Stamp Duty | Help Centre

[EmilyBilling]

Updated: 2 September 2021

Jurisdictions: NSW, QLD, SA, VIC, WA

Verify Stamp Duty

In PEXA, all Transfer documents must have stamp duty accounted for at the time of lodgement. PEXA has an automated stamp duty verification process that communicates with duties online for your jurisdiction, sending details from your Workspace to the online duties system for verification.

On successful verification, the duties online system responds with the stamp duty information required for lodgement and the payment of stamp duty.

Each jurisdiction has a different requirement for when duty needs to be assessed. Scroll down to see the process for your jurisdiction.

NSW—Stamp Duty

In NSW, your responsibility is to prepare a stamp duty assessment in the duties system and obtain a DAN (Duties Assessment Number) Transaction ID prior to creating your Transfer document. You then enter this DAN Transaction ID in PEXA on the Stamp Duty screen.

Before you stamp:

• Ensure that all participants to the transaction have reviewed the Transfer and confirmed that the information is correct.
• Make note of the Lodgement Case ID in PEXA as you will need to enter this in the DAN EDR Assessment. The Lodgement Case ID is found in the Stamp Duty tab.

1. Complete stamp duty assessment

1. Log in to the Electronic Duties Return (EDR) system.
2. Complete your EDR assessment.
3. Submit your EDR assessment and take note of the DAN Reference Number.

Note: When completing your assessment, you will be asked whether the matter is a ELNO Transaction. Select “Yes”. You will then be asked “Will this part of your weekly return?”. If you select “Yes” you will have the option to pay the stamp duty in your weekly return. If however, you select “No”, the assessment will be removed from your weekly return and you will be required to pay the duty on settlement through PEXA.

If you are not registered for EDR, please contact your stamping agent to discuss their processes for stamping.

For further information regarding your Stamp Duty Assessment, please contact Revenue NSW.

2. Prepare your documents in a PEXA Workspace

1. Create a Workspace in PEXA in the role of Incoming Proprietor.
2. Navigate to the Documents screen in your Workspace and create your Transfer.
   Note: Your document won’t move to Prepared status until stamp duty is successfully verified.

3. Verify stamp duty in PEXA

Once you have prepared your documents and obtained an DAN Reference Number from your online duty assessment, you can verify duty in PEXA.

1. Navigate to the Stamp Duty screen and click Enter Duty Information.
2. Enter the DAN Reference Number in the OSR reference number field.
3. Save the changes.

PEXA initiates the stamp duty verification and if the data on your document matches the data in your DAN duties assessment, stamp duty verification will return as successful.

If the Stamp Duty has not been paid prior to the verification of duty, the Payment Status will read as "unpaid" and the duty amount will pre-populate into the Financial Settlement Schedule.

QLD—Transfer Duty

In QLD, stamping must commence in the PEXA Workspace (Transfer Duty screen) so that an ELN Transaction Number generates in OSR Online. This ELN Transaction Number allows PEXA and OSR Online to communicate and for Transfer Duty to be verified once stamping has been submitted in OSR Online. 

If stamping for your PEXA transfer was previously done in paper, ensure to start the PEXA stamping process via the Transfer Duty screen of your Workspace, and then call OSR to assist with cancelling the paper transaction. 

See the OSR Toolkit for further information. For detailed information as to what Transactions are in scope for PEXA as well as as definition of ELN Lodgement and Relevant Transfer Agreement select here.

1. Prepare your documents in a PEXA Workspace

1. In the role of Incoming Proprietor, create the Transfer document.
2. Buyer completes Form 24A.
3. Seller completes Form 24B.
   Note: Your document will remain in the status of In Preparation until stamp duty is successfully verified.

TRANSFER DUTY IS COMMENCED IN PEXA. COMPLETE THE BELOW STEPS PRIOR TO OPENING OSR ONLINE

2. Generate OSR Transaction Number PEXA 

1. Navigate to the Transfer Duty screen and click Enter Duty Information.
2. Select the appropriate Transfer Payment Duty option:
   • Paid to the commissioner before electronic lodgement network settlement
     • Transfer Duty has been paid to OSR prior to Transfer settlement date
   • Received by the self assessor before electronic lodgement network settlement
     • Monies for Transfer Duty have already been paid into your Trust Account
   • Committed to be paid as part of the electronic lodgement network settlement
     • Transfer Duty amount will be added as a Destination line item and paid as part of the Transfer Settlement in PEXA
3. Click Save.
   PEXA generates a unique OSR Transaction Number that you will use to locate the transaction in OSR Online.

3. Assess duty online

1. Log in to OSR Online.
2. Using the OSR Transaction Number you received in the PEXA Workspace, locate the duty transaction in OSR Online and complete your application for duty assessment. 

4. Verify duty in PEXA

Once duty assessment is complete in OSR Online, return to PEXA Transfer Duty screen to verify duty.

