Introduction


Two of the most labour (and paper) intensive forms when onboarding new employees are the Tax File Number Declaration and Superannuation Choice forms. To streamline this, the Australian Tax Office (ATO) allows employers to issue electronic versions of these forms to new employees provided your organisation is currently or is intending to report details to the ATO electronically using the ATO Business Portal or Single Touch Payroll (STP). myjoboffer can help to facilitate the electronic collection of this information.


myjoboffer is a flexible system that allows you to customise your onboarding experiences to suit your organisation. This also means you have access to customise forms that are designed “out of the box” to comply with ATO requirements. You should ensure that any changes you make to forms remain compliant with the relevant guidelines.


To assist you with ensuring the Tax File Number Declaration and Superannuation Choice forms on your myjoboffer site are configured in line with best practice, we’ve put together the below Best Practice Recommendations guide for you to consider for your organisation.


For information on editing Forms within your myjoboffer instance, please click here.


If you are unsure about any part of this guide, or if you need assistance with making any changes to your Tax File Number Declaration or Superannuation Choice forms, please contact us at support@myjoboffer.com.au.



Best Practice Recommendations
Recommendation
Tips and additional information
1
 Ensure a Personal Details fieldset has been configured in each Form Group that includes the Tax File Number Declaration and/or Superannuation Choice form. At a minimum, the Personal Details form should ask the employee to enter or confirm their: 
  • first name, 
  • surname, 
  • other given name, 
  • address, 
  • e-mail address and; 
  • date of birth. 
 If you do not want the employee to enter information you have already collected about them, consider utilising the Autopopulate function in Forms. For more information about Autopopulate, please refer to the Forms guide.
2

The Personal Details form should be completed before the Tax File Number Declaration and/or Superannuation Choice forms.

For more information about reordering Fieldsets, please refer to the Forms guide.
3

Ensure two Document Upload Requests have been configured. The first one should request the employee to upload a Complying Fund Statement (for APRA funds or RSAs) or a document confirming that the fund is regulated (for Self Managed Super Funds). This should be configured to trigger if the employee nominates to have their superannuation paid to a fund they nominate themselves or a Self Managed Super Fund.

  

Suggested scripting:

If you have chosen an APRA fund or RSA for your superannuation, please upload a copy of a Complying Fund Statement. If you have chosen a SMSF for your superannuation, please upload a document confirming the SMSF is regulated.


The second should request the employee to upload a letter from the trustee of their Self Managed Super Fund confirming that the fund will accept payments from the employer. This should be configured to trigger if the employee selects “No” to the question “Are you a trustee of the Self Managed Super Fund?”.

 

Suggested scripting:

Please upload a letter from the trustee of your Self Managed Super Fund.


 For more information about configuring Document Upload Requests, please refer to the Document Upload Centre guide.
4

Ensure the Document Upload Requests are being selected for every employee who is being delivered a Form Group that includes the Superannuation Choice form. The system will determine which uploads to request based on the employee’s selections provided the triggers mentioned above have been configured.


 Document Upload Requests must be selected before delivering the offer to the employee.
5 Ensure the Fieldset Description on the Superannuation Choice form accurately advises of your organisation’s default super fund’s name, contact number and website address. 

For more information about editing Fieldsets, please refer to the Forms guide.
6 Do not remove, add, or change Fields included in the Tax File Number Declaration or Superannuation Choice forms – these have been configured in line with the ATO’s Developer Guide.
7

Ensure the information in the Employer Name and Employer ABN fields in the Superannuation form are up to date.
8 Ensure the Default Superannuation USI field has been configured as a Locked Label field to trigger when the employee selects for their superannuation to be paid to the employer’s default fund, and ensure this field accurately advises of the USI for the relevant default fund. 
 For more information on configuring Fields, please refer to the Forms guide.