signing and dating the report and returning to ADP via ADP SecureMail by Friday 27 May 2016. Important Note: If you have not processed an EOFY with ADP previously, the report that you receive will not be populated with information. Your MS Payroll Administrator will contact you to discuss your requirements and will complete the parameters with you over the phone. Your MS Payroll Administrator will require the following information from you: 1. Payment Summary requirements Do you require ADP to produce your Payment Summaries, Detail Report and ATO file? YES we will use ADP payment summary NO we will not use ADP payment summary 2. Printed Payment Summary Delivery Details (Only applicable if employees are flagged as Print ) Delivery method: There are two delivery options for printed Payment Summaries: Courier all to employer address Post to employee home address Important notes: A delivery method is mandatory however may differ between companies (SP numbers). The Delivery of printed payment summaries will only apply to employees who have the Print box ticked in the Payment Summary Print Details section of their Employment and Tax screen of their Masterfile. If an employee does not have the Print box ticked, then they will not receive a printed payment summary. If you request for the Payment Summaries and Detail report to be sent to the Web only, then the option selected for the Delivery method will be ignored. 3
Print PRIVATE AND CONFIDENTIAL: Do you require PRINTED AND CONFIDENTIAL to be printed on the front of printed Payment Summaries? Postage paid logo required box: Do you require the Postage Paid Logo to display on printed Payment Summaries? Important notes: If the Post to employee home address option is selected as the delivery method, will automatically tick the Postage paid logo box which cannot be overridden. The cost of the postage paid will be automatically charged through your next ADP invoice. If the Courier all to employer address option is selected as the delivery method, clients have the option of whether they want the Postage Paid logo printed on the printed payment summaries. If the Postage Paid logo is printed, the client will still be required to pay for postage via Australia Post. Sort Options: There are six sort options for the printed payment summaries: Employee Code Employee Name Pay Group Pay Location Pay Point Terminated Employees Important notes: When selecting the sort option, if the Employee Code is selected, it must always be the last selection. It is recommended that the sorting criteria for the Payment Summaries are the same as that of the Detail Report. 3. Detail Report Delivery method: There are four options for the Detail Report to be delivered to: Detail report NOT required no detail report will be produced Couriered to employer address only the report will be sent to the address specified in the Delivery Address Details Couriered to employer address and sent to Web the report will be sent to the address specified in the Delivery Address Details and sent to the Web Sent to Web only the report will only be available to select through the Web. No report will be printed and couriered. 4
Important notes: A delivery method for the Detail report is mandatory, however can differ between companies (SP numbers). When selecting the sort option, if the Employee Code is selected, it must always be the last selection. It is recommended that the sorting criteria for the Detail report are the same as that of the Payment Summaries. 4. Include copies of Payment Summaries with Detail Report Do you require a copy of all employee Payment Summaries with the Detail Report? Important notes: The payment summaries will be a copy of the original payment summaries produced for employees. 5. Number of CDs required Do you require a copy of the Payment Summaries and Detail Report on CD? Important notes: A charge of $170.00 (exclusive of GST) will apply for each CD ordered. ADP is unable to provide multiple Clients on the one CD i.e. only one SP will be supplied on a CD. 6. Delivery Contact Details ADP requires the delivery contact details of the person responsible for receiving printed Payment Summaries, the Detail report and CD (if ordered). 7. Delivery Address Details ADP requires the Business Name and delivery address details of where the printed Payment Summaries, the Detail report and CD (if ordered) are to be sent. Important Note: As printed Payment Summaries, the Detail report and CD (if ordered) need to be signed for on receipt of delivery, a PO Box or Private Bag address cannot be used to populate the delivery address. 8. Return Details Would you like a Return Business Name and Address to be printed on all printed Payment Summaries? This may be beneficial if a printed payment summary is sent to an employee address where the employee is no longer residing. Important Note: A Return Address can be printed on a payment summary with or without a Business Name 5
