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Better By Design Subscriber Information Booklet For Hospital And Ambulance Services ACT Phone 1300 133 697 NSW Fax 1300 361 498 NT QLD SA TAS VIC Admin GPO Box 1238 Adelaide 5001 Email info accesspay.com.au Website www.accesspay.com.au 1 WA AccessPay offer you One to one guidance over the phone email and at your workplace Reliable management of your salary packaging account Flexible payment options AccessPay Subscriber Discount Program provides you discount in retail dining leisure activities and accommodation across Australia and NZ in conjunction with our salary packaging card An online sign up process and the ability to make changes to your own account Accessible consistent customer service teams 24 Hour access to your account online Contents How you can make Significant Tax Savings by Salary Packaging with AccessPay AccessPay Salary Packaging Explained Objective of Salary Packaging with AccessPay AccessPay s Commitment to our Subscribers Payment Options Benefit Options Paperwork and Forms for Salary Packaging Your Contact Details Setting up a Salary Packaging Arrangement Benefits List Suggested Benefits List with Substantiation Requirements GST on Benefits What is a Valid Tax Invoice Reportable Fringe Benefits Amount Shown on your Payment Summary Changing or Terminating Salary Packaging Family Tax Childcare Benefits Fees About Us 4 5 6 6 6-7 8 8 9 9 10 10 - 11 12 12 - 13 13 13 14 14 14 How you can make Significant Tax Savings by Salary Packaging with AccessPay Please read all of this information carefully. The guidance provided will assist AccessPay to administer your salary packaging arrangements swiftly and accurately. Australian taxation law allows certain organisations to offer salary packaging benefits to their employees. Salary packaging allows employees of these organisations to make significant income tax savings on their salary. Australian taxation law states that employees of these organisations will not be taxed on this money. When you salary package a part of your salary you are not required to pay income tax on this money. There is a limit set by the Australian Taxation Office on how much employees of these organisations are allowed to salary package for living expenses and this limit is 9 010 in a Fringe Benefits Tax year (1st April 31st March). Once you are salary packaging with AccessPay you will only pay income tax on the remainder of your salary not the salary packaged amount. The money you set aside for your salary packaging must be used to pay or reimburse you for what can be described as your living expenses. Unless we are reimbursing you for a living expense you have already paid it is not possible to merely have this money paid into a savings account as a cash deposit. Unless you have been reimbursed for a payment already made it is not possible to withdraw the salary packaged amount as cash. See the Payment Options section of this booklet. For a more detailed description of what living expenses are please refer to Category A and B of the Benefits List in this booklet. AccessPay has provided this booklet in order to provide guidance to you about salary packaging and the laws that affect it to generally de-mystify salary packaging and to explain the function and services of AccessPay in a way that is clear and easy to understand. If you have any further questions please do not hesitate to contact AccessPay s national customer service centre in Adelaide on 1300 133 697. 4 You can download AccessPay forms and access information regarding your account from the AccessPay website www.accesspay.com.au AccessPay Salary Packaging Explained Kate earns 40 538 per year. She pays 220 per fortnight in rent. She is also paying off a personal loan at a rate of 200 per fortnight. Kate can salary package both of these items and can use the full 9 010.04 per year as per her employer s salary packaging policy. Therefore her expenses are Rent (paid direct to the landlord or Real Estate agency) 220 x 26 (fortnights) Personal Loan (for which she is reimbursed) This in total is the maximum of 126.54 x 26 5 720.00 3 290.04 9 010.04 The total is the amount Kate is allowed to package in a 12 month period. Kate has elected for her rent to be paid directly to her landlord and to be reimbursed ( 126.54 per fortnight) for the payments she makes to her personal loan. She has filled out the Budget and Payment Authority Form and provided copies of her rental tenancy agreement showing her landlord s banking details and Kate s own personal loan statement showing all her identifying details to AccessPay. This is the way Kate s salary packaging arrangement delivers her tax savings. ( Savings are based on salary packaging the maximum for non-GST benefits and excluding the AccessPay Fee. Income tax savings are based on the 2014-15 tax rates.) Salary Packaging Example Assumes Salary Packaging used for a non GST expense Gross salary Salary packaging paid to expenses Gross taxable salary Less tax and Medicare levy (incl. LITO) Net salary paid to bank Plus Salary Packaging benefit Disposable income Savings per annum No Salary Packaging 40 538 40 538 (5 141) 35 397 35 397 With Salary Packaging 40 538 (9 010) 31 528 (2 718) 28 810 9 010 37 820 2 423 Kate could choose to salary package different expense items within the 9 010 limit such as groceries clothing or bills. Check with your pay office or AccessPay and see the section of this booklet entitled Payment Options . You can download AccessPay forms and access information regarding your account from the AccessPay website