Payroll Maintenance - Declarations tab

Use the Declarations tab to record details of payroll employee declarations submitted by for tax purposes.

Australian organisations

Australian organisations can use the Declarations tab to record:

TFN declarations
Withholding declarations.

Once these declarations are complete you can select a submission status using the Status drop-down list. Declarations with a status of Ready to Send are submitted in the next Single Touch Payroll event. See Processing STP and Payday Filing.

Note: Withholding declarations are not required to be submitted. However, any fields that overlap with the TFN declaration are submitted.

New Zealand organisations

New Zealand organisations can use the Declarations tab to record details for the Employee details file.

Once this file is complete you can select a submission status using the Status drop-down list. Employee details files with a status of Ready to Export are submitted in the next Payday Filing export. See Processing STP and Payday Filing.

Opening the Declarations tab

To open the Declarations tab:

Select Payroll > Payroll Employee Maintenance from the main menu.
The Set Payroll Search Criteria window is displayed.
Search for the employee payroll record for the staff member. See Searching for payroll employees.
The Personal tab of the Payroll Maintenance window is displayed.
Click the Declarations tab.
The Declarations tab of the Payroll Maintenance window is displayed.

- Australian organisations see the following version:

- New Zealand organisations see the following version

Payroll Maintenance - Declarations tab key fields and buttons (Australia)

Details area fields (Australia)

Field	Description
Declaration Type	Type of declaration. You can select: TFN Declaration to record a Tax File Number declaration for payroll new employees Withholding Declaration to record payment withholding details.
TFN Status	Tax File Number status of the selected payroll employee. You can select: TFN Supplied No TFN Supplied (000000000) TFN Applied For (111111111) TFN Applied For (But not supplied in 28 days) (000000000) Under 18 Exemption (333333333) Pension Exemption (444444444) Invalid TFN (987654321). Note: Populating this field with any value other than TFN Supplied automatically populates the Tax File Number field with the number shown in parentheses. These numbers are known as Special Tax File Numbers.
Tax File Number	Tax File Number or Special Tax File Number of the selected payroll employee. Note: Special Tax File Numbers are used to indicate a status other than TFN Supplied. See the TFN Status field above. Note: This field only accepts numerical values and performs a validation check to ensure only valid Tax File Numbers are entered. The following window is displayed when an invalid value is entered: Note: When you update this field you are asked whether the employee record is to be updated with the new value.
Payment Basis	Payment basis of the selected payroll employee. For example, Full Time.
Tax Residential Status	Residential status for tax purposes. You can select: Resident Non-Resident Working Holiday Maker.
Tax Scale	Tax scale that applies for the employee based on information supplied by the payroll employee upon the commencement of their employment. Note: Whenever tax rates change, your administrator will receive a text file from Synergetic Management Systems that they can import. See Loading new tax rates. Note: When you update this field you are asked whether the employee record is to be updated with the new value.
Employment Status	Employment status of the payroll employee. For example, Full time. Note: When you update this field you are asked whether the employee record needs to be updated with the new value.
Tax Free Threshold Claimed	Select if the tax-free threshold is being claimed by the payroll employee. Australian residents for tax purposes can claim tax-free income up to a certain threshold that is set each year by the Australian Tax Office. For information about the latest threshold, see Claiming the tax free threshold.
HELP/SSL or TSL Debt	Used to indicate whether the selected payroll employee has existing student loan debt. When this field is selected additional withholding is performed to cover compulsory student loan repayments. This field must be selected if the payroll employee has existing student loan debt for either: Higher Education Loan Program (HELP) Student Start-up Loan (SSL) ABSTUDY Student Start-up Loan (ABSTUDY SSL) Trade Support Loan (TSL). Note: When you update this field you are asked whether the corresponding HELP/SSL or TSL Debt field on the General tab of Payroll Maintenance needs to be updated.
Financial Supplement Debt	Used to indicate whether the selected payroll employee has existing financial supplement debt. This field must be selected if the payroll employee has existing financial supplement debt. Note: The Student Financial Supplement Scheme closed on 31^st December 2003. No new loans are being issued.
Tax Offset Amount	Estimated total tax offset amount claimed by the payroll employee on the Withholding declaration form. Note: This field is only displayed for Withholding declarations.
Senior Tax Offset Claimed	Type of seniors and pensioners tax offset amount claimed by the payroll employee on the Withholding declaration form. Note: This field is only displayed for Withholding declarations.
Declaration Signed by Employee	Select to indicate the employee has signed the selected declaration.
Declaration Date	Date the employee signed the declaration.
Status	Single Touch Payroll submission status. You can select: Not Sent Ready to Send Sent Manually. Note: You cannot edit fields once Ready to Send is selected. Note: You cannot select Sent by STP. This value is selected automatically once the declaration is submitted to the Australian Tax Office.

