Looking to finalise payroll and make adjustments for EOFY? Have you recently transferred your payroll data from another software looking to update the details of a pay event previously reported to the ATO? If so you’ll need to create an update event.
Note: Update events are not associated with any pay runs and can only be created when an employee payment has not been made.
Create an Update Event
- Select Employees from the left-hand menu.
- Select the Reports tab.
- Select Single Touch Payroll (found under the ATO Reporting column).
- Select the Create Update Event button.
- Select the appropriate Financial Year and Pay Schedule, then select Create.
All list of all employees related to that pay schedule will appear on the screen along with their year-to-date payroll details.
Note: When an update event is generated:
- While you can filter your view by searching for a specific employee or by employing entity(if you have more than one employing entity set up in the business) when the event is lodged, it will lodge for all employees in that pay schedule.
- Employees who have been employed by more than one employing entity during the financial year will have a row of data per employing entity.
- Employees who have changed between a working holiday maker (Type: H) and a non-working holiday maker (Type: S) during the financial year will have a row of data per tax change.
- Terminated employees who have received an employment termination payment (ETP) will still appear in the event with the Is Final checkbox automatically ticked.
Can I edit any information in an Update Event?
There are only 2 items that can be edited in an update event:
Reportable Fringe Benefits Amounts (RFBA
To edit an employee RFBA:
- Select the pencil icon under the RFBA column for the specific employee.
- Enter the gross RFBA amount and select on the green tick icon.
If an employee has terminated employment and a termination pay has been processed, the Is Final checkbox will be ticked automatically. If the employee has not been terminated within a pay run and there will be no further payments for that employee in the financial year, you can tick the Is Final checkbox. This will indicate to the ATO that no further payments for this employee will be made. If an employee is reinstated and the same employee payroll ID is used, you will need to untick the Is Final checkbox.
Update event Actions overview
Under the Actions button on the right-hand side you'll find a number of options:
- Excel: Select this option to generate an excel report of the data contained in the update event.
- Mark all as final: After you have completed your final pay run for the financial year, the pay event can be marked as final. By completing the finalisation declaration, you will replace the need to provide the employee with a part-year payment summary. Making this declaration will update the employee's myGov display to show the STP information from the employer is final for the financial year.
- Mark all as not final: This action will only appear if there are employes in the event marked as Is Final. Selecting this option will remove the checkbox from those employees, thereby denoting that the employees will still be receiving payments in that financial year.
- Add Employee: This action allows you to add employees missing from the update event. You may need to create an update event to rectify the issue of having incorrectly marked all employees as Is Final in a previous event. In this instance, when you click on Add Employee, you will be given the option of adding all employees previously marked as final.
- Request Client Authority: This option will only appear to businesses that are using Tax/BAS Agents to submit STP information to the ATO (based on your ATO Settings). A Client Authority may be required if there is no Standing Authority or this event does not cover a standard pay cycle and so the employer must provide a declaration to the agent approving the lodgement. When selecting Request Client Authority, you will need to fill in the following information.
- User: When you select the User field, a dropdown litst of full access users and users with STP Pay Event Approver permission will appear. You can select on eor more of these users to request client authority from however only one person is required to approve the event lodgement.
- Notes: You can enter any notes here that you want the Client Authority to read when they are sent the request notification email.
Note: When you select Submit Request, a notifcation email will be sent to the assigned Client Authority and the lodgement status will change from Created to Waiting on client authority.
- Refresh Data: Refreshes the payroll data in your update event to incluse the most recent pay run information.
Client Authority required to action an Update Event
An assigned client authority will be notified that they are required to action an update event via email. The email will include a link to the update event.
The authoriser will see the same information as the user who made the request but can only perform the following actions:
- Approve lodgement
- Reject lodgement
- Export an excel report of the update event
If the authoriser rejects the lodgement, they will need to add a readon for the rejection. Once this is done, you will be notified by email. If you sent a request to more than one client authority, there is still the opportunity that another client authority approves the lodgement. However, if you have not, you will need to send another client authority request.
Note: You cannot send the request again to the same client authority who rejected the lodgement.
When the authoriser approves the lodgement, they will be required to complete a declaration that will appear in the form of a pop-up.
The client authority will need to tick the checkbox and then select Approve Update Event. Once this is done, you will be notified by email. The lodgement status will change from Waiting on client authority to Client Authorised and you can now start the lodgement process.
Lodging an update event
The steps to lodging an update event are different depending on your ATO Settings:
Deleting an Update Event
Update events can only be deleted if they have not yet been lodged with the ATO. To delete an update event:
- Select the Delete Update Event button
- Select Delete
Content sourced from KeyPay