www.accesspay.com.au 5 Objective of Salary Packaging with AccessPay The objective of AccessPay is to maximise your disposable income (your take home pay) while ensuring that you comply with your employers policies and with all relevant taxation legislation and rulings. At AccessPay we refer to your employer as our Associate. You are our Subscriber. Our Associate is responsible for determining whether you can become an AccessPay Subscriber by assessing your eligibility to participate in their salary packaging scheme which is administered by AccessPay. In order to ascertain whether you are eligible all you need to do is ask AccessPay or your employer. AccessPay s Commitment to our Subscribers Regular payments such as mortgages will be made on the date you nominate. AccessPay will make direct payments and reimbursements within 48 hours of receipt of a claim - assuming of course there are sufficient funds available in the Subscriber s salary packaging account. Where a request is made for AccessPay to make a payment by cheque on a Subscriber s behalf a cheque fee may apply. However other than the administration fee negotiated by your employer there are no fees or charges when accounts already paid by a Subscriber are reimbursed via direct credit into a nominated bank account. Tell us how you would like your salary packaged funds to be disbursed by filling out the Personal Budget Payment Authority Form. Provided claims are made after you ve started salary packaging you can claim any expenses that you have incurred within the last 12 months. You can also let money accumulate in your account until you have sufficient funds to make your claim. The Fringe Benefits Tax year runs from the 1st of April until the 31st of March. To enjoy the maximum benefit your account should be cleared by the end of March each year because if it carries over it reduces the amount you can claim the following year. Payment Options There are a number of different ways you can choose to manage your salary packaging arrangement. Paperwork sent through post email or by fax which includes the necessary substantiation will be entered into our system. We do not accept adjustments to your payment details or bank account details over the phone. These are your personal and private details and these processes are in place to safeguard your security. 6 You can download AccessPay forms and access information regarding your account from the AccessPay website www.accesspay.com.au AccessPay is able to Make regular payment of your expenses for you This means that we will use your salary packaging money to make regular payments as you have directed. For example if your mortgage is 300 per fortnight and you provide us with evidence of the mortgage (eg. a copy of your mortgage statement showing your name and address home loan amount and account number) we can make a direct payment. Alternatively if your rent is 300 per fortnight and you supply us with evidence of your rent (eg. a copy of the residential tenancy agreement) and the account details showing name of account and whether or not it is a direct payment or reimbursement. Personal loan repayments or any other regular expense which is on the Benefits List in this booklet can also be used. Reimbursement for expenses you have already paid Reimbursements are the easiest way to claim your salary package back as cash. You have options here too you can give us your mortgage or credit card statement showing that payments have been made by you and we can then reimburse you for these payments. Just supply a savings account number for us to deposit the funds into. Alternatively you can collect receipts for purchases and services that have already been paid by you and claim the amount of the receipts collected. We will deposit the funds back into your nominated account which could be a mortgage or a savings account. Send the receipts by email fax or post to AccessPay with a Payment or Reimbursement Claim form. Pay an account directly for you You can supply any unpaid household bill or other account to AccessPay and we will pay this from your salary packaged funds. Provide you with a salary packaging card (Participating organisations only please check with your employer or with AccessPay for details). A salary packaging card operates in the same fashion as a debit card. Your salary packaging money is deposited onto this card and you are able to spend this money on your living expenses. This card provides ease of use and transactions so that you are able to use your card anywhere displaying the Visa logo or anywhere that would otherwise accept a credit card. This card does not attract fees but carries some restrictions - you cannot withdraw from or deposit money into a salary packaging card. This account is administered on your behalf by AccessPay. This card is issued by National Australia Bank ( NAB ) and comes with full NAB internet and telebanking support. To access these facilities call AccessPay for details. Please consider carefully whether a NAB salary packaging card is appropriate for you and would suit your personal spending and banking habits. This card can only be used in Australia and a second card can be issued if required (a fee may apply). You can download AccessPay forms and access information regarding your account from the AccessPay website www.accesspay.com.au 7 PLEASE NOTE Selected utility providers do not accept credit card payment so you will need to consult your utility providers about this. You should not transfer money between bank accounts or make credit card payments with the NAB salary