Current Australian Employee TFN Declarations

Activate User's Guide
Version
2025.1
Current Australian Employee TFN Declarations

Use the Current Australian Employee Tax File Number (TFN) Declarations wizard to import employee federal tax information in Activate so you don't have to use the HR Import XML.

This wizard simplifies the process of completing the TFN Declaration by eliminating the need for the paper-based Tax File Number Declaration form and manual data entry. Dayforce uses the captured employee identifiers to calculate and complete the compliant payroll processing, resulting in more simplified payroll processing and a reduction in data entry errors.

Note: If this wizard doesn’t show under Load Your Data, check in Dayforce to make sure that you have a pay group and the corresponding (generated) pay calendar for the country you are attempting to load data for.

Note: Activate uses HR Version 2.0 (NextGen) when loading data during configuration.

Before you begin

There must be at least one Australian pay group installed in your Dayforce environment.

Using this wizard

The loaded AUS tax information shows in an editable grid. You can download the Tax Info Data AUS template, populate it, and then upload the data. When you edit the data in the grid, Activate shows any applicable validation warnings or errors. If warnings or errors show, you must review them and update the data in the grid or upload a corrected template to correct them.

Enter required changes in the template to ensure that future uploads are accurate. If you make edits directly in the grid, click Save and download the updated file for record keeping purposes.

You do the following in the Current Australian Employee TFN Declarations wizard:

Upload the Tax Info Data AUS template

Use the Tax Info Data AUS template to upload the AUS tax field information. This data ensures that Activate is starting with the same codes that are currently in your legacy payroll system.

Verify the information
After you import the AUS tax data, the Current Australian Employee TFN Declarations wizard creates a summary of the unique tax information found in the template. To show the information included in the summary, click here.
  • Employee ID
  • First Name
  • Last Name
  • Effective Start
  • Pay Basis
  • Resident Code
  • TFN Exemption Reason
  • Claim Tax-free Threshold
  • STSL Debt
  • Tax Offset Claim Amount
  • Claiming Senior and Pensioner's Tax Offset
  • Claiming Zone, Overseas or Carer Offset
  • Medicare Levy Exemption
  • Medicare Levy Reduction
  • Has Spouse
  • Weekly Income Less Than Table A
  • Number of Dependent Children
  • Apply Medicare for Working Holiday
Install the information in Dayforce

When the tax information is complete in Activate, you must install it in Dayforce.

Tasks

To complete and upload the Organization Group template:
  1. In Activate Central, click Load Your Data. The Load Your Data wizards show.
  2. Click Current Australian Employee TFN Declarations.
  3. On the Australian Tax Data page, click Download.

    Note: You can also download an empty Current Australian Employee Tax File Number (TFN) Declarations template from the Download Template Files page.

  4. Select the location where you want to save the template document.
  5. Open the TaxInfoDataTemplateAUS.xlsx template on your computer.
  6. On the TaxInfoDataAUS tab, complete all columns with the data for all employees in the organization.

    Note: Instructions for populating the fields are in the Tax Info Data Template AUS Template Fields section (below) and on the Instructions tab of the template.

    7. Note: The Activate release version shows in cell B3 on the Instructions tab of the template. With this information, you can determine the version of Activate that you were using when you downloaded the template.

  7. Click Save and close the template.

    You can use any file name for the template you upload. The file must be an Excel or CSV (Comma-Separated Value) document and contain the data in the required format.

    Important: Don’t change the name of the tab. Activate uses the tab name to validate that the correct template is being uploaded. Also, don’t change the column headings.

  8. On the Upload page, click Upload.
  9. Go to the completed Tax Info Data Template AUS template in the location where you saved it.
  10. Click Open. The Current Australian Employee RFN Declarations wizard validates the uploaded file.

    Note: If the uploaded file has errors, a Validation Failed message shows in red at the bottom of the page. You must correct the errors in the file on your computer and upload the file again.

    Note: When you upload an Excel file, Activate includes the name of the uploaded file into the name of the XML file it generates and loads to the Dayforce File Server. The format of the generated XML file name is <NamespaceName>_<Import Type>_<file name provided>_YYY-MM-DD_HHMM. This information makes it easier to audit files later.

  11. Click Next.
To review and confirm the data:
  1. Review the information shown in the grid.
  2. To make updates to data on the page:

    • To insert a new row in the grid, click the row where you want to insert it and click New.

    • To delete a row, click the row and click Delete.

    • To download the error message list and save it to your computer, click Download Errors File.
    • To correct errors in the grid, click in the field containing the error. Click Tab to move to the right and Shift+Tab to move to the left in the row. Use the scrollbars on the right side and bottom of the grid to go to other areas of the grid.

    • To save information in the grid to your computer, click Download File and save it to the location you want.

