Payroll Maintenance - Declarations tab - Details sub-tab

You can use the Details sub-tab to maintain details for payroll employee tax declarations.

Australian organisations

Australian organisations can use the Details sub-tab to record:

TFN declarations
Withholding declarations.

With the release of STP 2, declaration submissions are no longer required by the ATO and will not be reported. This tab is retained to allow you to view and maintain past and future declaration information. Declarations information is now sourced from the Payroll Maintenance - Tax tab.

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 Details sub-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 Details sub-tab

To open the Details sub-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 Details sub-tab of 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 - Details sub-tab key fields and buttons (Australia)

Click here to view Australian fields and buttons

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: Additionally, the following window is displayed if the entered Tax File Number has already been assigned to an existing employee. Note: When you update this field you are asked whether the employee record is to be updated with the new value.
Employment Basis	Employment basis of the selected payroll employee. You can select: F - Full time P - Part time C - Casual L - Labour hire V - Voluntary agreement D - Death beneficiary N - Non-employee. Note: This field is linked to the Employment basis field on the Tax tab of Payroll Maintenance. See Payroll Maintenance - Tax tab. When you update this field, the following window is displayed to allow you to update the value on the Tax tab. Note: The value on the Tax tab is reported to the ATO.
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 to confirm whether the employee record is to be updated with the new tax scale value • the Tax Free Threshold Claimed and HELP/SSL or TSL Debt fields are automatically selected based on the selected tax scale.
Employment Status	Employment status of the payroll employee. You can select the following values: F - Full time P - Part time C - Casual L - Labour hire V - Voluntary agreement D - Death beneficiary N - Non-employee S - Pension/Annuity Payee (Inactive). 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. Note: This field is read-only. It is automatically populated based on the tax scale selected using the Tax scale field.
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. Note: This field is read-only. It is automatically populated based on the tax scale selected using the Tax scale field.
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. Note: The tax offset amount must be a positive whole number. Note: The following window is displayed when you update the tax offset amount. If you click , the Tax offset amount field is updated on the Tax tab of Payroll Maintenance.
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 - Details sub-tab key fields and buttons (New Zealand)

Click here to view New Zealand fields and buttons

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. Note: You will see the following window if the entered IRD Number has already been assigned to an existing employee.
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.
Exempt Income Reason	Reason for income to be classified as exempt income, if applicable. You can select: Provide board-lodging-use of a house or part house or equivalent allowance Taxable allowances for accommodation and living costs overseas Some payments under a Voluntary Bonding Scheme Retiring allowance Overpayment of an amount of an employer's superannuation contribution Some honoraria payments. Note: You can leave this field blank.
KiwiSaver Eligibility	KiwiSaver eligibility of the payroll employee. You can select: New Employee Note: You must select this option for all new employees. Additionally, payroll employees with this eligibility must select a KiwiSaver Status in the New Employee KiwiSaver Status field. See below. Existing Employee - Opt-in Existing Employee - Auto-enrol.
New Employee KiwiSaver Status	KiwiSaver status of the payroll employee. Note: You must select New Employee in the KiwiSaver Eligibility drop-down list to enable this field. You can select: Not Selected Auto enrol Existing KiwiSaver member to indicate that the payroll employee is an active KiwiSaver member Opting into KiwiSaver Not eligible for KiwiSaver to indicate that the payroll employee is not eligible for KiwiSaver contributions Casual/temporary employee
Status	Export status of the Single Touch Payroll submission. You can select: Not Exported Ready to Export Exported. Note: You cannot edit fields on the Declaration tab 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.

Common buttons

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