Payroll

The Payroll page manages your entire pay run lifecycle — from creating pay runs through to paying employees, lodging with the ATO, and sending payslips.

Finding Pay & Lodge and STP: Open Team → Payroll, then open a pay run to its detail page. Pay & Lodge (wages, super, and ATO Reporting (STP)) is on that pay run — not only on the period list. STP is lodged automatically when you mark wages as paid.

Before your first pay run, complete STP authorisation once. Open Team → Settings → STP SSID & ATO Access Manager, click Register with Ozedi, nominate OZEDI as your Sending Service Provider in ATO Access Manager  using the displayed SSID, then tick the confirmation. Production STP lodgement is blocked until this is done — see Team → Settings → STP SSID & ATO Access Manager.

STP finalisation and YTD corrections: Open Team → STP to see each employee’s year-end STP finalisation status for the current and prior financial year. Year-end finalisation, re-finalisation, un-finalisation, selected prior-year finalise/un-finalise, and single or selected-employee YTD corrections are done from that page; pay-event lodgement is handled automatically by the Mark as Paid & Lodge STP button on each pay run.

STP Phase 2 (V1) — what the product supports

Employee STP income types are SAW (Salary and Wages), CHP (Closely Held Payees), WHM (Working Holiday Makers), and SWP (Seasonal Worker Programme). WHM requires a two-letter income stream country code. Reporting components covered in the product include RESC (Reportable Employer Super Contributions), child support (deduction and garnishee lines), RFBA (Reportable Fringe Benefits Amount) on the pay item, and STP Update events (corrections, finalisation, re-finalisation) from Team → STP.

If a worker moves from WHM to SAW after pay has already been lodged, update them from the employee profile so Rebased can create the new STP payroll identity while preserving the historical WHM stream.

Mid-year payroll migration and STP

Before moving to Rebased mid-year, finalise STP in the previous payroll provider. Rebased starts STP from zero and reports only wages paid in Rebased.

Do not migrate previous-provider STP YTD, old Payroll IDs, old BMS IDs, or replacement identifiers into Rebased. Employees may see separate Income Statements for the transition year: one from the previous payroll provider and one from Rebased.

The employee Start Date should still be their actual employment start date, not the date they moved to Rebased. Rebased reports this as the employment commencement date; the migration date is handled by the first Rebased pay run and the previous provider’s STP finalisation.

Employee Opening Leave Balances are for payroll leave tracking only. They do not update ATO/STP YTD and do not change Income Statements.

The restricted zero out STP record flow is only for accidental duplicate employee record cases where Rebased already reported income under the wrong duplicate record. It is not for mid-year payroll migration, normal payroll corrections, or changing Payroll IDs.

Overview cards

Summary cards at the top of the page show your current pay run status:

Pay periods

Navigation

Use the period navigation to move between pay cycles:

• Previous Period — go back to earlier pay periods
• Current Period — jump to today’s date range
• Next Period — move forward (disabled if already at latest)

The display shows the start date, end date, and highlights whether you’re viewing the current period.

Unscheduled pay runs

For payments outside normal cycles (bonuses, corrections, terminations), click Unscheduled Pay Run to create a one-off pay run with custom dates.

Pay run workflow

Each pay run moves through a structured lifecycle:

Draft → Approved → Processed → Pay & Lodge → Complete

1. Draft (Import Data)

The first step of a pay run is Import Data — getting everyone’s hours, leave, and cash-outs ready before the run is built out.

• System creates a pay run for each pay period
• Employees are populated from timesheets and salary defaults
• If an employee has Standard Pay configured, recurring allowances, deductions, salary sacrifice, and additional employer RESC are pre-filled automatically into their pay item with correct gross, tax, and net figures
• Approved leave cash-outs from Team → Leave → Cashouts can be imported into the draft pay run with Import All
• Review hours, rates, and calculations
• Make adjustments as needed

Per-employee Step 1 review

Step 1 shows a per-employee list rather than a generic import button — one row per person, so you can see exactly who is ready before importing. Each row shows:

• Timesheet status — submitted / pending, including any assumed (projected) days an employee didn’t log themselves (see Smart timesheets)
• Leave in period — any approved or pending leave requests and cash-outs falling in the pay period
• Readiness tick — a quick indicator of whether that employee is ready to import

The hours shown for each employee match exactly what import will apply (Step 1 and the importer use the same period matching), and timesheet periods always line up with the pay run period because both come from your Pay Cycle settings.

