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End of Year Processes for issuing Payment Summaries and creating the EmpDupe file for the ATO from Q
ID: 4155 Category: Accounts - Business Range - Desktop & Hosted (previously QuickBooks) Status: Resolved Views: 33495


Question:

It's the end of the financial year and I need to print the employee's Payment Summaries and send my EMPDUPE file to the ATO, what do I have to do?



Solution:

(as at 15/6/2018)

The basic steps you need to follow are:

  • Complete all pays;
  • Ensure all required payment information is correct;
  • Issue Employees a payment Summary by the statutory date**;
  • Send the EmpDupe file with all employee payroll
    information to the ATO by the statutory date**.

**Users should check with their Accountants or the ATO website for the relevantstatutory dates for the current year.

Step 1:Complete all pays for the financial year.

Ensure that the grossed-up value of Fringe Benefits has been included on relevant employees’ pay before the 31stof
March.Entries after 31stof March will appear in the next financial year.Reckon Accounts does not calculate the Fringe Benefits amount.

Where an employee has salary sacrificed their full salary over the year, modify a pay and add one cent PAYG Tax to force the employee to appear on the Payment Summary List and have a payment summary issued.

Where an employee was terminated, and an Eligible Termination Payment made, a separate ETP Payment Summary was issued.

Step 2:Preview the Payment Summaries.

  • Employees > Process Payment Summaries >
    • For employees you sent print copies, Select Payment Summaries to Print;
    • For employees you email, Select Payment Summaries to email;
  • Select the correct Tax Year and ensure the Payment Summaries field is set to INB Payment Summaries;
  • Tick employees and click on Preview;
  • Remember, ATO takes the financial year the income was paid as the financial year that income was earned. That is, income earned up to 30thJune but paid on or after 1stJuly is deemed to be income earned in the next financial year.
See Additional Information below if an employee does not appear on the Payment Summary List.

Step 3:Ensure all required payment information is correct on the Payment Summary.

Where relevant:

  • Gross Payments and Tax Withheld correspond to Employee Earnings Report
  • The correct Fringe Benefits amount is reported;
  • The correct RESC is reported – check this against the Super by Employee Report with the RESC Amount field added;
  • Allowances and Deductions are listed – check against the Employee Earnings Report.
  • Your company contact details are completed in Company > Company Information > Payroll Tax Form Information section.
Step 4:Issue employees with their payment summaries

As there is no longer a need for a separate payee’s tax return copy (since 1stJuly 2007), Reckon Accounts will print out only one copy of the payment summary to be given to the employee.The employee keeps this copy for their own records.

To issue a payment summary:

  • Employees > Process Payment Summaries >
    • For employees you sent print copies, Select Payment
      Summaries to Print;
    • For employees you email, Select Payment Summaries to email;
  • Select the correct Tax Year and ensure the Payment Summaries field is set to INB Payment Summaries;
  • Tick employees and click on OK at the bottom of the screen.

Step 5: Create & submit the Empdupe file to the ATO:

  • Employees > Process Payment Summaries > ATO Magnetic Media (Empdupe)
  • Select the Tax Year > Tick the Employees > Electronic File
  • Name the file and Save it to a convenient location on your PC.The default location is:
    • C:> Program Data > Intuit > QuickBooks 20xx-xx>edition & flavour 20xx-xx>filename> Export Files > Empdupe > EmpDupe.txt

      Or

    • C:> Program Data > Intuit > Reckon Accounts XXXX>edition & flavour 20xx-xx>filename> Export Files > Empdupe > EmpDupe.txt
  • To submit the file electronically, log onto the ATO’s ECI portal and upload the empdupe file***;
  • To submit the file manually:

***Uploading the Empdupe file to SBR via GovConnect is not yet available, Unless you are using Reckon Accounts Hosted.

Additional Information

What if an employee does not appear on the Payment Summary List?

1.Check that the printing preference is correctly setup:

a.Open the Employee record > Personal Info > Address and contact;

b.Check that the Preferred Send Form Method is correctly selected:

i.Print for printing only;

ii.Email for emailing only

iii.Both for printing and emailing.

2.Check whether the employee paid tax in the financial year:

a.Reports > Employees & Payroll > Employee Earnings Report;

b.Check the PAYG Tax column;

c.PAYG Tax may not have been paid because:

  • 100% Super Salary Sacrifice
  • Employee did not earn above the tax free threshold and never had PAYG Tax deducted

d.Where no tax paid, modify a pay to give the employee one cent tax:

  • Open a pay and click on Unlock Net Pay
  • Add an Additional payroll item for one cent (0.01)
    – you may need to create this item with Tax Tracking Type None and Taxes unticked;
  • Modify PAYG Tax from 0.00 to 0.01 – Net Pay should not change from the original;
  • Ok to save and close.

The employee will now appear on the Payment Summary lists.

Need more help?

Ask the Reckon Community at:https://community.reckon.com.au/reckon



Related Issues:
No related issue is available.

Submitted: 30/06/2011 Modified: 15/06/2018


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