In this scenario, the employee is moving to the new entity and is retaining current leave accruals and entitlements and simply ending being paid in one company and will start being paid in the new company.
In the current payroll company
To transfer this employee, you will need to manually terminate the employee in the current company from the Employee Masterfile, by creating a timesheet and entering the termination details on the Term Pay screen. Process the timesheet with no values just the termination information as a normal pay. Submit the batch to the ATO. See: Enter an employee termination pay and terminate an employee.
You will also need to manually zero out the leave balances for this employee in the Employee Maintenance, Leave tab. See: Adjust leave entitlement balances for an employee. You should take a screenshot or note of the current leave balances, so you have the record, prior to altering them. You should also enter a comment when zeroing the balances out as to why you are doing so, as this will show on the Leave History report as an audit trail.
In the current new payroll company
Setup the employee manually or use the Payroll Setups option to copy the employee details from the original Payroll company to the new company.
Archive the company that you are moving the details into.
Go to Setups, Payroll, Options, Payroll Setups.
Select the Company Code to copy the details from. Accept.
Respond with Yes to the message: A file you about to copy already contains data. New data will be added to the existing file and will not overwrite it. Continue to copy payroll files for setups?
Copy all data in directory message you should say No.
Ok to copy the Employee Master? click Yes to this message.
Enter the Employee Code range. Accept.
You can continue to add more employees if needed individually. Select Finish when done.
Respond with No to the following messages: Copy Payroll Allowances, Copy Payroll Deduction, Copy Payroll Contribution, Payroll Income Type, Payroll Shift Table.
Ok to copy the Payroll Employee Bank Account? - respond with Yes.
Enter the employee Bank Account Range code range. Accept. Finish.
Respond with No to Copy the Payroll Group, copy the Cost Centre, copy Payroll Tax Scale, copy the Payroll Leave Table, copy the Payroll Pay Point, copy the Company Bank Account.
Close.
📌Note: Leave balances will not come across if you use the Copy feature above. Re-enter all the leave information that was zeroed out in the original company, including the Leave accrued up to and including date and the Leave Start Date, and the Last Entitlement Date for each Leave Table. Note when prompted to include comments which explain that the manual entries are opening balances transferred from another company.
Syncing the employee to the new company in Attache online for Single Touch Payroll (STP)
Assuming that the employee was synced to Attaché Online (STP) successfully in the previous Payroll company, if the settings are duplicated in the new company exactly, the employee should Sync to the new Attache Online Payroll organisation correctly.
This is enabled by ticking the Enable Attaché online box in The Employee Masterfile, Online Services tab and entering a valid Attaché Online Email Address. Sometimes there is a need to remove the Online email address from the original Masterfile.