Employer Services Officer (ESO) role in setting up employer withholding (EW) linking 277-04140020
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A guide to Organisation Naming Conventions
ESOs must follow the naming convention to create new organisations. Using the naming convention helps:
- service officers and ESOs locate the organisation in Cuba
- reduce the creation of duplicate records Note: Service Officers must not create organisations on Cuba.
If a new organisation is needed for:
- a linking request, refer to Service Officer role in setting up employer withholding (EW) linking
- any other reason, use the Add attributes request macro to request a new organisation be created
ESOs need to update the organisation details if they find it has not been entered as per the naming convention.
If a Service Officer finds an incorrect organisation name, they need to refer the details to the owning ESO via an intray. In the intray notepad, include details to help the ESO investigate and correct the organisations name.
How to enter organisation names on Cuba (ESO)
The 'legal name' section of Cuba must contain the correct legal name of the organisation.
ESOs must check ATO systems to confirm the legal name of the organisation before:
- creating a new Child Support Reference Number (CSRN), or
- updating an organisation name
They can also cross reference organisation names using 'ABN look up'.
Failure to record the correct legal name can have a detrimental effect on collection of child support via employer withholding, including prosecution and/or litigation action.
Organisations may use a different trading name to their legal name. ESOs must ensure that legal names and trading names are recorded in the correct fields in Cuba.
The title of the primary contact should be added via the organisation contact details window. In most instances, this will be updated to the Payroll Officer but in instances of continuing noncompliance it should be updated to the correct legal primary contact.
Summary of entity types and primary contacts
Table 1
|
Entity type |
Primary contact |
Cuba org type (from the drop down list) |
|
Individuals (Sole Trader) |
The Name of the Individual |
OTHER |
|
Company |
Public officer |
COMPANY |
|
Incorporated association |
Public officer for all states and territories other than Victoria In Victoria, secretary |
COMPANY |
|
Unincorporated association or body of persons (for example, sporting club or trade union) |
A public officer must be appointed if the unincorporated association or body of persons is carrying on a business |
COMPANY |
|
Other Incorporated Entity |
Public officer – if it is an Australian business registered with a TFN, ABN and PAYG |
COMPANY For example, Air Canada. ABN 29094769561 |
|
School (unless operating as a company) |
Principal |
*Will depend on entity type. For example, can be either COMPANY or STATE GOVT AGENCY |
|
Partnership |
Named Partners only |
PARTNERSHIP |
|
Trust |
Trustee for the trust If the trustee is a company, it is the public officer |
TRUST |
|
Superannuation entity |
Trustee for the entity If the trustee is a company, it is the public officer |
SUPER FUND |
|
Deceased estate |
Executor, executrix or administrator of the deceased estate |
OTHER |
|
Councils |
General Manager |
LOCAL GOVT |
|
Federal Government agency or entity (except schools) |
Chief executive officer |
FED GOVT AGENCY or FED GOVT DEPT |
|
State Government agency or entity (except schools) |
Chief executive officer |
STA GOVT AGENCY or STATE GOVT DEPT |
|
Embassy |
Proper Officer |
DIP/TRADE MISS |
Note: OS AUTHORITY is used by International only
Naming Conventions for entities in Cuba
Table 2
|
Item |
Convention |
|
1 |
Initials in personal or business names Initials in personal names must be entered as single characters separated by spaces (for example, R N BROWN). Business names made up of initials (for example, IBM, BHP) should be entered without spaces, and without full stops. For example: P J Smith not PJ Smith IBM AUSTRALIA or CRA SERVICES LTD not I B M AUSTRALIA or B.H.P. |
|
2 |
