Single Touch Payroll - Lodging an Update Event on HeroPay

What is an update event?

An update event is used for below scenarios

  • To report changes to employee Year To Date (YTD) amounts previously reported to the ATO. Update events are not associated to any pay runs and thus can only be created when an employee payment has not been made; or
  • To assist with EOFY processes, including finalisation and amendments to STP. After 30 June, any changes made to reported employee data for the prior financial year must only be submitted through an update event; or
  • Upon transferring YTD payroll data from one payroll system to another to align the latest employer BMS data with the last employee data reported to the ATO;

What is BMS? 

Business Management Software (BMS) ID: This is the unique ID that is used by the ATO to identify your business. You are only required to do something here if you were previously lodging STP events during the financial year using another payroll platform and want to migrate that platform's BMS ID to this platform. Refer below on the rules for changing BMS IDs between payroll systems. To change the BMS ID, once you have enabled STP on HeroPay, click on "Change" whereby the following popup will appear: 

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Enter the old BMS ID in the relevant field and click on "Save".

Rules for changing BMS during financial year

The rules and scenarios outlining how to transition from one BMS ID to another mid financial year are as follows:

Option 1: You can change the BMS ID to the original/previous BMS ID if you transfer all YTD employee wages to the new payroll system. Instructions on how to do this are provided above.

Option 2: If you transfer all YTD employee wages to the new payroll system and you DO NOT want to revert to the original/previous BMS ID (that is, you want to keep the new BMS ID) you will need to zero the employee YTD values from the old BMS ID (and hence old payroll software). This will need to be done via an update event in order to prevent duplicate information being submitted to the ATO.

Option 3: If you do not transfer YTD employee wages to the new payroll system and you DO NOT want to revert to the original/previous BMS ID (that is, you want to keep the new BMS ID), you will be required to finalise employees reported under the original BMS ID. That is, the final pay event under the original BMS ID (ie the previous payroll software) will need to be marked as a final pay event.

 

Creating an Update Event

An update event can only be created via Reports > Single Touch Payroll (listed under "ATO Reporting").

To create an update event, click on "Create Update Event" on the top right hand side. A popup will appear where you need to select the financial year and pay schedule pertaining to this update event; then click on "Create":

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A list of all employees attached to that pay schedule will appear on the screen along with their year to date details: 

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Below information will be captured in a pay event

Employee Name

Employing Entity

Total Gross is Total for Gross payments + Reportable Employer Superannuation Contributions (RESC) + Allowances + Lump Sums

Gross Payment Type

Gross Payments

RESC  is any Reportable Employer Superannuation Contributions. This means a contribution to a super fund that an employer has made for an employee that would have otherwise been paid as income to the employee. Refer ATO Website for further information.

SGC is any Superannuation Guarantee Contributions

Allowances

Lump Sums is Total for lump sum A, B, D, and E amounts

Tax Withheld is Total for PAYG, SFSS, and HELP amounts

RFBA is any reportable fringe benefits amounts as provided by, for example, novated leasing providers.

Is Final: ticked to indicate to the ATO that no further payments for this employee will be made in current financial year

If an employee has terminated employment and a termination pay has been processed, the "Is Final" checkbox will be ticked automatically.

If the employee has not been terminated within a pay run but there will be no further payments for that employee in the financial year, you can tick the "Is Final" checkbox. This will indicate to the ATO that no further payments for this employee will be made.

If an employee is reinstated and the same employee payroll ID is used, you will need to untick the "Is Final" checkbox. 

Notes

You can filter your view by searching for a specific employee or by employing entity (if you have more than one employing entity set up in the business). Please note however that when the event is lodged it will lodge for ALL employees in that pay event; that is, the filtering does not filter the data lodged with the ATO.

Employees who have been employed by more than one employing entity during the financial year will have a row of data per employing entity.

Employees who have changed between a working holiday maker (where Type = H) and a non-working holiday maker (where Type = S) during the financial year will have a row of data per tax change

You can choose to view the payroll figures pertaining to the actual pay run in addition to the YTD figures by clicking on "Show figures from this pay run". The screen view will update to include the pay run figures, highlighted in blue:

A pay category which is classified as "Exclude from Payment Summary" in Pay Categories setting/ Payment Summary Classification will not be reported in a pay event.

Only the ‘RFBA” amounts and “Is Final” flags may be modified.

In some cases, Warnings tab will appear and show any errors that may prevent you from lodging a pay event to ATO. Check Warnings tab before proceeding.

Pay Event Actions

You will notice there is "Actions" button on the right hand side of the event table, where you can undertake the following actions:

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Excel: Click on this button to generate an excel report of the data contained in this pay  event. This report can be generated at any time - upon creation of the event through to post lodgement of the event.

Mark all as final: If no further employee payments are to be made during the financial year, the pay event can be marked as final. When an employer reports the finalisation declaration during the financial year, this replaces the employer’s obligation to provide the employee with a part year payment summary. Making this declaration will update the employee’s myGov display to show the STP information from the employer is final for the financial year. Pre-fill information will not be available until after 30 June. When clicking on "Mark as Final Pay Event", the below popup will appear. Upon clicking "Accept" the "Is Final" checkbox will be automatically ticked for all employees in the pay event. If this was selected in error you can cancel the finalisation by clicking on Actions > Mark as not final pay event. N.B. Employees who were previously marked as "Is Final" (because of a termination pay) will remain marked as "Is Final". 

