Payees - Payee Master File Alerts (Modals)

Feb 21, 2025

Payee Master File Alerts (Modals)

There are many Alerts that may be displayed when attempting to access a Payee by selecting Actions > Edit or changing certain information within the Payee Master File.

Personal Details
e-Personnel (HR)
- Edit a Payee Comment Alert (Modal)
Taxation and Medicare
Employment and Payment
Superannuation Rules and Fund Details
Leave Entitlements and Balances

Tax File Number Not Quoted Alert (Modal)

When adding or editing a Payee, the Tax File Number Not Quoted Alert (Modal) is displayed when Exemption Tax File Number 000-000-000 is entered.

To resolve this alert, select Ok.

👉 Once Ok is selected, Exemption TFN 000-000-000 is used, and the Payees Tax Treatment will be set to No TFN.

👉 When Residency for Taxation Purposes is set to Foreign Resident, the Tax Treatment can be changed to Seasonal Worker Programme.

Tax File Number Invalid Alert (Modal)

The Tax File Number Invalid Alert (Modal) is displayed when adding or editing a Payee when the Tax File Number entered is INVALID and Residency for Taxation Purposes is changed.

To resolve this issue, select OK and enter a VALID Tax File Number to change the Residency for Taxation Purposes.

Tax File Number Invalid for Foreign Residents & Working Holiday Makers Alert (Modal)

The Tax File Number Invalid for Foreign Residents & Working Holiday Makers Alert (Modal) is displayed when Residency for Taxation Purposes is changed to either Foreign Resident OR Working Holiday Maker when Payee's Tax File Number is either 333-333-333 or 444-444-444. As these Tax File Numbers are not valid for either Tax Treatment, please enter a valid Tax File Number to continue.

Tax File Number Exemption Period Ended Alert (Modal)

The Tax File Number Exemption Period Ended Alert (Modal) is displayed when Actions > Edit is selected for a Payee using Exemption TFN 333-333-333, where they are now equal to or older than eighteen (18). To resolve this alert, select OK.

👉 Once Ok is selected, Exemption TFN 000-000-000 is used, and the Payees Tax Treatment is changed to No TFN. Until a valid Tax File Number is entered, any payments made to the Payee will be taxed per Schedule 1, Scale 4.

👉 If the Payee has not applied for a Tax File Number, they must do so now. In this case, change the Payees Tax File Number to Exemption TFN 111-111-111, which will remain valid for another 28 days.

Tax File Number Application Period Ended Alert (Modal)

The Tax File Number Application Period Ended Alert (Modal) is displayed when Actions > Edit is selected for a Payee using Exemption TFN 111-111-111 where it has been more than 28 days since;

The Gross Income Exceeded Alert (Modal) was displayed in Payees (Step 2 of the Pay Run), Process (Step 3 of the Pay Run) OR Approve (Step 5 of the e-Time).
The Tax File Number Exemption Period Ended Alert (Modal) was displayed in Payees (Step 2 of Pay Run) OR Approve (Step 5 of e-Time).
The Payees Commencement Date.

To resolve this alert, select Ok.

👉 Once Ok is selected, Exemption TFN 000-000-000 is used, and if the Payees Tax Treatment was;

Regular, Seniors and Pensioners, Horticulturists and Shearers or Foreign Resident,
- Tax Treatment is changed to No TFN. Until a valid Tax File Number is entered, any payments made to the Payee will be taxed per Schedule 1, Scale 4.
Seasonal Worker Programme,
- Tax Treatment remains set to Seasonal Worker Programme per the ATO's requirements.
Working Holiday Maker,
- Tax Treatment remains set to Working Holiday Maker per the ATO's requirements.

Tax File Number Updated Alert (Modal)

The Tax File Number Updated Alert (Modal) is displayed when the Tax File Number has been changed. To resolve this Alert, select OK.

Once Ok is selected, Taxation and Medicare will be updated based on the new TFN.

Visa Expiring Alert (Modal)

The Visa Expiring Alert (Modal) is displayed when editing a Payee whose VISA expires within the next 7 days.

To ensure the Payee can be included in a Pay Run, confirm the Visa Expiry and update by referring to change the VISA Number, Expiry or Country for a specific Payee.

