Here are some of our frequently asked questions which we hope support you in your journey to finding and using the perfect payroll and Single Touch Payroll (STP) solution.

Setting Up My Business and Adding Employees

How to Setup My Employer/Business details via Mobile Device (ABN)

1) When you first create your account you will be directed to the ‘Your Business’ screen as show below, where you need to click the ‘ABN’ option

SUBD_MD_ABN_1b.jpg

2) You then need to enter your ABN

When you have entered your ABN, the system will automatically check it against the Australian Business Register and retrieve the Entity Type and Entity Name details from the register and display as shown below:

SUBD_MD_ABN_2.jpg

3) If you have a ‘Trading Name’ you want to appear in your employees payslips, then enter that in the ‘Trading Name’ section, then hit the [Save] button

The Trading Name will then be displayed below the Entity Name in the screen below.

Note: If you do not have a trading name, leave this field blank.

mceclip0.png

4) Your ABN details (and Trading Name if entered) will then be shown as per below, where you need to hit the [Next] button

SUBD_MD_ABN_4.jpg

5) You then enter the following details and then hit the [Next] button

  • Employer Details 
  • Business Address

SUBD_MD_3.jpg

6) You then enter the Authorised Person details and hit the [Finish Up!] button

This is the person who will run payroll/STP, and can be the same as the business owner contact. When submitting the STP file, you will need to enter the name exactly as it is entered here

SUBD_MD_4.jpg

7) Your business details will then be available in the ‘Settings’ screen under ‘Profile’

SUBD_MD_5a.jpg

Your business is now setup in Easy Payslip. The next step is to add your employees.

How to Setup My Employer/Business details via Website (ABN)

In this section we describe how to Input your ABN Business Details via the Website.

1) When you first create your account, you will be directed to the ‘Your Business’ screen as show below

SUBD_1.5.jpg

2) Click on the ‘Australian Business Number’ option

SUBD_2a.jpg

3) Enter your ABN

When you have entered your ABN, the system will automatically check it against the Australian Business Register and retrieve the Entity Type and Entity Name details from the register and display as shown below:

SUBD_3.jpg

4) If you have a ‘Trading Name’ you want to appear in your employees payslips, then enter that in the ‘Trading Name’ section, then hit the [Save] button

The Trading Name will then be displayed below the Entity Name in the screen below.

Note: If you do not have a trading name, leave this field blank.

SUBD_4a.jpg

5) You then enter your ‘Business Address’

Note: You only have 30 character limit in the Street Line 1 & 2 fields. If your business address is longer than this you will need to abbreviate it.

SUBD_5.jpg

6) You then enter the name of your ‘Authorised Person’

The Authorised Person, is the person who is authorised to lodge information to the ATO on behalf of the business.

SUBD_6.jpg

7) You then enter your Business Contact details and hit the [Save] button to finish

SUBD_7.jpg

 Your business is now setup in Easy Payslip. The next step is to add your employees.

 

 

How to Setup My Employer/Business details via Mobile Device (WPN)

In this section we describe how to Input your ABN Business Details via the Website.

1) When you first create your account you will be directed to the ‘Your Business’ screen as show below, where you need to click the ‘WPN’ option

SUBD_MD_1b.jpg

2) Enter your WPN, then hit the [Save] button.

Note: The system will validate that the WPN entered complies with the ATO requirements.

SUBD_MD_WPM_2.jpg

3) You then enter the following details and then hit the [Next] button

  • Employer Details 
  • Business Address

SUBD_MD_3.jpg

4) You then enter the Authorised Person details and hit the [Finish Up!] button

SUBD_MD_4.jpg

5) Your business details will then be available in the ‘Settings’ screen under ‘Profile’

SUBD_MD_5a.jpg

Your business is now setup in Easy Payslip. The next step is to add your employees.

How to Setup My Employer/Business details via Website (WPN)

In this section we describe how to Input your WPN Business Details via the Website.

1) When you first create your account you will be directed to the ‘Your Business’ screen as show below

SUBD_1.5.jpg

2) Click on the ‘Withholding Payer Number’ option

SUBD_WPN_2a.jpg

3) Enter your WPN, then hit the [Save] button.

Note: The system will validate that the WPN entered complies with the ATO requirements.

SUBD_3_WPN.jpg

4) You then enter the following details

  • Business Address
  • Authorised Person
  • Employer Details 

Then hit the [Save] button when you are finished.

SUBD_7_WPN.jpg

 

How to Add an Employee, or Edit an Existing Employee via Mobile Device

In this Section we cover how to add a new employee or edit the following employee details:

  • Personal
  • Payroll 
  • Entitlements
  • Taxes
  • Superannuation

1) The following information is entered in the Personal Details:

The following data fields are compulsory for all Employees

  • Name (First Name & Last Name)
  • Date of Birth
  • Address
  • Email

Note: You will need to hit the [Save this section] button to move between the Employee screens

If you would like to upload a photo of the employee, you will need to hit the (+) button as highlighted below.

2) The following information is entered in the Payroll page:

There are currently 2 options available for how your employee is paid, Salary or Hourly.

For a Salaried employee, you would enter details as follows:

For an employee paid by the Hour, you would enter details as follows:

The are 3 payment frequency options available:

  • Monthly (default of 164.67 hours)
  • Fortnightly (default of 76 hours)
  • Weekly (default of 38 hours)

You are able to overwrite the default hours to suit the specific nature of your individual employee arrangements.

If you have a staff member who works varying hours each pay period, then just enter 1 hour and you can update this with each payslip in the Process ‘Payroll’ function. This removes the need to update the hours in the Employee record, each pay period.

To finish the ‘Payroll’ details, you just need to select whether or not your employee is entitled to Overtime and/or Allowances. By selecting these options, it means that they will appear as payment options when you come to generate their payslip.

3) The following information is entered in the Entitlements page:

The following Entitlement options are available:

  • Annual Leave
  • Annual Leave Loading
  • Personal Leave
  • Long Service Leave

If you select Annual, Personal and/or Long Service Leave options then the system will prompt you to enter any ‘Carried Over Balance Hours’. These are required should you want Easy Payslip to accurately calculate the ongoing leave entitlement balances.

Refer to the following user guides for more information on this:

  • Understanding Annual Leave Accruals
  • Understanding Personal Leave Accruals
  • Understanding Long Service Leave Accruals

4) The following information is entered in the Taxes page:

In the Taxes page you need to enter your employers Tax File Number along with selecting their Residency and Tax Band. The Tax Bands are dependant upon the Residency as shown below:

Resident

  • Tax Free Threshold
  • No Tax Free Threshold
  • Resident No TFN
  • Half Medicare Exemption
  • Full Medicare Exemption

Non Resident

  • Foreign Resident
  • Non Resident No TFN

Working Holiday Maker

  • Working Holiday Maker

You also have the option of selecting whether the ‘STSL’ should apply. STSL stands for ‘Study and Training Support Loan’, which now incorporates:

  • Student Start-up Loan (SSL) &Trade Support Loan (TSL)
  • ABSTUDY Student Start-up Loan (ABSTUDY SSL)
  • Student Financial Supplement Scheme (SFSS)
  • Higher Education Loan Program (HELP)

5) The following information is entered in the Superannuation page:

 The only compulsory date input for Superannuation is the Superannuation Guarantee Rate that is defaulted to 9.5%. Ideally you should include the name of your Employees Superannuation Fund if you know it. The other fields are optional.

If your employee is looking to do Salary Sacrifice, then you need to enter the amount in this section, which will then be automatically displayed in their payslip. You do not have the ability to adjust this amount in Process Payroll. The same rules apply for any Employee Additional contributions and/or Spouse Contributions that they would like automatically noted in their payslip.

6) When you have finalised creating or editing your employee record, you then need to hit the ‘Finish’ button

The completes the Inputting/Editing Employee Details process. You are now ready to run payroll and STP.

How to Add an Employee, or Edit an Existing Employee via Website

In this Section we cover how to add a new employee or edit an existing employee. Employee data falls into the following categories:

  • Personal
  • Payroll 
  • Entitlements
  • Taxes
  • Superannuation

1) The following information is entered in the Personal Details:

The following data fields are compulsory for all Employees

  • Name (First Name & Last Name)
  • Date of Birth
  • Address
  • Email

To upload a photo of the employee, click the icon next to the ‘New Employee’ heading, as highlighted below. Click Save to confirm your entries:

mceclip1.png

2) The following information is entered in the Payroll section:

There are currently 2 options available for how your employee is paid: Salary or Hourly:

mceclip1.png

For salary employees, enter the Annual Salary, select the Pay Frequency (weekly / Fortnightly / Monthly), and confirm or update the Hours in Period. The hourly rate is calculated by the system. 

For hourly employees, select the pay frequency (weekly / Fortnightly / Monthly), and confirm or update the Hours in Period. Then enter the Hourly Rate.

The are 3 payment frequency options available:

  • Monthly (default of 164.67 hours)
  • Fortnightly (default of 76 hours)
  • Weekly (default of 38 hours)

You are able to overwrite the default hours to suit the specific nature of your individual employee arrangements.

mceclip2.png

 

For staff members who works varying hours each pay period, enter 1 hour. This can be updated on the actual payslip when running payroll each period. This removes the need to update the hours in the Employee record, each pay period.

 To complete the ‘Payroll’ details, select whether or not your employee is entitled to Overtime and/or Allowances. By selecting these options, it means that they will appear as payment options when you come to generate their payslips. These selections can also be amended at a later time.

mceclip3.png

3) The following information is entered in the Entitlements section:

The following Entitlement options are available:

  • Annual Leave
  • Annual Leave Loading
  • Personal Leave
  • Long Service Leave

If you select Annual, Personal and/or Long Service Leave options then the system will prompt you to enter any ‘Carried Over Balance Hours’. These are required should you want Easy Payslip to accurately calculate the ongoing leave entitlement balances. Enter the current balance for the employee, from your records or previous payroll system. If there balance is zero, enter 0.

