Eclipse Payroll v10.50 is needed to perform EOFY for 2023/2024

You must be running Eclipse Payroll version 10.50 or later in order to perform EOFY processing for 2023/2024. 
You can determine what version of Eclipse Payroll is installed by viewing Help→About.
You can download the latest version of Eclipse Payroll by selecting Help → Check Update.


You must be using Single Touch Payroll Version 2

Note that Single Touch Payroll (STP) is now mandatory for all businesses.
Furthermore, you must now be using STP Version 2 in order to submit End Of Year STP data to the ATO.
If you're unsure of whether or not STP is enabled and/or what Version you are using, see here for information on how to determine this: What version of STP am I using?
You can find STP1 to STP2 Transition instructions here: Detailed STP1 to STP2 Transition Instructions.
If you require any assistance setting up STP for transitioning to STP2 please contact the UBS Support Team.


Employees

The term current employee is used below to refer to any Employees who have received a Pay during the current 2023/2024 Financial Year.
The quickest way to locate this group of Employees is to open the main Employee List and choose the "Active FY" filter, which displays all employees with payroll activity in the current FY.

Preparing for EOFY

The following activities need to have been completed before you can start EOFY processing:

  • Payruns: You must run and commit the Payruns for all Pay Periods for all active Pay Schedules in the current Financial Year before you can attempt EOFY processing. 
    If you have more than one Pay Schedule, wait until all Pay Periods for each Pay Schedule are committed before doing EOFY processing.
  • Employees: Each Employee with activity in the current Year should have a valid Name, TFN, Birthdate, Address and Phone details.
    If you've recently added Employees to the system it is suggested you check their setup is complete. 
  • STP Submissions: You must successfully submit all outstanding STP transmissions to the ATO before starting EOFY processing.

EOFY Processing Instructions

Follow the steps below to

  1. Finalise your Payroll for the 2023-2024 Financial Year and
  2. Enable Payroll processing for the 2024-2025 Financial Year, including loading all required ATO tax and rate information for the new FY.

Starting the process: Open the EoFY Process Screen

You can access the EoFY Process screen from the Main Menu in Eclipse Payroll or from the Payroll Workflow screen.

Once open, note that the screen should look as follows:

  • The 2023/2024 Financial Year should be showing as OPEN.
  • The 2024/2025 Financial Year should be showing as AVAILABLE.

Step 1: Employee Setup.

This step encourages you to make sure your Employee's are set up correctly in Eclipse Payroll. The items to check are listed below. We especially recommend you check any recently added Employees. Any errors in your Employee data may cause your STP submission to fail.

We've highlighted in the screen shots below the most common causes of EoFY/STP errors as far as missing Employee information goes.


Step 2: Company Setup 

If you employ Working Holiday Makers or have an FBT exemption, you need to ensure these items are set up correctly for your Company. It is also a good idea to review and check the details of your Company also.

In the screen shots below we've highlighted the information you should check in the Company screen:

Step 3: Final Pays

For each active Pay Schedule you use, you must ensure that every Pay Period within each Schedule for the current Financial Year, is paid and committed. You should also ensure that the STP submissions for each Payrun have been successfully processed.

You must also ensure you have no outstanding pay items to process for a given employee and that you are happy the YTD picture for each Employee is accurate.

The EoFY Readiness Check can help you determine whether you have run all the relevant Pays. It will report whether or not you can proceed and if not, why not.

Once you are satisfied that the End Of Year Process can proceed, you should at this point remit any outstanding Tax and Super owed. 

Step 4: End of Year Reports (Optional)

This step is optional. But we recommend that as part of checking your EoFY data, you run and check the reports provided in this step.

Step 5: Reconciliation

This step encourages you to perform a proper reconciliation between your Payroll and other associated systems. 

Step 6: Commit and Submit STP

This step will Commit you End of Year Data and prepare a STP End Of Year Update Event that must be sent to the ATO so that your reporting for the Financial Year is finalised with them. 

Performing this step successfully will result in the FY data submitted by you for each Employee to be marked as Tax Ready on MyGov. The screen displays a list of all Employees who will be reported. All employees with financial activity in FY 2023/2024 are to be reported.

Do not complete this Step until you are 100% confident that the End of Year data for FY 2023/2024 for every employee is correct.

There are 4 steps to producing the STP Update Event and lodging it with the ATO. Each step can be performed in this screen. Any EOFY files created here will also be available in the STP screen (in the Special STP Documents Tab). 

Performing each step will move the file through a series of statuses, with the desired end-result being that the File is successfully processed by the ATO.

After creating the STP Update File, we recommend you run the STP Report for it and check the information being sent.

STP Errors

If at any point the File is rejected or fails to be processed, then the Status will show Failed and Error Information can be viewed by selecting the View Errors button.

If an error occurs, you'll need to examine the description of the error to determine how to correct it. Once you've made those corrections you can restart the process by selecting the Restart button.

Step 7: Finalise End-of-Year

This is the final step in the End-of-Year process. This step finalises and locks all Payroll data for the FY2023/2024 period and it also loads the data required to start paying people in the subsequent FY2024/2025 period. 

All the changes brought in for the new Financial Year are displayed for you to review, as highlighted below.

When you Commit the EOFY data using the Commit button the new rates and schedules will be loaded and the FY2024/2025 year will become available for processing Pays.

Select the Commit Button to Finalise End of Year processing for the 2023/2024 FY.

Note that the Commit process implements all changes for FY2024/2025 as shown above.

Additionally, the system will scan and update Employee data related to the Superannuation changes according to the following rules:

  1. If the SGC rate for any current Employee is 11% (the current SGC rate), the system will raise the rate for them to 11.5% automatically.
  2. If the SGC rate for any current Employee is greater than 11%, it will not be modified by the system,
  3. If the SGC rate is < 11% for any Employee, their rate will not be changed.

If a rate is NOT changed for any reason - it will report as an error. The results of this is displayed in dialog screen that appears when you press Commit as per below. This screen is simply confirming what has been changed SGC wise and what has not.


FY2024/2025 is now ready for payroll processing.


THE END