Punctuation and spaces Do not use punctuation marks, spaces or other non alpha/non numeric characters. Full stops or commas are not to be used in a name. This also applies to the names of states when they are part of the name. The only exceptions are when the non numeric character is an integral part of the legal entity name as per ICP (not punctuation). For example: @Pickle Pty Ltd not @Pickle Pty. Ltd. L J ADAMS & S M JOHNSON not L.J. ADAMS & S.M. JOHNSON NSW not N.S.W. DOMINOS PTY LTD not DOMINO’S PTY LTD Note: extreme care needs to be taken when copying and pasting information from ATO systems to Cuba as any space/s at the start of the legal name will affect work allocation routing rules. These rules within Cuba require an alpha character or number as the first character. |
|
3 |
Hyphenated employer names Hyphenated employer names must include the hyphen with no other space between the words. For example: DIE-CUT SANDWICHES not DIE – CUT SANDWICHES |
|
4 |
Employer names that include numbers Employer names which include numbers should be recorded with no spaces between the numbers and the letters following. For example: 19TH HOLE or 42ND STREET PRODUCTIONS not 19 TH HOLE OR 42 ND STREET PRODUCTIONS |
|
5 |
Names with 'AND' or '&' Names where 'AND' or '&' are used should be entered exactly as shown by the ATO systems. For example: Both the following are acceptable: C & C BOTTLERS and JAMES AND WAYNE |
|
6 |
Proprietary Limited, No Liability, or other parts of names Proprietary Limited, No Liability, or other parts of names, should be entered exactly as shown on ATO systems. For example: THE UNIVERSITY CO-OPERATIVE BOOKSHOP LTD THE DAIRY COMPANY Note: where the name is longer than 38 characters abbreviate some components of the names. See list of preferred abbreviations at the bottom of this document. |
|
7 |
Organisations with a location as part of the name Organisations with a location as part of the name should be recorded as shown on ATO systems. For example: VICTORIAN TRAIL BIKE RIDERS ASSOCIATION not VIC TRAIL BIKE RIDERS ASSOCIATION In the case of local councils, this usually means that the locality is shown first, followed by City or Shire Council. For example: SUTHERLAND SHIRE COUNCIL Note: the use of 'Shire' or 'Council' varies between States. Check ATO systems for the correct legal name. |
|
8 |
Names that begin with MC or MAC Names that begin with MC or MAC should be entered as spelt by the organisation. That is as MC or MAC, but without a following space. For example: MACDONALD not MAC DONALD |
|
9 |
Initials as the official name Note that in some cases, the initials are the official name. For example, IBM AUSTRALIA is the company's legal name, and should be recorded as the current name. There is no need to enter 'International Business Machines' as an alias. |
|
10 |
Schools, colleges, TAFEs, and churches Schools, colleges, TAFEs, and churches should be recorded exactly as shown on ATO systems. |
|
11 |
Companies Record the company name in the legal name field and, where provided, the trading name in the trading name field. If ATO systems show an employer uses PTY LTD or LTD as part of their name, enter it. This is a legal requirement for company names. For example: HARDEN & JACKSON PTY LTD TRADING AS JAYS PIZZERIA should be entered as: Legal Name: HARDEN AND JACKSON PTY LTD Trading Name: JAYS PIZZERIA. |
|
12 |
Incorporated Record the incorporated association in the legal name field and, where provided, the trading name in the trading name field. If ATO systems show an employer uses INCORPORATED or INC as part of their name, enter it. For example: ALLSEASONS RESOURCE MANAGEMENT INCORPORATED TRADING AS ARM PERSONNEL SERVICES should be entered as: Legal Name: ALLSEASONS RESOURCE MANAGEMENT INC Trading Name: ARM PERSONNEL SERVICES Note: where the name is longer than 38 characters, abbreviate some components of the names. See list of preferred abbreviations at the bottom of this document. |
|
13 |
Partnerships Record the name of the partners in the legal name field and, where appropriate, the trading name in the trading name field. For example: J A & M L KELLY AS PARTNERS IN KELLY REMOVALS TRADING AS KELLY REMOVALS should be entered as: Legal Name: J A & M L KELLY Trading Name: KELLY REMOVALS Enter the full name of the business exactly as shown by the ATO systems - don't change the order of the initials and the name. |
