You can change an employee's code if required, e.g. code is wrong or change a terminated employee's code (add T or similar at the start) to reuse the original code on rehire. In an Australian database, changing employee codes during the tax year (i.e. after you have reported STP Pay Events to the ATO) can cause a double-up of records in MyGov and potentially overstate their earnings for the year.
The first Income Statement will be the employee’s income from the start of the financial year until the code change, reported against the original employee code. The second Income Statement will be the employee’s entire YTD income (including earnings before the code change) up to the latest reporting event, against the new employee code and is updated with each subsequent event.
If you have changed or are planning to change the employee code, you may need to process an STP Adjustment to zero out the STP values reported against their original employee code.
For complete instructions on this process, download How do I change Employee Codes for STP Reporting?
The instructions are in three sections:
Set Agent permission to change employee codes.
Change an employee's code.
Complete an STP Adjustment for an employee whose code has been changed.
Set Agent permissions
An employee code can only be changed by an Agent who has permission. To set the permissions:
Log in as an Administrator.
Go to Access MicrOpay Evo Administration, Agent Administration, Agents.
Edit the Agent.
Select the Options tab.
Under Options, tick Allow Employee Code Change.
Click OK.
The Agent will need to log out and back in for the change to take effect.
Change the Employee Code
Go to Payroll, Maintenance, Employees, Employees.
Edit the employee.
To the right of Employee Code, you will have two icons. The first is for Notes and the second is to change the employee code. Click the second button to access the Employee Code.
You will receive a warning about the impact of changing the Employee Code. Click Yes to proceed.
Amend the Employee Code.
Click OK.
To zero out the Year-to-Date value for the original employee code:
Perform the STP Adjustment to zero out the earnings once the employee has been reported using their new code. Either an STP Reporting or STP Update event is used to do this, so the employee appears in the STP Adjustment as an employee who has been reported using multiple codes. After which, you will receive warnings in STP Reporting, STP Update or STP Adjustment that an employee's code has been changed during the year. To zero out the earnings for the original code:
Go to Payroll, Transactions, Import and Export, STP Adjustment.
You will receive a warning that Employees have had their code changed. Click OK.
Select the Payroll Company and, if applicable, the Location.
Tick All for Employee.
Select the Financial Year.
Tick Only display Employees with values reported against multiple Employee Codes.
Click Apply.
The grid will display employees who have had STP data reported against two different codes. Employee Code will contain the new code and the Previous Employee Code will contain the original. Review the data.
Tick the checkbox on the left to include the employee.
Click Zero YTD Values.
You will receive a confirmation warning. Click Yes to proceed.
Complete the Declaration window and click Report.
You will receive a message that the event has been submitted.
You can confirm that the event was successful by going to Payroll, Transactions, Import and Export, STP Reporting. To print a report of the event, select the event and click Print Report in the bottom right.