RECKON GovConnect STP guide€¦ · RECKON GovConnect STP guide See how easy it is to meet Single...

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GovConnect STP guideSee how easy it is to meet Single Touch Payroll reporting obligations with Reckon.

Disclaimer: The following information is taken from an in-development product and is subject to change prior to the release of Reckon GovConnect STP . For the very latest information please visit reckon.com.

2019 | Version 1.1

Overview

Introduction Reckon has developed a new application called GovConnect STP that connects all four Reckon products to the ATO STP service including Reckon Accounts Hosted, Reckon Accounts Desktop, Reckon Payroll Premier and Reckon One. The application acts as a gateway, helping you manage your payroll reporting regardless of what Reckon product you use. It also keeps track of messages from the ATO and provides a history of what has been submitted in the past. This guide contains instructions on how to sign up for GovConnect STP, submit payroll data to the ATO and enable multi-factor authentication as required by the ATO.

2019 | Version 1.1 PAGE 3

Sign Up to Reckon Portal To gain access to the GovConnect STP application you will need a Reckon Portal account. This can be obtained for free at https://portal.reckon.com For existing Reckon One or Reckon Cloud POS accounts, you can use the same Portal account to access STP. For first time users who do not already have a Reckon Portal login, you can use any method to register:

• Sign in with Google using an existing Google account login). • Sign in with Office 365 (using an existing Microsoft Office 365 account login). • Create a Reckon Account (by completing your contact details).


Once you have signed up for Portal, you will need to enable GovConnect STP and MFA (Multi-Factor Authentication).

Enabling MFA and setting up Govconnect On the left side menu, you can click Reckon GovConnect, under Available Products.

The sign-up procedure will then prompt you to enable your MFA (Multi-Factor Authentication). Due to increased security requirements on the Standard Reporting service from the ATO, to use Reckon GovConnect Single Touch Payroll you will need to have multi-factor authentication enabled in the Reckon Portal. If you attempt to use the Single Touch Payroll application without MFA enabled the following screen will appear:

Click Next.


There are two forms of MFA offered to protect your account: 1. SMS verification, where an SMS is delivered to a nominated phone number 2. Google Authenticator, where a unique code is regularly generated by the Google Authenticator mobile phone app. Once MFA is enabled, you can set up your GovConnect.

Click Get Started to add a new STP Product. You, the business, will need an STP instance for each ABN.

The sign-up procedure will then ask you for your Australian Business Number (ABN) or Withholding Payer Number (WPN). If you enter an ABN, the number will be validated against the Australian Business Registry to return the company legal information. If you enter a Withholding Payer Number, this check is not performed and you must enter the legal name of the reporting business.


If your ABN has a Branch, click I have a GST Branch and enter the branch number. Your email address will be pre-populated from your portal login details. Once you click Submit, the company will be generated for use with the GovConnect Single Touch Payroll application and the application will load. The application will then ask you to select which Reckon products you have.

Select the products that the company uses from Reckon and click Save my settings. The selected applications will then appear on the GovConnect STP application. In the example below, we have selected all four products.

Your GovConnect STP is now set up.


Register your Software ID It is important to register your software ID to the ATO as this is the number required to be provided to the ATO to allow Reckon to submit Single Touch Payroll data on the company’s behalf. To find your software ID, go to your GovConnect STP application and click on Company & Adviser Info at the top right of the screen.

Once open, you will see the following screen.

Under Software ID, you will need to register this unique number to the ATO. You can either call the ATO on 1300 852 232 and provide your software ID, alternatively you can visit the ATO Access Manager to register your software ID online.


Submitting data to GovConnect STP How you send data to GovConnect STP for review before submission to the ATO depends on whether it is a cloud or desktop application. Reckon One has direct connectivity to the application for quick and easy transmission of data. Reckon Accounts Desktop & Reckon Accounts Hosted has an export option to get the required data in a file format that GovConnect STP can read. This guide will show you how to submit data on Reckon One and Reckon Accounts desktop/Reckon Accounts Hosted.

Reckon Accounts Desktop & Reckon Accounts Hosted For Reckon Accounts, ensure you have enabled Single Touch Payroll function in the software. To do this, open the company file and select Edit > Preferences.

Go to Company Preferences tab and then Payroll & Employees. You can enable STP functionality by ticking the checkbox shown below.