9. AddServ ATO EOFY Parameters Report Your MS Payroll Administrator will provide you with a copy of the AddServ ATO EOFY Parameters report. This is a summary of your company s print and distribution requirements for your employees payment summaries. The report can be produced for: Current Company a report summarising the AddServ ATO EOFY Parameters for one company only All Australian Companies a report summarising the AddServ ATO EOFY Parameters for all Australian Companies within the Group If you have more than one company in a group, please advise your MS Payroll Administrator if you would like all companies to be displayed on the same report. Processing and cut-off dates for payment summary production Once your MS Payroll Administrator has closed off your payroll for this financial year and created your Payment Summary file, your Payment Summaries will be produced in the next available processing cycle. The processing cycles for the EOFY 2015-2016 are: Processing Dates for Payment Summaries Friday 17 June 2016 Friday 24 June 2016 Friday 1 July 2016 Important Notes: Prior to your payroll being closed off this current financial year and your Payment Summaries produced, you will need to ensure that your final pay run (including any adjustment runs) has been processed and all required reports have been signed off. The processing date is the day the Payment Summaries production begins. Delivery of printed payment summaries should be within 5 business days of processing date. 6
Payment Summary Print Detail Options To help meet your needs, ADP can produce payment summaries as: Printed only Web only Both Printed and Web payment summaries Please advise your MS Payroll Administrator by Friday 27 May 2016 of your preferred method for your employees to receive their payment summaries. Important Note: If you select both printed and web payment summaries, a charge will be incurred for both. Streamline Clients only - Payment summaries are produced as Web only unless otherwise requested. An additional charge will be incurred for printed payment summaries. Option for Web payment summaries for Terminated Employees ADP can generate payment summaries to the Web for terminated employees. Therefore if you have advised your MS Payroll Administrator that you require Web payment summaries for your employees this financial year, any terminated employees flagged for the Web may also have a Web payment summary produced. This process will generate a single PDF document containing all payment summaries for terminated employees flagged as Web and will place the file under the Client Admin login>>>>view Reports for the applicable SP number. Important Note: If you require web payment summaries for your employees and a printed payment summary for terminated employees, please inform your MS Payroll Administrator. 7
Payment Summary Print Details flag setting within an employee s Masterfile The following box indicates how an employee s Payment Summary will be produced, based on the flag setting of the Payment Summary Print Details within an employee s Masterfile: Checkboxes Ticked Print Print & Web Web Neither Print or Web Description 1. All Payment Summaries for the employee will be printed 1. All Payment Summaries for the active and terminated employees will be printed 2. If the employee is active or has a termination date greater than 1 July of the next financial year, the Payment Summaries will be sent to the Employees web login Pay Advices and Reports menu 3. If the employee has terminated, the Payment Summaries will be sent to the Client Login web page under >>View Reports 1. If the employee is active or has a termination date greater than 1 July of the next financial year, the Payment Summaries will be sent to the Employees web login Pay Advices and Reports menu 2. If the employee has terminated, the Payment Summaries will be sent to the Client Login web page under >>View Reports 1. All Payment Summaries for the employee will be treated as Manual. The Payment Summaries will not be printed or sent to the Web 2. All Payment Summary data for the employee will still be included in the AddServ ATO Extract for reporting to the ATO 8
EPS Early Debit Request/Cancellation The final date for businesses to pay super guarantee contributions for June 2016, or the fourth quarter (April - June), is 28 July 2016. There is no legislated requirement to pay this super any earlier. For some employers it may be necessary to pay employee s super contributions by 30 June 2016. This may be the case if your employees make: After tax contributions, where they want to take advantage of the Government s co-contribution scheme Before tax contributions, where they need June s contribution included in the super cap for 2015-16 Super contributions are counted in the financial year the super funds actually receive the money. If you do not wish to make any changes to your employee s current superannuation contribution process for June 2016, no further action is required. If however you would like superannuation contributions accrued in June 2016 paid to the respective superannuation funds prior to the end of the financial year, then there are two options: Option 1 - Early Debit - this option is only available for payrolls that have been processed by Friday 17 June 2016. Action required by you: Contact your MS Payroll Administrator via ADP SecureMail by Friday 10 June 2016 requesting an early debit for your June 2016 superannuation contributions for requested pay period end dates. ADP will then complete the following on your behalf: Amend the scheduled payment dates for all requested pay period end dates, Debit your account for the required monies between the week of Monday 20 June 2016 through to Friday 24 June 2016, All payments will be received by the respective superannuation funds prior to the 30 June 2016. Early debits can be completed for: Important Note: The entire file or A specific USI or USIs A specific payroll code or codes Where a specific USI or payroll code is debited early, all employees attached to the requested USI or payroll code will also be debited early. 9
