Section 1: Configurations
Closely Held Employees
To learn more about closely held employees, refer to this article.
If you have lodged STP events during the financial year, you MUST lodge a finalisation event. DO NOT lodge payment summaries.
Doing both will duplicate the data to be reported to the ATO. However, here are some exceptions to this rule.
We only started reporting STP mid year. Do we still need to process a finalisation event?
Once you start reporting successfully through STP, you must also complete a finalisation event and NOT generate payment summaries/payment summary annual report (PSAR) as payroll data sent to the ATO will be duplicated.
Also, STP events report YTD data to the ATO. For example, if you have only started reporting through STP from February 2019, but processing pays since the start of the Financial Year, that first STP event includes the payroll data of each employee since 1 July 2018. However you need to be aware that pay events only include employees who were paid in that particular pay run you are lodging.
If you have employees paid at the start of the Financial Year but have not been paid since lodging events through STP, create and lodge an Update Event prior to completing the Finalisation Event. The Update Event captures data of all employees paid in the Financial Year (who have not been marked as Is Final in an STP event).
We have not been reporting through STP during the financial year but want to process a finalisation event (ie STP end of year process). Is this possible or do we need to lodge an STP event first before lodging a finalisation event?
You can lodge a Finalisation Event if you have not been lodging STP events throughout the year. As long as you have registered for STP and have finalised pay runs for the Financial Year, you can lodge a Finalisation Event.
Note: If you do this, do not also issue payment summaries and lodge a PSAR with the ATO, as this will double up your data.
We only started reporting STP mid-year and had previously processed termination pays. Will the terminated employees appear in the finalisation event?
Your terminated employees will show up in the Finalisation Event if you have not lodged an Update Event prior to the Finalisation Event.
However, if you have lodged an Update Event, the terminated employees will not show up in the Finalisation Event, given that they were marked Is Final in that Update Event. The Is Final signifies to the ATO that the Update Event is treated as a Finalisation Event for that particular employee.
As the employees have been included in either an Update Event or Finalisation Event, you must not generate payment summaries or PSAR for them.
We changed payroll software during the financial year and have not added previously terminated employees (from prior payroll software) in this payroll system. How do we deal with the terminated employees not entered into QuickBooks Payroll?
If you have been reporting STP events in the previous payroll software, ensure that the terminated employee is marked Is Final in their final STP event. If this is the case, then nothing further is required. If the employee is not marked as Is Final, then lodge an Update Event in the previous payroll software and mark the employee as Is Final.
Note: Do not add the terminated employees into QuickBooks Payroll after doing the above steps.
If you have NOT been reporting STP events in the previous payroll software, there are two options you can take to account for this:
- Keep the terminated employee’s data in the previous payroll software and generate payment summaries for that employee
- Add terminated employee’s data into QuickBooks Payroll and enter their YTD data using Opening Balances, so that they are included in the Finalisation Event. If you choose this option, you are not required to generate payment summaries for the terminated employee.
Refer to this article for more scenarios and how to account for them.
I have employees who still want a printed payment summary. Is it as simple as just printing it out?
With STP, payment summaries will not be generated. However, employees will now be provided with Income Statements that are available via their myGov account.
Section 4: Lodging a Finalisation Event
What if an update event has been successfully lodged and all employees marked as 'is final'? Do I still need to lodge a Finalisation Event?
Lodging an update event with all employees marked as Is Final is sufficient enough to close off the Financial Year’s data with the ATO. You do not have to lodge a Finalisation event if you have done this.
My employees are normally paid on a regular pay schedule (e.g. weekly) but sometimes I pay them using an ad-hoc pay schedule. Do I need to process a finalisation event for both the regular pay schedule and the ad-hoc schedule?
You do not need to process a finalisation event for the regular pay schedule and the ad-hoc pay schedule. Just by creating the finalisation event for the regular schedule, the YTD amounts are captured for all active employees in both schedules (who are not marked as Is Final in previous events). The YTD amounts will also include earnings paid using a different pay schedule during the financial year.
Can I still create an urgent ad-hoc pay run after lodging a finalisation event?
Yes, you can create an ad-hoc pay run, then create an amended Finalisation Event. However, ensure you notify your employees that an adjusted pay is required and to get them to hold off on lodging their tax return, as the successfully lodged original Finalisation Event would have marked the employee’s Income Statement as Tax Ready.
Once you have finalised the ad-hoc pay run, create the amended Finalisation Event:
- Select Employees on the left menu.
- Select Reports, then select Single Touch Payroll.
- Select the drop-down next to Start Finalisation Process, then select Create an amended Finalisation Event.
- This option only appears once a successful finalisation event has been lodged.
- Select the Pay Schedule and add the affected employees.
- The process will now be the same as a Finalisation Event.