2. Warnings

File type - Workplace Profile

All the managers in your Workplace Profile are CEOs, generally speaking there is usually at least one or more managers other than a CEO in a workplace.

Reasons accepted:

• This organisation is part of a global group with no managers in Australia
• Other managers are employed by other legal entities

Steps

1. Review and/or update the file being uploaded and check that all managers have been included.
2. If the file is not updated, you must provide a reason why all of the manager employees on the Workplace Profile are CEO level managers.

File type - Workplace Profile

The number of employees in your Workplace Profile with an occupational category of 'other' ('0000') is uncommonly high.

• This occupational code is only used for highly specialised or unique employee roles that defy categorisation

Reasons accepted

• The roles in this category are highly specialised (you must provide details why the employee does not fit an existing ANSZCO major occupation)

Steps

1. Ensure you are using the ANZSCO major occupations at a minimum. 
2. Review each '0000' employee and allocate a major occupation code listed in the 'Explanation' tab of the template.

File type - Workplace Profile

The average total remuneration amount(s) you have provided for the employee groups in the reference field appear to be very high.

• You must provide total remuneration for all employee(s) as the annualised and full-time equivalent amount.

Reasons accepted:

• Some employees received bonuses or discretionary payments,
• Some employees were paid commission,
• Some employees were paid above market rate,
• Some employees were highly specialised,
• Some employees worked offshore or in remote locations.

Unit level file

1. Review the total remuneration amount for the employee types referenced, and update the figure if you have not calculated it to an annualised and full-time equivalent amount.
2. As it relates to an average amount there may be one or more outliers in the cohort with extremely large earnings.
3. If you do not update the figures, you must provide a reason why the average calculated total remuneration amount for each identified cohort is much higher than expected.

STP/payroll file

This file compares the ordinary hours figure in Column L and employee start date in column M you have provided against the information entered on to the first tab of the file (full-time ordinary hours, snapshot date).

• Check the figures in column Y for each employee type identified - the calculated income is coming out extremely high based on the information you have entered.

For example - if the first tab of the file has been set to 38 hours per week as full-time, and the snapshot date of 31/03/2023 is used:

• Any employee with an ordinary hours figure of 38 in Column L will be considered full-time - no calculation will take place
• Any employee with an ordinary hours figure less than 38 hours in Column L will have pro-rata earnings calculated up to the equivalent of 38 hours
• Any employee with a start date in column M of more than 12 months before the snapshot date - no calculation will take place
• Any employee with a start date in column M of less than 12 months before the snapshot date will have pro-rata earnings calculated up to the equivalent of working the full 12 months   

Steps

1. Review the ordinary hours and start dates for the employee cohorts identified as having low salary in your file(s), scan to the far right to the calculated fields - this should represent what they would earn if they had worked a full year for full-time hours.
2. This has been calculated based off of the actual earnings, ordinary hours, and start dates provided, as well as the information entered on to the first tab of the file.
3. Ensure the identified employee cohorts have ordinary hours figures provided which correspond to the working hours in respect to the particular period (E.g. weekly, fortnightly etc)
4. Casual employees who work extremely irregular hours may need to be put on to their own template, set to yearly (e.g. 38 hours/week is 1976 hours/year) and their actual working hours provided
5. If you do not update the figures, you must provide a reason why the final calculated total remuneration is correct or accurate.

File type - Workplace Profile

The difference between the base salary and total remuneration amounts for the identified employee cohorts are less than the superannuation guarantee.

Reasons accepted

• Superannuation not paid on overtime.
• Superannuation cap reached,
• Employee earned less then monthly threshold for superannuation guarantees

Unit level file

1. At a minimum the check of your file looks for a 10% rise between the base salary and total remuneration amounts to account for the employee being paid superannuation.
2. You must review and update the total remuneration amount to include superannuation if it was paid to the employee.
3. If not all of the employee cohorts identified are updated, you must provide a reason why superannuation was not paid or not required to be paid.

STP/payroll file

1. Ensure that superannuation has been entered into Column R - Super
2. If you do not update the figures please provide a reason why this employee does not appear to earn superannuation on all base earnings

File type - Workplace Profile

The number of CEO and KMPs in your Workplace Profile is lower than expected.

• If you are a standalone organisation, you must have a CEO in your uploaded file.
• If your submission is for a section of your corporate group, it must at least contain a KMP or HOB.

Reasons accepted

• All managers are employed in another entity,
• This organisation is in administration,
• Roles are currently vacant

Steps

1. Review the values you have provided for manager category in Column D.
2. Ensure you are reporting at least one CEO for a standalone company, and at least one KMP or HOB for a submission covering part of a corporate structure.
3. If you do not update your file please provide a reason why no leadership is being reported in your uploaded file.

File type - Workplace Profile

The proportion of managers in the Workplace Profile is uncommonly high. This warning is calculated based on the total number of manager employees per ABN.

Reasons accepted

• This organisation has a flat structure or is primarily management (e.g. head office/ management operations)

Steps

• Locate the employees listed as Managers in Column D, update or confirm that all employees using a manager category have been correctly recorded.
• If you do not update the file, you must provide a reason why a high proportion of managers is being reported for a specific ABN.

File type - Workplace Profile

The proportion of graduates employed under formal graduate programs on your Workplace Profile is uncommonly high.

• Graduates are for employees who are part of a formal graduate program.
• This is not used for tertiary degree holders.

Reasons accepted

• Graduate program typically has a high intake each year,
• There was a significant increase in hiring through graduate program this year,

Steps

1. Review the graduate entries in Column F, remove the value 'G' if the employee was not employed as part of a formal graduate program.
2. If you do not update the file, please provide a reason why such a high proportion of employees are employed as part of a formal graduate program.

File type - Workforce Management Statistics

Organisations registered as a Partnerships must have at least one equity or non-equity partner reported in their Workforce Management Statistics file in question 8.

• There were no equity or non-equity partners detected in the uploaded file.

Reasons accepted:

• Partners are not in this organisation

Steps

1. Locate question 8 in the workforce management statistics and populate the table with the number of your equity and/or non-equity partners.
2. If you do not update the file please provide a reason why no partners are being reported in an organisation that was confirmed as a partnership.