Visa Expired Alert (Modal)

The Visa Expired Alert (Modal) is displayed when Actions > Edit is selected for a Payee whose Tax Treatment Code is HRXXXX, HUXXXX, or HFXXXX if their VISA has expired.

To resolve this alert, confirm the Visa Expiry with the Payee then update by referring to Change the Payees VISA Number, Expiry or Country.

Residency for Taxation Purposes Updated Alert (Modal)

The Residency for Taxation Purposes Updated Alert (Modal) is displayed when the Residency for Taxation Purposes is changed while editing a Payee.

Once OK is selected, and the Payee is now;

An Australian Resident whose Tax File Number is;
1. Exemption TFN 000-000-000,
  1. Tax Treatment will be set to No TFN.
2. VALID (8 or 9 Digits) or Exemption TFN 111-111-111 and birthday is < 60 years in the past,
  1. Tax Treatment will be set to Regular.
3. VALID (8 or 9 Digits) or Exemption TFN 111-111-111 and birthday is ≥ 60 years in the past,
  1. Tax Treatment will be set to Regular. However, if necessary, this can be changed to Seniors and Pensioners.
A Working Holiday Maker;
1. Tax Treatment will be set to Working Holiday Maker.

STP Payroll ID Alert (Modal)

The STP Payroll ID Alert (Modal) is displayed when Save is selected for a Payee who has been included in prior pay runs after entering a new STP Payee Payroll ID.

To resolve this alert, please Send an Update Event to the ATO.

STP Previous Payroll ID Alert (Modal)

The STP Previous Payroll ID Alert (Modal) is displayed when Save is selected for a Payee who has not been included in prior pay runs after entering a Previous STP Payee Payroll ID.

To resolve this Alert, refer to either;

Assign Prior Pay Runs? Alert (Modal)

The Assign Prior Pay Runs? Alert (Modal) is displayed when Save is selected after the user has changed any of the following but not selected the Assign Prior Pay Runs button;

Payroll Tax,
- State/Territory and/or Apprentice / Trainee.
Cost Centres,
- Default Pay Location / Department.
Employer SG Contributions,
- Superannuation Fund and/or Member Number.
Additional Contributions (RESC),
- Superannuation Fund and/or Member Number.
Employee Contributions (before/after PAYGW),
- Superannuation Fund and/or Member Number.
Portable Long Service Leave,
- State/Territory, Registration Number and/or Community Service Type.

Exit Without Saving Alert (Modal)

The Exit Without Saving Alert (Modal) is displayed when attempting to close a Payee without saving after the information stored has been changed or updated.

👉 If Ok is selected, the Payee Master File is closed without saving.

👉 If Cancel is selected, the alert is closed, and the Payee Master File remains open.

Edit a Payee Comment Alert (Modal)

The Edit a Payee Comment Alert (Modal) is displayed when Edit has been selected next to the Comment or Reminder.

This alert enables you to change the Date & Time, Comment Text and Reminder Status per the below;

Registered Employer Alert (Modal)

The Registered Employer Modal (Alert) is displayed when Actions > Edit is selected for a Payee whose Tax Treatment Code is HUXXXX if Employer of Working Holiday Makers has been selected since the Payee was added.

To resolve this alert, select Ok to automatically update the Payees Tax Treatment Code to HRXXXX.

Deregistered Employer Alert (Modal)

The Deregistered Employer Modal (Alert) is displayed when Actions > Edit is selected for a Payee whose Tax Treatment Code is HRXXXX if Employer of Working Holiday Makers has been deselected since the Payee was added.

To resolve this alert, select Ok to automatically update the Payees Tax Treatment Code to HUXXXX.

Tax Treatment Updated Alert (Modal)

The Tax Treatment Updated Alert (Modal) is displayed when the Payees Tax Treatment is manually updated. As an example, the Tax Treatment for an Australian Resident Payee whose birthday is ≥ 60 years may be either Regular or Seniors and Pensioners.

👉 If Ok is selected, the Payee's Tax Treatment will be updated to the new setting.

👉 If Cancel is selected, the Payees' Tax Treatment reverts back to the original setting.

Employment Basis Changed Alert (Modal)

The Employment Basis Changed Alert (Modal) is displayed when editing an existing Payee and changing the Employment Basis from full-time or Part-Time to Casual.

