As a business, you will experience regular changes from simple phone number updates to altering your business name and legal entity. These changes are typical as your organisation grows and diversifies. The Business Details feature can be used to update your information on the payroll platform and throughout the system to ensure payroll accuracy.

1. Log into your Employment Hero Payroll platform.
2. Click the   Business Settings menu.
3. Click the Payroll Settings submenu.
4. Click the   Details button.
5. Complete the following fields:

   • Business name.

     Important

     The Business Name is a required field that the platform uses as your display name and allows Employment Hero to identify your organisation.

   • Legal name.

     Important

     This is the name that appears on your employees’ pay slips.

   • Is this a foreign overseas entity?
     • Host country.

   • ABN.

     Important

     The ABN field is a requirement because it is the unique identifier used by the ATO to identify your business during electronic lodgements.

   • Address Line 1.
   • Address Line 2.
   • Suburb.

   • Contact name.

     Helpful Tip

     This is the name that will appear in the notifications sent from the platform.

   • Contact email address.

     Helpful Tip

     This is the email address that will appear in the notifications sent from the platform.

   • Contact phone number.
   • Contact fax number.

   • Standard hours per day.

     Important

     The value assigned here defines the default standard workday. It will mean when leave for a day gets applied for, this is how many hours it will default to. If you have any business rules requiring overtime to be calculated on a daily basis, this number will drive when overtime is triggered. Employers with a week defined as 38 hours might have 7.6 hours set here.

     What you enter here can be changed on an employee level for anyone it does not apply to via their Pay Run Defaults screen. What you set here will be the default value for new employees, so we would suggest you apply your most common setting here.

   • Work week.
   • Allow SMS notifications.

   • Automatically update super rates.

     Helpful Hint

     From July 1 2013 to 2025, super guarantee rates will increase gradually from 9% to 12%. Check this box if you want the platform to update these rates automatically from the next financial year.

     To update manually in the interim, please refer to this article: Managing your pay categories | Payroll Web Platform.

6. Click the Save button.
   

An ABA file is a standardised file format accepted by major Australian financial institutions. It facilitates payments from an employer's bank account to one or multiple employee bank accounts.

Employers use the ABA file generated by their payroll software to pay employees. Uploading the ABA file to the business internet banking portal and authorising the payments is a straightforward process for disbursing employee wages.

Information on setting up BPAY payments can be found here.

1. Log into your Employment Hero Payroll platform.
2. Click the   Business Settings menu.
3. Click the Payroll Settings submenu.
4. Click the   Payment Files button.
5. Click the ABA file settings tab.
6. Click the   Add button.
   

7. Complete the following fields:

   • BSB number.
   • Account number.
   • Account Name.

   Helpful Hint

   The platform limits your account name to only 16 characters.

   • Financial institution code.
   • Lodgement reference.
   • Name of user supplying file.
   • APCA user ID.
8. If required, click the Include Self-Balancing Transaction tick box and complete the required fields.
9. If required, click the Merge Multiple Payments for the Same Account into a Single Transaction tick box.
10. Click the Save button.
    

As a business with multiple locations across various suburbs or states, you may have distinct employees employed in each location. To guarantee an accurate record of your organisation's workforce distribution, the location register is essential.

You can add new locations by specifying their names and states (required for Payroll Tax reporting and public holidays) Assigning these locations to employees enables you to generate reports on labour costs for each specific location. This feature provides the flexibility to edit location information in case of changes and remove irrelevant locations when needed.

1. Log into your Employment Hero Payroll platform.
2. Click the  Business menu.
3. Click the Payroll Settings submenu.
4. Under Pay Run Settings, click Locations.
5. Click Add to add a new location.
   
6. Complete the following fields:
   • Location name
   • State
   • Country
   • Time zone
   • Is a sub location (click the checkbox if applicable)
   • This location correlates with a record in another system (click the checkbox if applicable)
   • Make all sub locations report to this location (click the checkbox if applicable)
   • Default shift conditions
   • Make this location available to all employees
7. Click the Save button.
   

In your organisation, there might be users who require access to specific features for performing certain tasks, like reviewing expense claims or monitoring employee clock-ins. These employees do not need full administrative privileges, but rather customised access.

With the Restricted Access feature, you have the flexibility to create personalised security groups, catering to the precise needs of your managers within the payroll platform.

1. Log into your Employment Hero Payroll platform.
2. Click the Business Settings menu.
3. Click the Payroll Settings option.
4. Click on Manage Users. 
5. Click on the Add button.
   
6. Add the email address and name for the user who you want to make an admin.
   
7. Make sure Full Access is highlighted. It will be highlighted in blue.
8. Click Save.
   

Within your organisation, a pay schedule serves to define the time intervals at which your employees will receive their payments. Depending on your business requirements, you may have employees on weekly, fortnightly, or monthly schedules, each with distinct setups to ensure accurate and timely payments.

You can set up pay schedules based on locations and/or entities as per your specific business requirements.

1. Log into your Employment Hero Payroll clas
2. Click the Business Settings menu.
3. Click the Payroll Settings submenu.
4. Click the Pay Schedules button.
5. Click the Add button.
   

6. Complete the following fields:

   •  
     • Name

   Important

   The name you give a pay schedule will be included in the name of the ABA bank file downloaded from your platform (in addition to the Employing Entity and date). You should avoid using special characters and keep the names as short as possible because banks limit file name lengths (max 248 characters).

   • Frequency
     • Weekly
     • Fortnightly
     • Monthly

   Important

   Selecting the monthly frequency option will display the Monthly Payment Mode option. This is used to calculate an average number of hours per month for employees with advanced standard work hours setup, as opposed to paying the specific hours per month based on the number of days in the month.

   • Included employees
   • Pay run warnings

   Helpful Hint

   To read further details on what each pay run warnings means refer to the below section: "Definition: Pay schedule warnings".

   • PAYG payments:
     • Account name
     • BSB
     • Account number
     • Reference
7. Click the Save button.
   

Every business is equipped with up-to-date State and Federal public holidays, which are automatically integrated into the system. By default, the system includes public holidays legislated by state governments, though additional ones can be easily added if required. These public holidays play a role in the following ways:

• Leave Estimation: Public holidays are excluded when calculating the amount of leave needed for leave applications. The determination of public holidays is based on the employee's default location.
• Pay Conditions: Pay conditions can be configured to automatically adjust employees' pay rates for public holidays. This means that employees may receive different rates of pay when working on public holidays.

We cover this in our Prepare to Launch section, but it is a good time to think about how you would like to transition your payroll from your existing provider to Employment Hero Payroll.

The ATO reporting process in Employment Hero Payroll offers a variety of options based on your organisation's structure and ATO lodgement practices. It is essential to select the appropriate option that aligns with your circumstances.

Please familiarise yourself with these options: Transition Options for STP.