Option 2 Cancellation of Payment Instructions Action required by you: Contact your MS Payroll Administrator via ADP SecureMail by Friday 10 June 2016 requesting a cancellation of the payment of your June 2016 superannuation contributions for requested pay period end dates. Pay your employee s superannuation contributions yourself A cancellation could relate to: All employees within the payroll A specific employee or employees A specific USI or USIs A specific payroll code or codes ADP will then complete the following on your behalf: Cancel scheduled payments for June 2016 for the requested pay period end dates In summary: If you require superannuation contributions accrued in June 2016 to be paid in the current financial year, but still have further payrolls to be processed in June (after the EPS early debit cut-off date), then you may choose to: request an early debit for those payrolls processed before the EPS early debit cut-off date and request a cancellation for those payrolls processed after the EPS early debit cut-off date If you require either an early debit or cancellation of your EPS file, please forward your request in writing via ADP SecureMail to your MS Payroll Administrator by Friday 10 June 2016. Your MS Payroll Administrator will then advise our EPS department on your behalf. Important Notes: In brief You only need to consider requesting an early debit or cancellation of EPS files if is it a requirement for employee s superannuation contributions to be received by their superannuation funds within the 2016 financial year. Any payments contained within EPS files that are cancelled will need to be paid by clients as EPS will not be making these payments on behalf of clients. June payrolls may need to be re-scheduled to meet EPS timelines. Please review your June payroll schedules and advise your MS Payroll Administrator if you require any changes to current payroll processing schedules. Clients will be charged a $31.98 fee (exclusive of GST) for an early debit process and/or a $15.99 fee (exclusive of GST) for a cancellation request per client ID. (There is no charge for Streamline clients). Client to advise ADP if an early debit and/or cancellation is required by Friday 10 June 2016. ADP will notify EPS on behalf of the client if an early debit and/or cancellation is required by COB Friday 17 June 2016. EPS will require the file by 12 noon on Friday 17 June 2016. 10
Company Listing ADP will email you a copy of your Company Listing report by Friday 6 May 2016. Please review your Company Listing report to ensure the following details are correct: The ABN listed is correct. The Authorised Signatory is still valid. You are compliant with Reportable Employer Superannuation Contributions (RESC) as all Salary Sacrifice to Super Funds form a part of RESC Your elements, allowances and deductions are flagged appropriately in the system to show correctly on the Payment Summary. If you require any changes to the set-up of your payroll, please advise ADP in writing. ADP will make the changes as advised and will provide you with an updated report. On receipt of the report, please review and provide approval by signing and dating the report and returning to ADP via your MS client inbox by Friday 3 June 2016. When reviewing the PS Box column please use the following index: Allowances Deductions 11
Foreign Income When should an employer use a Foreign Employment Payment Summary? A Foreign Employment Payment Summary must be issued if an employee worked overseas and: Explanations: there was foreign tax paid on the income to a foreign government on behalf of the employee; or the employee worked for 60 or more calendar days consecutively, or the income they earned was clearly foreign sourced. 60 consecutive days The count will begin from the day work commenced, not including travel time If the employee returns to their Australian home at any time, the count will end. Income that is clearly foreign sourced Income is clearly foreign sourced if the employee has taken up an engagement under the direction of a foreign employer, although continuing to be paid by their Australian payer. An example of this would be if an employee was sent to work for an overseas entity related to their Australian employer to carry out work separate to their normal Australian role. Leave accruals Leave entitlements which accrued or accrue while the income earned was exempt will continue to be exempt. Leave entitlements that accrue when an employee has met one of the three conditions for issuing a Foreign Employment Payment Summary would be regarded as foreign employment income. Foreign Income spreadsheet ADP will email you a copy of the Foreign Income Spreadsheet by Friday 6 May 2016. To assist ADP in producing Foreign Income Payment Summaries, please provide details of any employees who require a Foreign Income Payment Summary on the provided spreadsheet. Please complete and return this information to ADP via ADP SecureMail by Friday 3 June 2016. Example of Foreign Income Spreadsheet 12
