e-PayDay® for Windows > End of Year Processing

This option is to be used if you intend to print the Payment Summaries on plain paper and have the latest ATO approved version of e-PayDay®.

This is the ATO's account of the payment summary information for each employee. i.e. the employee and employer receive the information on printed paper, and the ATO on a floppy disk. The information placed on the disk is in the form of an 'empdupe' file.

Please ensure that you have at least two blank, fully formatted floppy disks available before continuing with this procedure. (One to send to the ATO Magnetic Media Services, the other to keep for your company records).

During the production of the ATO disk, errors can be incurred, and they are either classified as major or minor. If they do occur, firstly, exit out back to the main screen then click on 'Utilities' and then 'Log Files' and finally 'ATO Empdupe Error Log'. This will produce a document listing the problems encountered.

Major errors are directly related to the address given for the company. This is located in the Taxation Details 8 tab and the Company 1 tab, which are accessed after clicking on the word 'Company' (above the picture button) and then selecting 'Taxation Details' or 'Company List/Details' respectively. Please ensure the address is set up on at least two (2) separate lines. It is also necessary that the State has the correct abbreviation, and the second line consists of City/Suburb, State and Post Code.

Minor errors are directly related to employees' addresses. Please ensure that the Suburb, State, and Post code are all within their designated fields, and NOT on the second or third line in the address field.

For overseas addresses the Post code field must be set to 9999. The street address must be provided in the 1st and 2nd address lines, the town, state or region and area code must be reported in the Suburb/town or city field and the State field must be set to OTH. The name of the overseas country is to be provided in the Country field.

Before starting, please ensure that you have completed all fields within the Taxation Details 8 tab in the 'Company' window (i.e. click on the word 'Company' (above the picture button) and then select 'Taxation Details'). All fields marked with an asterisk(*) within the Company 1 tab of this 'Company' window need also to be filled in.

1. Insert the blank formatted Floppy Disk into the appropriate disk drive.

2. From the Main Window 'click' on the word 'Company' (above the Company

button), and then select 'End of Year' followed by 'ATO Disk'. The 'Fast Tax'

window will then be displayed.

frmfasttax

a) [Step 1] Make sure that the correct Financial Year for this end of year procedure is displayed. e.g. 2005 If it is not the correct financial year, you will need to change this by going back into the 'Taxation Details 8' TAB and choosing the correct year.

b) [Step 2] Click on the drive that you have inserted your blank, formatted disk. eg. A: or on the local drive or network drive that you wish to save your file to.

c) [Step 3] Click on the 'Start' button to commence processing

A message will appear on the screen. If this is the first Company's data, select 'Yes' and the program will go to the next step.

If errors have occurred, a message will display advising of the number of 'minor' and'major' errors. Click on the 'OK' button and then the 'Continue' button (yellow) to scroll through all of the errors. Take note of the employees and/or Company details that need altering. (If there are too many employees to note – you can view or print out this section by going into 'Utilities', 'Log Files' and 'clicking' on 'ATO Empdupe Error Log'. Correct the errors and go back to step 1.

If no errors have occurred, a view of the ATO file will be listed on the screen for you toreview. To complete the process, keep clicking on the 'Continue' button until it goes away.

*NB: If you have multiple companies and want to place the empdupe file for each company on the same floppy disk, then click on 'Cancel', then change into the other companies and complete steps 2 to 5 again for each company leaving the same floppy disk in the drive. Then procede with step 6 below. If you have multiple companies but want a separate ATO disk for each company then complete steps 1 to 6 for each company using a fresh floppy disk each time.

d)[Step 4] Click on the button ("Split") that asks you to "Produce the ATO files for all……"

NB: Upon completing step 2, two (2) files are written to the floppy disk, local drive or network drive, an "empdupe" file and a "noabn" file. The "noabn" file will contain payment summary information for any PAYG Voluntary Agreement employees who have NOT quoted an ABN. If there aren't any then this file will be blank. The purpose of step 6 is to delete the "noabn" file if it is blank. Otherwise you will be prompted to insert another floppy disk so that the "noabn" file can be written to it. In this case you would have to submit two floppy disks to the ATO. One with an "empdupe" file and the other with an "noabn" file.

If you try and click on 'Cancel' before clicking 'Split' you will get a message reminding you to click on that button. If you are producing multiple files on the one disk, then you have a reason for not clicking on 'Split' just yet.

e) [Step 5] Click on the Transfer button if you wish to send your files electronically to the ATO. If you have the ATO's ECI installed and have configured the path to it in e-PayDay® Options the ATO's ECI client application will open and you can submit the file using their application, or click Finished and follow with next step (8).

f) Once the ATO disk(s) have been produced, click on 'Finished', then forward the disk(s) to the ATO accompanied by at least one of the following forms which can be optained from the ATO's website.

Magnetic Media Information Form (EA) – You have a disk with a single "empdupe" file on it.

Magnetic Media – Multiple Files Form (EA) – You have the one disk with more than one "empdupe" file on it

Withholding Where ABN Not Quoted (PN) – You have a disk with a single "noabn" file on it

Withholding No ABN – Multiple Files (PN) - You have the one disk with more than one "noabn" file on it

NB: If you have Adobe Acrobat 4.0 or greater installed on your computer, you can access these forms from the ATO's website, www.ato.gov.au. From e-PayDay® click on Tax, then Taxaton (ATO) Forms, All forms (ATO website).