Once the option is selected, a new option will appear under the Employees drop down menu. To export your data out of Reckon Accounts:

1. Once you have completed the payrun, go to Employees > Process Single Touch Payroll.

2. Select the Payrun you are exporting from the Payrun drop down.

3. Select the Employees you want to include in the lodgement. 4. Click the Lodge button (please refer to Appendix for Full File Replacement, Update Event and

Final Pay Event) 5. Reckon Accounts creates the STP file and prompts you to save the payroll data as a JSON

file.


Note: if you are using Reckon Accounts Hosted, it will prompt you to save the JSON file on the Q drive. You will then need to save the JSON file from the Q drive to your PC.

6. A browser window will also open, allowing you to log in to the Reckon Customer Portal

to lodge via Reckon GovConnect. 7. When you launch Reckon GovConnect, click on Upload to import the payroll data on the

JSON file you saved in step 5.


8. You will be prompted to select a report type. Your options are “Update a previously completed ATO submission” or “New Pay Run / Full File Replacement”. It is important to select the correct report type to avoid error messages.

9. Find the exported JSON file from Reckon Accounts and click open. The data will be saved to GovConnect.


Reviewing submissions in GovConnect The GovConnect application can be used to review and submit your payroll information to the ATO. The example screenshot below has all Reckon products (this is applicable for advisers who are managing multiple clients on the various Reckon products). You can drill down into further detail of the pay run to review the data before sending this off to the ATO. Click on Detail.

Once you click on Detail, you can view employee totals of pay run including Total Gross, Total PAYG and number of employees in the payrun.


By clicking on Detail next to the employee line will drill down into further detail of that particular employee’s pay run.

When you’re in the Employee List, you can click on Submit All to send your STP to the ATO.


Once you hit Submit All, the application will get you to confirm the data is true and correct via electronic signature. Click Confirm to proceed.

If you are an adviser, submitting STP on behalf of your client, the application will get you to confirm the data is true and correct on your client’s behalf via electronic signature. Click Confirm to proceed.

This is the required declaration for intermediaries and agents to sign when submitting on behalf of a client. The information used in this submission is captured from the Company & Adviser Info area of GovConnect.


The submission to the ATO occurs and a detailed ATO status will appear in a box as ATO STATUS Pending (the ATO may take up to 3 business days to come back with a response).

ATO Statuses Pending If we are still awaiting a response from the ATO for the submission, the status will be pending

Error There was errors in the transmission related to business logic (such as incorrect or invalid ABN). You can view these details on this screen once an error is returned.

Success The transmission was submitted to the ATO successfully and the Pay Event completed.


Appendix: Processing STP Options

Update Event An Update Event can be used correct Employee YTD figures where a change has been made to a prior Employee Pay Event. An Update Event can be used to: - -Correct misclassifications where, for example an item has been reported as Gross Payments when in fact it should have been reported as an Allowance -Where the Employee YTD data in the Payroll System doesn’t match what has been reported to the ATO.

Full File Replacement A Full File Replacement gives you the ability to completely replace the latest Pay Event file you lodged to the ATO when the file was sent in error or contained significantly corrupt data. A Full File Replacement:

• shouldn't be used for corrections.

• can only be used to replace the last Pay Event.

• can’t replace an Update Event (a new Update Event should be used in this case).

• cannot be used if Employee Payroll data has changed since the Pay Event you are replacing

Final Pay Event Each year that you report Single Touch Payroll, you need to provide a finalisation indicator for every employee on the last Pay Event that they are paid for in the year, this can be when the Employee has ceased employment due to termination, or at the end of the year when the final company pay event is lodged to Single Touch Payroll. Employees Terminated during the Year When you process the Termination pay for the Employee and enter a Release Date in the Employee record, that Pay will automatically be flagged as the Final Pay Event in the STP Lodgement for that particular employee. Other Employees can also be lodged to STP for the same Pay Event, there is no need to select the Final Pay Event option on the export window. To confirm that the Terminated Employee's pay has been marked as Final, you can check the Details window in GovConnect. Final Pay Event for the Year On the Lodge Single Touch Payroll window we have provided a Final Pay Event option, ticking this will assign the final pay indicator to all employees exported in the Pay Event, this is to be used when lodging the final Payroll Event for the financial year.


Useful STP Resources

Reckon Help Centre This is an online help site which includes step by step guides to set up your GovConnect STP https://help.reckon.com/single-touch-payroll

Reckon YouTube Channel This has recorded webinars on Single Touch Payroll on each Reckon product https://www.youtube.com/user/Reckonltd

Reckon Community Check out our community page to find answers from our expert users, partners and the Reckon Team

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