Further reading For further information relating to Foreign Income, please access the following links below: Exempt foreign employment income Foreign employment income and section 23AG - employees page Foreign employment income and section 23AG - employers page 13
Overpayments Occasionally an employee will be overpaid during the course of a financial year. Depending on when an overpayment occurs and when it is discovered will determine how it is reported. How is an overpayment reported when it has occurred in the current financial year? Where an overpayment is identified in the same financial year as it is paid, the employee will only need to repay the net amount of the overpaid amount. The net amount is the amount actually received by the employee. Where an overpayment is identified within the same financial year, details of the overpayment should not be included in the employee s payment summary. The employee should repay the net overpaid amount from their after-tax income. The overpaid amount may be repaid in the same financial year or a subsequent financial year. How is an overpayment reported when it has occurred in a previous financial year? Where an overpayment occurs in one financial year and the overpaid amount/s is discovered in a later financial year, the tax withheld from the employee cannot be recovered from the ATO. If the employee is required to pay back the overpayment, they will need to repay back the gross amount. The gross amount will be the overpaid amount actually received by the employee plus any tax amount withheld. The employee will need to repay the gross amount back from their after-tax income. Once an overpayment has been discovered that relates to a previous financial year, an amended payment summary is to be provided to the employee. It should detail the amounts that the employee should have received in the relevant income year however the tax withheld is not to be adjusted on the payment summary. If the overpayment occurred in more than one year, an amended payment summary should then be provided to the employee for each relevant financial year. Please note that overpayments that are not recovered in the same financial year may also be liable for Fringe Benefits Tax (FBT) as a loan fringe benefit. Adjusting employee s pays when an overpayment has occurred in the current financial year ADP will email you a copy of the Overpayment spreadsheet by Friday 6 May 2016. Employees who have been overpaid during the current financial year and who are required to pay back the overpayment will need to have their year to date figures adjusted in the payroll system so that correct figures are reported on payment summaries. Please enter all relevant employee details on the provided Overpayments spreadsheet and return this information to ADP via ADP SecureMail by Friday 3 June 2016. Example of Overpayments Spreadsheet Important Notes: Only overpayments which have occurred in the current financial year are to be entered and adjusted in the system in preparation for Payment Summary production. For further information about Overpayments, please refer to www.ato.gov.au and search PAYG withholding - repayment of overpaid amounts (NAT 5173) 14
Grossed up Reportable Fringe Benefit Amount All clients are required to identify any employees who have received Reportable Fringe Benefit amounts during the current financial FBT year (01/04/15 31/03/16) and report the grossed up amounts on the FBT spreadsheet for those employees. If the grossed up Reportable Fringe Benefit Amount provided is less than $3,921.00 per employee, the system will NOT include this on the Payment Summary as it is under the FBT reportable threshold. will however allow this amount to be loaded and appear in the employee s YTD FBT History Screen. ADP will email you a copy of the FBT spreadsheet by Friday 6 May 2016. If you have any employees who have received a Reportable Fringe Benefit Amount in the current financial FBT year, please complete the FBT Spreadsheet and return this information to ADP via ADP SecureMail by Friday 3 June 2016. Important Note: Please provide your FBT grossed up amounts on the provided spreadsheet to ensure correct amounts are uploaded. RFBA Spreadsheet 15
Superannuation Holding Accounts Where an employee has commenced employment with an employer however has not decided on a superannuation fund of choice, the employer may pay the employee s superannuation guarantee into a Superannuation Holding Account. These accounts do not relate to an actual super fund. Amounts appearing are a calculation only, which means no payment is being made to any specific fund. If you have any current employees set up on a Superannuation Holding Account, you will be provided with the following report that will list these employees by Friday 6 May 2016: Allowance report (if applicable) Please review the report provided to you and advise your MS Payroll Administrator of the relevant superannuation allowance code, USI and member number for each applicable employee by Friday 27 May 2016 via ADP SecureMail. ADP will set the employee up on the super code, USI and membership number as advised by you and will complete a reversal of the YTD amount of superannuation calculated against the super holding code unless otherwise advised by you. Any superannuation held in a holding account can be reversed and included in a pay process prior to end of financial year to ensure it is paid by the 28 July 2016 legislated cut-off date. If employees have not provided their superannuation fund details to you, ADP strongly recommends you pay employee s superannuation to your company default fund. Important Note: Whilst ADP have provided you reports advising of employees who are set up on a superannuation holding account, please advise ADP of any other employees that may be set up on any other form of superannuation holding e.g. Salary Sacrifice so that these employees can also be amended prior to the end of the current financial year. You will only be provided with the above report if you have employees currently set up on a super holding code. 16
