Employee Management in Partner Dashboard lets you view and correct an employee's historical Tax File Declaration (TFD) records directly, without needing to raise a support ticket. This is useful when a TFD record has an error — for example, the wrong employment type on an older record, a missed STSL flag, or an incorrect Working Holiday Maker start date — and the affected pay runs are already locked.
Important
This is a correction tool. You can edit existing TFD rows — you cannot add new rows.
- From the Partner Dashboard home page, select the business you want to manage.
- In the Business Maintenance secondary nav, click Employee Management.
- In the search field, type at least 3 characters of the employee's name or employee ID.
- Select the employee from the results.
- Click the Tax File Declaration tab.
Note
Employee Management only appears for AU businesses. If you do not see it in the nav, check that you are viewing an Australian business.
The Tax File Declaration table shows one row for each effective-dated TFD record for the employee. Each row displays:
- Australian Resident
- Claim Tax-Free Threshold
- Approved Working Holiday Maker and Working Holiday Visa Country
- Residential State
- Seasonal Worker
- Has Accumulated STSL Debt
- Employment Type
- Employing Entity
- Start Date and End Date
The employee's Tax File Number is not displayed here.
If the employee has no TFD records, the table shows: "No TFN declaration records found for this employee."
- Make your changes to any field in the row. The row highlights yellow and the Save button turns amber to indicate unsaved changes.
- Click Save on that row.
- A confirmation modal appears showing which row you are changing, a summary of exactly what has changed, and the effective date range. You can optionally enter a note (for example, "STSL flag missed at onboarding — confirmed with employee by phone"). The note is not required.
- Click Save changes to confirm.
A success message confirms the update.
What to know about field validations:
- Date ranges must be consecutive. The End Date of each row must match the Start Date of the next row (same-day boundary). If there is a gap or overlap, the save is blocked with a message naming the rows you need to correct.
- End Date cannot be before Start Date on the same row.
- Approved Working Holiday Maker and Seasonal Worker are mutually exclusive — you cannot tick both.
- If you tick Approved Working Holiday Maker, you must also select a Working Holiday Visa Country. If you untick it, the Visa Country field clears automatically.
- Claim Tax-Free Threshold is unavailable when Australian Resident is unticked — a non-resident cannot claim the tax-free threshold. The checkbox clears automatically when you untick Australian Resident.
- If the Start Date is before the employee's hire date, a warning is shown before you save. You can choose to proceed — this is not a hard block.
- If the Start Date is more than 12 months in the future, a warning is shown before you save. You can choose to proceed.
Note
Saving a change resets the ATO lodgement status for that record. Re-lodgement is handled by the employer's existing STP submission process — no additional action is needed from you.
Each row shows an Employing Entity dropdown. If the business has multiple employing entities, you can change the entity assigned to a row.
When Employing Entity is part of your change, the confirmation modal shows an additional amber warning:
Warning
"Changing the legal entity updates how this employee is reported across STP, Payment Summaries, Payroll Tax, and other payroll reports — including when those reports are regenerated for past pay periods. If a correction to previous ATO submissions is required, this must be lodged separately. Please confirm you are making the correct change."
If the employee has active pay runs in progress, a second confirmation step appears before the change is saved. You must click Proceed to continue, or Cancel to return to the table with no change made.
Note
The Employing Entity column is not available for terminated employees.
You can delete a TFD row by clearing both the Start Date and End Date fields, then clicking Save. A confirmation modal asks you to confirm the deletion.
Things to know:
- The last remaining TFD row cannot be deleted. If the employee has only one row, clearing the dates will be blocked with a message: "The last TFN declaration row cannot be deleted."
- If the employee has active pay runs, a warning is shown before the deletion is processed. You must click Proceed to confirm.
Every save — whether an edit or a deletion — is recorded as a system event in the Partner Dashboard Events tab for that business. The event shows which partner admin made the change, what fields changed (before and after values), the effective date range, and any optional note you entered. The employee's Tax File Number does not appear in the event.