Select which accrual rules you need to remove, and then select OK. Otherwise, select Cancel, and the Payee's Employment Basis will not be updated.

Employment Basis Updated Alert (Modal)

The Employment Basis Updated Alert (Modal) is displayed when editing an existing Payee and changing the Employment Basis from Casual to Full Time or Part Time.

Select Ok to continue. Otherwise, select Cancel, and the Payee's Employment Basis will not be updated.

Reassign Payroll Tax Details On Prior Pay Runs Alert (Modal)

The Reassign Payroll Tax Details On Prior Pay Runs Alert (Modal) is displayed when Assign Prior Pay Runs is selected, and there are prior pay runs that can be re-assigned to the State/Territory (Payroll Tax) as Other or Apprentice/Trainee Wages. Please refer to Change the Payroll Tax Details for a specific Payee.

Unable To Reassign Payroll Tax Details On Prior Pay Runs Alert (Modal)

The Unable To Reassign Payroll Tax Details On Prior Pay Runs Alert (Modal) Explained (Payee Master File) is displayed when Assign Prior Pay Runs is selected, and all prior pay runs are already assigned to the State/Territory (Payroll Tax) as either Other or Apprentice/Trainee Wages.

Award/Agreement Selection Updated Alert (Modal)

The Award/Agreement Selection Updated Alert (Modal) is displayed when the Payee has been changed from being assigned to an Award from an Agreement or to an Agreement from an Award.

To continue, select Yes. Otherwise, select No.

Award Details Changed Alert (Modal)

The Award Details Changed Alert (Modal) is displayed when Actions > Edit is selected for a Payee whose Award has been amended since they were last opened.

Select Yes, to update the Payee's Employment, Payment and Leave Entitlement information based on the amendments made in the Award. Otherwise, select No.

Agreement Details Changed Alert (Modal)

The Agreement Details Changed Alert (Modal) is displayed when Actions > Edit is selected for a Payee whose Agreement has been amended since they were last opened.

Select Yes, to update the Payee's Employment, Payment and Leave Entitlement information based on the amendments made in the Agreement. Otherwise, select No.

OTE Hours Per Week Changed Alert (Modal)

The OTE Hours Per Week Changed Alert (Modal) is displayed when the OTE Hours Per Week has been changed, and allows you to select which is correct - The Rate Per Hour or the Annual Salary.

👉 If you select that the;

Rate Per Hour is correct, the Annual Salary will be updated.
Annual Salary is correct, the Rate Per Hour will be updated.

Reassign Pay Location / Department Details On Prior Pay Runs Alert (Modal)

The Reassign Pay Location / Department Details On Prior Pay Runs Alert (Modal) is displayed when Assign Prior Pay Runs is selected, and there are prior pay runs that can be re-assigned to the new Pay Location / Department.

Unable To assign Pay Location / Department To Prior Pay Runs Alert (Modal)

The Unable To assign Pay Location / Department To Prior Pay Runs Alert (Modal) is displayed when Assign Prior Pay Runs is selected in e-Cost (Cost Centres) and there are no transactions which can be updated.

Advanced Pay Template Alert (Modal)

The Advanced Pay Template Alert (Modal) is displayed if the amount entered in Rate per Hour within Employment Details has been changed and Advanced Pay Template is selected.

👉 If Yes is selected, all Pay Types with a percentage value greater than 0% will be automatically updated based on the new Rate Per Hour. Pay Types set to $0, 0% or where the Rate has been defined in Advanced Pay Template are not updated.

👉 If No is selected, all Pay Types selected in Advanced Pay Template remain as previously set.

Pay Rates/Allowances (e-Time) Alert (Modal)

The Pay Rates/Allowances (e-Time) Alert (Modal) is displayed when the Horizontal Ellipsis Button is selected in Ordinary Hours (e-Time) and enables you to define the Pay Rates and/or Allowances that need to be assigned to the Shift Profile.

The Annual Leave Loading Alert Text is displayed when Annual Leave has been added, and This Payee is entitled to Leave Loading is selected within the Payee Master File.

The Duplicate Pay Type DBID Alert Text is displayed when two Pay Types with the same Database ID have been added. To resolve this issue, remove all duplicates of the same Pay Type.