Refer to the following user guides for more information on this:

  • Understanding Annual Leave Accruals
  • Understanding Personal Leave Accruals
  • Understanding Long Service Leave Accruals

mceclip4.png

4) The following information is entered in the Taxes section:

In the Taxes section you need to enter your employers Tax File Number along with selecting their Residency and Tax Band. The Tax Bands are dependant upon the Residency as shown below:

Resident

  • Tax Free Threshold
  • No Tax Free Threshold
  • Resident No TFN
  • Half Medicare Exemption
  • Full Medicare Exemption

Non Resident

  • Foreign Resident
  • Non Resident No TFN

Working Holiday Maker

  • Working Holiday Maker

You also have the option of selecting whether the ‘STSL’ should apply. STSL stands for ‘Study and Training Support Loan’, which now incorporates:

  • Student Start-up Loan (SSL) &Trade Support Loan (TSL)
  • ABSTUDY Student Start-up Loan (ABSTUDY SSL)
  • Student Financial Supplement Scheme (SFSS)
  • Higher Education Loan Program (HELP)

mceclip5.png

5) The following information is entered in the Superannuation section:

The only compulsory input for the Superannuation section is the Superannuation Guarantee Rate that is defaulted to 9.5%. Ideally you should include the name of your Employees Superannuation Fund if you know it, and this will then print on the payslip. The other fields are optional.

If your employee Salary Sacrifices, then you need to enter the amount in this section, which will then be automatically carried onto their their payslip. You do not have the ability to adjust this amount when generating payslips, it is only maintained the employee record, and must be updated here if it changes. The same rules apply for any Employee Additional contributions and/or Spouse Contributions that the employee would like automatically noted in their payslip.

mceclip6.png

6) When you have finalised creating or editing your employee record, click ‘Finish’ button

mceclip7.png

The completes the Inputting/Editing Employee Details process. You are now ready to run payroll and STP.

Creating Payslips & Single Touch Payroll (STP)

How to Process Payroll and STP via Mobile Device

In this section we describe how to Process a STP file via a Mobile Device.

STP files are generated via the Process Payroll function as shown below:

1) Click on the Process Payroll icon

STP_Screen1.jpg

2) Enter the Payroll Start & End Dates, Payment Date & Type and select the Employees for the Payroll then click the [Process Payroll] button at the bottom of the screen

STP_Screen2a.jpg

3) This will take you to the First Employee’s Payslip data entry screen

When you have entered the Payslip details for the first employee (Goldie the Fish) then hit the [Process Payroll] button

STP_Screen3a.jpg

4) This will bring up a Payslip for you to review

If you are happy with the values displayed, hit the [Send] button at the bottom of the screen.

If you need to make a change, then hit the ‘Discard’ word in the top right of the screen to take you back to the payslip details input screen as per step 3 above.

STP_Screen4a.jpg

5) This will bring up the Next Employee’s Payslip data entry screen

When you have entered the Payslip details for the next employee (Kitty the Cat) then hit the [Process Payroll] button.

You will also notice that the employees are listed at the top of the screen to enable to you track which employees you have created a payslip for and those yet to be processed.

STP_Screen5a.jpg

6) This will bring up a Payslip for you to review

As noted in step 4 above, if you are happy with the values displayed, hit the [Send] button at the bottom of the screen. If you need to make any changes, hit the ‘Discard’ word in the top left and reprocess as per step 5 above.

STP_Screen6a.jpg

7) When you have entered all of the employees data you will be need to hit the ‘Finish’ word in the top right of the screen

STP_Screen7a.jpg

8) This will bring up the Summary page outlining the amounts you have processed for the Employees for this Payroll Run. You then need to hit the [Process Single Touch Payroll (STP)] button at the bottom of the screen

STP_Screen8a.jpg

9) This will bring up the STP Declaration Screen

You will note that the name of the Authorised Contact person (as entered in the Settings –> Profile screen) for your business.

STP_Screen9a.jpg

10) You will then need to click on the Signature field and enter your name (as per the Authorised Contact details) in order to lodge the STP file

When the Authorised Contact name has been entered correctly, the green tick will appear on the right side of the data entry field.

You then need to hit the [Lodge Single Touch Payroll (STP)] button.

STP_Screen10a.jpg

11) This will then take you to the STP screens (middle icon at the bottom of the screen)

In the Single Touch Payroll screen you will be able to see the lodgement Status of your STP files. 

When you first lodge the file it will appear in the Outstanding page under the heading ‘Pending ATO Response’

The ATO may take a few days (up to 72 hours) to process your STP file so it is likely they will be Outstanding for a period of time. When they have been lodged successfully they will then be moved to the ‘Completed’ tab in these screens.

STP_Screen11a.jpg

How to Process Payroll and STP via Website

In this section we describe how to Process a STP file via the Website.

STP files are generated via the Process Payroll function as shown below:

Things to note prior to Processing Payroll

  • Ensure you have reviewed and saved your Business details as this information needs to be validated by the system for the STP file requirements.
  • Ensure you have reviewed and saved your Employees details as their information needs to be validated by the system for the STP file requirements.
  • Ensure you have turned on Two Factor Authentication. This is an ATO requirement for Single Touch Payroll:
    • You will need to download an app such as google authenticator on iphone or android or a web based chrome extension such as this. Then return to Easy Payslip, and go to Settings > Two Factor Authentication.

1) Click on Payroll in the Index Table

1a.jpg

2) Enter the Payroll Start & End Dates, Payment Date & Type and select the Employees for the Payroll then click the [Process Payroll] button at the top or bottom of the screen

2b.jpg

3) This will take you to the First Employee’s Payslip data entry screen

When you have entered the Payslip details for the first employee (Goldie the Fish) then hit the [Process Payroll] button

3a.jpg

4) This will bring up a Payslip for you to review

If you are happy with the values displayed, hit the [Send] button at the bottom of the screen.

If you need to make a change, then hit the ‘Discard’ word next to the ‘Send’ button to take you back to the payslip details input screen as per step 3 above.

4b.jpg

5) This will bring up the Next Employee’s Payslip data entry screen

When you have entered the Payslip details for the next employee (Kitty the Cat) then hit the [Process Payroll] button.

5.jpg

You will also notice that the employees are listed at the top right of the screen to enable to you track which employees you have created a payslip for and those yet to be processed.

5d.jpg

6) This will bring up a Payslip for you to review

As noted in step 4 above, if you are happy with the values displayed, hit the [Send] button at the bottom of the screen.

If you need to make any changes, hit the ‘Discard’ word in the top left and reprocess as per step 5 above.

6a.jpg

7) This will bring up the Next Employee’s Payslip data entry screen

When you have entered the Payslip details for the next employee (Puppy the Dog) then hit the [Process Payroll] button.

Note that the [Finish] buttons are is still Grey at this time

7c.jpg

8) This will bring up a Payslip for you to review

As noted in step 4 above, if you are happy with the values displayed, hit the [Send] button at the bottom of the screen.

If you need to make any changes, hit the ‘Discard’ word in the top left and reprocess as per step 5 above.

8a.jpg

9) When you hit the [Send] button in the above payslip (Step 8) you will be brought back to the Process Payroll screen, however the [Finish] buttons will now be Orange.

You need to click the [Finish] button (either at the top or the bottom of the screen) to proceed to Lodge the STP File

9a.jpg

10) This will bring up the following screen that will show a Summary of the Payslips you just Processed and that will be lodged in the STP File.

10b.jpg

11) This will bring up the STP Declaration Screen

You will note that the name of the Authorised Contact person is the same (as entered in the Settings –> Profile screen) for your business.

In this example we have use ‘Your Name’ as the name to be entered to lodge the STP File.

11.jpg

12) You then need to enter ‘Your Name’ and the [Lodge STP File with ATO] button will turn Orange, which you then need to click to submit your file.

Its very important that you enter your name exactly as it appears above in the declaration, otherwise the Lodge button will not become active. If you are having trouble with this, click back into the signature field and check that there is no extra space after your name.

If you still have problems, click on your business name at the top of the menus on the left, and re enter and save the STP Authorised person (again ensuring there are no extra spaces).

12.jpg

13) You will then see the STP File Sent pop up appear to confirm the file has been sent

13.jpg

14) You then need to go to the Single Touch Payroll option in the Index Table

14b.jpg

15) The file details will then be shown in the ‘Outstanding’ section until the ATO has acknowledged the STP has been successfully received and accepted.

Please note that it may take a number of days for the ATO to respond. 

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Getting Year To Date (YTD) values in Easy Payslip and STP for New Customers - App Users

If you’re a new customer just starting up with Easy Payslip, before you start generating your regular employee payslips, you will most likely to need enter year to date payroll information thats covers 1 July 2019 up to the current date. This is so that:

– Year to date values are reported correctly on new employee payslips

– A Single touch payroll (STP) file can be submitted to the ATO to cover the period of 1 July – Present. This is to ensure the ATO records are updated with current amounts for each of your employees.

Note: If you were previously using another payroll system that was submitting STP files, then this is not necessary.

In Easy Payslip, you do this by creating a single payslip that covers the entire period of 1 July to the present. To do this you will need to know for each employee:

– the total gross wages paid from 1 July to now

– the total PAYG Withholding tax withheld from 1 July to now

– the total superannuation due from 1 July to now

– if you have any taxable allowances or salary sacrifice since 1 July, please get in touch with us and we’ll tell you how to do this. 

Before creating this single YTD payslips, take a moment to check that you’ve completed the Easy Payslip account setup steps:

1. Business/Employer data (ABN etc):

If you haven’t yet completed your employer/business data, then you will need to do this first. Tap the settings icon, then click profile. Update all mandatory fields.

Step by step instructions for this can be found here:

2. Add/Edit Employee data:

If you haven’t added your employees yet, you will need to do this. For app users tap the employee icon  . Then use the plus sign to add a new employee.

You will need to turn on the Bonus option in each employee record, as this is used to record the one off YTD value in the payslip:

In the Employee record turn on the Bonus toggle button in Payroll Section:

Then tap [Save this section] and then [Finish] to save the employee record.

Step by step instructions for this can be found here.

3. Ensure Two Factor Authentication is turned on:

This is an ATO requirement for Single Touch Payroll. You will need to download an app such as google authenticator on iphone or android or a web based chrome extension such as this. Then return to Easy Payslip, and go to Settings > Two Factor Authentication.