Grid area fields (Australia)

Field	Description
Date	Date the employee signed the declaration.
Declaration Type	Type of declaration.
TFN	Tax File Number.
Tax Scale	Tax scale that applies for the employee based on information supplied by the employee upon the commencement of their employment. Note: Whenever tax rates change, your administrator will receive a text file from Synergetic Management Systems that they can import. See Loading new tax rates.
STP Status	Single Touch Payroll submission status. See the Status field above.

Payroll Maintenance - Declarations tab key fields and buttons (New Zealand)

Details area fields (New Zealand)

Field	Description
Declaration Date	Date the employee details declaration was created.
Declaration Type	Employee details declaration.
IRD Number	IRD Number used by the New Zealand Inland Revenue Department. Supplied by the employee on the tax declaration form filled in at the commencement of employment.
Start Date	Starting date of the payroll employee.
Termination Date	Termination data of the payroll employee.
Tax Code	Tax code that applies for the employee based on information supplied by the employee upon the commencement of their employment. Note: Whenever tax rates change, your administrator will receive a text file from Synergetic Management Systems that they can import. See Loading new tax rates.
SLCIR Deduction	Compulsory student loan repayment deduction required by the New Zealand Inland Revenue Department. Note: For more information about SLCIR deductions including methods for calculation, see Student loan extra deductions.
SLBOR Deduction	Select if the payroll employee has requested to make extra voluntary student loan repayments on top of their compulsory student loan deductions from gross earnings. This deduction: is requested by the payroll employee does not require authorisation from the New Zealand IRD to be started or stopped does not require the employee to be earning over the pay period repayment threshold. Note: For more information about SLBOR deductions, see Student loan extra deductions.
KiwiSaver Status	KiwiSaver status of the payroll employee. You can select: Not Selected Active KS member to indicate that the payroll employee is an active KiwiSaver member Contributions holiday to indicate that the payroll employee is opting to stop making contributions for a period lasting between 3 months and 5 years Note: Payroll employees must be KiwiSaver members for 12 months before becoming eligible for contributions holidays. Not eligible for KS to indicate that the payroll employee is not eligible for KiwiSaver contributions Note: Payroll employees must be New Zealand citizens or permanent residents under the age of 65 to join KiwiSaver. Non-member to indicate that the payroll employee is not a KiwiSaver member Opted out to indicate that the payroll employee has opted out of KiwiSaver. Note: For information about when payroll employees can opt out of KiwiSaver, see Opting out of KiwiSaver.
Status	Export status of the Single Touch Payroll submission. You can select: Not Exported Ready to Export Exported. Note: You cannot edit fields once Ready to Export or Exported is selected.

Grid area fields (New Zealand)

Field	Description
Date	Date the employee details declaration was created.
Declaration Type	Type of declaration.
Start Date	Starting date of the payroll employee.
Termination Date	Termination date of the payroll employee.
IRD Number	IRD Number.
Tax Code	Tax code that applies for the employee based on information supplied by the employee upon the commencement of their employment. Note: Whenever tax rates change, your administrator will receive a text file from Synergetic Management Systems that they can import. See Loading new tax rates.
Export Status	Export status of the Single Touch Payroll submission.

Buttons (New Zealand)

Field	Description
	View the Edit Employee Details for Export window. See Edit Employee Details for Export window.

Common buttons

Button	Description
	Add a new declaration record.
	Delete the selected declaration record.