The Missing Pay Type/s Alert Text is displayed when no Pay Types have been chosen for the time block. To resolve this issue, select the relevant Payment Type for the Time Block, then select Add.

Payment Type allows you to select which Pay Rates and/or Allowances must be loaded within the Timesheet when Ordinary Hours is selected.

Add allows you to add the new Pay Rate or Allowances.

Delete allows you to delete the selected Pay Rate or Allowance once Ok is selected.

👉 If the Pay Rate or Allowance has been saved previously, the Delete Icon will update to Undo, allowing you to reverse the changes. The account will not be deleted until Ok is selected

Ordinary Hours (Day) already exists Alert (Modal)

The Ordinary Hours (Day) already exists. Alert (Modal) is displayed when Add is selected in Ordinary Hours (e-Time), and a Shift Profile for the selected day/s already exists.

To resolve this alert, you can select Cancel and either change the new or an existing Shift Profile or OK to add the new Shift Profile.

Employer SG Increase from 1 July Alert (Modal)

🎯 The alert below is displayed in Payees (Step 2 of the Pay Run); please refer to Employer SG Increase from 1 July Alert (Modal).

The Employer SG Increase from 1 July Alert (Modal) is displayed when Actions > Edit is selected for a Payee whose Employer SG Percentage is currently set to anything less than 11.50% (on or after 1 July 2024).

Select Yes, to change the Employer SG percentage as the ATO requires.

Otherwise, keep the Employer SG percentage as previously set (due to your Award) by selecting Do not show again for this Payee if you do not want to be reminded that this Payee is being paid a lesser percentage. Then, select No.

Change Employer Super Details Alert (Modal)

If the Superannuation Fund is changed in Employer Superannuation Guarantee Contributions, the Change Employer Super Details Alert (Modal) is displayed when editing a Payee.

👉 If you wish to change the Payee's Superannuation Fund, select Ok. The Member Number will then be removed, allowing you to enter the new ID.

👉 If you do not wish to continue changing the Payee's Superannuation Fund, select Cancel. The Superannuation Fund will be reverted to the original setting.

Reassign Employer SG Contributions Details On Prior Pay Runs Alert (Modal)

The Reassign Employer Superannuation Guarantee Contribution Fund Details On Prior Pay Runs Alert (Modal) is displayed when Assign Prior Pay Runs is selected within Employer Superannuation Guarantee Contributions, if the current Superannuation Fund and/or Member Number differs from any previous pay runs. Please see Change the Employer Superannuation Guarantee Contribution Details for a specific Payee.

To reallocate prior pay runs to the new Superannuation Fund, select all or individually choose the required periods, then select Confirm Update.

Unable to assign prior Employer SG Contributions Alert (Modal)

The Unable to assign prior Employer Superannuation Guarantee Contributions Alert (Modal) is displayed when Assign Prior Pay Runs is selected within Employer Superannuation Guarantee Contribution if the current Superannuation Fund and/or Member Number DOES NOT differ from any previous pay runs.

👉 If you need to update either the Employer Superannuation Guarantee Contribution Superannuation Fund and/or Member Number, please see Change the Employer Superannuation Guarantee Contribution Details for a specific Payee.

Change Additional Contributions (RESC) Fund Alert (Modal)

The Change RESC Super Details Alert (Modal) is conditionally displayed when the Superannuation Fund allocation has been updated.

👉 If you wish to change the Payee's Superannuation Fund, select Ok. The Member Number will then be removed, allowing you to enter the new ID.

👉 If you do not wish to continue changing the Payee's Superannuation Fund, select Cancel. The Superannuation Fund will be reverted to the original setting.

Remove Additional Contributions (RESC) Details Alert (Modal)

The Clear RESC Super Details Alert (Modal) is conditionally displayed when;

Use Employer Superannuation Guarantee Contribution Details? is deselected.
The Superannuation Fund has been unassigned from the Payee.

👉 If you wish to clear the Payee's Superannuation Fund, select Ok.

👉 If you do not wish to continue removing the Payee's Superannuation Fund, select Cancel.

