The Reports > User > TFN Declarations report lists the tax file number declarations that are ready to submit to the ATO. The report will also list the current status for each declaration.
The default view of the report will display any declarations that require action. You can access an employee’s TFN declaration by clicking the ‘Declaration’ link in the report line.
Submit a TFN Declaration
You can also submit a TFN declaration from within the report.
Tick the checkbox to select an employee.
Click With selected… > Submit TFN.
This will queue the TFN declaration to be sent to the ATO. The information in the declaration will only be validated once an attempt to send to the ATO is made, so if there are errors, these may not be flagged immediately.
TFN Declaration Statuses
You can use the Report Settings filters to change which records display in the TFN Declaration report.
The TFN Declaration Status drop-down includes the status options that you’ll see in the portal. You can also drill down further by choosing ‘Select statuses’ and then ticking the checkbox for each status that you would like to view.
|Requires Action||TFN declaration that require particular actions to be completed before they can be submitted|
|Not Opened||A ‘Requires Action’ status which indicates that the TFN declaration is incomplete.|
|Error||A ‘Requires Action’ status which indicates an issue with validation that is preventing the TFN declaration from being sent onto the ATO.|
|Rejected by ATO||A ‘Requires Action’ status which indicates that the ATO have received the file and have identified and responded with an error message.|
|Pending Submission by Employee||A ‘Requires Action’ status which indicates that the employee has started but not submitted a TFN declaration|
|Submitted||The TFN declaration has been submitted and is ready to be sent to the ATO|
|Processing||The TFN declaration has been submitted and is in the process of being sent through to the ATO|
|Awaiting Response from ATO||The TFN declaration has been sent to and received by the ATO, and we are awaiting their response|
|Accepted by ATO||The TFN declaration has been accepted by the ATO|
Validation of Submitted TFN Declarations
When a TFN declaration is submitted to the ATO, it is subject to the same validations as your Single Touch Payroll (STP) data.
As part of the submission process, you will need to ensure that any TFNDs that have been sent to the ATO pass validation and are accepted, using the TFN Declarations report.
IMPORTANT: If your entity has been configured so that employees' tax tables are automatically moved into the highest tax bracket when no TFN is submitted within a specified period, their 'Due Date' will still be active if their declaration fails during validation or is not accepted by the ATO.
The system will identify that a valid and accepted TFND has not been submitted for the employee, moving them to the highest applicable tax table. The tax table adjustment will appear as an action performed by the user 'Portal Admin' at midnight AEST in the User Updates Report.
Check TFN Declaration Submissions
To check that all outstanding TFNDs have been sent to and accepted by the ATO, go to Report Settings, set the TFN Declaration Status dropdown to 'Select statuses' and:
- tick the 'Error' checkbox to display any TFNDs that have returned a submission error.
- tick the 'Submitted' checkbox to display any TFNDs that have been submitted in the portal but have not yet been sent to the ATO. These might have not been sent yet, or be regenerated after an error has been resolved.
Correct TFN Declarations with Errors
You can view the error associated with a TFN declaration by clicking the Errors hyperlink in the Details column of the TFN Declaration report. This will open a popup window that contains details of the error, which you will need to amend before you can resubmit the employee's TFN declaration.
Once you've resolved the cause of the error, you will need to regenerate their TFN declaration so that any updated information flows through. To do this in the TFN Declaration report:
- Tick the checkbox for the relevant employee.
- Click With selected... > Regenerate > Go.
- Refresh the page and select the employee again. The status of their TFN declaration will have updated from 'Error' to 'Submitted' once it has been regenerated.
- Click With selected... > Submit TFN.
IMPORTANT: If your entity is configured to do so, errors that are not amended prior to an employee's TFN declaration due date will result in the employee's tax rate being automatically updated to the highest marginal tax rate, in accordance with ATO requirements, as no valid TFN declaration has been sent to the ATO within the specified period.
If an employee has been moved to the highest marginal tax rate and you need to adjust them back to another tax table, there are two options:
- Ask them to resubmit a TFN declaration, which will flow through to update their assigned tax table upon completion. You will still need to ensure that this new TFN declaration is accepted by the ATO following the above process.
- Manually overwrite their tax table in their Tax & Super profile. You'll need to do this if you have regenerated and resent the original TFN declaration from the TFN Declarations report.
The on-screen view of the TFN Declarations report includes the following data:
- Due Date
You can export the on-screen view of the report in .pdf or .csv format.