Salaried employees are always ready: their timesheet is informational and doesn’t gate the run (base pay is salary-driven). If a salaried employee logged overtime, the row shows a lavender “X.0h OT logged · not in pay” flag with an Add OT to pay action — overtime is only added to a salaried employee’s pay when you choose to, never automatically.

You can act on each row inline:

• Approve a pending timesheet or leave request with one tap
• Expand the row’s accordion to see the daily hours grid and approve/reject individual leave requests

When everyone is ready, click Approve all & Import to clear any remaining pending items and bring all hours, leave, and cash-outs into the draft pay run in one action.

Import stays manual — Rebased never imports without you clicking. This keeps a deliberate human checkpoint at the top of every pay run. None of this changes how pay is calculated: timesheet hours still reach pay only through the existing import path, so STP and super are unaffected.

Allowances in the pay run editor

Each allowance line has an STP type (e.g. CD — cents per km, LD — laundry, MD — overtime meal, KN — task, QN — qualifications, OD — other), a dollar amount, and a checkbox directly underneath:

Include in super calculation — Leave ticked unless this line is a genuine expense reimbursement (e.g. cents-per-km at the ATO reasonable rate) that your award does not count toward super.

• Default: ticked. The line is included in the super calculation base for that pay run.
• Untick it only when the allowance is a pure expense reimbursement that your modern award does not count toward super.

Whether an allowance counts toward super is set by Australian super law, not by the STP code. See Allowances and super for the compliance rules, the STP types that are usually expense reimbursements (CD, LD, MD, RD, TD), and the “all-purpose” award caveat.

Important: Unticking this box only changes the super calculation. It does not change the STP code reported to the ATO, the gross pay amount on the payslip, or PAYG withholding — the allowance still appears at its full amount on the payslip and in STP.

If you’re unsure, leave it ticked. Overpaying super by a small amount is recoverable; underpaying creates a Super Guarantee shortfall and ATO penalties.

Leave cash-outs in a draft pay run

Approved leave cash-out requests are created and approved from Team → Leave → Cashouts. In the draft pay run, click Import All to bring approved cash-outs into the employee’s pay item.

Cash-outs in a pay run:

• increase the employee’s gross pay
• reduce the leave balance only when wages are marked paid
• are included in STP as Paid Leave Type C
• stay separate from final-pay termination payouts

If a cash-out is not showing, check that the request is approved and that the employee is included in the draft pay run.

Manual Leave & Cash-Out rows

In a draft pay run, open an employee’s pay item and use Leave & Cash-Out to add a manual leave line. This is useful for payroll-only adjustments where you do not need the leave request approval workflow.

Manual rows:

• support Leave taken and Cash out in service
• use the same pay-run leave detail records as imported leave and cash-out requests
• feed payroll recalculation, STP paid leave reporting, and leave balance deduction
• do not create a leave request, approval record, or leave calendar entry
• deduct the leave balance only when wages are marked paid

For hourly employees, leave taken is additive pay for the hours on the line. For salary employees, leave taken is a carve-out of the fixed salary, not extra gross pay. The rate is locked to the salary-derived hourly rate so the leave classification stays aligned with the employee’s salary.

For salary employees, Cash out in service is extra gross pay on top of salary. It is included in gross, tax, and super calculations where applicable, and reports to STP as Paid Leave Type C.

2. Approved

• Submit the draft for approval
• An authorized user reviews all employee entries
• Checks hours, rates, tax, and superannuation calculations
• Approves to proceed to processing

3. Processed

• Processing creates the accounting journals for wages and super
• Super payment records are created for each employee
• Leave accruals are calculated
• The pay run is now ready for payment

4. Pay & Lodge

This is where you pay your employees and lodge with the ATO. The Pay & Lodge page is a payment summary dashboard that brings everything together in one place.

Wages card

Shows each employee’s net pay amount and a running total. Expand the Payment Details section to see employee bank details (BSB, account number, account name) so you can verify where payments are going.

Superannuation card

Shows super contributions grouped by fund, with employee counts per fund and total super amount. The Payment Details section expands to show fund BSB, account number, and payment reference numbers.

If SuperStream is configured, the card shows the current submission status.

