Update employee personal & financial details

Updating details on behalf of your employees

There may be cases where you need to update an employee's details on their behalf.

This could happen if the employee is offline, or unavailable to make changes to their details themselves. Alternatively, the employee's personal & financial details can be updated from their profile by an admin user with the correct permissions

However, we highly recommend that employees update their own details using their Employee App.

  Please note: Employees are unable to change the email address associated with their foundU profile. They need to contact their manager or another admin user of the platform to update their email. This helps enhance platform security and prevents employees from being locked out of their accounts.

In this article, we will cover:

• Updating an employee's personal details
• Updating an employee's financial details
• Updating an employee income type 

 If you would like to provide your employees with help guides on how to update their personal details, then please check out our Employee Help Centre.

Updating an employee's personal details

Depending on your permissions, you will typically be able to view and edit an employee's personal details. An admin can update the following personal details on the employee's behalf. 

• Employees personal details:

  • First name
  • Surname
  • Middle name
  • Preferred name
  • Gender
  • Date of birth (DOB)

• Employee contact details:

  • Email address
  • Phone number
  • Mobile Number
  • Address

• Employee additional information:

  • Language
  • External ID - Use this if the employee has an external ID outside of foundU that you would like to document 
  • Operation Exclusive - Exclude the employee from an Operation or assign the employee to an Operation exclusively

• Emergency contact details:

  • Full name
  • Relationship
  • Contact number (this can also be an international contact number)
  • Address

  Tip: The above information can also be updated while an employee is completing their onboarding process. 

To update an employee's personal details: 

1. Navigate to People > Approved People or use the global search to locate the desired employee.
2. Navigate to the Employee Card tab then select the Details tab to see the employee's details. 
   
   
3. Once you select the edit pencil a box will open allowing you to choose which portion of the employee's details you would like to edit.
4. When you have made the relevant changes, select Save.
   
   

 If you would like to see how to review employee onboarding information then please refer to our Adding, onboarding & setting up a new employee help guide here. 

Update an employee's financial details

Depending on your permissions, you will typically be able to view and edit an employee's financial details. An admin can update the following financial details on the employee's behalf. 

• Bank details
• Superannuation details
• Tax details

  Please note: It is highly recommended that employees update their own financial details in their Employee App. 

To update an employee's financial details: 

1. Navigate to People > Approved People or use the global search to locate the desired employee.
2. Navigate to the Financial tab, this is where the employee's bank, superannuation and tax details are located. 
   
   
3. Expand the relevant section, e.g. Bank accounts and select Edit to edit the employee's details. 
4. Once you have updated the relevant details, select the green tick to save your changes. 
   
   

Viewing changes to financial details

On some occasions, you may need to check if any changes have been made to an employee's financial details over the time of their employment or before you go in and update the financial details on their behalf.

This can be seen on the employee profile by navigating to the left side of the profile and selecting Activities.

From here you will be able to quickly see the date and timestamp of those changes along with the original details and what they have been updated to. 

 

  Tip: Should you need to see a record of which admin made these changes, this can be viewed in our User Action Log (UAL). Read through our article on the UAL to learn more.

Update an employee's income type

Each payment made to an employee must be assigned to an income type. You can report amounts allocated to multiple income types throughout the year.

The YTD section within the employee profile displays a clear summary of the amounts paid to the employee, which are segregated by income type.

However, there may be times when an employee's income type is required to be changed. The income type can be easily changed from the employee profile using the edit income type tool.

This might be necessary if an employee submits a TFN declaration that changes their income type and this needs to be reported via STP for previous pay periods, as well as moving foward.

  Please note: Changing an employee's income type will only affect ATO reporting. It will not alter payslip tax calculations and could result in underpaid or overpaid tax. Please ensure you fully understand the implications before performing any changes.

To update an employee's income type:

1. Navigate to the relevant employee profile via People > Approved People or from the global search function. 
2. Select Financial > YTD to see the employee's YTD information. Here you will see the following information:
   • Period - First payment date to the most recent payment date within the financial year. 
   • Paying entity - The paying entity the data was processed against that was assigned to the employee.
   • Branch - Branch ID.
   • Income Type - The income type code the data was processed against that was assigned to the employee.
   • Gross - Total gross amount for the period.
   • Tax - Total tax amount for the period.
   • Super - Total super amount for the period. 
     
     
3. To edit the income type select Edit History > Income type. 
   
     Please note: Ensure that you verify that the employee's current income type is correct before proceeding as the tool only allows changing the income type to what is already in the employee's profile.
4. Choose the new income type and select the relevant payslips for which the income type should be changed. The choices are as follows:
   • Salary and wages - An employee who is an Australian citizen, Resident or who is a Foreign Resident for Tax purposes who is working in Australia.
   • Working holiday maker - An employee who is working for your business whilst holding a Working Holiday visa permitting them to work.
   • Foreign employment - An employee is an FEI employee if they are an Australian resident who is conducting work for an Australian company overseas in a country that is not an Australian territory. 
     
       Please note: Depending on the new income type selected you may be required to enter a Country code or Foreign tax rate. If you are unsure of what an employee's income type should be, please see the ATO's Income types help guide here. 
5. Select Save change. 
   
   
6. The changes will now be reflected in the employee's YTD information and you will see the employee's YTD information is now split by income type. 
   
   

  Tip: Select the expand icon to the right of the Super total to see a comprehensive breakdown of employees' YTD STP data.