You only need to set it up on one device (such as your smart phone), and then use the code generated when accessing your easy Payslip account from any device.

Step by step instructions for this can be found here.

You’re now ready to create a single payslip for Year to Date values and send STP files:

1) Click on Payroll from the menu on the bottom.

2) The YTD Pay Period date range should cover the period of the start of the financial year until the present:

Enter 01/07/2019 for Start Date, and the day before the start of the next pay period for the End Date.

Enter the same End date for the Payment Date, select Payment Type, and then select all your Employees.

Then click [Process Payroll]

3) This will take you to the First Employee’s Payslip data entry screen

Remove any numbers from Base Hourly Rate and Hours

Enter the total YTD Gross Wages into Bonus Amount

Enter ‘YTD Payslip‘ into Bonus Description

Click the Manual Overwrite toggle button to display the manual overwrite fields

Enter YTD PAYG Withholding tax and YTD Superannuation in the Manual overwrite section.

Click [Process Payroll]:

4) The Payslip displays for you to review

Check the amounts on the payslip to ensure they match the YTD amounts entered on the previous screen. If there is an error, click the discard button to return to the previous screen and make the necessary changes.

If you need to make a change, then hit the ‘Discard’ word next to the ‘Send’ button to take you back to the payslip details input screen as per step 3 above.

If the value are correct, Click .

5) The Next Employee’s Payslip data entry screen is displayed

The employees are listed at the top of the screen with a tick to enable to you track which employees you have created a payslip for and those yet to be processed:

Enter YTD amounts for the second employee:

Enter 0 for Base Hourly Rate and Hours

Enter the total YTD Gross Wages into Bonus Amount

Enter ‘YTD Payslip‘ into Bonus Description

Click the Manual Overwrite toggle button to display the manual overwrite fields

Enter YTD PAYG Withholding tax and YTD Superannuation in the Manual overwrite section.

Click [Process Payroll]:

 

6) The second employee’s Payslip displays for you to review

Check the amounts on the payslip to ensure they match the YTD amounts entered on the previous screen. If there is an error, click the discard button to return to the previous screen and make the necessary changes.

If you need to make a change, then hit the ‘Discard’ word next to the ‘Send’ button to take you back to the payslip details input screen as per step 3 above.

If the value are correct, Click .

 9) The Process Payroll screen displays

Note the [Proceed to STP] buttons is now active, indicated by the orange colour.

As YTD payslips for all employees have been completed, the STP file can now be sent:

Click the [Lodge STP] button

10) A Summary of the data from the payslips just created is displayed. This is the data that will be lodged in the STP File.

 Click [Process Single Touch Payroll]

 

11) The STP Declaration Screen is displayed

Note the name that the person name in the declaration is the same as entered in your employer profile details for your business.

Enter your name in the signature field, exactly as it appears above in the declaration.

This will turn the   button active, indicate by the orange colour.

Click the  to submit your STP file:

 

mceclip11.png

Declaration Troubleshooting: Your name must be entered exactly as it appears above in the declaration, otherwise the Lodge button will not become active. If you are having trouble with this, click back into the signature field and check that there is no extra space after your name.

If you still have problems, click on your business name at the top of the menus on the left, and re enter and save the STP Authorised person (again ensuring there are no extra spaces). Then follow these instructions to complete the STP submission process.

Once the STP file has been successfully submitted, a confirm message will display:

The status of the file can then be viewed via the Single Touch Payroll menu item.

15) The file details will then be shown in the ‘Outstanding’ section until the ATO has acknowledged the STP has been successfully received and accepted. It will then be moved to ‘Completed’

Please note that it may take a number of days for the ATO to respond. 

Getting Year To Date (YTD) values in Easy Payslip and STP for New Customers - Website Users

If you’re a new customer just starting up with Easy Payslip, before you start generating your regular employee payslips, you will most likely to need enter year to date payroll information thats covers 1 July 2019 up to the current date. This is so that:

– Year to date values are reported correctly on new employee payslips

– A Single touch payroll (STP) file can be submitted to the ATO to cover the period of 1 July – Present. This is to ensure the ATO records are updated with current amounts for each of your employees.

Note: If you were previously using another payroll system that was submitting STP files, then this is not necessary.

In Easy Payslip, you do this by creating a single payslip that covers the entire period of 1 July to the present. To do this you will need to know for each employee:

– the total gross wages paid from 1 July to now

– the total PAYG Withholding tax withheld from – if you have any taxable allowances or salary sacrifice since 1 July, please get in touch with us and we’ll tell you how to do this. 1 July to now

– the total superannuation due from 1 July to now

– if you have any taxable allowances or salary sacrifice since 1 July, please get in touch with us and we’ll tell you how to do this. 

Before creating this single YTD payslips, take a moment to check that you’ve completed the Easy Payslip account setup steps:

1. Business/Employer data (ABN etc):

If you haven’t yet completed your employer/business data, then you will need to do this first. Click on your business name from the menu on the left. Update all mandatory fields.

Step by step instructions for this can be found here:

2. Add/Edit Employee data:

If you haven’t added your employees yet, you will need to do this. Click Employees from the menu on the left. Then use the plus sign to add a new employee.

You will need to turn on the Bonus option in each employee record, as this is used to record the one off YTD value in the payslip:

In the Employee record turn on the Bonus toggle button in Payroll Section:

Then click  to save the employee record.

Step by step instructions for adding/editing employees this can be found here.

3. Ensure Two Factor Authentication is turned on:

This is an ATO requirement for Single Touch Payroll. You will need to download an app such as google authenticator on iphone or android or a web based chrome extension such as this. Then return to Easy Payslip, and go to Settings > Two Factor Authentication.

You only need to set it up on one device (such as your smart phone), and then use the code generated when accessing your easy Payslip account from any device.

Step by step instructions for this can be found here.

You’re now ready to create a single payslip for Year to Date values and send STP files:

1) Click on Payroll from the menu on the left:

2) The YTD Pay Period date range should cover the period of the start of the financial year until the present:

Enter 01/07/2019 for Start Date, and the day before the start of the next pay period for the End Date.

Enter the same End date for the Payment Date, select Payment Type, and then select all your Employees.

Then click [Process Payroll]

3) This will take you to the First Employee’s Payslip data entry screen

Enter 0 for Base Hourly Rate and Hours

Enter the total YTD Gross Wages into Bonus Amount

Enter ‘YTD Payslip‘ into Bonus Description

Click the Manual Overwrite toggle button to display the manual overwrite fields

Enter YTD PAYG Withholding tax and YTD Superannuation in the Manual overwrite section.

Click [Process Payroll]:

4) The Payslip displays for you to review

Check the amounts on the payslip to ensure they match the YTD amounts entered on the previous screen. If there is an error, click the discard button to return to the previous screen and make the necessary changes.

If you need to make a change, then hit the ‘Discard’ word next to the ‘Send’ button to take you back to the payslip details input screen as per step 3 above.

If the value are correct, Click .

5) The Next Employee’s Payslip data entry screen is displayed

The employees are listed at the top right of the screen with a tick to enable to you track which employees you have created a payslip for and those yet to be processed:

Enter YTD amounts for the second employee:

Enter 0 for Base Hourly Rate and Hours

Enter the total YTD Gross Wages into Bonus Amount

Enter ‘YTD Payslip‘ into Bonus Description

Click the Manual Overwrite toggle button to display the manual overwrite fields

Enter YTD PAYG Withholding tax and YTD Superannuation in the Manual overwrite section.

Click [Process Payroll]:

 

6) The second employee’s Payslip displays for you to review

Check the amounts on the payslip to ensure they match the YTD amounts entered on the previous screen. If there is an error, click the discard button to return to the previous screen and make the necessary changes.

If you need to make a change, then hit the ‘Discard’ word next to the ‘Send’ button to take you back to the payslip details input screen as per step 3 above.

If the value are correct, Click .

 9) The Process Payroll screen displays

Note the [Proceed to STP] buttons is now active, indicated by the orange colour.

As YTD payslips for all employees have been completed, the STP file can now be sent:

Click the [Proceed to STP] button

10) A Summary of the data from the payslips just created is displayed. This is the data that will be lodged in the STP File.

 Click

 

11) The STP Declaration Screen is displayed

Note the name that the person name in the declaration is the same as entered in your employer profile details for your business.

Enter your name in the signature field, exactly as it appears above in the declaration.

This will turn the   button active, indicate by the orange colour.

Click the  to submit your STP file:

 

Declaration Troubleshooting: Your name must be entered exactly as it appears above in the declaration, otherwise the Lodge button will not become active. If you are having trouble with this, click back into the signature field and check that there is no extra space after your name.

If you still have problems, click on your business name at the top of the menus on the left, and re enter and save the STP Authorised person (again ensuring there are no extra spaces). Then follow these instructions to complete the STP submission process.

Once the STP file has been successfully submitted, a confirm message will display:

The status of the file can then be viewed via the Single Touch Payroll menu:

15) The file details will then be shown in the ‘Outstanding’ section until the ATO has acknowledged the STP has been successfully received and accepted. It will then be moved to ‘Completed’

Please note that it may take a number of days for the ATO to respond. 

 

 

How to Submit the STP file for Payslips already created - Website

In this section we describe how to generate and submit the STP file when the payslips have already been created.

If you got through all the necessary steps for creating payslips but did not continue on to submit the STP file, you can do that now by following these steps. If you are not sure, you can check the STP menu on the left. If you submitted the STP file, there will be an entry for this in the STP screen, under either ‘Completed’ or ‘Outstanding’. If not, then follow these steps to send the STP file.

Things to note prior to Processing Payroll

  • Ensure you have reviewed and saved your Business details as this information needs to be validated by the system for the STP file requirements.
  • Ensure you have reviewed and saved your Employees details as their information needs to be validated by the system for the STP file requirements.
  • Ensure you have turned on Two Factor Authentication. This is an ATO requirement for Single Touch Payroll:
    • You will need to download an app such as google authenticator on iphone or android or a web based chrome extension such as this. Then return to Easy Payslip, and go to Settings > Two Factor Authentication.