Mark all as not final: This action will only appear if there are employees in the event marked as "Is Final". Selecting this option will remove the checkbox from those employees, thereby denoting that the employees will still be receiving payments in that financial year.

Add Employee: This action allows you to add employees missing from the update event. You may need to create an update event to rectify the issue of having incorrectly marked all employees as "Is Final" in a previous event. In this instance, when you click on "Add all employee" you will be given the option of adding all employees previously marked as final. Alternatively, you can select employees one at a time. N.B: Employees that have been excluded because of validation issues can will only allow you to add them if the validation issue has been rectified.

Refresh Data: This action can be used to refresh the payroll data contained in the update event. For example, if you created and finalised a pay run to fix employee payroll data and already have an update event created, you would then go back to the update event and refresh the data to ensure it up to date with actual payroll figures.

Request Client Authority: This action will only appear to businesses that are using Tax/BAS Agents to submit STP information to the ATO, as determined via their ATO Settings. A Client Authority may be required if (a) there is no Standing Authority or (b) this event does not cover a standard pay run and so the employer must provide a declaration to the agent approving the lodgement. When clicking on "Request Client Authority", the following popup will appear and should be completed as follows: 

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User: When you click your mouse in the User field, a dropdown list of full access users and users with STP Pay Event Approver permission will appear. You can select one or more of these users to request client authority from. Take note that only one person is required to approve the event lodgement. Instructions on how to set up a user with STP Pay Event Approver permission can be found here.

Notes: You can enter any notes here that you want the Client Authority to read when they are sent the request notification email. For example, advising the authoriser that the pay event relates to bonuses or commissions made for the month, etc.

When you click on "Submit Request", a notification email will be sent to the assigned Client Authority and the lodgement status will change from "Created" to "Waiting on client authority".

Client Authority required to action a Pay EventAn assigned client authority will be notified that they are required to action a pay event via email. The email will include a link to the pay event: 

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The client authority, when clicking on the link, will be directed to the same information as the user who made the request but can only perform the following actions:

Approve lodgement; or

Reject lodgement; and

Export an excel report of the pay event. 

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 If the authoriser rejects the lodgement, they will need to add a reason for the rejection. 

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An email notification will then be sent advising them the pay event has been rejected and the reason why. If you sent a request to more than one client authority, there is still the opportunity that another client authority approves the lodgement. However, if you have not, you will need to send another client authority request. N.B. You cannot send the request again to the same client authority who rejected the lodgement. 

When the authoriser approves the lodgement, they will be required to complete a declaration, that will appear in the form of a popup: 

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The client authority will need to select the checkbox and then click on "Approve Pay Event". Once this is done, an email notification will be sent advising the lodgement has been approved. The lodgement status will change from "Waiting on client authority" to "Client Authorised" and you can now start the lodgement process.

Note: To clarify, the requirement for a Client Authority approval is only required for businesses using a BAS/Tax Agent to submit STP lodgements to the ATO on their behalf. 

Lodging an Update Event

To lodge an update event, click on "Lodge with ATO".

A lodgement declaration will appear in a popup that needs to be completed before the lodgement is complete. The instructions here are different depending on your ATO Settings:

I will be lodging reports to the ATO as the Employer 

The following popup will appear:

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Tick the declaration checkbox and then click on "Lodge Update Event". The lodgement is then queued for ATO submission.

I will be lodging reports to the ATO as a registered Tax/BAS Agent

The following popup will appear:

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When completing the "Using authority" requirement, the dropdown list will show you any Standing Authority, along with any Client Authority who has either rejected the lodgement and/or approved the lodgement. You cannot select the authority who has rejected the lodgement. You should only be selecting a Standing Authority or Client Authority who has approved the lodgement. If there is no Standing Authority or Client Authority who has approved the lodgement, you cannot proceed with the lodgement and will need to obtain that authotity beforehand.

Once the relevant authority has been selected in the dropdown list, the only requirement thereafter is to tick the declaration checkbox and then click on "Lodge Update Event".   

This ATO setting does not prevent a business owner from lodging update events with the ATO (so long as they are a full access user). The only difference here is the business owner will need to select "Business Owner" from the "Lodge as" dropdown list. This will then remove the "Using  authority" requirement. The business owner then needs to tick the declaration checkbox and then click on "Lodge Update Event":

 

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I will be lodging reports to the ATO as an intermediary for multiple Employing Entities 

The following popup will appear:

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Tick the declaration checkbox and then click on "Lodge Update Event". The lodgement is then queued for ATO submission. 

Deleting an Update Event

Update events can only be deleted if they have not yet been lodged with the ATO. To delete an update event, simply click on the "Delete Update Event" button. A confirmation popup will appear:

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To confirm, click on "Delete". The event will be removed from the Single Touch Payroll reports screen.

 

 

 

 

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