Make Payment section

Below the two summary cards, the Make Payment section provides:

• Download ABA File (optional) — generates a bank file containing all wage payments. Upload this to your internet banking to pay everyone in one batch transfer.
• Mark as Paid & Lodge STP — confirms you’ve arranged payment for wages and lodges the pay event with the ATO in one step. This records the payment, creates the wage payment journal entry, deducts leave balances including approved cash-outs included in the pay run, and submits STP. The button is enabled once STP readiness checks pass (valid ABN, complete employee details, etc.).

You don’t need to use the ABA file — if you prefer to pay employees individually through your bank, simply review the payment details and click Mark as Paid & Lodge STP when done.

ATO Reporting (STP)

The ATO Reporting (STP) card on the Pay & Lodge page shows the status of the STP lodgement for this pay run:

• STP is lodged automatically when you click Mark as Paid & Lodge STP. There is no separate submit step.
• If the ATO lodgement doesn’t go through, wages are still marked paid and you can retry the lodgement from the ATO Reporting card.
• Status updates automatically as STP is processed by the ATO.
• If rejected, review the error details, fix data, and Retry STP Lodgement.

STP Update events (corrections to already-accepted submissions, EOFY finalisation, re-finalisation, and selected-employee YTD adjustments) are handled from Team → STP, not from Pay & Lodge.

EOFY — wrapping up a financial year with the ATO

After you’ve processed the last pay run for a financial year, you tell the ATO the year is done for your employees. This is called EOFY finalisation — it confirms to the ATO that each employee’s year-to-date figures are complete, so their income can pre-fill in their myGov tax return.

Where to do it: Team → STP. This is a one-click flow — no pay run required.

When to do it: Once all pays for the year have been processed. This is typically July or later. The ATO’s deadline is 14 July after year-end, but there’s no penalty for being a bit late — finalise as soon as you’re confident the year is complete.

How it works:

• Open Team → STP. You’ll see both the closed and current FY as columns.
• Click Finalise on each employee, or Finalise all N for FY 20XX-XX to do the whole column at once.
• The ATO receives each employee’s cumulative year-to-date totals from every pay run in the year — not just one particular run.
• No wages, tax, or super are paid. This is purely a finalisation event.
• Each row flips from Finalise → Submitted → Finalised as the ATO acknowledges it.

If you need to re-send a finalisation (e.g. YTD figures were corrected, a late adjustment pay was processed, or the ATO asked you to resend): hover over the Finalised pill and click the small ↻ Re-finalise link. Provide a reason; the new event replaces the old one at the ATO (“last event wins”).

If the ATO rejects a finalisation: the cell shows a Retry button with the rejection reason on hover. Fix whatever the ATO flagged (usually an employee profile issue — missing address, wrong TFN, etc.) and click Retry.

See the STP Overview page for the full walkthrough.

Final pay on termination

Termination is completed through a pay run. While the final-pay run is still a draft, Rebased stores the termination intent but the employee is not removed from future payroll yet. When the final-pay run is approved, Rebased applies the termination by setting the employee end date, removing the employee from future pay runs, cancelling future leave requests, and preparing the STP cessation and final-pay details.

There are two ways to handle final pay:

Start from the employee profile

1. Go to Team → Team Members and open the employee’s profile
2. Click Terminate Employee
3. Enter the employee’s last working day
4. Click Create Final Pay Run
5. Rebased creates a one-employee unscheduled draft pay run and opens the employee’s pay item editor

Use a scheduled draft pay run

1. Open the scheduled draft pay run
2. Open the employee’s pay item
3. Tick Final pay for this employee
4. Enter the cessation date and cessation reason
5. Add final-pay amounts
6. Save and approve the pay run when ready

In the pay item editor, use Final Pay / Termination Payments for unused leave, termination lump sums, Employment Termination Payments (ETP), and other final adjustments.

Normal unused leave payouts are routed to STP Paid Leave Type U internally. They are excluded from Super Guarantee / OTE and taxed using the ATO’s unused leave withholding method. For redundancy, invalidity, or early retirement, enter unused-leave amounts as Lump Sum R instead of Paid Leave Type U.

Termination lump sums include:

• R — redundancy, invalidity, or early retirement unused leave
• T — normal termination unused leave
• D — tax-free redundancy / early retirement component

Lump sums add to gross pay and PAYG withholding calculations, but are excluded from Super Guarantee / OTE.

Use the Employment Termination Payment (ETP) rows for eligible redundancy ETPs, golden handshakes, death benefits, or similar ETP amounts. ETP taxable and tax-free amounts add to payable earnings, ETP PAYGW adds to withholding, and the net ETP amount is included in the wage payment. ETP is excluded from Super Guarantee / OTE and is reported separately from ordinary gross and ordinary PAYG withholding in STP.