1) Click on Payroll

1a.jpg

2) Enter the same Payroll Start & End Dates, Payment Date & Type that was entered when the payslips were created. And then select the same Employees that were selected when the payslips were created. Then click the [Process Payroll] button at the top or bottom of the screen

2b.jpg

3) This will take you to the Process Payroll screen

It recognises that the payslips already exists for those employees for the selected payroll dates. The employee names display on the right hand side with a green tick, to indicate the payslips have already been created. And the [Proceed to STP] button should be active (orange). If there is not a tick next the employee names, then you should run the payslips report, to check that you are entering the corrrect dates.

4) Click the [Proceed to STP] button (either at the top or the bottom of the screen)

mceclip1.png

A summary report of the Payslips data that will be used for the STP file is displayed

4) Click [Lodge STP File with ATO] button 

10b.jpg

11) This will bring up the STP Declaration Screen

You will note that the name of the Authorised Contact person is the same (as entered in the Settings –> Profile screen) for your business.

In this example we have use ‘Your Name’ as the name to be entered to lodge the STP File.

11.jpg

12) Enter ‘Your Name’ and the [Lodge STP File with ATO] button will become active (orange). Click to submit your file.

The name must be entered exactly as it appears above in the declaration, otherwise the Lodge button will not become active. If you are having trouble with this, click back into the signature field and check that there is no extra space after your name.

If you still have problems, click on your business name at the top of the menus on the left, and re enter and save the STP Authorised person (again ensuring there are no extra spaces). Then refollow these instructions from the start.

12.jpg

13) You will then see the STP File Sent pop up appear to confirm the file has been sent

13.jpg

14) You then need to go to the Single Touch Payroll option in the menu

14b.jpg

15) The file details will then be shown in the ‘Outstanding’ section until the ATO has acknowledged the STP has been successfully received and accepted. It will then be moved to ‘Completed’

Please note that it may take a number of days for the ATO to respond. 

15.jpg

How to Submit the STP file for Payslips already created - Mobile Device

In this section we describe how to generate and submit the STP file when the payslips have already been created.

If you got through all the necessary steps for creating payslips but did not continue on to submit the STP file, you can do that now by following these steps. If you are not sure, you can check the STP menu (the cube icon). If you submitted the STP file, there will be an entry for this in the STP screen, under either ‘Completed’ or ‘Outstanding’. If not, then follow these steps to send the STP file.

Things to note prior to Processing Payroll

  • Ensure you have reviewed and saved your Business details as this information needs to be validated by the system for the STP file requirements.
  • Ensure you have reviewed and saved your Employees details as their information needs to be validated by the system for the STP file requirements.
  • Ensure you have turned on Two Factor Authentication. This is an ATO requirement for Single Touch Payroll:
    • You will need to download an app such as google authenticator on iphone or android or a web based chrome extension such as this. Then return to Easy Payslip, and go to Settings > Two Factor Authentication

1) Click on the Process Payroll icon

STP_Screen1.jpg

2) Enter the same Payroll Start & End Dates, Payment Date & Type that was entered when the payslips were created. And then select the same Employees that were selected when the payslips were created. Then click the [Process Payroll] button 

STP_Screen2a.jpg

3) This will take you to the Process Payroll screen

It recognises that the payslips already exists for those employees for the selected payroll dates. The employee names up to with a tick, to indicate the payslips have already been created. And the [Finish] / [Submit STP]  button should be active. If it is not active, then you should run the payslips report, to check that you are entering the correct dates. 

4) Click the [Proceed to STP] button (either at the top or the bottom of the screen)

STP_Screen7a.jpg

A summary report of the Payslips data that will be used for the STP file is displayed

8) Click the [Process Single Touch Payroll (STP)] button

STP_Screen8a.jpg

9) This will bring up the STP Declaration Screen

You will note that the name of the Authorised Contact person is the same (as entered in the Settings –> Profile screen) for your business.

STP_Screen9a.jpg

10)Enter ‘Your Name’ in the Signature field and the [Lodge Single Touch Payroll (STP)] button will become active (orange). Click to submit your file.

When the Authorised Contact name has been entered correctly, the green tick will appear on the right side of the data entry field.

The name must be entered exactly as it appears above in the declaration, otherwise the Lodge button will not become active. If you are having trouble with this, click back into the signature field and check that there is no extra space after your name.

If you still have problems, click on your business name at the top of the menus on the left, and re enter and save the STP Authorised person (again ensuring there are no extra spaces). Then refollow these instructions from the start.

You then need to hit the [Lodge Single Touch Payroll (STP)] button.

STP_Screen10a.jpg

11) This will then take you to the STP screens (middle icon at the bottom of the screen)

In the Single Touch Payroll screen you will be able to see the lodgement Status of your STP files. 

When you first lodge the file it will appear in the Outstanding page under the heading ‘Pending ATO Response’

The ATO may take a few days (up to 72 hours) to process your STP file so it is likely they will be Outstanding for a period of time. When they have been lodged successfully they will then be moved to the ‘Completed’ tab in these screens.

STP_Screen11a.jpg

 

Why am I getting "A record with the same submission ID already exists" message for my STP file

Due to an earlier error interpreting STP messages from the ATO, a number of successful STP files are showing up for customers with the message “A record with the same submission ID already exists”:

This has happened because when the file was originally successfully lodged with the ATO, it was not recorded as successful in Easy Payslip. Thus when you try and resubmit the file, the ATO returns the message that the file has already been received and recorded, and does not require resubmission.

So this message indicates that the file has been successfully lodged with the ATO. 

Please do not Relodge these files, as this will generate the same error message.

Easy Payslip will be performing a reconciliation shortly, that will identify these files and move them to completed, so the status of your file at the ATO is correctly reflected in your Easy Payslip account.

We thank you for your patience whilst we do this, and apologise for any confusion this has caused.

How to Include Overtime Amounts in a Payslip

In this section we outline the steps involved in processing Overtime amounts.

When should I use Overtime Amounts?

Overtime amounts are used when you pay your employee for hours they work that are in addition to their usual working hours.

What is the difference between Overtime and Additional Base Hourly Rate Payments?

Overtime is used when you are paying your employee for hours that they have worked in addition to their usual hours of work. Overtime is generally not considered Ordinary Time Earnings for Superannuation Guarantee purposes, therefore EasyPayslip does not calculate any Superannuation Guarantee amounts on any Overtime payments.

There are 3 Overtime options available:

  • Time and a half (1.5)
  • Double Time (2.0)
  • Manually Entered Rate

These rates are then multiplied by the hours worked and Base Hourly Rate. This is explained further below (refer items 6, 10 & 14).

Additional Base Hourly rate payments differ from Overtime in that they represent regular hours that your employee works each period but that are paid at a different rate to their Base Hourly Rate.

How do I include Overtime Amounts when processing a payslip?

In order to process Overtime payments, you must have selected ‘Yes’ in the Employee Payroll set up screen. If you did not select ‘Yes’, no Overtime option will appear when you go to process their Payslip.

To check if you have set Overtime to ‘Yes’ you will need to:

a) Select the ‘Employees’ screen

Employees_Home_Screen_ZD1.75.png

b) Swipe the ‘Employee’ to bring up the ‘Edit’ option

Employees_Home_Screen_ZD2.75.png

c) Then click ‘Edit’

Employees_Home_Screen_ZD3.75.png

d) Click on ‘Payroll’

PP_Overtime_d.png

e) This will bring up the ‘Payroll’ screens. You need to hit [Next]

PP_Overtime_e.png

f) Continue to hit [Next]

PP_Overtime_f.png

g) Continue to hit [Next]

PP_Overtime_g.png

h) You will then see the ‘Overtime’ option. To select ‘Yes’ swipe right

PP_Overtime_h.png

i) You will then see the ‘Overtime’ option show ‘Yes’

PP_Overtime_i.png

 

Processing Payslips with Overtime

1) To do this, you click the [Add Overtime] button

PP_Overtime_1.png

2) You will then see the following screen, where you will need to click on the [+] symbol

PP_Overtime_2.png

3) The Overtime Input Screen will then appear, and you need to click in the [Overtime Rate] field

PP_Overtime_3.png

4) You then need to select one of the three available options

PP_Overtime_4.png

5) The next screen will show the option selected. In this example, we have used ‘1.5’. You then need to click in the [Enter Rate] field

PP_Overtime_5.png

6) This will bring up a numerical keypad which you use to enter the ‘Total Overtime’ hours your employee has worked at this ‘Time & a Half Rate’

The formula for Time & a Half = Base Hourly Rate ($20.00 in this example) x 1.5 (Time & a Half Rate) = $30.00 / hour.

Therefore 2 hours Overtime at $30.00 / hour = $60.00 (as shown below in the [Total Amount] field)

PP_Overtime_6.png

7) When you have entered the hours in the [Total Overtime] field, you then hit ‘Done’ on the keypad. The system will automatically calculate the ‘Total Amount’.

If you are happy with the amounts shown, you need to hit the [Add Overtime] button

PP_Overtime_7.png

8) A summary screen will then appear to show the details that will appear on the payslip for the Overtime you have just entered

PP_Overtime_8.png

Note: If you realise you have made an error at this stage of entering the Overtime information, you are unable to delete the amounts from this screen. Instead you will need to click the ‘<‘ arrow in the top left of the screen and then hit the ‘X’ in the Process Payroll screen and restart the Payslip process.

9) You can then choose to either:

– Go back to process the remainder of the Payslip by clicking the < arrow in the top left of the screen,  or

– Add up to 2 more Overtime amounts. To add these amounts, you will need to click on the + Symbol as shown below

PP_Overtime_9.png

10) In this example we have chosen to add 2 hours Overtime at Double Time (2.0) amount in line with steps 3-8 above.

The formula for Double Time = Base Hourly Rate ($20.00 in this example) x 2.0 (Double Time Rate) = $40.00 / hour.