packaging card. You should not set up direct debits from this card. If you need other payments made please contact AccessPay and we will be more than happy to make those payments on your behalf. Benefit Options The range of benefits available to Subscribers is determined by the Associate s salary packaging policy. You must have enough funds in your account for us to make your payments or reimbursements. It is your responsibility to monitor this. You can check your AccessPay account balance and activity at www.accesspay.com.au by registering for online access. To comply with all ATO rulings with regard to salary packaging all expenses must be properly substantiated. Remember that you are responsible for making and keeping copies of documents sent to us and ensuring the safe travel of your documents. NOTE This is not the transaction history for a NAB salary packaging card you must check the balance and transaction history of that card with NAB via the NAB telebanking facility internet or at a NAB ATM. Paperwork and Forms for Salary Packaging AccessPay will provide all necessary forms and information for you to commence salary packaging. If you need extra forms please contact your Subscriber Service Officer ask your pay office or visit the AccessPay website (www.accesspay.com.au). You must complete and return the Personal Budget Form and the Nominated Benefits Form. You must include substantiation showing your name for every expense listed or the name of someone who resides at your address with substantiating documentation that they indeed live at that address. For example often a bank statement printed from the internet will not show your name and will therefore not be adequate substantiation. Another example might be - if you include your rent as an expense payment you will need to forward a copy of the rental agreement. You can claim for the expenses of your household which means that although the bills may be in someone else s name they are still for your household. These expenses may only be claimed for once. If you have any questions about substantiation documentation please call your Subscriber Service Officer. Handy Hint Always put the name of your employer (rather than your site) on your forms and any other correspondence with AccessPay. Feel free to handwrite or attach a cover note being as specific as you like. Partially completed forms or insufficient substantiation may delay your payments. 8 You can download AccessPay forms and access information regarding your account from the AccessPay website www.accesspay.com.au Your Contact Details As stated previously the objective of AccessPay is to maximise your tax savings and the potential of your salary package. In order to achieve this quickly and easily with a minimum of fuss there are some important details we need from you. When you include your phone numbers please include as many as possible. If you would like us to contact you during business hours please include details of how to contact you in your workplace. If you work for a hospital for example please give us the number of your ward pager department. If you travel daily for work and spend most of your time driving or with clients please supply a mobile number. Email is by far the easiest and most reliable method for us to communicate with each other. If you do not know your business email address make an effort to find out and include it on your forms. We will not inundate you with spam only notify you of payments made or changes happening within your organisation that may affect your salary package. Providing your email address to us also allows you to register to use our website (see the relevant section of this booklet) which will allow you to answer your own questions about your account without having to call AccessPay. The online service also provides you with details about your Pending payments or payments that are to be made later in the week or fortnight. Setting up a Salary Packaging Arrangement In order to participate in your Employer s salary packaging arrangement please complete and sign the Budget and Personal Details Form and the Nominated Benefits Form. Please attach the various documents you will need as verification of your accounts as explained in this booklet. Once signed please send these documents including those for substantiation on to AccessPay. This will commence your salary packaging arrangement exactly as you have directed. Please make sure your documentation is complete and correct. Partially completed forms or insufficient substantiation may delay your payments. Make sure you double check your bank account details. If you have included details of your mortgage but you would like to be reimbursed for payments you have made rather than direct into your mortgage please make sure you have included details of the bank account you wish to be reimbursed into. AccessPay will maintain up-to-date accurate records of the activity of each Subscribers salary packaging account. All Subscribers can access their account information online at www.accesspay. com.au by following the prompts on the homepage. To register online with AccessPay please follow the guide below. Note AccessPay is only able to administer salary packaging arrangements as approved by our Associate. Any other services received by the Subscriber from AccessPay over and above those approved by the Associate will be the subject of a separate agreement between the Subscriber and AccessPay. You can download AccessPay forms and access information regarding your account from the AccessPay website www.accesspay.com.au 9 