ETP codes are different from lump-sum codes even when they use the same letter. For example, Lump Sum R is unused leave on redundancy, while ETP R is a life-benefit ETP for redundancy, invalidity, early retirement, or compensation.

The ETP payment date usually matches the pay run pay date. Change it only if the ETP was actually paid on a different date.

This is different from in-service leave cash-out, which is requested from Team → Leave → Cashouts, imported into a draft pay run, and reported as Paid Leave Type C.

Payroll termination does not remove the person’s login or business access. Use Remove from Business separately when you are ready to revoke access and release the seat.

See Team Members for the full termination workflow.

Note: The Payroll list may show an ATO Reporting (STP) banner such as “Not connected”. That panel is informational. Lodging STP happens automatically when you click Mark as Paid & Lodge STP on each pay run, when Ozedi STP is enabled for your business.

Typical user flow

1. Review employee amounts on the Wages and Super cards
2. Expand Payment Details to verify bank accounts if needed
3. Download the ABA file (optional — for batch bank payment)
4. Click Mark as Paid & Lodge STP — wages are recorded and STP is lodged with the ATO in one step
5. If STP failed, use the Retry STP Lodgement button on the ATO Reporting card
6. Proceed to Payslips

5. Payslips

After completing Pay & Lodge, send payslips to employees:

• Generate PDF payslips for each employee
• Email payslips individually or in bulk
• Employees can also access payslips through their self-service portal

Assistant help with pay items

On a draft pay run, the in-product assistant can fill in a pay item for you from a plain-language request — for example “add a $200 fuel allowance to John this run" or "add$20 union fees”. It resolves the correct STP code and super (OTE) treatment from the AU payroll rules, then opens the pay item editor pre-filled with the change flagged as “Proposed by the assistant”, showing the estimated impact on gross, super, and net.

You confirm every change — nothing is written until you review the editor and click Save. The assistant only edits draft pay runs (pay items are locked once wages are paid), never approves/processes/pays or lodges STP, and won’t change TFN, bank, or super fund details. If your wording doesn’t map to a specific allowance or deduction type, it asks you to clarify instead of guessing.

ABA files

What is an ABA file?

An ABA (Australian Bankers’ Association) file is a standard format used by Australian banks for batch payments. Instead of paying each employee individually, you upload one file to your internet banking and all payments are processed together.

Setting up ABA

Before you can download ABA files, configure your bank details in Team > Settings > Payment Settings:

If ABA is not configured, the Download ABA File button won’t appear — you’ll see a prompt to set it up in Settings instead.

Employee bank details

For ABA files to work, employees need bank details on file (BSB, account number, account name). These are configured in each employee’s profile under Team Members. Employees missing bank details are skipped from the ABA file and shown with a dash in the Payment Details table.

Pay run statuses

Superannuation in Pay & Lodge

Super contributions are shown alongside wages on the Pay & Lodge page. This design supports Payday Super compliance (effective 1 July 2026), which requires super to be paid within 7 days of payday.

Payday Super reminders

When wages are paid but super is still pending, the system shows reminders:

These reminders also appear on the Payroll dashboard and the main Dashboard.

AU-specific considerations

Tax calculation (PAYG)

• PAYG withholding tax is calculated automatically using ATO tax tables
• Considers the tax-free threshold election
• Accounts for HELP/HECS debt repayments
• Updated when ATO publishes new tax tables

Superannuation Guarantee (SG)

• Current rate: 12% (2025–26, the final legislated rate)
• Calculated automatically each pay run on what counts toward super
• Applied to regular wages, salaries, commissions, and most allowances
• Overtime and genuine expense reimbursements are excluded — see Superannuation → Allowances and super for how each allowance line is handled

STP compliance

• Mandatory for all Australian employers
• Reports gross pay, PAYG tax, and super each pay run
• Submitted to ATO via the Ozedi gateway
• ATO receives data in real time after each pay run
• Supports original submissions, updates/amendments, EOFY finalisation workflows, and final-pay scenarios

Fair Work

• Minimum wage and award rates
• Penalty rates for overtime, weekends, and public holidays
• Leave loading where applicable

Reverting a pay run

If you need to make corrections after processing, click Revert to Draft on the Pay & Lodge page. This:

• Deletes the payroll journal entries
• Removes super payment records
• Reverses leave accruals
• Returns the pay run to draft status for editing

For corrections after a pay run is completed, see Pay Corrections below.