Therefore 2 hours Overtime at $40.00 / hour = $80.00 (as shown below in the [Total Amount] field)

 PP_Overtime_10.png

11) After hitting the ‘Done’ button in the keypad on the screen above, we can confirm the 2 hours at Double Time as shown below

PP_Overtime_11.png

12) You need to hit the [Add Overtime] button to confirm these amounts to be shown on the payslip. You will then be presented with the confirmation screen below

PP_Overtime_12.png

13) If you need to add an Overtime Rate that is not 1.5 (Time & a Half) or 2.0 (Double Time), then you need to use the Manually Enter Rate Overtime Option

PP_Overtime_13.png

14) In this example we have chosen to add 4.5 hours at an Overtime Rate of Three & a Half Times (3.5) in line with steps 3-8 above.

The formula for the Manually Entered Rate = Base Hourly Rate ($20.00 in this example) x 3.5 (Manually Entered Rate for this example) = $70.00 / hour.

Therefore 4.5 hours Overtime at $70.00 / hour = $315.00 (as shown below in the [Total Amount] field)

PP_Overtime_14.png

15) After hitting the ‘Done’ button in the keypad on the screen above, we can confirm the Manually Entered Rate of Three & a Half times (3.5) as shown below

PP_Overtime_15.png

16) You need to hit the [Add Overtime] button to confirm these amounts to be shown on the payslip. You will then be presented with the confirmation screen below

PP_Overtime_16.png

17) You then need to click the < arrow in the top left of the screen to continue processing the remainder of the payslip

PP_Overtime_17.png

18) When you return to the Process Payslip screen you will see that the total of all the Overtime amounts as shown below.

The $455.00 = $60.00 + $80.00 + $315.00 from the screen above

PP_Overtime_18.png

19) When you have entered all of the required information for your employees payslip, you need to hit the [Process] button at the bottom of the screen above and the Payslip will be generated for you to review.

If you are happy with the values, you click the paper plane icon in the top right of the screen to finalise the payslip processing.

PP_Overtime_19.png

20) The Payslip will then show the Overtime amounts as follows:

PP_Overtime_20.png

As you can see the Hours, Rate & Amount values match what was shown in the summary screen (refer item 17 above). Also the ‘Type’ for all 3 Overtime Entries is ‘Wages Not OTE’, as a result EasyPayslip will not calculate Superannuation Guarantee on these ‘Amounts’

How to Include Base Hourly Rate Additional Amounts in a Payslip

In this section we outline the steps involved in processing base hourly rate additional amounts.

When should I use Base Hourly Rate Additional Amounts?

Base Hourly Rate Additional amounts are used when you pay your employee using more than 1 standard hourly rate in their payslip.

 

What is the difference between Additional Base Hourly Rate Payments and Overtime?

Additional Base Hourly rate payments are for regular hours that your employee works each period, that are paid at a different rate to the Base Hourly Rate entered in the Employee Setup/Edit Screen.

As Additional Base Hours are commonly considered regular hours of work, they will generally fall under the category of Ordinary Time Earnings and as such, you would be liable for Superannuation Guarantee on these payments. EasyPayslip therefore does calculate Superannuation Guarantee on all Additional Base Hourly Rate payment amounts.

Overtime on the other hand is generally not considered Ordinary Time Earnings for Superannuation Guarantee purposes. As such, EasyPayslip does not calculate any Superannuation Guarantee amounts on any Overtime payments.

How do I include Base Hourly Rate Additional Amounts when processing a payslip?

When you are in the Process Payroll screen, you can include up to 4 separate Additional Base Hourly Rate payments in each payslip.

1) To do this, you click the [Add Additional] button

PP_ADBHR_ZD_01.png

2) You will then see the following screen, where you will need to click on the [+] symbol

PP_ADBHR_ZD_02.png

3) The Base Hourly Rate Additional Input Screen will then appear, and you need to click in the [Select Option] field

PP_ADBHR_ZD_03.png

4) You then need to select one of the four available options

PP_ADBHR_ZD_04.png

5) The next screen will show the option selected. In this example, we have used ‘Additional Base Rate 1’. You then need to click in the [Enter Rate] field 

PP_ADBHR_ZD_05.png

6) This will bring up a numerical keypad which you use to enter the ‘Hourly Rate

PP_ADBHR_ZD_06.png

7) You hit ‘Next’ on the keypad to enter the ‘Total Hours’ your employee has worked at this ‘Hourly Rate’ and the system will then automatically calculate the ‘Total Amount’

PP_ADBHR_ZD_07.png

8) When you are happy with the values entered and the Total Amount is correct, you then need to hit the ‘Done’ button on the keypad and the following screen will then appear.

You then need to hit the [+ Add Additional] button as shown

PP_ADBHR_ZD_08.png

9) A summary screen will then appear to show the details that will appear on the payslip for the Additional Base Rate you have just entered

PP_ADBHR_ZD_09.png

Note: If you realise you have made an error at this stage of entering the Additional Base Hourly Rate information, you are unable to delete the amounts from this screen. Instead you will need to click the ‘<‘ arrow in the top left of the screen and then hit the ‘X’ in the Process Payroll screen and restart the Payslip process.

10) You can then choose to either:

– Go back to process the remainder of the Payslip by clicking the < arrow in the top left of the screen,  or

– Add up to 3 more Additional Base Hourly Rate amounts. To add these amounts, you will need to click on the + Symbol as shown below

PP_ADBHR_ZD_10.png

11) In this example we have chosen to add another Additional Base Hourly Rate amount in line with steps 4-9 above and this results in a revised summary screen as shown below

PP_ADBHR_ZD_11.png

12) Following the same process, you could add up to 4 Additional Base Hourly Rate amounts as shown in the screenshot below

PP_ADBHR_ZD_12.png

13) You then need to click the < arrow in the top left of the screen to continue processing the remainder of the payslip

PP_ADBHR_ZD_13.png

14) When you return to the Process Payslip screen you will see that the total of all the Additional Base Hourly Rate amounts as shown below.

The $317.75 = $85.05 + $68.50 + $73.10 + $91.10 from the screen above

PP_ADBHR_ZD_14.png

15) When you have entered all of the required information for your employees payslip, you need to hit the [Process] button at the bottom of the screen above and the Payslip will be generated for you to review.

If you are happy with the values, you click the paper plane icon in the top right of the screen to finalise the payslip processing.

PP_ADBHR_ZD_15.png

16) The Payslip will then show the Additional Base Hourly Rate amounts as follows:

PP_ADBHR_ZD_16.png

As you can see the Hours, Rate & Amount values match what was shown in the summary screen (refer item 13 above). Also the ‘Type’ for all 4 Additional Base Hourly Rates and the Base Hourly Rate is ‘Wages OTE’, so EasyPayslip will calculate Superannuation Guarantee values on these ‘Amounts’

Entering Holiday / Annual Leave in a Payslip

In this section we outline the steps involved in processing Annual Leave (Holiday Pay) amounts.

What do I need to do first?

If you have a staff member that is entitled to Annual Leave (also referred to as Holiday Pay) you will firstly need to set this up in their Employee Record.

To do this, please refer to the Help guide ‘How to Edit Employee Entitlement Details’.

This guide also shows you how to select Annual Leave Loading (if applicable) to any Annual Leave payments you make. By selecting this option, the system will automatically calculate Annual Leave Loading on any Annual Leave payments.

What do I do next?

Now that your employee has been set up for Annual Leave, you need to include this when using the ‘Process’ Payroll function.

Items to note when including Annual Leave in a Payslip:

  • You include the ‘Hours’ of Leave taken in the Entitlement Section
  • Reduce their ‘Base Hours’ to account for any Leave Taken

For example, if your employee works a standard 38 hour week and they had 3 days Annual Leave in that week, then their base hours = 15.2 Hours (2 days) and Annual Leave hours would be 22.8 (3 days).

This is shown below:

1) Enter the Base Hourly Rate Hours

AL_1b_25.jpg

2) Then scroll down to the ‘Entitlements’ section, and enter the Annual Leave hours

AL_2b_25.jpg

3) When you have entered all of the required information for your employees payslip, you need to hit the [Process] button at the bottom of the screen and the Payslip will be generated for you to review.

AL_3b_25.jpg

4) The Payslip will then show the Annual Leave (and Annual Leave Loading) payment amounts as follows:

AL_4.jpg

 Note that the Base Hourly Rate Hours in the above payslip are 15.20 as outlined above.

 

5) If you are happy with the values, you click the paper plane icon in the top right of the screen to finalise the processing of the payslip.

AL_5b_25.jpg

What is Single Touch Payroll (STP)?

Single Touch Payroll (STP) is a new way for small business owners that employ staff to process payroll and report tax and superannuation information back to the Australian Taxation Department (ATO).

The ATO requires small business owners report the following employee information before or on each pay day:

  • Salaries, wages, and any other payments made to employees
  • Pay as you go (PAYG) withholding
  • Superannuation information

Please note that payments made to employers will not change. The only thing changing is how you report this information to the ATO.

When will small business owners need to be STP compliant?

Small business owners can start reporting directly to the ATO from 1 July 2019.

How often do I need to report payroll information to the ATO?

Employers are required to report payroll information to the ATO on or before each day their employees are paid i.e. every pay day.

How does STP affect employees?

Employees are not affected by STP. Payslips through Easy Payslip can be easily emailed to them by their employer through the mobile or desktop app.

If you are an employee concerned about receiving your payslip, please get in touch with your employer.

Can I do STP on my smartphone?

Yes, employers can process payroll on their smartphone with the Easy Payslip payroll app that is available on Apple and android devices.

To get started, simply download the app via the App Store or PlayStore.

How to calculate pay as you go (PAYG)/PAYG?

The Easy Payslip app calculates employee pay as you go (PAYG) information within the app. Once your employees have been loaded into the app, with salary information, bonuses and entitlements, the income tax withheld is calculated within the Easy Payslip app.

Leave and Holidays

Understanding Personal (& Sick) Leave Accruals

In this section we explain how Personal (& Sick) Leave Accruals are calculated and displayed in a Payslip.

What is the difference between Personal & Sick Leave?

