A payroll database can contain multiple Payroll Companies. Each organisation nominates the number of Payroll Companies to register for. To find how many you're registered for, go to Help, About. This will list the maximum number of Payroll Companies across all databases. All employees must be linked to a Payroll Company in Employee Pay Details.
Each Payroll Company record holds company specific information such as company name, trading name, contact details, and EFT Institution used for creditor payments. The record also contains ATO information, such as the ABN and ATO EFT Code. The Payer details shown on STP Reporting come from Payroll Company details.
Many reports and some transaction windows, such as Generate Auto Pay, use Payroll Company as a parameter. This enables you to limit the report contents or the transactions generated to specific Payroll Companies.
You can Add and Edit Payroll Companies from within Payroll Companies Maintenance. When a new payroll company is created, some details will prefill based on the Company Details in Common, Maintenance.
Note: Deleting a Payroll Company or changing the ABN, WPN or Branch number isn't possible after transactions have been processed. This is to retain accurate payroll history and to prevent duplicate Income Statements being created in MyGov. You will see a note at the bottom right of the screen about this.
To update a Payroll Company, e.g. change the Address details:
Go to Payroll, Maintenance, General, Payroll Companies.
Edit the Payroll Company.
Update the required field. ABN, WPN and Branch Number will not be available to change if transactions exist.
Click OK.
Field | Description |
Code | The Code field enables you to enter a unique alphanumeric Code of up to 10 characters. |
Name | The Company Name field contains the name of the Company. Note: that Company Name may differ from the Payroll Company Name defined in Common, Maintenance, Company Details. |
Trading As | The Trading As field contains the Trading Name of a payroll company. This name is not displayed as the company name. |
Address 1 | The Address 1 field is where you enter the company's street number and street name. |
Address 2 | The Address 2 field is where you enter any additional street number and street name details that wouldn't fit the Address 1 field. |
Suburb | The Suburb field contains the name of the suburb, town or city of the corresponding Street Address. Do not enter a State Code or any other address details in this field. |
Post Code | The Postal Code can be either entered as a four-digit number or the Mail icon can be used to search for a post code. |
State | The State field identifies an Australian State or Territory. The following State Codes are the only acceptable codes for addresses that are sent to the ATO:
|
Country | Choose a Country from the dropdown list |
Contact Person | The Contact Person field contains the name of the principal payroll contact for the company. |
Company contact email address. | |
Telephone | The Telephone field contains the contact number. You may include an area code. |
Fax | The Fax field should contain the principal FAX number for your contact person in the Payroll Company, including the area code if required. |
Use an ABN | The Use an ABN radio button is used for payroll companies that have an ABN (Australian Business Number). This is an eleven character number supplied by the ATO. A valid ABN must be entered in the corresponding field. |
Use a WPN | The Use a WPN radio button is used for payroll companies that have a WPN (Withholding Payer Number) rather than an ABN. An employee will have a WPN if they have withholding obligations and are not a business. A valid WPN supplied by the ATO must be entered in the corresponding field. |
Branch Number | The Branch Number is the ATO supplied number for the Payroll Company. Branch Numbers are issued by the ATO to payers that wish to subdivide their activities. If the company does not have a Branch number, this field must be set to 1. |
ATO EFT Code | The ATO EFT Code field accepts between 10 and 18 digits, including a 2 character check digit as specified by the ATO-EFT Code Specification. The code must not contain leading zeros or internal spaces. |
FBT Exempt | This checkbox should be ticked for payers (employers) who qualify as FBT Exempt. This setting, along with exempt and non exempt reportable fringe benefit amounts recorded in employee tax details, are reported to the ATO via STP Reporting. |
Registered Employer for WHM | This checkbox should be ticked for employers who have registered with the ATO as employers of working holiday makers. |
Creditor EFT Institution | The EFT Institution field allows you to select the EFT Parameters required for Creditor processing. |
Income Type Salary & Wages | The Salary & Wages radio button indicates that the employees of this payroll company are Salary and Wages earners, as distinct from pensioners. |
Income Type Pension | Use the Pension radio button if the employees of this payroll company receive a pension. |
Default Super Fund | Select the default Super Fund for the payroll company. Each payroll company can only have one default Super Fund, but the same Super Fund can be selected for more than one payroll company. When a new employee record is created, you are given the option to use the default fund as the employee's fund. |
Review the article New Payroll Company Checklist for a checklist on all other areas to check when creating a new company.