Pay corrections

Underpayment (top-up)

If an employee was underpaid (e.g. you entered too few hours), you have two options:

1. Unscheduled pay run — click Unscheduled Pay Run from the payroll list, create the run, then remove all employees except the affected one. Enter the missing hours or amount. Standard tax and super calculations apply automatically.
2. Next scheduled pay run — add the extra hours or amount to the employee’s next regular pay run.

Overpayment (recovery)

If an employee was overpaid, reduce their hours or amounts on the next scheduled pay run:

• Hourly employees — reduce ordinary hours or overtime hours (e.g. paid 46 hours instead of 45, enter 44 hours next run)
• Salary employees — use the One-off Salary Adjustment field in the pay item editor with a negative amount (e.g. -$200)
• Allowances — enter a negative allowance line if an allowance was overpaid

Do not use an unscheduled pay run for overpayment recovery. Corrections must be applied within a regular pay run.

Important rules

• Gross pay cannot go below zero for any employee. If the overpayment exceeds one pay period, split the correction across multiple pay runs.
• Tax (PAYG) and super are automatically recalculated when you reduce the gross — no manual adjustment needed.
• STP year-to-date amounts decrease automatically on the next lodgement. No separate STP Update is required.

Examples

Best practices

Before processing

• Review and approve all timesheets
• Check leave taken during the period
• Verify new employee rates and start dates
• Update any terminations

Accuracy checks

• Compare totals to the previous pay run
• Check for unusual variances
• Verify hours match approved timesheets
• Confirm tax and super rates are current

Timing

• Process before the scheduled payment date
• Allow time for approval review
• Consider bank processing times (ABA files typically settle next business day)
• Account for weekends and public holidays

Troubleshooting

Pay run won’t create

• Check the pay period hasn’t already been processed
• Verify your user account has payroll permissions
• Ensure at least one employee is active for the period

Wrong calculations

• Verify tax tables are current (check Settings)
• Review employee tax settings (tax-free threshold, STSL / study and training loan)
• Confirm the super rate matches current SG legislation
• Check timesheet hours imported correctly

”TFN or exemption is required” on approval

Rebased blocks pay-run approval if any included employee has no TFN value and no TFN exemption on file. To fix:

1. Open the employee from Team → Team Members → Pay & Tax.
2. Enter either a real 9-digit TFN, the ATO placeholder 111 111 111 (employee has applied for a TFN — valid for 28 days), or 000 000 000 (employee has not supplied a TFN — triggers 47% withholding).
3. Or record a TFN exemption (pension / under 18 / payee declaration) if the employee qualifies.
4. Return to the pay run and approve again.

See Team Members — Tax File Number for the full reference including the 28-day rule.

STP submission failed

• Verify your business ABN is correct in Settings
• Check the Ozedi STP connection is active
• Review any ATO error codes in the submission details on the ATO Reporting card
• Click Retry STP Lodgement from the ATO Reporting card — wages are already paid; only the STP lodgement is retried

EOFY finalisation reminder appears

• The reminder means EOFY wrap-up may still be due for the financial year shown.
• Click the banner link to jump to Team → STP, where finalisation is a one-click action per employee (or in bulk per FY).
• Finalise once all pays for the year have been processed (typically July or later).
• See STP Overview for the full walkthrough, re-finalisation, and retry-after-rejection.

ABA file issues

• Confirm ABA bank details are configured in Settings
• Check all employees have valid BSB and account numbers
• Verify the business bank account details are correct

Mark as Paid & Lodge STP not working

• Ensure the pay run is in processed status
• Check that STP readiness checks pass (green) — missing ABN, employee addresses, or TFNs will block the button
• Check for any existing payment records that may conflict
• Try refreshing the page and retrying

Related pages

• Team → STP (in the app) — read-only year-end STP finalisation status per employee (see intro above)
• Standard Pay — set up recurring allowances, deductions, salary sacrifice, and additional employer RESC per employee
• Timesheets — smart timesheets (standard week, projected hours, confirm & submit) feed into Step 1
• Superannuation — fund management and contribution history
• Team Members — employee profiles and bank details
• Settings — pay cycle, ABA bank setup, leave/timesheet prefs
• Leave — leave balances and accruals