    • To upload the file from your computer, locate the file and click Upload File. The data in the file shows in the grid.

    • To remove changes that you don’t want to save, click Refresh.

  3. When the data is complete, click Done & Install. When you leave the page, the selected values stay in the grid.
To install TFN Declaration information:

When the TFN declaration information is complete in Activate, you must install it in Dayforce.

  1. After making any necessary corrections, on the Australian Tax Review page, click Load.

    The Load page opens with a list of the steps to complete and an estimate of how long the installation usually takes. During the installation, the current step in the process is bolded so you can monitor the progress.

  2. Click one of the following:
    • Add Email and enter your email address to receive an email when the installation process ends, instead of waiting for it to finish.
    • Next w hen the installation is complete.

    Activate Central opens with the name of the Wizard now shown in green text and a green checkmark to the left of the wizard’s name. The current day, date, and time of completion are included, along with your name as the user who completed the Wizard. The environment in which the installation was applied (Stage, Config, or Train) is also shown.

    Note: If you want to add more information, click I want to add more. See Executing a Rollback When Using the “Add More“ Feature in the Payroll Wizards.

Results

Fields populated in Dayforce

The data uploaded from the Tax Info Data Template AUS template populates the fields on the following pages in Dayforce.

Dayforce fields populated by the Tax Info Data Template USA template
Field in Template Field in Dayforce Page in Dayforce
Employee Identifier

Employee Reference/Number

For an employee in an Australian
pay group, Employee Profile > Payroll > Tax Definitions page.

 

 

 

 

 

 

 

 

 

 

 

 

 
First Name

First Name

Last Name Last Name
Effective Start Date

Effective From
Pay Basis Pay Basis
Resident Code Resident Code
TFN Exemption Reason TFN Exemption Reason
Claim Tax-Free Threshold Claim the Tax Free Threshold
STSL Debt STSL Debt
Tax Offset Claim Amount Amount Claimed for Tax Offset
Claiming Senior and Pensioners Tax Offset Senior and Pensioners Tax Offset
Medicare Levy Exemption Medicare Levy Reduction Claimed

Has Spouse

Spouse
Weekly Income Less Than Table A Combined Weekly Total Income less than Table A
Number of Dependent Children Number of Dependent Children
Apply Medicare for Working Holiday Maker Apply Medicare For Working Holiday Maker
Files generated by the current Australian Employee TFN Declarations wizard

After completing the Current Australian Employee TFN Declarations wizard, a single import file is automatically generated and placed on the customer's FTP site.