|
14 |
Sole Trader Record the individual's full name in the legal name field and the trading name, where appropriate, in the trading name field. For example: MR ALFRED THOMPSON TRADING AS THOMPSON PANEL WORKS should be entered as: Legal Name: MR ALFRED THOMPSON Trading Name: THOMPSON PANEL WORKS ICP example THOMPSON ALFRED (trading name THOMPSON PANEL WORKS) Legal Name: MR ALFRED THOMPSON Tracing Name: THOMPSON PANEL WORKS |
|
15 |
Trusts In legal terms, a trust is a relationship and not a legal entity. If a trust employs people, the trustee will have employer obligations including pay as you go (PAYG) withholding, super contributions for eligible employees, and reporting and paying tax on fringe benefits. The trustee will also be required to make child support deductions, therefore it is vital that names of trusts are recorded correctly. The preference is for the trust's full name to be entered where possible. Where Cuba will not allow for the full name of the trust to be entered, for example 'Bill Burke as the trustee to the Burke Family Trust', this can be shortened to 'The trustee to the Burke Family Trust', with the understanding that the trust itself should be able to identify the trustee. Occasionally a trust name in ATO systems or ABN look up makes no mention of a 'Trustee'. The following wording must be included at the front of the trust name: 'Trustee for the XXXX' This ensures letters and schedules are addressed to the correct legal entity. It is common for 'as trustee for' to be written 'ATF' or ‘The trustee for’ to be written ‘TTF’. ESOs can use this abbreviation when recording the trustee and trust name in the legal name field of Cuba. ESOs must record the trustee and trust name in the legal name field and, where appropriate, the trading name in the trading name field. For example: MELTON TYRE WORKS PTY LTD as trustee for the MELTON FAMILY TRUST Legal name: MELTON TYRE WORKS PTY LTD ATF THE MELTON FAMILY TRUST Trading name: Blank OR Legal name: Trustee for THE MELTON FAMILY TRUST Trading name: MELTON TYRE WORKS PTY LTD Record the full details of the trustee and trust name in the notepad in the organisation detail window. |
Common abbreviations for organisation names
Occasionally an organisation's full legal name may not be able to be recorded in Cuba. ESOs may be required to abbreviate the legal name. To ensure consistency in use of abbreviations, use the following abbreviations. If required seek help from a Service Support Officer (SSO) or Team Leader on what parts of the name should be abbreviated.
Table 3
|
Organisation Name |
Abbreviation |
|
AND |
& |
|
ASSOCIATION |
ASSOC |
|
AUSTRALIA |
AUST |
|
COMPENSATION |
COMP |
|
CO-OPERATIVE |
CO-OP |
|
CORPORATION |
CORP |
|
DEPARTMENT |
DEPT |
|
DOCTOR |
DR |
|
GOVERNMENT |
GOVT |
|
INCORPORATED |
INC |
|
MANAGEMENT |
MGMT |
|
PTY LIMITED |
P L or PTY LTD |
|
SERVICE |
SERV |
|
TECHNICAL & FURTHER EDUCATION |
TAFE |
|
TRANSPORT |
TRANSP |
The stop withholding function
Table 4
|
Item |
Description |
|
1 |
Examples of stop withholding application Examples of when the stop withholding function will be used include:
|
|
2 |
Activate the stop withholding Activate the stop withholding function for the required period and record the details on a notepad in the Employer Relationship window. See Elections for Employer withholding (EW) not to apply Cuba Process Help. A Stop Withholding End Date Rec intray generates once the Stop Withholding indicator is activated. This intray will be due 21 days prior to the end date of the Stop Withholding period so that the case can be reviewed. |
|
3 |
Confirm the customer is still employed Confirm the customer is still employed and the details of the current pay cycle. Re-establish the link to the employer or extend the stop withholding as appropriate. End dating the Stop Withholding Indicator will not automatically restart the link. If there is evidence the customer is still employed by the same employer, see Elections for employer withholding not to apply Cuba Process Help. |
Examples - customer legal name
Table 5
|
Item |
Scenario |
|
1 |
Link can occur
|
|
2 |
Link cannot occur
|