End-of-period procedures > Starting a new payroll year > Task 3: Prepare payment summaries
Task 3: Prepare payment summaries
You can use the Payment Summary Assistant to prepare payment summaries, including Employment Termination Payment (ETP) summaries, for your employees using either preprinted forms available from the Australian Taxation Office (ATO) or plain paper. You can also save a copy of your employee’s payment summaries as PDF files, to reprint at a later date.
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lodge your Individual Non-Business and Employment Termination Payment forms electronically and provide copies to your employees by printing them on plain paper.
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complete your Individual Non-Business and Employment Termination Payment forms manually using forms provided by the ATO.
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Plain paper payment summaries are designed to be printed on A4 plain paper. These forms are approved by the ATO. Payment summaries must be printed clearly. You may want to print a sample payment summary to ensure your printer quality is adequate.
Check the information in the payment summary file you send to the ATO
The Payment Summary Assistant will prompt you to save your payment summary data as an EMPDUPE file. This is the file that you lodge with the ATO.
Before creating the EMPDUPE file, you can check the information it will contain by viewing the Payment Summaries Verification report.
The Payment Summaries Verification report details the individual payment summaries amounts that will be listed in the EMPDUPE file. We recommend you print the verification report and then compare the amounts to other payroll activity information, for example, with information in the Payroll Activity report.
Payroll category totals, gross amounts and tax withheld amounts, etc., should reconcile between the reports. If they do not, you can go back and adjust these figures before you finalise your payment summaries and create the EMPDUPE file.
The EMPDUPE file can only be lodged using the ATO Business Portal. You can no longer lodge via disk or usb drive.
For information about using the Business Portal, visit ato.gov.au/paygwonlineqr
To prepare individual non-business payment summaries and ETP summaries
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1
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Go to the Payroll command centre and click Print Payment Summaries. The Payment Summary Assistant window appears.
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2
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Select the Individual non-business and Employment termination payment option, then click Next. The Company Information window appears.
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3
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Enter any company information that does not already appear by default, then click Next. The Payment Summary Fields window appears.
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4
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Select a payment summary field in the left column and then select all the payroll categories that are reportable in this field in the right column. For example, select Gross Payments and then click all the payroll categories that are calculated as part of gross payments, such as base salary, base wages, overtime, holiday pay, backpay, etc.
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note : ETP payroll categories
You need to have created and set up ETP payroll categories before completing this step. For more information, see Create payroll categories for termination payments.
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a
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Link the ETP fields to the relevant payroll categories. These fields are located at the bottom of the list.
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b
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Link payroll categories used to record bona fide redundancy, approved early retirement or invalidity payments to the Lump Sum Payment A Redundancy field. (For more information, see Payroll categories for Lump Sum Payment A payments.)
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c
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Link payroll categories used to record all other Lump Sum Payment A amounts to the Lump Sum Payment A Termination field.
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6
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a
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Click Link Superannuation Categories. The Link Superannuation Categories window appears, showing a list of your superannuation payroll categories.
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b
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Click in the column next to each superannuation category you want to select and click OK. The Reportable Employer Super window reappears.
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If a selected superannuation category is linked to an employee’s pay, an amount appears next to their name in the list.
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c
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If you want to, you can type a different amount. Note that if you adjust an amount and then reopen the Link Superannuation Categories window and then click OK, adjusted amounts will reset to the calculated amount.
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d
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If you manually change an amount in error or if you change an employee’s pay details after starting the Payment Summary Assistant, click Recalc to recalculate the amounts.
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8
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9
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Enter any reportable fringe benefits in the RFB column, against the employees whose payment summaries you are preparing, then click Next.
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10
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Click the zoom arrow next to an employee’s name. The Employee Payment Summary Information window appears.
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11
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Review the details of the amounts in the top section of the window and make any required changes.
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12
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[ETP summaries only] In the Employment Termination Payment Additional Information section of the window enter the payment date and select appropriate options relating to the payment.
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14
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Repeat from step 11 for each employee.
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a
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save payment summaries as PDFs, click in the select column next to the employee’s name and click Save Payment Summaries.
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b
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print payment summaries for employees, click in the select column next to the employee’s name and click Print Payment Summaries.
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16
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Click Next. The Verify your Payroll Information window appears. A summary of the total individual non-business and ETP amounts is displayed in the window. You can check these amounts against other payroll reports.
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If you want to verify your payment summary information before preparing the EMPDUPE file:
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a
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b
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Check that these amounts reconcile with other payroll activity reports before creating the EMPDUPE file. If they don’t reconcile, you can go back and adjust them.
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a
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Click Preview Verification Report and print the Payment Summaries Verification report.
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b
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Click Close to close the Payment Summaries Assistant and use the Payment Summaries Verification report to complete your ATO forms. You do not need to complete the rest of this procedure.
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19
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20
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21
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Select the location to store the EMPDUPE file and click Save. A window appears giving you the option to print the Magnetic Media Information form.
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note : The Magnetic Media Information form can no longer be used
The ATO no longer accepts magnetic media (for example, on CD-ROM), so this form is no longer required. You can only submit EMPDUPE files using the ATO's Business Portal. For more information, visit ato.gov.au/paygwonlineqr
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22
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a
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Click Backup. A window appears with backup options and company file error checking options.
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b
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c
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Select the location to store the backup file and click Save. The Payment Summaries Assistant closes.
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24
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To print the Labour Hire and Other Specified Payments report
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1
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Go to the Payroll command centre and click Print Payment Summaries. The Payment Summary Assistant window appears.
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2
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3
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4
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Link the Labour Hire and Specified Payments summary fields with your payroll categories.
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a
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b
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In the list on the right side of the window, click the payroll categories that should appear in the payment summary field you’ve selected.
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5
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a
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Click Link Superannuation Categories. The Link Superannuation Categories window appears, showing a list of your superannuation payroll categories.
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b
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Click in the column next to each superannuation category you want to select and click OK. The Reportable Employer Super window reappears.
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If a selected superannuation category is linked to an employee’s pay, an amount appears next to their name in the list.
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7
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If you want to, you can type a different amount. Note that if you adjust an amount and then reopen the Link Superannuation Categories window and then click OK, adjusted amounts will reset to the calculated amount.
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8
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If you manually change an amount in error or if you change an employee’s pay details after starting the Payment Summary Assistant, click Recalc to recalculate the amounts.
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9
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10
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If you want to view or edit an employee’s payment summary information, click the zoom arrow next to the employee. The Employee Payment Summary Information window appears.
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a
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Make any required changes, such as adding the employee’s tax file number
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b
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Click OK.
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note : Print the Labour Hire report
Use the Labour Hire report to help you complete the PAYG payment summary—labour hire and other specified payments (NAT 3282) forms supplied by the ATO. To print the Labour Hire report, click Print Labour Hire Reports and then Print.
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11
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Click Next. The Finish window appears. This window provides general instructions for submitting Labour Hire and Other Specified Payments information to the ATO.
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12
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13
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Manually transfer the payment summary report information onto the forms provided by the ATO.
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