HR Import

  • FTP Subdirectory: Import/HRImport
  • Filename: <Namespace> HRImport < Date Time>.xml
For an example illustrating how translates the template data to XML, click here.
Copy 
<EmployeeImport>
    <Employee>
        <XRefCode>970001</XRefCode>
        <EmployeeNumber>970001</EmployeeNumber>
        <FirstName>AUS_FN1</FirstName>
        <LastName>AUS_LN1</LastName>
        -<AUSTax>
            <EffectiveStart>2020-01-01</EffectiveStart>
            <ResidentCode>Resident</ResidentCode>
            <ClaimTaxFreeThreshold>true</ClaimTaxFreeThreshold>
            <STSLDebt>true</STSLDebt>
            <TFNExemptionReason>Claiming for other exemptions</TFNExemptionReason>
            <PayBasis>Full Time</PayBasis>
            <AmountClaimedforTaxOffset>132.34</AmountClaimedforTaxOffset>
            <SeniorandPensionersTaxOffset>false</SeniorandPensionersTaxOffset>
            <ClaimingZoneOverseasorCarerOffset>false</ClaimingZoneOverseasorCarerOffset>
            <MedicareLevyExemptionType>Half</MedicareLevyExemptionType>
            <MedicareLevyReductionClaimed>false</MedicareLevyReductionClaimed>
            <Spouse>true</Spouse>
            <CombineWeeklyTotalIncomelessthanTableA>true</CombineWeeklyTotalIncomelessthanTableA>
            <NumberofDependentChildren>1</NumberofDependentChildren>
            <ApplyMedicareForWorkingHolidayMaker>false</ApplyMedicareForWorkingHolidayMaker>
        </AUSTax>
        <AUSTax>
            <EffectiveStart>2020-07-01</EffectiveStart>
            <ResidentCode>Resident</ResidentCode>
            <ClaimTaxFreeThreshold>true</ClaimTaxFreeThreshold>
            <STSLDebt>false</STSLDebt>
            <TFNExemptionReason>Claiming for other exemptions</TFNExemptionReason>
            <PayBasis>Full Time</PayBasis>
            <AmountClaimedforTaxOffset>57.6</AmountClaimedforTaxOffset>
            <ClaimingZoneOverseasorCarerOffset>false</ClaimingZoneOverseasorCarerOffset>
            <MedicareLevyExemptionType>Half</MedicareLevyExemptionType>
            <MedicareLevyReductionClaimed>false</MedicareLevyReductionClaimed>
            <Spouse>true</Spouse>
            <CombineWeeklyTotalIncomelessthanTableA>true</CombineWeeklyTotalIncomelessthanTableA>
            <NumberofDependentChildren>2</NumberofDependentChildren>
        </AUSTax>
    </Employee>
    <Employee>
        <XRefCode>970002</XRefCode>
        <EmployeeNumber>970002</EmployeeNumber>
        <FirstName>AUS_FN2</FirstName>
        <LastName>AUS_LN2</LastName>
        <AUSTax>
            <EffectiveStart>2020-10-28</EffectiveStart>
            <ResidentCode>Working Holiday</ResidentCode>
            <ClaimTaxFreeThreshold>false</ClaimTaxFreeThreshold>
            <STSLDebt>false</STSLDebt>
            <TFNExemptionReason>Claiming exemption for under 18 years of age and do not earn enough to pay tax</TFNExemptionReason>
            <PayBasis>Casual</PayBasis>
            <AmountClaimedforTaxOffset>0</AmountClaimedforTaxOffset>
            <ClaimingZoneOverseasorCarerOffset>false</ClaimingZoneOverseasorCarerOffset>
            <MedicareLevyExemptionType>None</MedicareLevyExemptionType>
            <MedicareLevyReductionClaimed>false</MedicareLevyReductionClaimed>
            <Spouse>false</Spouse>
            <CombineWeeklyTotalIncomelessthanTableA>false</CombineWeeklyTotalIncomelessthanTableA>
            <NumberofDependentChildren>0</NumberofDependentChildren>
            <ApplyMedicareForWorkingHolidayMaker>true</ApplyMedicareForWorkingHolidayMaker>
        </AUSTax>
    </Employee>
    <Employee>
        <XRefCode>970003</XRefCode>
        <EmployeeNumber>970003</EmployeeNumber>
        <FirstName>AUS_FN3</FirstName>
        <LastName>AUS_LN3</LastName>
        <AUSTax>
            <EffectiveStart>2019-07-11</EffectiveStart>
            <ResidentCode>Non-Resident</ResidentCode>
            <ClaimTaxFreeThreshold>false</ClaimTaxFreeThreshold>
            <STSLDebt>true</STSLDebt>
            <TFNExemptionReason>Applied separate application for new or existing TFN</TFNExemptionReason>
            <PayBasis>Part Time</PayBasis>
            <AmountClaimedforTaxOffset>0</AmountClaimedforTaxOffset>
            <ClaimingZoneOverseasorCarerOffset>false</ClaimingZoneOverseasorCarerOffset>
            <MedicareLevyExemptionType>None</MedicareLevyExemptionType>
            <MedicareLevyReductionClaimed>false</MedicareLevyReductionClaimed>
            <Spouse>false</Spouse>
            <CombineWeeklyTotalIncomelessthanTableA>false</CombineWeeklyTotalIncomelessthanTableA>
            <NumberofDependentChildren>0</NumberofDependentChildren>
        </AUSTax>
    </Employee>
</EmployeeImport>

Next steps

Review and validate the employee federal tax information in Dayforce.

Complete the next wizard, as appropriate.

Tax Info Data Template AUS template fields

All templates have the same basic structure:

  • Instructions tab: Helps you understand the purpose of the data and complete the fields in the template.
  • Data tab: Contains headers for the data to be included in the template. The headers remain the same, but you can change the column order. If you add more columns, Activate ignores them.

All number ranges in the templates include the numbers at both ends of the range.

To see a list of the fields in the template, click here:
Employee Identifier (Required)
Order Data Type Description Examples Why This Is Needed
1 Alphanumeric. Unique value between 1-40 characters. Allows the system to identify employees uniquely. Use the same number assigned to the employee in the Getting Started HR data loads. 3241245
00000000
abc123499 		In the context of this import, the Employee Identifier, First Name, and Last Name help users identify employees when completing the template. This required field validates that the data being loaded is assigned to the correct employee record. The values given must match an existing employee record in Dayforce exactly.
First Name (Required)
Order Data Type Description Examples Why This Is Needed
2 String1 between 1-64 characters. Legal first name of the employee. Joe In the context of this import, the Employee Identifier, First Name, and Last Name help users identify employees when completing the template. This required field validates that the data being loaded is assigned to the correct employee record. The values given must match an existing employee record in Dayforce exactly.

1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &

Last Name (Required
Order Data Type Description Examples Why This Is Needed
3 String1 between 1-64 characters. Legal last name of the employee. Smith In the context of this import, the Employee Identifier, First Name, and Last Name help users identify employees when completing the template. This required field validates that the data being loaded is assigned to the correct employee record. The values provided must match an existing employee record in Dayforce exactly.

