16 (AUS) Managing Single Touch Payroll in Australia (Release 9.2 Update)

This document discusses these topics:

16.1 Understanding Single Touch Payroll

The Australian government has started an initiative called Single Touch Payroll (STP) that has changed the way the businesses report employee payments. With STP, businesses now need to report payments such as salaries and wages, pay as you go (PAYG) withholding, and superannuation, electronically to the Australian Taxation Office (ATO) at the same time as making payments to the employees. You will need to essentially report the payments after payroll has been processed. STP is based on pay period and concludes the payroll process.

The JD Edwards EnterpriseOne Australia Payroll system enables you to generate the payroll data XML file as a part of the payroll. This file meets ATO specifications for STP.

The system updates the STP data in the AU STP Employer Data (F75A700), AU STP Employee Data (F75A710), AU STP Employee Additional Data (F75A710A), and AU STP Employee Termination Details (F75A710B) tables.

Note:

Verify that you meet the minimum technical requirements (MTRs) to implement Single Touch Payroll. See document 2194039.1 (Australian Single Touch Payroll) on My Oracle Support:

https://support.oracle.com/epmos/faces/DocumentDisplay?id=2194039.1

Note:

You need to engage with a Sending Service Provider (SSP) to deliver payroll reports to the ATO in the correct technical format or through a permitted technical channel.

16.2 Working with STP Information

Use the AU STP Submissions workbench (P75A700) to enter STP details, as well as to update and delete STP information.

16.2.1 Prerequisites

Before you perform the tasks in this section, you must:

Processing Options

Set up the processing options for the P75A700 program.

Verify Setup for PDBA Code S0

Navigate to the Tax Exemptions option on the Row menu of the PDBA Setup program (P059116) and verify setup of the PDBA S0 for Super Liability.

Verify that the Australian Tax Reporting field has the value of S0 in the Tax Instructions program (P75ATAX). Based on the value S0 in the SPW2 column and B in the PDBA Type column of the F069116 table, the system calculates the following in the XML:

XML Description Calculation Description
Super Liability Amount Sum of 12 months gross from F06146 where the DBA value in F069116.SPW2=S0 and PDBA Type=B
OTE Amount Sum of 12 months by hours of work method from F06146 where the DBA value in F069116.SPW2 = S1 and PDBA Type=B
Reportable Employer Super Contribution Sum of 12 months gross from F06146 where the DBA value in F069116.SPW2=S1 and PDBA Type = D or PDBA Type = B

Note:

Refer to the Employer XML and Employee XML sheets in document 2194039.1 (Australian Single Touch Payroll) on My Oracle Support for the list of XML fields and their mapping to the source of data from the JD Edwards EnterpriseOne tables.

https://support.oracle.com/epmos/faces/DocumentDisplay?id=2194039.1

16.2.2 Entering STP Information for a Pay Period

Use the AU STP Submissions workbench (P75A700) to run the entire Australia STP.

To set up the details for STP:

  1. Select Australia STP Workbench from the Payroll menu (G07BUSP1).

    The system displays the Work with STP Submissions form. Use this form to review the STP records.

  2. Click Add.

    Use the displayed Create STP Submissions form to enter data for STP.

  3. Complete the following fields for creating STP data:

    • Year

    • Check Date

  4. Review the values that you entered in the processing options for the following optional fields and click OK to create the R75A710 report:

    • Home Company

    • Lump Sum E Threshold

    • Update Event

      You can enter a value of Y in this field to update a submitted event. This option enables you to update a submitted event for correction even for a few employees from the event.

      Note:

      The Oracle JD Edwards EnterpriseOne software for Australia allows you to update the latest submission only.
    • Include Rejected Employees Only

      The system enables this field when you select a value of Y in the Update Event field. If you select this option, the system searches for only the rejected employees and builds their data for the update event.

    • Build All Employees

      Select a value of Y in this field to build data for all employees paid in the financial year including the terminated employees. If you select the option N in this field, the system builds data for only those employees who are paid in that pay period.

    • Final Event Indicator

      Select a value of Y in this field if this is the final record for all employees.

    • Full File Replacement

      If you have submitted a record with wrong data for several employees, and you need to resubmit the whole record to ATO, you must select the option Y in this field. When you use this option to replace full file, the system reassigns the previous submission ID to this record.

