Office Codes (Paying Entities)

Managing your Office Codes

In foundU, Office Codes are used for reporting and also determine the paying entity that pays your employees.

There are two types of office codes that can be created; paying entities and non-paying entities. 

In this article, we will cover:

• Adding a new office code (non-paying entity)
• Adding a new office code (paying entity)
• Editing existing office codes
• Assigning office codes to your Operations
• Assigning office codes to your employees
• Changing an employee's office code
• How to set up ABA settings for your office codes

  The details of paying entities are also used when paying superannuation from the platform. More information on how paying entities display in super can be found here.

  If you're looking for cost codes (typically used for departments and P&L reporting), please check out our guide here.

Adding a new office code (non-paying entity)

Office codes that are non-paying entities will use the financial details of the Default office code. This means that you can configure the one paying entity and then use different office codes for reporting purposes. 

To add a new Office Code:

1. Navigate to the main menu > Payroll Settings > Office Codes then click Add Code.
2. Enter the following information:
   • Label - The name of the office code. 
   • Address - The address of the business. 
   • Contact Name - The point of contact for this business. 
   • Contact Number - The contact number for the point of contact. 
   • Default Super Fund - The super fund that is used for employees who choose to sign up with the default fund during their onboarding. 
   • Reply to Email - The reply-to email address used when emailing payslips to employees. 
   • WHM Employer Registration Status - Enable this toggle if your business is registered to employ Working Holiday Makers. If left disabled, WHM employees will pay a higher tax rate. 
   
3. Select Save. 

The new office code can now be applied to employees and operations as required. Please refer to the appropriate accordion below for more information. 

Adding a new office code (paying entity)

Office codes that are set up as paying entities will use the details within to pay employees. Multiple paying entity office codes can be set up with the same details. This allows you to pay employees from the one paying entity while splitting your reporting into separate office codes.

To add a new office code:

1. Navigate to the main menu > Payroll Settings > Office Codes then click Add Code.
2. Enter the following information:
   • Label - The name of the office code. 
   • Address - The address of the business. 
   • Contact Name - The point of contact for this business. 
   • Contact Number - The contact number for the point of contact. 
   • Default Super Fund - The super fund used for employees who choose to sign up with the default fund during their onboarding. 
   • Reply to Email - The reply-to email address used when emailing payslips to employees. 
   • WHM Employer Registration Status - Enable this toggle if your business is registered to employ Working Holiday Makers. If left disabled, WHM employees will pay a higher tax rate. 
3. Tick the 'Paying Entity' checkbox. 
4. Enter the Tax Declaration details:
   
   • PDF Logo - The logo displayed on the employee's payslip. Please use a 300 x 100 image. 
   • ABN - The ABN of the paying entity. This information is displayed on the employee payslip and sent to the ATO through STP. 
   • ACN - the ACN of the paying entity. 
   • Branch
   • Website - Company website
   • Company Name - Displayed in the header of employee payslips. This information is also sent to the ATO through STP. 
   • Company Number - Displayed in the header of employee payslips. 
   • Email - Displayed in the header of employee payslips.
5. Enter Invoice Payment details:
   The following fields only need to be filled out if you use invoicing through foundU. All of the below information will be displayed on your invoices. 
   
   • Mail Address (Cheque) - Your address that clients can send cheques to. 
   • Account Name - Your bank account name. 
   • BSB - Your bank account BSB. 
   • Account Number - Your bank account number. 
   • Account Email - Email provided on the invoice for clients to send remittances to. 
   • Additional Information on Invoice - Any additional information you'd like displayed on invoices. This information will be positioned at the bottom of the invoice. 
6. Enter additional Payslip Information:
   • Additional Information Title on Payslip - Title for additional information that can be displayed at the end of employee payslips. 
   • Additional Information on Payslip - Any additional information you'd like displayed on employee payslips. This information will be positioned at the bottom of the payslip. 
7. Click Save.

The new office code can now be applied to employees and operations as required. Please refer to the appropriate accordion below for more information. 

Edit an office code

Office codes, whether paying or non-paying entities, can be edited. However, not all fields within the office code can be edited. If you need to edit a field that is unable to be edited, please instead create a new office code. 

1. Navigate to the main menu > Payroll Settings > Office Codes then click the edit icon to the right of the office code. 
   
   
   
   
2. Edit the following information:
   • Label - The name of the office code. 
   • Address - The address of the business. 
   • Contact Name - The point of contact for this business. 
   • Contact Number - The contact number for the point of contact. 
   • Default Super Fund - The super fund used for employees who choose to sign up with the default fund during their onboarding. 
   • Reply to Email - The reply-to email address used when emailing payslips to employees. 
   • WHM Employer Registration Status - Enable this toggle if your business is registered to employ Working Holiday Makers. If left disabled, WHM employees will pay a higher tax rate.  
3. Edit the Tax Declaration details:
   
   • PDF Logo - The logo displayed on the employee's payslip. Please use a 300 x 100 image. 
   • ABN - This is not able to be edited. Please create a new office code instead. 
   • ACN - This is not able to be edited. Please create a new office code instead. 
   • Branch - This is not able to be edited. Please create a new office code instead. 
   • Website - Company website
   • Company Name - Displayed in the header of employee payslips. This information is also sent to the ATO through STP. 
   • Company Number - Displayed in the header of employee payslips. 
   • Email - Displayed in the header of employee payslips.
4. Edit Invoice Payment details:
   All of the below information will be displayed on your invoices. 
   
