Organisations

Add employees

All employees to whom you provide fringe benefits must be added to ONESOURCE Fringe Benefit Tax using the Employee workpaper. The Employee workpaper includes information such as:
  • Default state (for payroll tax purposes)
  • Default cost centre
  • Default standard category
  • Email address (for emailing RFBA letters or declarations to employees)
  • Declarations to be completed
Employees are associated to a single organisation, and can be assigned to one or multiple reporting entities (their employer).
You can upload your data from a source file or manually add employee information on the Employee workpaper. If you are using multiple reporting entities, it is imperative that you use a unique identifier as the employee ID. In other words, you cannot use the same employee ID for two different people, even if they are in different reporting entities. If you do not provide unique employee numbers, you risk incorrectly reporting RFBA or other taxable amounts.
Keep in the mind the following when adding employees:
  • Because there is a requirement that reportable fringe benefit amounts appear on employee payment summaries, it is necessary to ensure the employee information is correct.
  • Each employee needs to be added only once per reporting entity.
  • The system assumes an employee ID is unique to one person. If you do not provide unique employee identifiers, you risk reporting RFBA or other taxable amounts incorrectly.
  • If an employee changes their surname this need only be changed once in the Employee workpaper. The change will be reflected in all benefit workpapers and reports.
  • Selecting an employee in a benefit workpaper automatically uses the employee's default cost centre, standard category and state if these are entered in the Employee workpaper.
note
If you are using multiple reporting entities, it is imperative that you use a consistent employee number or other unique identifier for the employee ID. Except for certain non-reportable benefits, such as shared cars, certain types of entertainment, and car parking, all other benefits must be associated to an employee.

Adding Employees

  1. Select
    Administration
    , then
    Employees.
  2. Enter or upload important employee details.
    tip
    You can use the upload templates to make this task easier.
Details...
note
Some columns are hidden but can be displayed using the
Show/Hide Columns
 option.
Column Name
Description
Employee ID
Enter the employee's payroll number or other unique identifier. The unique employee identifier is typically the employee's payroll number.
Title
Mr, Mrs, Miss etc.
First Name
Employee’s first name
Last Name
Employee’s last name
Reporting Entity Code
Mandatory when uploading employees and needs to match the reporting entity code created using
Administration
 >
Reporting Entities
.
Reporting Entity
The employee’s employer. All benefits for this employee will automatically be assigned to this reporting entity
Default State
All benefits assigned to this employee will automatically be assigned to this state. However this can be changed on a benefit-by-benefit basis.
Cost Centre Code
If you are tracking an employee's benefits by their cost centre, select a cost centre from the list. This cost centre will be used by default for any new benefits allocated to an employee within a workpaper. A manual change in an employee’s default cost centre can be pushed down to existing benefits . Alternative costs centres can still be selected at the workpaper level.
Standard Category
If you are tracking an employee's benefits by their standard category select a standard category from the list. This standard category will be used by default for any new benefits allocated to an employee within a workpaper. The allocation is prospective, changing an employee's Standard Category will not replace previous Standard Category values (even if these are blank) within a workpaper. Other standard categories can still be allocated to an employee's benefit at the workpaper level.
Email Address
The employee’s email address. If the functionality to email RFBA letters or declarations is being used, this is the email address to which the letter or declaration will be sent.
Address Line 1
The employee’s postal address.
Address Line 2
The employee’s postal address.
Suburb
The employee’s postal address.
Postcode
The employee’s postal address.
State
This is the employee's postal state. (It is not their Default State - see above)
Start Date
The Employee's employment Start date.
End Date
The employee's End date of employment (termination date).
note
This date will prevent the roll forward of the employee to the next FBT period (unless they have ongoing benefits).
Gender
Acceptable upload values are:
M
 (male),
F
 (female),
O
 (other), and
P
 (prefer not to say).
Declarations
Various ATO approved declarations can be merged with employee details if 'Yes' is entered in one or more of the declaration columns.
There are
Declaration columns
 in the Employee workpaper that can be completed by specifying
Yes
 if you wish to mail-merge or email declarations using the employee details.

Adding an existing Employee to another Employer (Reporting Entity)

If an employee works for multiple employers, they must be assigned to more than one reporting entity.

This article applies to:

  • Product: ONESOURCE Fringe Benefits Tax
  • Subject: Setup