    • Reporting Company

      Enter the company on which you want to group data for STP reporting. You enter a value in this field only when the reporting company is different from the home company in which the payroll is run for the employee.

    • Pay Cycle Codes

      You use pay cycle codes to retrieve pay period dates from the F069066 table. You must enter the pay cycle code that you use for each pay period. Examples of pay cycles and their pay cycle codes are Weekly (W or WK) and Biweekly (B or BW).

  5. Verify the output destination for the report and then click OK on Report Output Destination. The system processes the R75A710 program that generates the STP data for the given date.

  6. On Work with STP Submissions, click Find to search for your STP data that the system generated for the specified check date.

  7. Select the record for which you want to review the payment details by employee, and then click OK. The system displays the Employee STP Information screen.

  8. Review the year to date payment details for the employees included in the specific pay period.

    Note:

    At the onset, the system displays the Record Source for the records as System, but if you make any change to the details on this screen or any of the Form exit screens, the system marks the record as Manual in the Record Source field.
  9. Select Import FBT from the Form menu. The system displays the Import FBT, JPDA & Foreign Tax Data screen. Use this form to enter FBT, JPDA, and foreign tax data for employees.

    The screen provides Import FBT, Import JPDA, and Import Foreign check boxes to import FBT, JPDA, and foreign data, respectively. You can select a single check box or any combination of check boxes based on the details you need to enter.

    Note:

    On the Import FBT, JPDA & Foreign Tax Data screen, if you modify an address book number record with a blank value for any of the fields in the FBT, JPDA, or Foreign tax area sections, the system overwrites the values for those fields in F75A710 with a blank value. Therefore, you should select the check box only when you need to modify details. When selected, you must provide all values, except the ones that need to be blank.
  10. Select Allowances Ded. from the Form menu. The system displays the Allowances & Deductions screen. Use the form to review the allowances and deduction details for the pay period.

  11. For a terminated employee, select Termination Details from the Form menu. The system displays the Termination Data screen. Use the form to review the termination details for the employee that you entered while entering the termination data in the Employee Termination Entry (P75A0008) or the Employee Termination Payments (P75A0010) program.

    Note:

    You must enter an appropriate value in the Include in STP column in the P75A0008 or P75A0010 program to enable the system to include the terminated employee details in the STP process.

16.2.3 Reviewing STP Information

To review the STP details:

  1. From the Payroll menu (G07BUSP1), select Australia STP Workbench.

    The system displays the Work with STP Submissions form. Use this form to review the STP employer records.

  2. Select an employer record and select Employee Information from the Row menu to display the employee details for the selected employer.

    To delete an employer record and the corresponding employee records, select an employer record and select Delete from the Row menu on the Work with STP Submissions form.

Note:

You should ensure that you do not delete any record from the Who's Who table (F0111) with a value of GUID in the Mailing Name column because these records contain data for STP.

16.3 Running the AU STP XML File Generation Report (R75A730)

After processing the STP information for the pay period using the STP workbench, run the AU STP XML File Generation report (R75A730). Generating the XML file is a two-step process in which you first generate the XML, and then you prepare it for submission.

You use the R75A730 report to generate the XML file to report payment data for the pay period to ATO. This report includes employer details, pay period details, employee count for the pay period, and employees' personal and pay details for the pay period. The report retrieves the details from F75A700, F75A710, and F75A710A.

If you have specified the address book number of the intermediary in the processing option for the report, the XML also displays the details of the intermediary.

16.3.1 Prerequisites

Before you perform the tasks in this section, you must:

  • Follow these steps to set the shared path for the XML:

    • Access the Work With Report Definition Archive Paths form (P95641) and click Add.

    • On the Report Definition Archive Paths form, enter the following:

      Field Value
      Report Definition RD75A730
      Server Name Enter the name of your enterprise server used to store report output.
      User/Role Enter the name of the user class or group, that can write to the enterprise server.
      Path Enter the path where XML files should be stored.
      Object Status Set the status to Active.

  • Set the processing option for the R75A730 report:

    Defaults

    Address Book Number of the Intermediary

    Specify the address book number of the intermediary who will submit the XML to ATO. If you specify a value here, the XML adds the Intermediary section to the XML to display the details of the intermediary.