Personal Leave

  • Has an accrual calculation
    • Personal Leave is accrued at the rate of 3.84615% for each applicable hour your employee works.
    • This provides 10 days Personal leave each year based on a 38 hour week.
  • Personal leave accrual balances are recalculated and updated for each payslip

Sick Leave

  • Does not accrue
  • Has no accrual calculation
  • No ongoing Sick Leave hours balance is calculated or stored
  • If Personal Leave is not selected, then no Accruals will occur
    • Sick Leave will show on the payslip when taken, to indicate the $ amount applicable
    • No ongoing record is maintained for the amount of hours taken as Sick Leave
  • If both Personal & Sick leave are selected as entitlements for your employee, then
    • Any Sick Leave hours taken will be deducted from the ongoing Personal Leave accrued balance
    • Any ‘Carried Over Balance’ hours entered in the Employee set up screen will be added to the initial Personal Leave opening hours balance for accrual calculations

All Personal & Sick leave options are demonstrated below

 

How does Easy Payslip calculate Personal Leave Accruals?

Leave accruals are calculated based on the following criteria

  • The employee has been set up as having Personal Leave entitlements
    • Refer Help Guide ‘How to Edit Employee Entitlement Details‘ on how to do this

and

  • The employee works ‘Applicable’ hours

Applicable hours that are included in the calculation of leave accruals are:

  • Base Hourly Rate
  • Additional Base Rate 1
  • Additional Base Rate 2
  • Additional Base Rate 3
  • Additional Base Rate 4
  • Annual Leave Pay
  • Sick Leave Pay
  • Personal Leave Pay
  • Long Service Leave Pay

Hours and/or payments that are not included in the calculation for leave accruals are:

  • Overtime (any option)
  • Taxable Allowances (any option)
  • Untaxed Allowances (any option)
  • Annual Leave Loading

The Payslip example below shows this in more detail

Understanding_Accruals_2.png

As can be seen in the above example, 36.50 hours will be used in determining the hours accrued for this pay period.

Let’s look at the Accrual calculation in more detail

 

Personal Leave (without Sick Leave) Accruals

Step 1 – Confirm Opening Balance of Accrued Hours 

To demonstrate how Accruals are calculated and displayed in a payslip, we will assume the following details were entered at the time of setting up the Employee

PL_Accruals_OB.png

Step 2 – Determine Applicable Hours

As shown in the example above, this is 36.50 hours this period.

Step 3 – Calculate Accrued Personal Leave Hours this period

As noted above Personal Leave is accrued at the rate of 3.84615% of each applicable hour your employee works. (This provides 10 days leave each year based on a 38 hour week).

For this particular period, the calculation for Personal Leave Accrual will be as follows:

= Applicable Hours x Accrual Rate = Accrued Hours this period

= 36.50 x 3.84615% = 1.40 Hours.

Therefore 1.40 hours of Personal Leave will have been accrued by the Employee this pay period.

Step 4 – Deduct Personal Leave Hours taken this period

As shown in the example above, the employee had 2.25 hours of Personal Leave this period.

 PL_Accruals_3.png

Step 5 – Determine the Closing Personal Leave Hours Balance

The closing Personal Leave hours balance at the end of payslip 1 would be calculated as follows:

PL_Accruals_4.png

Therefore at the end of Payslip 1, the employee would have 7.15 hours of Personal Leave remaining.

This would be shown in the Payslip as:

PL_Accruals_CB.png

Step 6 – Repeat from Step 1 next Payslip

Easy Payslip will continually calculate and display the updated accrued hours in each payslip.

For example, if we assume your employee works a 38 hour week for their second payslip (with no Leave taken), they will accrue 1.46 hours of Personal Leave (38 hours x 3.84615% = 1.46).

Their Personal Leave Closing Balance at the end of the Payslip 2 would therefore be 8.61 hours as shown below:

PL_Accruals_5.png

 

 

Sick Leave (without Personal Leave) Accruals

No leave calculation will occur.

Sick Leave will be shown on the payslip to show the ‘$’ paid, however no ongoing calculation is performed by the system.

Below is an example of how a Sick Leave payments would appear in a payslip:

SL_Accruals_1.png

 

 

Personal (with Sick Leave) Accruals

If both Personal Leave and Sick Leave are selected in the Employee set up, then the Personal Leave accrual calculation will include the Sick Leave hours, as shown below.

Step 1 – Confirm Opening Balance of Accrued Hours 

To demonstrate how Accruals are calculated and displayed in a payslip, we will assume the following details were entered at the time of setting up the Employee

PaSL_Accruals_1.png

Step 2 – Determine Applicable Hours

As shown in the example above, this is 36.50 hours this period.

Step 3 – Calculate Accrued Personal Leave Hours this period

As noted above Personal Leave is accrued at the rate of 3.84615% of each applicable hour your employee works. (This provides 10 days leave each year based on a 38 hour week).

For this particular period, the calculation for Personal Leave Accrual will be as follows:

= Applicable Hours x Accrual Rate = Accrued Hours this period

= 36.50 x 3.84615% = 1.40 Hours.

Therefore 1.40 hours will have been accrued by the Employee this pay period.

Step 4 – Deduct Personal & Sick Leave Hours taken this period

As shown in the example above, the employee had 2.25 hours of Personal Leave this period.

 PaSL_Accruals_2.png

Step 5 – Determine the Closing Personal Leave Hours Balance

The closing Personal Leave hours balance at the end of payslip 1 would be calculated as follows:

PaSL_Accruals_3.png

Therefore at the end of Payslip 1, the employee would have 7.65 hours of Personal Leave remaining.

This would be shown in the Payslip as:

PaSL_Accruals_4.png

Step 6 – Repeat from Step 1 next Payslip

Easy Payslip will continually calculate and display the updated accrued hours in each payslip.

For example, if we assume your employee works a 38 hour week for their second payslip (with no Leave taken), they will accrue 1.46 hours of Personal Leave (38 hours x 3.84615% = 1.46).

Their Closing Balance at the end of the Payslip 2 would therefore be 9.11 hours as shown below:

PaSL_Accruals_5.png

 

 

 Other points to Note

  •  Your employee can have a negative Leave Entitlements Balance.
    • The system will not stop you from adding more hours than recorded
    • You are able to manage any negative leave hours with your employee
  • There are no limits
    • Your employees can accrue and/or take as much leave as you need
Understanding Annual Leave Accruals

In this section we explain how Annual Leave Accruals are calculated and displayed in a Payslip.

How does Easy Payslip calculate Annual Leave Accruals?

Leave accruals are calculated based on the following criteria

  • The employee has been set up as having Annual Leave entitlements
    • Refer Help Guide ‘How to Edit Employee Entitlement Details‘ on how to do this

and

  • The employee works ‘Applicable’ hours

Applicable hours that are included in the calculation for leave accruals are:

  • Base Hourly Rate
  • Additional Base Rate 1
  • Additional Base Rate 2
  • Additional Base Rate 3
  • Additional Base Rate 4
  • Annual Leave Pay
  • Sick Leave Pay
  • Personal Leave Pay
  • Long Service Leave Pay

Hours and/or payments that are not included in the calculation for leave accruals are:

  • Overtime (any option)
  • Taxable Allowances (any option)
  • Untaxed Allowances (any option)
  • Annual Leave Loading

The Payslip example below shows this in more detail

Understanding_Accruals_2.png

As can be seen in the above example, 36.50 hours will be used in determining the hours accrued for this pay period.

Let’s look at the Accrual calculation in more detail

Step 1 – Confirm Opening Balance of Accrued Hours 

To demonstrate how Accruals are calculated and displayed in a payslip, we will assume the following details were entered at the time of setting up the Employee

AL_Accruals_OB.png

Step 2 – Determine Applicable Hours

As shown in the example above, this is 36.50 hours this period.

Step 3 – Calculate Accrued Annual Leave Hours this period

Annual Leave (also referred to as Holiday Pay) is accrued at the rate of 7.6923% of each applicable hour your employee works. (This provides 20 days leave each year based on a 38 hour week).

For this particular period, the calculation for Annual Leave Accrual will be as follows:

= Applicable Hours x Accrual Rate = Accrued Hours this period

= 36.50 x 7.6923% = 2.81 Hours.

Therefore 2.81 hours of Annual Leave will have been accrued by the Employee this pay period.

Step 4 – Deduct Annual Leave Hours taken this period

As shown in the example above, the employee took 3.50 hours of Annual Leave this period.

AL_taken.png

Step 5 – Determine the Closing Annual Leave Hours Balance

The closing Annual Leave hours balance at the end of payslip 1 would be calculated as follows:

AL_Accruals_3.png

Therefore at the end of Payslip 1, the employee would have 19.31 hours of Annual Leave remaining.

This would be shown in the Payslip as:

AL_Accruals_4.png

Step 6 – Repeat from Step 1 next Payslip

Easy Payslip will continually calculate and display the updated accrued hours in each payslip.

For example, if we assume your employee works a 38 hour week for their second payslip (with no Leave taken), they will accrue 2.92 hours of Annual Leave (38 hours x 7.6923% = 2.92).

Their Closing Balance at the end of the Payslip 2 would therefore be 22.23 hours as shown below:

AL_Accruals_5.png

Other points to Note 

  •  Your employee can have a negative Leave Entitlements Balance.
    • The system will not stop you from inputting more hours in a payslip than the employee’s closing annual leave hours balance
  • There are no limits on the hours accrued
    • Your employees can accrue and/or take as much leave as you need
Understanding Long Service Leave Accruals

In this section we explain how Long Service Leave Accruals are calculated and displayed in a Payslip.

How does Easy Payslip calculate Long Service Leave Accruals?

Leave accruals are calculated based on the following criteria

    • Refer Help Guide ‘How to Edit Employee Entitlement Details‘ on how to do thishe employee has been set up as having Long Service Leave entitlements

and

  • The employee works ‘Applicable’ hours

Applicable hours that are included in the calculation for leave accruals are:

  • Base Hourly Rate
  • Additional Base Rate 1
  • Additional Base Rate 2
  • Additional Base Rate 3
  • Additional Base Rate 4
  • Annual Leave Pay
  • Sick Leave Pay
  • Personal Leave Pay
  • Long Service Leave Pay

Hours and/or payments that are not included in the calculation for leave accruals are:

  • Overtime (any option)
  • Taxable Allowances (any option)
  • Untaxed Allowances (any option)
  • Annual Leave Loading

The Payslip example below shows this in more detail

Understanding_Accruals_2.png

As can be seen in the above example, 36.50 hours will be used in determining the hours accrued for this pay period.

