Hold auto reconciliation and Single Touch Payroll (STP) auto reconciliation 277-24011635

To go to the Hold Auto Reconciliation window, open the Organisation window > Reconciliation > Hold Auto Reconciliation.

• Select New. Cuba populates the:
• Start date - the date the hold is created. The start date cannot be changed
• End date with 31/12/4000. The end date can be changed after saving the record. Do not change the date unless the end date is known and is less than 3 months in the future. A warning message displays if the date entered is greater than 3 months. If this warning displays, Service Officers need to stop and not change the end date
• Select the reason for the hold from the Reason dropdown menu
  The reason cannot be changed after saving the hold. The reason is displayed only for the current active hold. See Step 3 for hold reasons
• Document the reason for the hold in the notepad. After saving the notepad, the indicator window displays. Select Save

The HOLD AUTO REC indicator will be added to the Organisation and an ES Auto REC USER STOP intray will create.

Note: only one hold can be in place at any one time, as the action holds all reconciliations.

To view all notepads for holds, go to the Organisation > Go menu > Organisation details and select notepad.

When manually adding a hold auto reconciliation, select one of the following reasons from the dropdown menu in the Hold Auto Reconciliation window.

• Incorrect ERR status: the Service Officer has incorrectly changed the status from SAVE to INIT.
• Account Review Required: there are account issues that need resolving before the account reconciles
• s72A funds: funds are meant to be for an s72A, and Cuba is auto reconciling the funds to an EW deduction
• Associated entity: funds are for an associated entity and may auto reconcile
• Employer Error: funds sent in error and auto reconciliation needs to stop
• Other: any other reason
• Duplicate Pay date: applied when there are Duplicate STP pay dates
• STP Update Event: applied when an STP Update event is received

Note: an automatic hold is placed on the employer record when the matching batch detects a duplicate pay date or an STP update event. The matching batch will set the hold auto reconciliation from the current date. This hold will display the following:

• Start Date = Current date
• End Date = High date (31/12/4000)
• Reason = Duplicate Pay date or STP Update Event
• Create ID = B2980 or B3030

An ES Auto Rec User Stop intray auto:

• creates when a new hold indicator is saved
• deletes when an end date is updated on an active hold, regardless of the end date entered

Intray deletion work around

ES Auto Rec User Stop intrays are currently unable to be deleted unless the hold auto reconciliation is ended.

The intray has been set up as an auto delete. When the hold is ended, the hold is removed and the intray auto deletes.

There are instances when the hold must remain on the employer to prevent auto reconciliation, however the initial action has been completed and the hold intray is no longer needed.

Example:

When the employer withholding (EW) deduction is less than $10.00. Auto reconciliation occurs, system rounding the last pay date of the month to $0.00.

National ICS action a monthly report for one linked paying parent with deductions less than $10.00.

A hold auto reconciliation is added with the reason ACCOUNT REVIEW REQUIRED and a notepad is added.

Subject: HOLD ADDED

Detail: Hold added as the deduction is under $10 and the account will auto reconcile the last deduction to Nil. Please check previous ERR and reconcile this month’s when appropriate.

This should not be unlocked, until it will not auto reconcile incorrectly anymore and therefore the hold can be removed. Please note that if the amount is under $10 it will incorrectly auto reconcile the last deduction

Apply the following workaround, until the under $10 issue is fixed.

• Update the end date from 30/12/4000 to 25/12/4000
• Document the update to the end date in the notepad in the hold auto reconciliation window
  Subject: CHANGE TO INTRAY END DATE
  Detail: Changed to new default of 25/12/4000 to enable intray to delete, as action of initial issue has occurred and hold still required.

Saving the updated end date will prompt the following warning, ‘The end date for Auto Hold Reconciliation is more than 3 months away. Do you wish to continue saving this change?’:

• Select Yes
• This deletes the intray

Indicator

When a hold is added an AUTO HOLD REC indictor is visible on the Organisation window for that record.

Note: employers with the AUTO HOLD REC indicator must remain locked. If the Hold Auto Reconciliation is no longer required, the Service Officer must end the hold before locking the employer to the National Employer Services Pool.

Warning messages

The warning message ‘Auto Reconciliation on this employer record is currently HELD. For more details please view the Hold Auto Reconciliatoin window’” displays to alert Service Officers, auto reconciliation is on hold when they go to either the employer’s:

• Reconciliation Report List window, or
• STP Mismatch Submissions window

Select OK to flow through to the RECONCILIATION REPORT LIST window or STP Mismatch Submissions window.

Service Officers can update data within an ERR or STP Mismatch Submissions window and manually match the reconciliation match, if required.

The Hold Auto Reconciliation

window shows the history of all previous holds including the:

• Start date of hold
• End date of hold
• Reason for the hold
• Creation date
• Create ID
• Update ID

Note: if there are no updates the updated ID will show as the Create ID.

View historical Hold Auto Reconciliation notepads in the Organisation Details window.

An auto reconciliation hold is ended by either:

• changing the end date to the current date
• the end date (being todays date) is reached

An active hold is defined by: End date is > current date.

If the end date is today, it is considered inactive and will be ready for auto matching to occur that night.

There are instances where the STP pay event data will flow automatically to the Reconciliation List window.

When this occurs the STP submission will not be in the STP Mismatch List window as there are no mismatches. Only STP submissions with exceptions display in the STP Mismatch List window.

To view all STP submissions, from the STP Mismatch List window

• highlight a pay date
• select Go > STP Data Submission

The STP Data Submission window allows the Services Officer to:

• view all pay dates reported, and
• identify missing pay dates/reporting gaps

To check for any missing STP reported pay dates, check the Reconciliation report list window.

From the Organisation window, select Reconciliation report lists:

• key the from date and to date in the Reconciliation report FIND
• select Find

This will show all employer reconciliation reports (ERRS) for the from date and to date period keyed in the FIND function.

If the missing pay date is in the Reconciliation Report List window, the ERR will display with the Create ID of NRSTP, the abbreviation for ‘Not Reported STP'. This means Cuba created the ERR, as there was a payment which matched the expected amount for the missing pay date.

See Table 8 in Single Touch Payroll (STP) – Issue management.

The Payment List window displays the payment receipt date. This triggers the ERR creation and the auto reconciling of the payment when the STP reporting has not been received.

When a pay date is missed and not reported via STP, this can cause a mismatch when the next STP pay date is received.

In the STP Mismatch summary window, the:

• Reported YTD will include the unsubmitted pay date, and
• Actual Amount shows as more than what is expected

To finalise the STP submission following an unsubmitted pay date:

• contact the employer to confirm deduction information
• update the actual amount to the correct deduction for that pay date and pay period only. The actual deduction amount for the unsubmitted pay date has auto reconciled as NRSTP

Note: if the unsubmitted pay date has not auto reconciled as NRSTP, create a manual ERR to reconcile the pay date not reported via STP.

If Cuba continues to auto reconcile as NRSTP if STP reporting is not received see Table 8 in Single Touch Payroll (STP) – Issue management for further information.