    *Address Book Number of Sending Service Provider

    Specify the address book number of the Sending Service Provider (SSP) who will submit your STP XML file on your behalf to the ATO. This is a required field. The system does not generate the XML file if the SSP address in not specified.

  • Verify this additional data setup for XML:

    Verify the Intermediary Details

    Access the Address Book program (P01012) and verify that you have the Address Number corresponding to the Registered Agent Number of the intermediary, if it is available. Navigate to the Address Book tab on the Address Book Revision form and verify the Intermediary Contact Name is in the Alpha Name field and the Tax ID field contains the Australia Business Number (ABN) of the intermediary.

    Then, select the Who's Who option on the Form menu of the Address Book Revision form. On the Who's Who form, select the record with Line ID 0 and select the Phones option from the Row menu. Verify the phone details are entered for the intermediary on the Phone Numbers form.

    To verify the e-mail details of the intermediary, select the record with Line ID 0 on the Who's Who form and select the Email/Internet option from the Row menu. Verify the e-mail details are entered for the intermediary on the Email/Internet Revisions form.

    Verify the Branch Number Company Constant

    Verify that the branch code for the Home Company exists in the Branch Number field of the Company Constants program (P75A9096). If you do not have a branch code, set the value in Branch Number to 1.

16.3.2 Running the R75A730 Report

To run the AU STP XML File Generation Report (R75A730):

  1. In the STP workbench, select an STP record from the Work with STP Submissions form (P75A700), and then select Generate XML from the Row menu.

    After generating the XML, the system:

    • Generates the XML file in the shared path specified in the P95641 program.

    • Changes the status of the STP record to XML Generated (G) and enables the Prepare XML for Submission option on the Row menu to display the Submit option that you use to prepare the XML in the format prescribed by the ATO.

    • Updates the Sending Service Provider Address No (as set up in the R75A730 processing option) and records the XML Generation Date in the P75A700 form.

  2. To prepare the XML, select the record for which the XML has been generated on the Work with STP Submissions form, navigate to the Prep XML Submission option on the Row menu, and then select the Submit option.

  3. Select the check box in the Declaration Form to accept the terms and declare the authenticity of the XML content. The system then enables the Confirm button.

  4. Click Confirm to proceed with preparing the XML for submission.

    The system formats the saved XML file as per ATO specifications and changes the status of the STP record to XML Prepared for Submission (P).

    Note:

    If you generate an XML more than once, it saves the XML with an incremental value appended to the end of the name in the shared path location that you defined in P95641. In such a case, the system retrieves the first XML for submission. Therefore, if you need to regenerate an XML, you must first delete the already generated XML from the specified shared path location to ensure the latest one is the only XML in the system.

16.4 Recording the Acceptance Status of STP Records

After receiving the intimation of acceptance or rejection of an STP record from the SSP, you can mark the employer record and its corresponding employee records as accepted or rejected in the system. In the case of partial rejection or acceptance, you can also mark the individual employee records as accepted or rejected.

16.4.1 Recording the Acceptance of STP Records

To mark the STP record as accepted:

  1. From the Payroll menu (G07BUSP1), select Australia STP Workbench.

    The system displays the Work with STP Submissions form.

  2. Select an employer record and select Set Acceptance from the Row menu to mark the employer record and its corresponding employee records as accepted for STP. The system changes the submission status of the record to Accepted.

  3. To mark individual employee records as accepted, select an employer record on the Work with STP Submissions form and then select Employee Information from the Row menu.

  4. Select an employee record and select Set Accepted from the Row menu to assign a status of A for acceptance to the employee record.

16.4.2 Recording the Rejection of STP Records

To mark the STP record as rejected:

  1. From the Payroll menu (G07BUSP1), select Australia STP Workbench.

    The system displays the Work with STP Submissions form.

  2. Select an employer record and select Set Rejection from the Row menu to mark the employer record and its corresponding employee records as rejected for STP. The system changes the submission status of the record to Rejected.

  3. To mark individual employee records as rejected, select an employer record on the Work with STP Submissions form and then select Employee Information from the Row menu.

    Select an employee record and select Set Rejected from the Row menu to assign a status of R for rejection to the employee record.