Superannuation Changes In the 2014-15 Federal Budget, the Treasurer announced the government s intention to change the schedule for increasing the super guarantee (SG) rate to 12%. The SG rate increased from 9.25% to 9.5% effective from 1 July 2014. The Government amendments to the legislation mean that the rate will remain at 9.5% until 30 June 2021 and then increase by 0.5% each year until it reaches 12%. As such, there is no need to review your superannuation rates to make amendments. Other Superannuation Changes Concessional Superannuation Cap (for employer contributions and salary sacrifice amounts) The Concessional Superannuation Cap will remain at $30,000 for most employees from 1 July 2016. Therefore the first $30,000 of before tax contributions will be taxed at a concessional rate of 15%. Payments in excess of the concessional cap will be taxed at the individual s marginal tax rate, which may or may not be the highest marginal tax rate. Non-Concessional Superannuation Cap (for personal after tax superannuation contributions) The Non-Concessional Cap will remain at $180,000 from 1 July 2016. Maximum Contribution Base The Maximum Contribution Base will increase from $50,810 per quarter to $51,620 per quarter from 1 July 2016. Preservation Age Please refer table Date of Birth Preservation Age Before 1 July 1960 55 1 July 1960 30 June 1961 56 1 July 1961 30 June 1962 57 1 July 1962 30 June 1963 58 1 July 1963 30 June 1964 59 From 1 July 1964 60 Learn more about the Super Guarantee If you would more information about the superannuation guarantee and other super changes, go to the Australian Taxation Office website (www.ato.gov.au) and search for Changes to the super guarantee. 17
Other Legislation Changes Tax-free part of genuine redundancy (Lump Sum D) The tax-free part of genuine redundancies will increase to $9,936 plus $4,969 for each completed year of service from 1 July 2016. (The current financial year figures are $9,780 plus $4,891). ETP Thresholds The ETP cap will remain at $195,000 from for the financial year commencing 1 July 2016. Whole of Income cap will remain at $180,000 as this is a non-indexed figure. 18
Data Cleanse Report ADP will email you a copy of the data cleanse report by Friday 6 May 2016. The data cleanse report will highlight to you any employees that: do not have a residential address listed on their master file. Whilst an employee can have a printed payment summary delivered to a Post Office Box address, the ATO requires employees to report a residential address. As such, any employee that has a Post Office Box listed as their residential address will be highlighted on the data cleanse report for you. Please provide a residential address for each employee on the report who currently has a Post Office Box address listed as their residential address. have a default Tax File Number. Please review any employee that has a default Tax File Number and where available, provide the employee s valid Tax File Number. Important Notes: Default Tax File Number The address populated in the Postal Address field of an employee s master file, will be the address used if an employee has a printed payment summary produced. Occasionally an employee s Postal Address field has other data populated in this field such as As above or N/A. Where it is identified that an employee has anything other than a Post Office Box address populated in the Postal Address field of their master file, this will be automatically removed so that only valid Post Office Box addresses are printed. Payment summaries cannot be reissued for an incorrectly provided Tax File Number. If you do not receive a Data Cleanse report, it is an indication that all of your employees have a valid Tax File Number and residential address on their master file. Please review the Data Cleanse Report containing employee addresses and Tax File Numbers and advise ADP via ADP SecureMail of any changes required to this data by Friday 10 June 2016. ADP will make these changes to ensure that all employees have valid details prior to the production of their payment summaries this year. 19