Reassign Additional Contributions (RESC) Details On Prior Pay Runs Alert (Modal)

The Reassign Reportable Employer Superannuation Contribution Fund Details On Prior Pay Runs Alert (Modal) is displayed when Assign Prior Pay Runs is selected within Reportable Employer Superannuation Contributions (RESC), if the current Superannuation Fund and/or Member Number differs from any previous pay runs. Please see Change the Reportable Employer Superannuation Contributions (RESC) Details for a specific Payee

To reallocate prior pay runs to the new Superannuation Fund, select all or individually choose the required periods, then select Confirm Update.

Unable to assign prior Additional Contributions (RESC) Alert (Modal)

The Unable to assign prior Reportable Employer Superannuation Contributions Alert (Modal) is displayed when Assign Prior Pay Runs is selected within Reportable Employer Superannuation Contributions (RESC) if the current Superannuation Fund and/or Member Number DOES NOT differ from any previous pay runs.

👉 If you need to update either the Reportable Employer Superannuation Contribution (RESC) Superannuation Fund and/or Member Number, please see Change the Reportable Employer Superannuation Contributions (RESC) Details for a specific Payee.

Change Employee Contributions Details Fund Alert (Modal)

The Change Personal Super Details Alert (Modal) is conditionally displayed when the Superannuation Fund allocation has been updated.

👉 If you wish to change the Payee's Superannuation Fund, select Ok. The Member Number will then be removed, allowing you to enter the new ID.

👉 If you do not wish to continue changing the Payee's Superannuation Fund, select Cancel. The Superannuation Fund will be reverted to the original setting.

Remove Employee Contributions Details Alert (Modal)

The Clear Personal Super Details Alert (Modal) is conditionally displayed when Use Employer Superannuation Guarantee Contribution Details? is deselected OR the Superannuation Fund has been unassigned from the Payee.

👉 If you wish to clear the Payee's Superannuation Fund, select Ok.

👉 If you do not wish to continue removing the Payee's Superannuation Fund, select Cancel.

Reassign Employee Contributions Details On Prior Pay Runs Alert (Modal)

The Reassign Personal Superannuation Contribution Fund Details On Prior Pay Runs Alert (Modal) is displayed when Assign Prior Pay Runs is selected within Personal Superannuation Contributions, if the current Superannuation Fund and/or Member Number differs from any previous pay runs. Please see Change the Personal Superannuation Contribution Details for a specific Payee.

To reallocate prior pay runs to the new Superannuation Fund, select all or individually choose the required periods, then select Confirm Update.

Unable to assign prior Employee Contributions Details Alert (Modal)

The Unable to assign Prior Personal Superannuation Contributions Alert (Modal) is displayed when Assign Prior Pay Runs is selected within Personal Superannuation Contributions if the current Superannuation Fund and/or Member Number DOES NOT differ from any previous pay runs.

👉 If you need to update either the Personal Superannuation Contributions Superannuation Fund and/or Member Number, please see Change the Personal Superannuation Contribution Details for a specific Payee.

Entitlement (in Hours) Alert (Modal)

The Entitlement (in Hours) Alert (Modal) is conditionally displayed when the Information Icon is selected next to the relevant Accrual Rule within the Payee Master File.

This alert details the Hourly, Weekly, Fortnightly, Monthly, Quarterly and Yearly accrual ratio's based on the rules defined in either the Award/Agreement the Payee is assigned to OR the manually adjusted rules within the Payee Master File.

Leave Balances (in Days/Weeks) Alert (Modal)

The Leave Balances (in Days/Weeks) Alert (Modal) is conditionally displayed when the I (Information) Symbol is selected next to the Current Balance for each Leave Type.

Reassign Portable Long Service Leave Details On Prior Pay Runs Alert (Modal)

The Reassign Portable Long Service Leave Details On Prior Pay Runs Alert (Modal) is displayed when Assign Prior Pay Runs is selected, and there are prior pay runs that can be re-assigned to the State/Territory, Registration Number or Community Service Type. Please refer to Change the Portable Long Service Leave Details for a specific Payee.

Unable To Reassign Portable Long Service Leave Details On Prior Pay Runs Alert (Modal)

The Unable To Reassign Portable Long Service Leave Details On Prior Pay Runs Alert (Modal) is displayed when Assign Prior Pay Runs is selected, and all prior pay runs are already assigned to the State/Territory, Registration Number or Community Service Type.