Let’s look at the Accrual calculation in more detail

Step 1 – Confirm Opening Balance of Accrued Hours 

To demonstrate how Accruals are calculated and displayed in a payslip, we will assume the following details were entered at the time of setting up the Employee

LSL_Accruals_3.png

Step 2 – Determine Applicable Hours

As shown in the example above, this is 36.50 hours this period.

Step 3 – Calculate Accrued Long Service Leave Hours this period

Long Service Leave is accrued at the rate of 1.6667% of each applicable hour your employee works. (This provides 8.66 weeks every 10 years, based on a 38 hour week)

For this particular period, the calculation for Long Service Leave Accrual will be as follows:

= Applicable Hours x Accrual Rate = Accrued Hours this period

= 36.50 x 1.6667% = 0.61 Hours.

Therefore 0.61 hours of Long Service Leave will have been accrued by the Employee this pay period.

Step 4 – Deduct Long Service Leave Hours taken this period

As shown in the example above, the employee took 1.75 hours of Long Service Leave this period.

LSL_Accruals_4.png

Step 5 – Determine the Closing Long Service Leave Hours Balance

The closing Long Service Leave hours balance at the end of payslip 1 would be calculated as follows:

LSL_Accruals_5.png

Therefore at the end of Payslip 1, the employee would have -1.15 hours of Long Service Leave owing.

This would be shown in the Payslip as:

LSL_Accruals_6.png

Step 6 – Repeat from Step 1 next Payslip

Easy Payslip will continually calculate and display the updated accrued hours in each payslip.

For example, if we assume your employee works a 38 hour week for their second payslip (with no Leave taken), they will accrue 0.63 hours of Long Service Leave (38 hours x 1.6667% = 0.63).

Their Closing Balance at the end of the Payslip 2 would therefore be -0.52 hours as shown below:

LSL_Accruals_7.png

Other points to Note

Your employee can have a negative Leave Entitlements Balance.

  • The system will not stop you from inputting more hours in a payslip than the employee’s closing long service leave hours balance
  • There are no limits on the hours accrued
    • Your employees can accrue and/or take as much leave as you need
  • If Long Service Leave is selected in the Employee set up, then it will be displayed in the Entitlements section on the Payslip
Entering Holiday / Annual Leave in a Payslip

In this section we outline the steps involved in processing Annual Leave (Holiday Pay) amounts.

What do I need to do first?

If you have a staff member that is entitled to Annual Leave (also referred to as Holiday Pay) you will firstly need to set this up in their Employee Record.

To do this, please refer to the Help guide ‘How to Edit Employee Entitlement Details’.

This guide also shows you how to select Annual Leave Loading (if applicable) to any Annual Leave payments you make. By selecting this option, the system will automatically calculate Annual Leave Loading on any Annual Leave payments.

What do I do next?

Now that your employee has been set up for Annual Leave, you need to include this when using the ‘Process’ Payroll function.

Items to note when including Annual Leave in a Payslip:

  • You include the ‘Hours’ of Leave taken in the Entitlement Section
  • Reduce their ‘Base Hours’ to account for any Leave Taken

For example, if your employee works a standard 38 hour week and they had 3 days Annual Leave in that week, then their base hours = 15.2 Hours (2 days) and Annual Leave hours would be 22.8 (3 days).

This is shown below:

1) Enter the Base Hourly Rate Hours

AL_1b_25.jpg

2) Then scroll down to the ‘Entitlements’ section, and enter the Annual Leave hours

AL_2b_25.jpg

3) When you have entered all of the required information for your employees payslip, you need to hit the [Process] button at the bottom of the screen and the Payslip will be generated for you to review.

AL_3b_25.jpg

4) The Payslip will then show the Annual Leave (and Annual Leave Loading) payment amounts as follows:

AL_4.jpg

 Note that the Base Hourly Rate Hours in the above payslip are 15.20 as outlined above.

 

5) If you are happy with the values, you click the paper plane icon in the top right of the screen to finalise the processing of the payslip.

AL_5b_25.jpg

General Questions

How to update my Easy Payslip Password

In this section we outline the steps involved to change your Password.

1) Open the EasyPayslip App and click on the ‘Forgot Password?’ link

CP_1.png

2) This will bring up the following ‘Forgot Password’ screen

CP_2.png

3) Click the ‘Email *’ section and the keyboard will pop up to enable you to enter your email address

CP_3.png

4) When you have entered your email address, click on the ‘Send’ button

CP_4.png

5) You will then see a pop up message indicating an email has been sent with instructions on how to reset your password. You can click the ‘Ok’ button to close the message

CP_6.png

6) When you open the email, you will be provided with a hyperlink that you need to click

CP_7.png

7) This will bring up the Password Reset screen, where you enter your new password and then hit the ‘Change’ button

CP_8.png

8) You will then see the pop up screen below indicating you have changed your password successfully

CP_9.png

How to Delete a Payslip

In this section we provide the steps involved in deleting a payslip.

Note: Payslips should be deleted in date order from the most recent payslip being deleted first. If you need to delete a payslip that is not the most recent one, then you should delete the most recent payslip first, then the second last payslip next and so on until you get to the payslip in question. Deleted payslips that require amendments or reprocessing should then be re-entered in date order, starting with the earliest payslip. 

This allows the database to maintain its integrity and ensure the year to date and accrued entitlement balances remain correct. If you have questions on this, please call us on 02 8084 9222 during business hours.

 

1) To delete a payslip, you need to select the ‘Reports’ Screen

Delete_Payslip_ZD1.png

2) Then touch ‘Payslips’ in the header section

Delete_Payslip_ZD2.png

3) This will bring up a listing of all Payslips. You will need to scroll up & down to find the relevant payslip (the latest ones are generally nearer the bottom of the list)

Delete_Payslip_ZD3.png

4) When you have found the Payslip, click on it

Delete_Payslip_ZD4.png

5) The below payslip screen will then appear, where you need to touch the three circles in the top right of the screen

Delete_Payslip_ZD5.png

6) This will bring up the following screen, which you need to select ‘Delete’

Delete_Payslip_ZD6.png

7) A confirmation screen will then appear for you to confirm the deletion of the payslip, which you do by touching the [Yes] button

Delete_Payslip_ZD7.png

8) The Payslip has now been deleted and you will then be taken back to the top of the Payslips Report screen

Delete_Payslip_ZD8.png

Enabling Two Factor Authentication (2FA) on a Mobile Device

In this Section we cover how to enable two factor authentication on a mobile device.

This is an ATO security requirement for Single Touch Payroll (STP). This needs to be setup before you are able to send STP files to the ATO. 

1) Click on the App Store Icon (Apple Devices) or the Play Store Icon (Android Devices) in your mobile device

2FA_1a.jpg

2) Click on ‘Apps’ and touch the search field as indicated below

2FA_2.jpg

3) In the Search field, type in the authentication app you have decided to use and hit the search button

In this example we are using ‘Google Authenticator’

2FA_3.jpg

4) You will then see the App is available to download and use, which requires you to click on the ‘Install’ word

Note: You need to ensure that you are installing the correct Authentication App, which is not always the first App displayed, as the first App may be an advertisement instead of the one you were searching for.

2FA_4.jpg

5) Your device will then download the Authentication App

The progress of the download will be displayed on your screen. You need to wait until it has fully downloaded in order to be able to use it.

2FA_5.jpg

6) When the App has fully downloaded, you then need to click the ‘Open’ wording to Open the App in your device

2FA_6a.jpg

7) You will then need to click the ‘Begin’ word to start the Authentication App

2FA_7.jpg

8) Click on ‘Skip’ when the Google Authenticator first opens

2FA_8.jpg

9) You will then arrive at the ‘Add an account’ screen. You need to click on the ‘Enter a provided key’ option

2FA_9a.jpg

10) You now need to go to the Easy Payslip App

2FA_10.jpg

11) In the Easy Payslip App, go to the Settings Screen and then click on ‘Two-Factor Authentication’

2FA_11a.jpg

12) You then need to move the ‘Enable Two-Factor Authentication’ toggle to the right

2FA_12.jpg

13) You then need to click on the [Start connection] button

2FA_13.jpg

14) This will then bring up the ‘Set up 2FA’ page. You need to place your finger on the ‘key’ as shown below and select ‘Copy’ when it appears on the screen

2FA_14a.jpg

15) You then need to go back to the Authentication App

2FA_15.jpg

16) You then need to hold your finger in the ‘Key’ section as shown below until the ‘Paste’ option presents itself on the screen, then click ‘Paste’

2FA_16a.jpg

17) When you have ‘Pasted’ the ‘Key’, you then need to click the [Add] button

2FA_17.jpg

18) The Authenticator App will then give you a 6 digit code that you need to enter back into the Easy Payslip App

Note: The code will change roughly every 30 seconds, so you will need to enter the code in to the Easy Payslip App prior to it changing in order to successfully link the Authenticator App to the Easy Payslip App

2FA_18a.jpg

19) Go back to the Easy Payslip App

2FA_10.jpg

20) Enter the 6 digit code

2FA_21.jpg

21) When you have successfully input the 6 digit code, the screen will update to show ‘All good’ with the green tick. You can then click back on Employees or Payroll to process payslips as required

2FA_22.jpg

Now that 2FA is setup, in future when you login to Easy Payslip or submit STP files, you may be asked to enter a 6 digit code. Open the google authenticator app to retrieve the latest 6 digit code, and then enter it into Easy Payslip.

Enabling Two Factor Authentication (2FA) via Website

This is an ATO security requirement for Single Touch Payroll (STP). This needs to be setup before you are able to send STP files to the ATO. 

At the current time, you need to download an Authentication App on a mobile device which you can then use to enable 2FA when you use the Easy Payslip website (https://app.easypayslip.com/login).