AccessPay highly recommends that Subscribers seek independent financial advice before entering their employer s salary packaging arrangement. You are welcome to ask your Subscriber Service Officer for guidance about payment options and if they determine that you need more specialised personal financial advice they will let you know. Benefits List When Subscribers establish a salary packaging arrangement they will be able to choose from the list of benefits identified in the Associate s salary packaging policy. This is not an exhaustive or exclusive list these are examples of things you may want to package. Please call your Subscriber Service Officer at AccessPay if you have any queries on 1300 133 697. In general a Subscriber could choose a combination of benefits from the following categories Suggested Benefits List with Substantiation Requirements When you establish a salary packaging arrangement you will be able to choose from the list of benefits identified in your employer s salary packaging policy. The following are examples of things you may want to package. These items may also be purchased with your salary packaging card in which case receipts are not necessary. Category A These items DO NOT include GST. NOTE Substantiation documents need to show your name address account number and balance of debt. To reimburse we need proof of 2 or more consecutive payments made along with the substantiation requirements listed below. Expense Item Home mortgage repayments (NOT investment properties) Rent Personal or car loan repayments Private health insurance School fees education debt payments student fees Council Rates Water Rates Credit card payments (must provide statement monthly) Medical and dental expenses Childcare through a registered provider Life insurance payments International travel Substantiation Required Mortgage statement showing name address account number and balance of debt Residential Tenancy Agreement with payment details shown Loan statement showing name address account number and balance of debt Policy document showing policy and membership numbers Receipt or tax invoice for purchase payment Bill paid or unpaid Bill paid or unpaid Credit card statement showing name address account number and balance of debt Receipt & tax invoice for purchase payment Receipt & tax invoice for purchase payment Policy document showing policy and membership numbers Receipt or tax invoice for purchase payment 10 You can download AccessPay forms and access information regarding your account from the AccessPay website www.accesspay.com.au Category B These items include GST. Subject to your employer s policy you may be able to obtain the benefit of the GST on these items. To do so you will need to provide the original Tax Invoice Receipt. See GST on Benefits in this booklet for more information. This may introduce some complexity and we advise you to contact AccessPay to discuss your options. Utilities (phone electricity gas) Clothing Car maintenance and upkeep (including registration services etc) Petrol House maintenance and repairs Home and contents insurance or car insurance Travel within Australia (air train or bus fares) Home wares (electronics furniture) Category C Exempt or concessionally treated benefits (i.e. in addition to living expenses). Personal contributions to superannuation Check with your pay office as they may make the superannuation contributions (Please also note that some limitations to contributions apply). Receipt or tax invoice for purchase payment or purchase with a Meal Entertainment Card. A credit card that clearly identifies the purchase as being at a restaurant (or similar) will also suffice. Receipt or tax invoice for purchase payment. Meal Entertainment (participating organisations only) Entertainment Hire and Leasing (participating organisations only) Portable electronic devices such as a laptop limited to Receipt or tax invoice for purchase payment. one per FBT year. These devices must be predominantly for business use and certain limitations may apply. (This must be verified in a statutory declaration signed by you and by your employer). In order to participate in your Employer s salary packaging arrangement please complete and sign the Personal Budget and Payment Authority Form and the Nominated Benefits Form. Please attach appropriate substantiation. Once signed please send these documents including substantiation to AccessPay. This will commence your salary packaging arrangement exactly as you have directed. Please make sure your documentation is complete and correct. Partially completed forms or insufficient substantiation may delay your payments. If you have included details of your mortgage but you would like to be reimbursed for payments you have made rather than direct into your mortgage please make sure you have included details of the bank account you wish to be reimbursed into. You can download AccessPay forms and access information regarding your account from the AccessPay website www.accesspay.com.au 11 What is a Valid Tax Invoice There are strict ATO requirements relating to tax invoices. Invoices and receipts do not always satisfy ATO tax invoice requirements. A tax invoice must show the ABN of the supplier the words tax invoice stated prominently on the document the date of issue of the tax invoice the name or trading name of the supplier a brief description of each item supplied and either words to the effect that the total amount payable includes GST for the supply and or the total amount of GST. Reportable Fringe Benefits Amount Shown on your Payment Summary