Withholding Tax Variation If employees have a Withholding Tax Variation recorded for the current financial year, unless otherwise advised, the code will be removed from each employee s master file once your final payroll for the current financial year has been run. If you have any current employees with a Withholding Tax Variation, ADP will provide you with a copy of a report listing those employees by Friday 6 May 2016. Please submit all new Withholding Tax Variation forms by the cut-off date of your first pay run for the new financial year. Important Note: If you do not receive a Withholding Tax Variation report, it is an indication that you have no employees set up on a withholding tax variation. Extra Tax Some employees may choose to have extra tax deducted from their pay to potentially avoid having to pay further tax when they lodge their tax return at the end of the financial year. If you have any employees set up with an extra tax deduction code on their master file, you will be provided with a report listing these employees by Friday 6 May 2016. Please review this report and advise ADP via ADP SecureMail if there are any employees who would like to cease or change the amount of extra tax in preparation for the new financial year by Friday 10 June 2016. Important Note: If you do not receive an Extra Tax report, it is an indication that you have no employees paying extra tax. 20
Tax Exempt Employees Some employees may be flagged in as being tax exempt. These employees include: Contractors, or Employees for who notification has been received from the ATO to state that they are tax exempt. If you have any employees flagged in as tax exempt, ADP will provide you with a report listing these employees by Friday 6 May 2016. Please review this report and advise ADP if there are any employees who are incorrectly flagged as tax exempt by Friday 10 June 2016. Important Note: If you do not receive a Tax Exempt report, it is an indication that you have no employees flagged as tax exempt. Final Payroll process Once your final scheduled payroll for the current financial year has been processed, out of cycle payments cannot be processed for employees. If there is a need to make a further payment to an employee/s in the current financial year after the final scheduled payroll has been finalised, an additional pay run will need to be processed at a charge of $210.00 per hour (exclusive of GST). Important Notes: Payrolls processed with a pay date on or before 30 June 2016 will be reported as part of the current financial year. Payrolls processed with a pay date on or after 1 July 2016 will be reported as part of the new financial year. Payment Summary balance sign-off Once your final payroll for the current financial year has been processed, ADP will provide you with a copy of the following final payroll reports: Payment Summary Reconciliation report and Payroll Details and YTD report and YTD Reconciliation report On receipt of the final reports, please review and provide approval by signing and dating the last page of each report and returning to ADP via ADP SecureMail. Once you have provided ADP with approval of the final payroll reports, ADP will begin EOFY processes in order to produce your employee s payment summary file and close off and reset your payroll s YTD figures. Important Notes: The end of financial year process will not be performed and payment summaries will not be produced until approval has been received on all 3 reports. Please ensure that the person signing off on the above reports is the client contact responsible for providing EFT authorisation to ADP for normal payroll processes. 21
Summary Checklist Clients will receive the following from ADP: The following documents should have been attached to the end of financial year email in conjunction with this document: Year End Activity Plan FY16 AddServ ATO EOFY Parameter report/s Company Listing report Foreign Income spreadsheet template Overpayments spreadsheet template Grossed up RFBA spreadsheet template Superannuation holding account information Allowance (if applicable) Date Cleanse report (if applicable) Withholding Tax Variation User Defined Report (if applicable) Extra Tax User Defined Report (if applicable) Tax Exempt User Defined Report (if applicable) Important Note: If certain reports are not applicable to your company they will not be attached to the email. The following information is to be forwarded back to ADP by the dates listed below: Friday 27 May 2016 AddServ ATO EOFY Parameter Report signed and dated approval required Payment summary print detail options Superannuation holding account information (if applicable) Friday 3 June 2016 Foreign Employment template (if applicable) Overpayments template (if applicable) Grossed up RFBA template (if applicable) Company Listing report signed and dated approval required 22
Friday 10 June 2016 EPS Early Debit/Cancellation Request (if applicable) Data Cleanse Report (Addresses and TFN check) Various UDRs - Extra Tax - employees who are changing or ceasing their extra tax deduction for the new financial year (if applicable) Tax Exemption check incorrectly flagged employees (if applicable) The following information is to be signed off by clients prior to the first pay run of the new financial year: Withholding tax variation employee changing or ceasing their withholding tax variation (if applicable) The following information is to be approved by signing and dating the back page of each report and returning via email to your MS Client inbox prior to producing Payment Summaries and running the EOFY process: Payment summary reconciliation report Payroll Details and YTD report and YTD Reconciliation report Further assistance required? If you require any further assistance with the EOFY16 Client Requirements or any of the attached reports and/or spreadsheets, please contact ADP on 1300 726 596 from Australia, 0800 553 729 from New Zealand or +613 9566 5511 from overseas. *** End of *** 23
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