AU -End of Financial Year processing Payroll – 30th June 2019

You will have to be on the  following:

  • Latest Spider Version: 2019.06.10.0614  (if not, get your IT to download and install. If you need the PCSchool_Downloader please email help@pcschool.net)
  • Also make sure your back office is on version in Finance is 2018.0.0.241 (to check this go to Help >About) if not get your IT to install the latest followup.

 

Notes:

a) The ATO are giving companies until 31st July to finalise your employees – which just means that you have to uploaded your file to ATO through Single Touch by this date.)

b) With Single Touch in place, there is no requirement to issue Payment Summaries, as after each payroll run this file was uploaded to the ATO.

You may have received this email from the ATO advising of the end of year requirements for payroll:

 

To check your figures with the ATO:

Step 1:  Print a Validation Report summary 

Print a Validation report

Path: Finance > Payroll > Payroll Transaction Reports in Employee Order

Setup as per the screen shot above:

  1. [Employees] leave blank for ALL ;  or select your Employee in both fields
  2. [Date range] select the date range required
  3. [Report detail] select summary  or detail
  4. [Report style] select [Payroll Validation Report]
  5. [Print Option] Print ALL
  6. [Output destination] print to window
  7. [Print]

 

Log on to your ATO Portal  – this shows each payroll that you have uploaded using Single Touch.

You would have checked each payroll e.g. your fortnightly payment from your validation report against the Gross Payments and your PAYGW when uploading to the ATO.

  1. Select [Manage Employees]
  2. Select [STP Reporting]

Note:  if you have pays that you have put not put up to the ATO these figures will not show in the list, but as they are current employees their year to date figures would have been updated to the ATO.

 

Step 2:  Check your PAYG Tax

Check the total tax remitted to the ATO for the financial year is correct.  Compare and validate against the following reports:

    • Check your General Ledger Group Tax Clearing Account for the total tax $ remitted and to be remitted to the ATO for the Payroll year
    • Check against the total tax $ on your Financial Year Payroll Validation Report
    • Path: General Ledger > Transaction Listing
      a) Make sure all Payroll batches are finalised, then select your General Ledger, Group Tax Clearing Account, and run the report for the year.

Path: System/ Payroll Control Files/ System/ Tax Liability Ledger Account

  1. Select [Range from a Period Up To and including Period]
  2. [Range from Period] select July 2018
  3. [Period for Report] select June 2019
  4. [From Account & Last Account] select your Group Tax Clearing
  5. Select the report [Ledger Transaction Listing]
  6. [Run Report]

You will find the Totals on the last page unless you have sub accounts, check the last pay is included
in the amount of the Credits.

This must match the Total of Tax in the Payroll validation report

Step 3:  Check you Superannuation that you have paid (which you probably do each month)

Use the validation report above to check the following:

Your Casuals have received the correct amount if working under the thresh-hold of $450 (depending on your award).

Other staff have received the correct amount based on your award (usually this is 9.5%)

 

Step 4:  Fringe Benefit 

Fringe Benefit gets reported to the ATO when you upload you Single touch.

(see ATO site – click link) for information

1. [Reportable FBT YTD (Gross Up $):  enter the amount in the field
2. [Non Reportable FBT YTD]: enter the amount if required
3. [Last Clearance FBT:] this date has to be between the current tax year e.g. [1.4.2018 to 31.3.2019] for this to go up to the ATO with your single touch (see the above link for more information from the ATO site)

 

Step 5:  If required you can issue Employees with a Validation report summary or detailed

Your employee can then log on to myGov site and check their data.

  1. [Employees] leave blank for ALL ;  or select your Employee in both fields
  2. [Date range] select the date range required
  3. [Report detail] select summary  or detail
  4. [Report style] select [Payroll Validation Report]
  5. [Output destination] Export to Mail or view [print to window] first
  6. [Export File Settings] file Name:  set a name for your report e.g. Payroll 2019 EOY
  7. [Doc Man] if saving to document manager select [Staff]
  8. [Print]

Next box – this should come up using PCSQ if not Exit and download the PCSQ

 

You can copy and paste this message in to your Message Text if required:

“You will not be issued with a Payment Summary as now a Income Statement can be viewed at anytime by logging on to your myGov account.

If you use a registered agent to do your income tax return, they will receive the income statement direct from the ATO.

If you do not have a myGov account you can log on and create this account via ato.gov.au/onlineservices

Attached is a copy of your transactions for the financial year for you to check against your myGov website.

Regards”

 

Step 6:  Make sure all Employees  that have left have ‘P’ Past Employee and a date left entered

 

Step 7:  Upload your Single Touch file to ATO

 Before submitting your last payroll for June 2019 -you need to tick the box as marked in yellow: 

That you have checked your employee records and that it is correct before submitting. The ATO are giving companies until 31st July to finalise your employees – which just means that you have to uploaded your file to ATO through Single Touch by this date.)

 

Step 8: Print an Accruals report and save to PDF

Path: Finance > Employee Data Reports 

 

 

Step 9: Back up your Payroll files

Path: Finance > Utilities > Backup

  1. Leave the [Filter default by Module]
  2. Tick Files 105 to 116 (as per screen shot)
  3. Select [Backup Data]
  4. Wait while it creates the Backup

 Save the Backup File:

  1. Select the [Destination] path
  2. [Filename] add as per screenshot ‘Payroll EOY 2018-2019 (also place a copy on your server] if required
  3. Click [Create Backup]

 

Step 10:  End of Year Payroll rollover

Path:  Payroll > Payroll End of Month

IMPORTANT

Ensure you have a Current Backup of your Data once all the reports have been printed for the Payroll year before proceeding with the End of Year Rollover.
The Payroll End of Year is processed through the End of Month procedure which will roll the system into the first period of the next financial year.

    1. [Period End Date] select 30th June of the current Payroll year
    2. [Current Period] Must be June of the current Payroll year, If not, roll your Payroll into this period prior to proceeding with the End of Year
    3. [Delete Transaction Prior To:] Defaults to 5 years which complies with ATO Regulations, but if you wish to keep transaction longer change this date.
    4. [Next Period] Will default to July of the current Payroll year
    5. [Next Period Year Desc] Type in the following Payroll Year as shown on screen
    6. [Clear Fringe Benefit Totals] These can be cleared now or at a following monthly rollover.
    7. [Report Selection] Leave as Payroll End of Month Report
    8. [Output destination] select [Print to window]
    9. [Report detail] select Detail or Summary, this report must be printed or saved as PDF
    10.  [Perform PD End] click to roll your payroll[Yes]  to confirm [this is a Year End Process]
  • If you roll your leave accruals after the June period the system asks you to confirm rolling these (note most schools roll their accrual after December)  [Yes] to confirm rolling Leave Accruals
  • The End of Month Report produced will be the transaction for June, the last period of the financial year – which you can save as a PDF or print.

At the end of the process your Payroll with now be in July 2019-2020 and next period with show August 2019-2020

 

Check an Employee under the [history tab] all their year to date figures should now be zero

 

Step 11:  Updating tax rates etc

An email will be sent out when the new tax rates have been received and ready to update