   • Mail Address (Cheque) - Your address that clients can send cheques to. 
   • Account Name - Your bank account name. 
   • BSB - Your bank account BSB. 
   • Account Number - Your bank account number. 
   • Account Email - Email provided on the invoice for clients to send remittances to. 
   • Additional Information on Invoice - Any additional information you'd like displayed on invoices. This information will be positioned at the bottom of the invoice. 
5. Edit additional Payslip Information:
   • Additional Information Title on Payslip - Title for additional information that can be displayed at the end of employee payslips. 
   • Additional Information on Payslip - Any additional information you'd like displayed on employee payslips. This information will be positioned at the bottom of the payslip. 
6. Click Save.

Assigning an office code to an operation

Office codes are assigned to Operations for the purposes of reporting and invoicing. 

To assign an office code to an Operation:

1. Navigate to Operations > Approved Operations.
2. Click on the Operation name you'd like to add or change an office code for. 
3. On the overview tab you can see and edit the Office Code as required. 

Applying Office Codes in bulk

You have the ability to assign an office code in bulk to multiple Operations. 

To do so:

1. Navigate to Operations > Approved Operations.
2. Select the desired Operations > Bulk actions > Assign Office Code to Selected.
3. Select the office code and click Assign.

Assigning an Office Code to an employee

Office codes assigned to employees are used for reporting and also to determine the paying entity responsible for paying the employee. 

Office codes are initially assigned to employees when adding them to the platform or when approving them for work. 

• When adding employees, the option to add an Office Code is not mandatory.

• When approving pending employees, an Office Code must be applied. 

Changing an employee's Office Code

Assigning an employee to an office code is necessary because it determines which paying entity is responsible for paying the employee. By assigning an employee to a specific office code, the employer can ensure that the correct financial and tax information is used for that employee's payroll. 

There may be occasions when it becomes necessary to change an employee's office code. This could be due to:

• • The employee changing venues or locations
  • The employee changing departments within your business

  Please note: The process for changing the office code for an employee is the same for both paying & non-paying entities. You will need to update employees' office codes individually from their Employee Profile as there isn't an option to update this in bulk.

There are 2 ways to update an employee's office code. These are:

• • Update the office code for future pay periods, leaving past pay periods as the previous office code. 
  • Update the office code for selected past pay periods. 

We will now cover the details of both options below using the Office code change tool. Please note that the tool to change the office code is intended to correct STP and Payroll reporting data only. You will need to take separate action to update the PDF versions of the generated payslips.

Change an employee's office code for future pay periods

To do so:

1. Process the employee's final pay under the old office code.
   
2. Submit all STP submissions for this employee located in Payroll > Single Touch Payroll.
   
3. Navigate to the Employee Profile and select the pencil to edit the existing office code. Choose a new office code from the drop-down menu and Save.
               
   

Change an employee's office code for past pay periods

To do so:

1. Navigate to the relevant employee profile via People > Approved People or from the global search function. 
2. Within the employee profile, navigate to Financial > YTD and select Edit history > Office code.
3. Within the Edit office code tool, select the new office code from the drop-down list, choose the relevant payslips that must be changed and select Save change.
   
   

   

4. You'll now see the relevant payslips listed under the new office code, in the drawer.
5. Upon reviewing the PDF of payslips that have changed office codes, you'll notice that it still lists the previous office code. Please Reload the PDFs of these generated payslips from the Pay page to update the PDFs. (see demo below).

  Please note: Before making any office code changes, please ensure that all pending STP submissions for the employee have been submitted. When the payslip is updated, a new STP submission will be created with updated year-to-date data for you to submit to the ATO.

  Please note: Office code changes that are for the same paying entity will show no change in the employee's YTD information and will require no STP submission. Office code changes that are for a different paying entity will show in the employee's YTD information and will require an STP submission.

Both paying & non-paying entity office code changes will show in your payroll reporting.

  For information on submitting STP submissions, please refer to our Single Touch Payroll article here. 

Important Next steps

After changing the office code for an employee, make sure to follow the next steps to ensure that the process is completed effectively.

• For the Payroll team - If there are any existing upcoming draft payslips for the employee whose office code has been changed, these should be reprocessed so that the new office code details are used.
• For the employee - Encourage your employees to log in to their Employee App and simply re-save their TFN Declaration. When the next payroll is generated it updates the ATO with the relevant information.

ABA payment settings

The ABA payment settings are configured on a per-paying entity basis. The information in this menu is used in conjunction with your office code details to create your ABA files for processing pay.  

Please see our ABA payment settings article for information on how to update your ABA payment settings.