The following notes may assist in helping you to confidently perform the end of year process in your PayTek payroll file.

The first step is to ensure that the payroll is complete and accurate for the financial year. Make sure that the last payrun falling in the financial year has been finalised. (So the current payrun (which is NOT included in any reports) will be dated in the first week of July.) Use the Pay Period Report to see every finalised payrun on file.

Use the employee enquiry screen and other reports to check that everything is correct. If you have to declare FBT amounts on the payment summaries view the FBT report for the FBT year (ending in March) to confirm the amounts are correct. If not you can add FBT adjustments from the End of Year menu.

Print the payment summaries and sign them. You can print 2 copies, one for your employee and one to keep on file.

Now create the ATO payment summary file on a clean diskette. If you do not use floppy disks create it on your desktop then burn it to a CD. This file must be called EMPDUPE. When you have created it, print the audit report to verify its contents.

Print the form to accompany the file and send it and the disk off to the ATO per the instructions. Even better if you use the ECI client from the ATO you can use it to validate the file and send it direct to the ATO via the internet.

Once your employees have their copy of the payment summary and the ATO has the EMPDUPE file you are done. It just remains to roll the file forward to the next financial year. Take 2 permanent backups of the file for posterity then do the Year-end Rollover. Make sure you keep a copy of the file online for future reference. Once this is done, the current payrun in the old year becomes number one in the new financial year and you are ready to pay your employees again.

TIP 1: You may want to delay sending the EMPDUPE file to the ATO for a couple of weeks in case any payment summary errors are picked up by your employees. If this happens, you can go into the file and do an adjusting payrun (date it 30th June) to correct it. You will then have to finalise the payrun, reprint the payments summaries affected and create the ATO file again.

If you have already done the year-end rollover and the adjustment affects any leave accrual amounts you may have to correct the opening accrual balances in the new financial year file for any employees affected.

TIP 2: You may want to keep a copy of the EMPDUPE file you send the ATO in case it is rejected for some reason (missing information is the most common problem or a faulty disk. Having a copy will allow you to see what the problem is and correct it.

TIP 3: There is no problem with rolling the file into the next financial year before printing the payment summaries and creating the ATO file. Just be careful of which financial year file you are working in and be aware that if any adjustment in the previous year affects the accrual balances you will have to amend the opening balances in the current year file.