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Payroll employing entities

Updated

Overview

If you pay employees from multiple entities, you can set up additional entities and the associated details from the Additional Employing Entities screen.

Getting started

  1. Go to your payroll account
  2. From the Business side category, navigate to Payroll Settings
  3. Click on Additional Employing Entities
  4. Click Add

A short video on this setup can be found here.

 

You can add an email address in the 'Pay Slip Notification from Email Address' field so that this email will be used as the Sender email address for pay slip notifications for employees assigned to this entity. If no email is entered here, the platform will use the email listed on the pay slips page. 
Note: Due to the sensitive nature of payroll information that will‌ be sent from these email addresses and the likelihood of the emails being treated as spam, we have placed restrictions on the email domains we will allow and therefore what emails can be entered in this field. More information can be found here. 

Choose a logo - you can upload a corresponding logo for the entity if required. 

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. The "home" country of the foreign (offshore) employing entity must also be selected.

Default Super Funds - once the entity details have been saved, you can add a default super fund specific to the entity. Click here for more details.  

Is this employer exempt from FBT under section 57A of the FBTAA 1986? - The applicable FBT legislation allows a further amount for salary packaged meal, entertainment, and entertainment facility leasing expenses. Refer here for further information. If the business is eligible for this, select 'Yes' for this setting. 

Before 16th July 2021, there were an additional two sub-settings which separated out the type of organisation and whether employees were entitled to a separate cap for salary packaged entertainment benefits. These have both been removed as they do not impact whatsoever how RFB amounts are reported for employees via STP (or payment summaries for that matter) and so were redundant. As a result, the following will also occur:

  • Any existing lodged STP events that did not have RFB amounts reported will only have one RFB column (called “RFBA”) displayed in the event;
  • If any existing lodged STP events have RFB amounts reported in the ‘RFBA – Entertainment’ or ‘RFBA – Other’ column, the applicable RFB column will remain in the event as will the amounts previously reported, that is, previously entered; RFB amounts will not be lost as a result of this change;
  • The bulk import RFB template will no longer display 2 RFB columns. As per new STP events created moving forward, there will only be one column for RFBA.

Electronic Lodgement - once the entity's details have been saved, the electronic lodgement option will become available. This will be set to 'disabled' by default. To enable electronic lodgement, you will need to contact the ATO. Read more here. 

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BMS ID - once the entity details have been saved, the BMS ID for this entity will appear. You need this ID to connect with the ATO before you commence STP reporting. If you have migrated to this payroll platform from another payroll platform during the financial year, you can change the BMS ID for this entity and carry over the previous payroll system's BMS ID.  

N.B. Please note each payroll account can connect to one integration service only on the Integrations page, i.e. there is no option to connect a journal integration service at employing entity level. The Integrations page allows you to configure an external service (or file export) for your business to integrate with to export accounting journals, payment files and/or timesheets. Follow this link for more information regarding Integrations. 

Assigning an Employee to an Employing Entity

You can assign an employing entity to an employee in one of two ways. Firstly, you can assign individuals to an entity, or you can 'bulk' assign for a quicker process. Here is how you assign individual employees to an employing entity:

  1. Open the employee file and click on the 'Tax File Declaration' page;
  2. The first field on the screen offers you the option to change the 'Employing Entity';
  3. You are then able to choose to make the change effective from 'today', 'employee's start date', or 'custom date'.
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Here's how you 'bulk' assign employees to an employing entity: 

  1. Payroll Settings -> Additional Employing Entities page;
  2. Reassign employing entities tab;
  3. You can select individual employees by typing their names into the 'Employees' field and selecting them from the drop-down list that appears; or
  4. You can select to bulk reassign All Employees in the business; or 
  5. You can select to bulk reassign All Employees (including terminated employees);
  6. Once you have determined the employees you wish to change, you will then need to choose the new entity the selected employees will be changed to from the New Employing Entity drop-down list. If you only have one other employing entity, this will show as a default option.
  7. You are then able to choose to make the change effective from 'today', 'employee's start date', or 'custom date';
  8. Click Change Employing Entities to save.

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Things of note about employing entities:

  • If you have additional employing entities in your business file, most (but not all) reports will allow you to filter by employing entity.
  • You cannot be employed by two different entities within the same pay period. time.
  • Whilst you can process a single pay run with employees from multiple entities, the pay run will still only produce one pay-run journal, i.e a separate journal will not be produced for each employing entity. To achieve that, you​ will need to split the pay runs and process separate pay runs for each employing entity. 

  • It should also note that you can only have one bank account in each file, and one external integration example, Xero.

Deleting an Employing Entity 

An employing entity can only be deleted if an employee assigned to that entity has never been paid in a pay run. The reason we do not allow users to delete an employing entity once it has been in use is so that historical records, STP reporting and other payroll reports in general are not affected by such deletion. To delete an employing entity, hover your mouse over the employing entity set up and you will see a red "x" icon:

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Clicking on the icon will trigger a delete confirmation dialogue. Click 'OK' to confirm deletion of the employing entity:

 

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N.B. If the icon is disabled (i.e. displays in a grey colour) you will not be able to delete the employing entity for the reasons specified above.

Restoring a deleted employing entity

You can restore an employing entity by going to Payroll settings > Restore deleted items, and selecting 'Employing entity' from the drop-down box. A list of all deleted employing entities will appear and you can click the 'Restore' option against the employing entity that you are wanting to reinstate. 

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