Update Employee Details for EOFY 2024/25

Overview

If employee details need to be updated, you can do this in one of two ways:

• For bulk employee updates, you can use the Employee Details Importer. This will require you to export a data template, then update the information in the template and reimport it into your portal.
• For single employees, you can update the information manually in their Employee Profile.

Update Details using the Employee Details Importer

Employee details can be updated in bulk using the Employee Details Importer.

1. Go to Config > Payroll > Employee Details Importer.
2. Under Select Import Criteria, select PAYG with Tax File Number as the Employee type.
3. Tick the Personal Details, Contact Details and Tax and Super checkboxes.
4. Under Step 2: Download Template, click Download Template.
5. Update any details as needed in the exported .csv file, ensuring that the following requirements are met:

Email Address	A valid email address is entered for each employee who will be included in the STP Update. Must be a valid email address and include an @ symbol. This cannot be the first or last character (eg [e-mail]) Must not contain extra spaces
Street Address	Must not be blank Maximum of 38 characters, including spaces Must contain only alphanumeric characters (letters and numbers)
Suburb/Town	Must not be blank Maximum of 27 characters, including spaces Must contain only alphanumeric characters
State	Must not be blank
Post Code	Must not be blank Maximum of 4 characters Must contain only numeric characters
Tax File Number	Must be a 9-digit number Only a valid TFN can be entered in this field If an employee has not declared their TFN for any reason, you will need to update this in their profile.

Once you've updated the information in the file:

1. Save a separate copy of the edited file in .csv format.
2. Click Choose File under Step 3: Upload File.
3. Choose the edited .csv file > Upload.
4. Click Confirm to accept the updates to the employee details.

Please do not add or remove rows or columns in the template, as this will cause the upload to fail. 

You may like to keep a separate copy of the exported template as a record of the current details before importing the updated version.

Updating Employee Details Manually 

Individual employees’ details can be updated in Users > Employees, by selecting the employee name and then clicking on the relevant section of their profile.

Engagement Type

An employee’s Engagement Type is updated in the Employment tab of their user profile.

If you're reporting contractors through STP, you will need to ensure that they have been set with an Engagement Type of Labour Hire.

IMPORTANT: If you select 'Labour Hire', this will result in earnings for the contractor being classed as Personal Services Income (PSI), based on the ATO's definition of a contractor. If you need to report wages as Individual Non-Business, please select Casual, Part-Time or Full-Time as the Engagement Type. For further details on the differences between an employee and a contractor, please refer to the ATO website. 

Employees who are engaged as Labour Hire but taxed as a Working Holiday Maker (WHM) must be reported as a Working Holiday Maker for these earnings via STP. Other employees should be set with an engagement type of Full Time, Part Time, or Casual.

If an employee has earnings reported against the incorrect Engagement Type, you will need to adjust their earnings using lump sum pays so that they are issued the correct Income Statement. 

TFN Declaration Details

Employee TFN details are managed in Users > Employees > select the employee > Tax & Super.

If an employee’s TFN or TFN Reason were incomplete or invalid in the Taxation Details report, you will need to click Start New TFN Declaration to enter this information, or Resume TFN Declaration if a declaration has already been started. 

Enter the TFN in the Tax File Number field on the first page of the declaration or leave this blank and click through to the second page to choose a TFN Reason from the options available.

I have made a separate application to the ATO for a new or existing tax file number.	If the employee has not filed a Tax File Number Declaration If less than 28 days have passed since the start of employment, the system will report 111111111 as the TFN If more than 28 days have passed since the start of employment, the system will report 000000000 as the TFN
I am claiming an exemption because I am in receipt of a pension, benefit or allowance.	If the employee claims a pension, benefit or allowance, including senior citizens The system will report 444444444 as the TFN
I am claiming an exemption because I am under 18 years old and do not earn enough to pay tax.	If the employee is under 18 years of age and their earnings do not exceed $350.00 per week / $700.00 per fortnight / $1517.00 per month The system will report 333333333 as the TFN

If employees are submitting their own Tax File Number Declaration from their portal, you will need to choose Paper Submission as the lodgement method.

Employee Contact Details

You will need to ensure that all employees being included in the STP Update Finalisation Event have a valid email address entered on their profile. 

From Users > Employees > select the employee > Personal Details, enter the employee’s email address. This must be valid and include an @ symbol ([e-mail]).

The below contact details will also be included in the STP Update Finalisation Event and should be verified.

Street Address	Must not be blank Maximum 38 characters, including spaces
Suburb/Town	Must not be blank Maximum 27 characters, including spaces Must only contain alphanumeric characters (ie letters and numbers)
State	Must not be blank
Post Code	Must not be blank Maximum 4 characters Must only contain numeric characters