Full File Replacement (FFR) is a feature that allows you to replace the latest Pay Event reported to the ATO.
Please note that FFR is only intended for use in "exceptional circumstances", such as when the pay event was sent to the ATO in error or contains corrupt data. To prevent the potential for mismatched data between WageEasy and the ATO, the database needs to be restored to a time prior to the reporting the pay event. Record the Submission ID before restoring the database by highlighting the latest reported Pay Event and selecting Print Report at the bottom of the screen. The report will display the Submission ID.
Note: The Full File Replacement is not used for run of the mill corrections to reported data. These should be made through regular STP reporting processes, i.e. either through an Update Event or in the next Pay Event to be reported.
There are specific criteria to be met before FFR can be initiated.
The reported Pay Event must have been successfully reported to the ATO, as replacements for reported Pay Events that are pending or failed will be rejected by the ATO.
You must be able to supply the Submission ID of the reported Pay Event.
The reported Pay Event (Submission ID) must no longer exist in WageEasy, that is why you need to restore the database to a point before the Pay Event was reported.
The replacement Pay Event is like-for-like, i.e. it relates to the same Payroll Company, Pay Frequency and Pay Period. Additionally, ATO guidance on FFR is that it may only be used to replace the latest reported Pay Event. FFR should not occur if any employee information reported in the original Pay Event has been changed by a subsequent Pay or Update Event.
FFR is initiated from the STP Reporting window. We've added a new button, that looks like a down arrow, in the Report to ATO box.
In the STP Reporting grid, select an unreported Pay Event to use as the replacement, then click the down arrow button and select Full File Replacement.
The next window prompts you for the Submission ID of the reported Pay Event. If the Submission ID exists in WageEasy, you will not be able to proceed.
If you did not print the report displaying the Submission ID, you may need to contact the ATO and/or access the business portal.
After you enter the Submission ID and click OK, the STP Declaration is displayed. Complete the Declaration to submit the replacement Pay Event. The replacement Pay Event is displayed under Reported Pay Events in the grid, with Full File Replacement shown under Event Type.
It is advisable, before proceeding with Full File Replacement, you do so only after consultation with WageEasy support services, as in most cases, a subsequent Pay Event or Update Event may be used instead.