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  • Onboarding a new employee

    When an employee starts a new job, they may now have the option to complete some of their employee commencement forms online. This will streamline the onboarding process for employees, employers and their intermediaries.

    The online forms available are:

    • Tax file number declaration
    • Superannuation (super) standard choice
    • Withholding declaration
    • Medicare levy variation declaration.

    Information is pre-filled into the online forms, reducing the likelihood of:

    • incorrect information being provided to an employer
    • errors, such as an employee having the incorrect amount of tax withheld.

    The employer benefits as they are not required to send the form to us.

    Employers can offer these online forms to their employees in several ways – discussed below. They can also continue to use their current process – such as offering paper forms or employee self-service channels.

    On this page:

    Options for providing online employee commencement forms

    Employee access directly via myGov

    Employees can now access and complete pre-filled commencement forms through ATO Online via myGov.

    The forms are accessed by either:

    • My profile > Employment
    • ‘New employment’ on the home screen.

    Employees should talk to their employer before they use these forms.

    To complete the forms, employees need to know the:

    • employer's ABN
    • employment type (for example, full time, part time, casual)
    • employer's default super fund details
      • name
      • unique superannuation identifier (USI)
      • ABN.
       

    Some of this information will be pre-fill in the form, making it quicker to complete and improving the accuracy of the information submitted.

    On the ATO Online screen, an employee will:

    • view pre-filled information about their tax affairs (eg, residency status and education loans)
    • see information related to their superannuation, including their existing funds and the employer's default fund
    • complete and submit the employee commencement forms to us.

    Once the form is complete, employees also need to print it and provide it to their employer.

    The employer will enter the information into their system and keep a copy of the form for their records. Employers do not need to send the printed form to us.

    If an employee makes a mistake in the form they can update it in ATO Online and provide a new version to their employer.

    Employees can also make updates to previous forms if their circumstances change, for example a change in their residency or finalisation of a Higher Education Loan Program (HELP) debt.

    Sample form

    This is a sample of the Employee tax and super details formThis link will download a file.

    Employer’s software linking to forms in myGov

    The specifications are now available for software developers to build this service. Employers should check with their software provider to find out if this service will be offered.

    With this service, employers can allow their employees to access the ATO Online form via their own payroll software or onboarding solution. These forms would only be accessible from the link provided by the employer. An employee will need a myGov account linked to ATO Online.

    On the ATO Online screen, an employee will:

    • view pre-filled information about their tax affairs (eg, residency status and education loans)
    • see information related to their superannuation, including their existing funds and the employer's default fund
    • complete and submit the employee commencement forms to us.

    Once the form is submitted, the employer’s payroll software will request the information from us via SBR2-enabled software. The information provided to the employer will include the employee's tax file number, residency status, tax free threshold, Medicare levy details and chosen super fund.

    Last modified: 04 Jan 2019QC 57579