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. To streamline the import, First Name and Last Name are excluded when not required.

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 make sure 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:

Messages: Error, Warning, and Information

Activate sorts each generated message by severity:

Tasks

To complete and upload the Organization Group template:

In Activate Central, click Load Your Data. The Load Your Data wizards show.
Click Current Australian Employee TFN Declarations.
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.
Select the location where you want to save the template document.
Open the TaxInfoDataTemplateAUS.xlsx template on your computer.
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.

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.

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.
On the Upload page, click Upload.
Go to the completed Tax Info Data Template AUS template in the location where you saved it.
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.
Click Next.

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
Claiming Zone, Overseas or Carer Offset	Zone, Overseas or Carer Offset
Medicare Levy Exemption	Medicare Levy
Medicare Levy Reduction	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
Withholding Variation Type	Withholding Variation Type
Withholding Variation Amount	Withholding Variation Amount
Withholding Variation Percent	Withholding Variation Amount
Withholding Variation Earning Group	Earning Group
Withholding Variation includes STSL	Does Withholding Variation Include STSL Debt

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>
        <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>
        <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>
        <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)

Field information for the Employee Identifier field
Order	Data Type	Description	Examples	Why This Is Needed
1	Alphanumeric. Unique value between 1–40 characters.	This information enables the system to identify employees uniquely. Use the same number assigned to the employee in the Getting Started HR data loads. Note: Upon upload of the template data, Activate converts any lowercase alpha characters found in the Employee Identifier field to uppercase.	3241245 00000000 abc123499	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)

Field information for the First Name field
Order	Data Type	Description	Examples	Why This Is Needed
2	String¹ between 1–64 characters.	Legal first name of the employee. Note: Activate‘ compares the First Name and the Last Name with the Employee Identifier in Dayforce. If they don’t match, Activate shows an error message that states that the data is being loaded incorrectly and to check the source data.	Joe	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 in the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &

Last Name (Required

Field information for the Last Name field
Order	Data Type	Description	Examples	Why This Is Needed
3	String¹ between 1–64 characters.	Legal last name of the employee. Note: Activate‘ compares the First Name and the Last Name with the Employee Identifier in Dayforce. If they don’t match, Activate shows an error message that states that the data is being loaded incorrectly and to check the source data.	Smith	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 in the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &

Effective Start Date (Required)

Field information for the Effective Start Date field
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)

Field information for the Pay Basis field
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)

Field information for the Resident Code field
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)

Field information for the TFN Exemption Reason field
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)

Field information for the Clain Tax-free Threshold field
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

Field information for the STSL Debt field
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

Field information for the Tax Offset Claim Amount field
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.

Claiming Senior and Pensioners Tax Offset

Field information for the Claiming Senior and Pensioners Tax Offset field
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

Field information for the Claiming Zone, Overseas or Carer Offset field
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

Field information for the Medicare Levy Exemption field
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

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

Field information for the Has Spouse field
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

Field information for the Weekly Income Less Than Table A field
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

Field information for the Number of Dependent Children field
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)

Field information for the Apply Medicare for Working Holiday Maker field
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.

Withholding Variation Type

Field information for the Withholding Variation Type field
Order	Data Type	Description	Examples	Why This Is Needed
19	Accepted Values: Downward Upward	Indicate whether the withholding variation is upward or downward. This value is accepted only when Resident Code = Resident. For other Resident Codes, leave this field blank.	Upward	To determine if the employee's withholding variation is upward (more tax) or downward (less tax).

Withholding Variation Amount

Field information for the Withholding Variation Amount field
Order	Data Type	Description	Examples	Why This Is Needed
20	Numeric	Enter the withholding variation amount. Only one of the following fields can be populated: Withholding Variation Amount Withholding Variation Percent This value is accepted only when Resident Code = Resident. For other Resident Codes, leave this field blank.	50	To determine the withholding variation amount.

Withholding Variation Percent

Field information for the Withholding Variation Percent field
Order	Data Type	Description	Examples	Why This Is Needed
21	Numeric	Enter the withholding variation percentage. Only one of the following fields can be populated: Withholding Variation Amount Withholding Variation Percent This value is accepted only when Resident Code = Resident. For other Resident Codes, leave this field blank.	5	To determine the withholding variation percent.

Withholding Variation Earning Group

Field information for the Withholding Variation Earning Group field
Order	Data Type	Description	Examples	Why This Is Needed
22	Alphanumeric. Unique value between 1-25 characters.	Indicate the reference code of the earning group that the withholding percentage will be calculated from. This field is required when the Withholding Variation Percent is populated. If the field isn’t populated, leave this field blank.	AUS_ORDINARY	Identifies the Earning Group to be used in calculating Percent-based withholding variations.

Withholding Variation includes STSL

Field information for the Withholding Variation includes STSL field
Order	Data Type	Description	Examples	Why This Is Needed
23	Accepted Values: YES NO	Indicate whether the variation includes the employee's Study or Training Support Loan (STSL). This value is accepted only when the Withholding Variation Percent field is populated.	YES NO	To determine whether the withholding variation percent includes STSL