Fringe benefit payments made on your behalf during the FBT year appear on your payment summary as Reportable Fringe Benefits. This amount needs to be declared when you lodge your tax return. You will not be assessed for income tax on the reportable fringe benefit amount. The Reportable Fringe Benefit amount is added to your taxable income when the ATO calculates the following liability for the Medicare levy surcharge superannuation co-contribution education debt repayments child support agency arrangements Changing or Terminating Salary Packaging Subscribers are asked to contact AccessPay as soon as possible if there is a change in employment status including completion of employment with the Associate maternity leave long term leave without pay if you are supplied a company car or if there is a change to your vehicle you need to let AccessPay know immediately as this will affect how much you can salary package. If you need to change your bank account details or the nature of payments made these instructions must be made in clear and written format to AccessPay. You can use email fax or post. Please make sure you are able to be clearly identified as an AccessPay Subscriber you can include your AccessPay Subscriber Number your first and surname your employers name date of birth or payroll number. 12 You can download AccessPay forms and access information regarding your account from the AccessPay website www.accesspay.com.au Upon notification AccessPay will ensure that the appropriate steps are taken to reflect the Subscriber s new status. Education Debts Repayments for education debts can be affected by salary packaging. A separate Fact Sheet about education debts is available for your information and can be obtained from the Fact Sheets page of the AccessPay website - www.accesspay.com.au Family Tax Benefits and Centrelink Income Support Benefits If you are in receipt of either or both of the above benefits it is important that you provide Centrelink with the correct information to ensure you receive the right benefits. The FAO uses your Adjusted Taxable Income (ATI) to calculate your benefits entitlement. Your ATI includes the sum of the following amounts 1.Taxable Income 2. Reportable Fringe Benefits .53 (For example 17 000 .53 9 010) 3. Other items including foreign income that is not taxable in Australia net rental property losses tax free pension or benefit 4. Less the amount of deductible child maintenance expenditure. A separate Fact Sheet about the impact of salary packaging on these benefits is available for your information and can be obtained from the Fact Sheets page of the AccessPay website www.accesspay.com.au Fees Our administration fee is an annual fee charged in accordance with the Associates payroll cycle for the participating employees (our Subscribers). Our fee is in relation to the administration of your salary packaging account and has been negotiated with your employer. Where AccessPay continues to maintain a Subscribers account then we will continue to charge a fee. Where we continue to receive funds make payments or carry a balance then the account is being maintained and therefore our fee will be charged. The account balance criteria (refer number 3 below) is in place because our Subscriber could request a payment be made. You can download AccessPay forms and access information regarding your account from the AccessPay website www.accesspay.com.au 13 AccessPay will suspend the charging of fees where 1. You go on some form of unpaid leave maternity study workcover personal 2. We are not receiving salary packaging funds nor continuing to make payments from your account 3. The balance in your account is less than 100 4. We are advised in advance of any unpaid leave. (Fees will be stopped from that time.) About Us AccessPay is an Australian owned and operated company that provides salary packaging solutions predominantly for not-for-profit (NFP) organisations throughout Australia. Our website is there for our Associates and Subscribers and provides information about your account 24 hrs a day. All you need to do is register for online access. If you have any suggestions or comments on the website we are more than happy for you to email us. We dedicate a customer service team in the Service Advisory Centre to provide ongoing customer support to our Associate and their employees. This team will be dedicated to your salary packaging arrangements so that your employees enjoy a level of reliability and consistency of service not experienced with other service providers. Note AccessPay is only able to administer salary packaging arrangements as approved by our Associate. Any other services received by the Subscriber from AccessPay over and above those approved by the Associate will be the subject of a separate agreement between the Subscriber and AccessPay. AccessPay highly recommends that Subscribers seek independent financial advice before entering their employer s salary packaging arrangement. You are welcome to ask your Subscriber Service Officer for guidance about payment options and if they determine that you need more specialised personal financial advice they will let you know. 14 You can download AccessPay forms and access information regarding your account from the AccessPay website www.accesspay.com.au ACT NSW NT QLD SA TAS VIC Admin Phone Fax Email your account from the AccessPay website www.accesspay.com.au 1300 133 697 1300 361 498 GPO Box 1238 Adelaide 5001 info accesspay.com.au You can download AccessPay forms and access information regarding Website www.accesspay.com.au 16 WA