Getting started with the Payroll Platform

Overview

It is vital that you set up your payroll settings accurately in order for your payruns to run smoothly. Our platform makes this as simple as possible and this guide will take you through the steps to get you to that vital first payrun and also show you more complex options available and how to incorporate them into our platform.

The aim of this guide is to both explain each step and familiarise you with the functions of EH Payroll and Employment hero as a source of truth for both Payroll and HR and how they work together. For a better overview of how the basics fit together, see our implementations diagram here.

Availability

HR Plan:   Free   Standard   Premium   Platinum
Payroll Plan:   Standard   Premium

Getting started

The first part of this guide start with adding your business details and settings into our platform. This diagram provides an overview of implementing payroll for your business. Diagram of how the payroll implementation process can be broken down into 3 key stages: set up phase, test phase and go live.

Business Details
  • Log into your Payroll account.
  • Click the Business Settings menu.
  • Click the Payroll Settings submenu.
  • Then Click on the Details tab.
  • Here you can fill out all your business' basic details.
  • Enter:
    • Business Name - This is the name that will be shown throughout the system (required);
    • Legal Name - This is the name that will be shown on pay slips;
    • Is this a foreign (overseas) entity? - Select this checkbox if the employing entity is a foreign entity and then select the country of the entity's origin. This step is essential if you have employees classified with the income type "Inbound assignee to Australia" that are employed by this entity as it needs to be reported through STP.
    • ABN (required)- Australian Business Number. This should be 11 characters long.
    • Address;
    • Contact Name;
    • Contact Email Address - All system generated email notifications (leave, expenses, rostering, etc) will be sent from the email listed on the business details page, with the exception of pay slips (if there is a different email set up on the pay slips page).
    • Contact Phone Number;
    • Contact Fax Number;
    • Standard Hours Per Day (required) - This is used to predict leave and predict rates for date rate employees;
    • Work Week; - This will determine the default period end day that the system will use for pay runs and timesheets
    • External ID; - This is used in some cases if integrating with an external system
    • Allow SMS notifications - Check this to allow the system to send SMS notifications to employees on your behalf (charges apply);
    • Automatically update super rates - From July 1 2013 to 2025, super guarantee rates will increase gradually from 9% to 12%. Check this box if you want the system to update these rates automatically
  • Click Save Business_Settings.jpg
ATO Settings

These details will be used to identify this business to the ATO during electronic lodgements.

This setting requires you to select the relevant scenario for the business. That is, who will be submitting reports to the ATO on behalf of this business. The three options available are: The Employer, The registered tax/BAS agent or An intermediary for multiple employing entities.

You can read how to set these up here.
STP Settings

Enabling electronic lodgement will allow you to lodge STP events seamlessly to the ATO as well as lodge employee tax file declarations online directly to the ATO.

Here is our comprehensive guide to Single Touch Payroll (STP)

Warning

Before you enable electronic lodgement within the payroll software you will need to contact the ATO and provide them with your software provider and software ID information. The software ID is a unique number per business and so should not be shared with anyone else outside of the ATO.

Locating STP Settings:

  • Log into your Payroll account.
  • Click the Business Settings menu.
  • Click the Payroll Settings submenu.
  • Click ATO Settings
  • You will see two tabs: ATO Settings and Electronic Lodgement and STP.
  • Next you need to establish your connection with the ATO before you enable the electronic lodgement to avoid issues with STP lodgements failing. Common failings like these.
  • As an employer, there are 2 options of how to provide the ATO your software ID:
    • Option 1: Update details via Access Manager on the mygovid website. Log in to Access Manager using your myGovID credentials. You will need to be the principal authority or authorisation administrator in Relationship Authorisation Manager (RAM) to use Access Manager. Alternatively, if you are a Tax agent, the software id MUST be linked with the registered agent number (RAN) and ABN, not the employer’s ABN - same for an intermediary entity.
    • Option 2: Phone the ATO on 1300 85 22 32
  • When you receive confirmation from ATO and the connection has been established, Click Enable Electronic Lodgement.
    lodgement.jpg
  • This will launch the STP Registration wizard. STPwizard.jpg
  • In the wizard select the option you used to establish the connection with the ATO during the STP registration process.
  • On completion of the wizard, your electronic lodgement will be enabled (this includes STP)
  • An additional section will appear on the screen.
    • Business Management Software (BMS) ID:
    • This is the unique ID that is used by the ATO to identify your business.
    • Standing Authority Declaration:
    • Taxpayer Declaration Guide. (NB. Keep a signed paper copy of this declaration on file but you do not need to attach this form anywhere in the platform.) If this declaration has been completed, you can enter the details of this authority here. You are then able to use the Standing Authority when lodging pay events that include the same payroll information on a defined schedule. For example, an ongoing fortnightly pay run that includes the same payroll information each pay schedule where no ad-hoc payments are being made such as bonuses, commissions, back pays, etc. If the payroll information changes for a particular pay run, the Agent must request client authority prior to lodging the pay event.

Helpful Hint

The Standing Authority Declaration section will only appear if the 'As a registered Tax/BAS agent' option has been selected for who will be reporting STP to the ATO on the ATO Settings tab. To add a Standing Authority, click on 'Add Standing Authority'.

    • (a) Enter the full name and email address of the person who has provided the standing authority, in the form of - [First Name] [Surname] / [email address];
    • (b) enter the date the written authority was provided; and
    • (c) click on 'Save'.
    • It is not compulsory for a registered agent to have a Standing Authority with their client.
    • Before you lodge a pay event, request client authority from within the system.
    • The person(s) appointed to provide the authority will log into the applicable pay event and approve the event.
    • The registered agent can then lodge the pay event.
Registering with Beam

You can easily pay employee super contributions directly to any registered super fund in Australia by taking advantage of the inbuilt integration with the Beam super fund clearing house. With Beam, you do not need access to an external portal, all Beam information can be found within your payroll system, using one easy login.

You can read how to set it up here.

Important

Any time you go to the Beam site to make changes you MUST progress through to the END of the Beam wizard process, accept Terms and Conditions (T and C) and click on "BACK TO PAYROLL" or else the information will not to sync correctly back to payroll.

Important

Registering multiple employing entities
If you have multiple employing entities set up in your payroll file, you will need to register the additional employing entities separately. Navigate to Payroll settings > Employing entities > select the required entity and then click on 'Register with Beam'. You will be required to complete the same steps detailed above.

Pay Schedules

Next you need to establish Pay Schedules. As an organisation, you would use a pay schedule to determine at what time intervals your employees will receive payment. Your organisation could have employees on weekly, fortnightly or monthly schedules, each with a different setup that ensures your employees get paid the correct amount at the correct time.

Watch the training video

We have listed below some additional articles you can read on this topic:

Adding an Employee

Next you need to add employee details to your business. There are two ways to do this:

Installing awards

Awards are a set of rules that govern how you pay employees of different levels of skill, tenure, industry, and many other factors based upon their time worked. Fair Work is the government body in Australia that sets out the different award conditions. Some employers pay employees based on the rules of these awards, and other employers pay employees using other schemes.

We have a selection of articles to help you understand how to install and use awards in your platform.

Employee Access

The below articles show how you can create a win-win situation for you and your employees:

Pay Runs

This section lists what you should cover for your pay run to be completed successfully:

FAQ's

The following article has a comprehensive list of frequently asked questions on all aspects of the system - Frequently Asked Questions

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