1) You need to be logged into your account via the website and the follow the steps below

2) Get an Authentication App on your mobile device. To do this click on the App Store Icon (Apple Devices) or the Play Store Icon (Android Devices) in your mobile device

3) Click on ‘Apps’ and touch the search field as indicated below

2FA_2.jpg

4) In the Search field, type in the authentication app you have decided to use and hit the search button

In this example we are using ‘Google Authenticator’

2FA_3.jpg

5) You will then see the App is available to download and use, which requires you to click on the ‘Install’ word

Note: You need to ensure that you are installing the correct Authentication App, which is not always the first App displayed, as the first App may be an advertisement instead of the one you were searching for.

2FA_4.jpg

6) Your device will then download the Authentication App

The progress of the download will be displayed on your screen. You need to wait until it has fully downloaded in order to be able to use it.

2FA_5.jpg

7) When the App has fully downloaded, you then need to click the ‘Open’ wording to Open the App in your device

2FA_6a.jpg

8) You will then need to click the ‘Begin’ word to start the Authentication App

2FA_7.jpg

9) Click on ‘Skip’ when the Google Authenticator first opens

2FA_8.jpg

10) You will then arrive at the ‘Add an account’ screen. You need to click on the ‘Enter a provided key’ option

2FA_9b.jpg

11) Depending on your mobile device settings, you will need to enable the Authentication App to use the devices camera

2FA_web_14a.jpg

11) You now need to go to the Settings screen in your account on the Easy Payslip Website
and then click on ‘Two-Factor Authentication’

2FA_web_11.jpg

12) You then need to move the ‘Enable Two-Factor Authentication’ toggle to the right

2FA_web_12a.jpg

13) This will bring up the following screen. You will need to scan the code highlighted below with the Authenticator App on your mobile device

2FA_web_13b.jpg

15) You then need to go back to the Authentication App and hold the App in front of your computer screen over the Code above

2FA_web_15.jpg

16) The Authenticator App will then give you a 6 digit code that you need to enter back into the Easy Payslip App

Note: The code will change roughly every 30 seconds, so you will need to enter the code in to the Easy Payslip App prior to it changing in order to successfully link the Authenticator App to the Easy Payslip App

2FA_18a.jpg

17) Go back to the Easy Payslip website and enter the 6 digit code as shown below

2FA_web_17a.jpg

18) When you have successfully input the 6 digit code, the screen will update to show ‘All good’ with the green tick.

You can then click back on Employees or Payroll to process payslips as required

2FA_web_18a.jpg

Now that 2FA is setup, in future when you login to Easy Payslip or submit STP files, you may be asked to enter a 6 digit code. Open the google authenticator app to retrieve the latest 6 digit code, and then enter it into Easy Payslip.

 

End of Financial Year Payroll

The Year End Close Process - via Mobile Device

The Year End Close Process (‘YECP’) is required to enable Easy Payslip to:

  1. Create Employee Individual Payment Summaries
  2. Provide Employers with information meet their reporting requirements to the ATO
  3. Restart the Year to Date (‘YTD’) values shown in employees payslips
  4. Use the correct tax tables when calculating the amount of PAYG Withholding in payslips

In order to maintain a simple and easy to use App, the YECP can be generated by both a mobile device or via the website (www.easypayslip.com).

However the Employees Individual Payment Summaries and the Employer Payment Summary Information will only be available for download by accessing your account via the website.

The process is outlined further below:

1) Select ‘Settings’ from the options as the bottom of your screen

YECP_IPhone_1a25.png

2) You should see the that the Financial Year is ‘2019’

YECP_2019_1.25.jpg

3) You then need to Click the ‘Process Financial Year Close’

YECP_2019_2.25.jpg

4) You will then see the following pop up screen. When you have read the information and are ready to proceed, you need to hit the [YES] button

YECP_2019_3.25.jpg

Note: If you do not wish to proceed with the Year End Close Process, you need to hit the [CANCEL] button and this will return you to the ‘Settings’ screen.

5) You will then see a pop up screen to enable you to enter the Authorised Person’s First Name & Last Name. When you touch the screen in the First & Last Name fields a keyboard will appear to enable you to enter the names

YECP_IPhone_4b25.png

Note: As stated in the above pop up screen, the Authorised Name is required to create your Employees Payment Summary so that they can be lodged with the ATO.

6) When you have entered the First Name & Last name of the Authorised Person, click the [Process] button

YECP_IPhone_5a25.png

7) When the Process has completed, this pop up box appears outlining what has occurred and requires you to hit the [Continue] button

YECP_2019_4.25.jpg

8) You will then be brought back to the ‘Settings’ screen where the Financial Year field will now show ‘2020’

YECP_2019_5.25.jpg

9) You then need to go your account at the top of the Settings screen 

YECP_2019_6.25.jpg

10) You then need to ‘Save’ your account settings to confirm the Year End Close Process has been run

 YECP_IPhone_9b25.png

11) You can now continue processing Payslips with a payment date within the dates of 1 July 2019 – 30 June 2020.  

As part of the YECP, you should also receive emails to your employer email address for all of your staff’s individual Payment Summaries.

You can download these documents or forward them on, depending your own business practice.

The EasyPayslip website also has the Employee Payment Summaries listed in the Reports section.

To access the EasyPayslip website, go to https://app.easypayslip.com/Account/Login

You use the same details to log into the website as you do for the App on your mobile device.

YECP_IPhone11b25.png

12) In the website, you can then go to the ‘Reports’ screen to download and email your Employees Individual Payment Summaries

YECP_IPhone12b25.png

13) This screen enables you to select each Employee and open their Payment Summary by clicking the icon shown below 

 8_Employee_Payment_summary_home_page_2.7a.jpg

14) This will generate the pop up screen with the Payment Summary, which you can download and or print using the options in the top right of the screen 

emp_paym_summ_pop_up_2019_-_1ab.5.jpg

15) Alternatively you can email the Payment Summary directly to your employee by clicking on the icon shown below

10_Employee_Payment_summary_home_page_1a.jpg
 

16) This will generate the following pop up screen to confirm the payment summary has been emailed to your employee

YECP_IPhone16b25.png 

17) Included in the YECP is the Employer PAYG Payment Information that you can use for your ATO reporting requirements. This information is accessed via the ‘Reports’ screen by clicking on the icon below

YECP_IPhone17b25.png

18) The Employer PAYG Payment Summary Information provides the following information to assist you in meeting your payslip reporting obligations to the ATO

YECP_vWeb_15c.png

19) You can provide this report to your accountant or use it to complete the ATO ‘PAYG Payment Summary Statement’ form. A copy of this form is accessed in ‘Settings’ via the link highlighted below

7_-_FinYear_now_2020abc.jpg

20) This will generate the pop up screen with the ATO ‘PAYG Payment Summary Statement’ form, which you can download

YECP_vWeb_17b.png

21) You have now completed the YECP. You can now close the above screen and commence processing your employees Payslips for the 2020 Financial Year

The Year End Close Process - via Website

The Year End Close Process (‘YECP’) is required to enable Easy Payslip to:

  1. Create Employee Individual Payment Summaries
  2. Provide Employers with information meet their reporting requirements to the ATO
  3. Restart the Year to Date (‘YTD’) values shown in employees payslips
  4. Use the correct tax tables when calculating the amount of PAYG Withholding in payslips

In order to maintain a simple and easy to use App, the YECP can be generated by both a mobile device or via the website (www.easypayslip.com).

However the Employees Individual Payment Summaries and the Employer Payment Summary Information will only be available for download by accessing your account via the website.

The process is outlined further below:

1) Select the ‘Settings’ Screen

YECP_vWeb_1b_Sideon.png

2) Click the ‘Process Close’ button

2_-_Process_YECP_1.7a.jpg

3) You will then see the following pop up screen

3_-_Pop_Up_Screen_1.jpg

4) When you have read the information and are ready to proceed, you need to hit the [YES] button

3_-_Pop_Up_Screen_1a.jpg

Note: If you do not wish to proceed with the Year End Close Process, you need to hit the [NO] button and this will return you to the ‘Settings’ screen.

5) You will then need to enter the Authorised Person’s First Name & Surname in this screen, the hit the [PROCESS] button

5_-_Pop_Up_Screen_Process.jpg

Note: As stated in the above pop up screen, the Authorised Name is required to create your Employees Payment Summary so that they can be lodged with the ATO.

6) When the Process has completed, this pop up box appears outlining what has occurred and requires you to hit the [CONTINUE] button

6_YECP_Complete.jpg

7) You will then be brought back to the ‘Settings’ screen where the Financial Year field will now show ‘2020’

7_-_FinYear_now_2020ab.jpg

8) You can then go to the ‘Reports’ screen to download and email your Employees Individual Payment Summaries

YECP_vWeb_8f.png

9) This screen enables you to select each Employee and open their Payment Summary by clicking the icon shown below

8_Employee_Payment_summary_home_page_2.7a.jpg

10) This will generate the pop up screen with the Payment Summary, which you can download and or print using the options in the top right of the screen

emp_paym_summ_pop_up_2019_-_1ab.5.jpg

11) Alternatively you can email the Payment Summary directly to your employee by clicking on the icon shown below

10_Employee_Payment_summary_home_page_1a.jpg

12) Included in the YECP is the Employer PAYG Payment Summary Information that you can use for your ATO reporting requirements. This information is accessed via the ‘Reports’ screen

YECP_vWeb_13e.png

13) The Employer Payment Summary can be downloaded by clicking on the icon shown below

Employer_Payment_Summary_2019_report_page_1a.jpg

14) The Employer PAYG Payment Summary Information provides the following information to assist you in meeting your payslip reporting obligations to the ATO

YECP_vWeb_15c.png

15) You can provide this report to your accountant or use it to complete the ATO ‘PAYG Payment Summary Statement’ form. A copy of this form is located in ‘Settings’

7_-_FinYear_now_2020abc.jpg

16) This will generate the pop up screen with the ATO ‘PAYG Payment Summary Statement’ form, which you can download

YECP_vWeb_17b.png

17) You have now completed the YECP. You can now close the above screen and commence processing your employees Payslips for the 2020 Financial Year

How to Add an Employee

How to Send Employee Forms

How to Process Payroll Reporting

How to Process Payroll

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