1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &

Effective Start Date (Required)
Order Data Type Description Examples Why This Is Needed
4 Date. Excel right-justified date format or Excel text format yyyy-mm-dd. Start date for the tax record. Date formatted cells:
09/24/2015
24/09/2015

Text formatted cells:
2015-09-24

This date is used to identify when this tax declaration begins.
Pay Basis (Required)
Order Data Type Description Examples Why This Is Needed
5 Accepted Values:
Full Time
Part Time
Casual Labor Hire
Super or Annuity Income 		Used to determine on what basis the employee is paid. Full Time
Part Time 		Required to determine the correct tax amounts.
Resident Code (Required)
Order Data Type Description Examples Why This Is Needed
6 Accepted Values:
Resident
Non-Resident
Working Holiday 		Specify whether the employee is an Australian resident, foreign resident or on a working holiday visa for tax purposes. Resident Required to determine the correct tax amounts.
TFN Exemption Reason (Required)
Order Data Type Description Examples Why This Is Needed
7 Accepted values:
Applied for new or existing TFN Under 18 years old and doesn’t earn enough to pay tax Other exemptions.		 Specify the exemption reason for employees who don’t have a valid Tax File Number (TFN). Under 18 years old and doesn’t earn enough to pay tax Required for accurate payroll reporting.
Claim Tax-free Threshold (Required for resident employee)
Order Data Type Description Examples Why This Is Needed
8 Accepted Values:
YES
NO 		Specify whether the employee's tax amount is reduced based on the tax-free threshold. This field only applies to Resident employees. YES
NO 		Required to determine the correct tax amounts.
STSL Debt
Order Data Type Description Examples Why This Is Needed
9 Accepted Values:
YES
NO 		Indicate whether the employee has debt from a Study and Training Support Loan. If so, the system withholds the calculated amount as part of the STSL tax component that shows on the employee pay slip. YES
NO 		Required to determine whether to withhold STSL tax.
Tax Offset Claim Amount
Order Data Type Description Examples Why This Is Needed
10 Numeric. 0 to 9999999999.99 Enter the total dollar amount of offsets to reduce the amount of tax payable on the employee's taxable income. Enter 0 if there’s no tax offset or rebate, or for Non-Resident employees. 282.43 0 Required for payroll calculation to deduct additional tax amounts.
Senior and Pensioners Tax Offset
Order Data Type Description Examples Why This Is Needed
11 Accepted Values:
YES
NO 		Indicate whether the employee qualifies for the seniors and pensioners tax offset (SAPTO). YES
NO		 Required to determine whether to reduce the tax amounts.
Claiming Zone, Overseas or Carer Offset
Order Data Type Description Examples Why This Is Needed
12 Accepted Values:
YES
NO		 Indicate whether the employee is claiming zone, overseas, or carer offsets. YES
NO		 Required to determine whether to reduce the tax amounts
Medicare Levy Exemption
Order Data Type Description Examples Why This Is Needed
13 Accepted Values:
None
Full
Half		 Used to determine what type of Medicare levy exemption the employee is entitled to. This field only applies to Resident employees. Full
Half 		Required to determine whether to reduce the Medicare levy.
Medicare Levy Reduction
Order Data Type Description Examples Why This Is Needed
14 Accepted Values:
YES
NO 		Indicate whether the employee is claiming a Medicare levy reduction. This field only applies to Resident employees. YES
NO 		Required to determine whether to reduce the Medicare levy.
Has Spouse
Order Data Type Description Examples Why This Is Needed
15 Accepted Values:
YES
NO 		Indicate whether the employee has a spouse for tax purposes YES
NO 		Required to determine whether to reduce the Medicare levy.
Weekly Income Less Than Table A
Order Data Type Description Examples Why This Is Needed
16 Accepted Values:
YES
NO		 Indicate whether the employee's weekly total income, combined with their spouse, is below the low-income threshold. Table A is available in the instructions of the Medicare Levy Variation Declaration form, which you can download from the following link: https://www.ato.gov.au/forms/medicare-levy-variationdeclaration. YES
NO 		Required to determine whether to reduce the Medicare levy.
Number of Dependent Children
Order Data Type Description Examples Why This Is Needed
17 Numeric. Indicate the number of dependent children for Medicare levy exemption or reduction purposes 3
0		 Required to determine whether to reduce the Medicare levy.
Apply Medicare for Working Holiday Maker (Required only for records with Working Holiday resident code)
Order Data Type Description Examples Why This Is Needed
18 Accepted Values:
YES
NO		 Indicate whether the Medicare Levy will apply for an employee with a Resident Code of Working Holiday. YES
NO 		Required to determine whether to apply Medicare tax.