1. In PEXA, click Transfer Duty.
2. From the Actions column, select Verify Duty to confirm duty results.

SA—STAMP Duty

PEXA has an automated stamp duty verification process that communicates with RevenueSA, sending details from your Workspace to the online duties system for verification. On successful verification, RevenueSA responds with the stamp duty information required for lodgement and the payment of stamp duty.

In SA, your responsibility is to prepare an application for a duty assessment in the RevenueSA system. You then enter the Document ID number in PEXA on the Stamp Duty screen.

1. Prepare your documents in a PEXA Workspace

1. Create a Workspace in PEXA in the role of Incoming Proprietor.
2. Navigate to the Documents screen in your Workspace and create a Transfer.
   Note: Your document won’t move to Prepared status until stamp duty is successfully verified.

2. Complete duty assessment online

1. Log in to RevenueSA online.
2. Create your duty assessment online:
   1. Enter the duty details (such as title and party details).
   2. Confirm that the details are correct and submit them for assessment.
      The form returns with an estimated duty amount payable.
   3. Enter your payment details and click Next.
   4. On the Stamp screen, locate the Document ID.
      You'll be required to enter this Document ID into PEXA.
   5. At this stage, you can choose to Suspend the assessment and pay later, or Complete/Pay the assessment and pay now.
   
   Tip: When completing the assessment in RevenueSA online, remember to select the e-conveyancing check box.

3. Verify stamp duty in PEXA

PEXA has an automated stamp duty verification process that communicates with Revenue SA online, sending details from your PEXA Workspace to Revenue SA online for verification. On successful verification, RevenueSA responds with the stamp duty information required for lodgement and the payment of stamp duty.

Once the connection with the duty system is made for this transaction, you can select Verify Duty from the Actions column to confirm the duty results. This can be used to confirm the correct duty amount at any time prior to settlement.

1. Navigate to the Stamp Duty screen and click Enter Duty Information.
2. Select if stamp duty is to be included in the PEXA Financial Settlement.
   Note: This is available only if you have a trust account registered in your Subscriber Profile.
3. Enter the RevenueSA Revnet ID (Document ID).
   The Document ID format is a minimum of 9 alphanumeric characters and a maximum of 14 alphanumeric characters and may include a "/".
4. Click Save to send this information to RevenueSA.

VIC—Stamp Duty

In VIC, your responsibility is to prepare the Workspace and the Transfer document first, prior to completing a duty estimate in the online duties system.

From 17 June 2019, the State Revenue Office (SRO) has enhanced their system to allow you to settle and lodge complex assessments online. For more information on complex assessments, click here.

NOTE: For contracts signed after 1st July 2017, the new Digital Duties Form (Settlement Statement) is required to be signed by both parties before you can complete the Stamp Duty assessment in Duties Online.

Important: You are required to enter all mandatory data to complete stamp duty verification.

1. Prepare the documents in a PEXA Workspace

1. In the role of Incoming Proprietor navigate to the Documents screen and create a Transfer.

   PEXA automatically generates a Notice of Acquisition upon creation of a Transfer.

2. Edit the Notice of Acquisition and save it.

   If you have provided all mandatory information in the Transfer and Notice of Acquisition (NOA) documents, the document status should move to Prepared. This will then populate a unique SRO Case Reference on the Stamp Duty screen that you will need to link with Duties Online.

   Tip: The most common problem for the SRO Case Reference not populating in the Workspace is that the vendor's future address is not entered into the Transfer document.

3. Navigate to the Stamp Duty screen and take note of the following numbers as you will need to enter these in Duties Online:
   • Lodgement Case ID
   • SRO Case Reference

2. Complete your duty assessment online

1. Open a new Internet tab (leave PEXA open and go to SRO Duties Online.
2. Hover your mouse over the Create option and select Retrieve and Claim ELNO Statement*. 
3. Enter the following information and then click Retrieve:
   
   • Lodgement Case ID
   • SRO Case Reference
4. Select a Category and Sub-Category.
   The category selected determines whether the transaction is a system or complex assessment.
5. Depending on your transaction type, continue with one of the options below:

   System assessment

   1. Enter the Form ID (located on digital duties form) to link the digital form to each ELNO document.
   2. Complete the remaining details for the transaction and then Acknowledge and Certify to submit for assessment.

   
   Complex assessment

   Important: The SRO requires 30 days to review and assess a complex transaction. Ensure you start this process at least 30 days prior to your intended settlement date to ensure your settlement is not delayed.
   
   1. Enter the Form ID (located on digital duties form) to link the digital form to each ELNO document.
   2. Upload all relevant supporting documents.
      Complex transactions require supporting documents to be lodged to the SRO at least 30 calendar days before settlement.
   3. Submit the lodgement for assessment.

3. Verify stamp duty in PEXA

 

System assessment

1. Return to your PEXA Workspace and go to the Stamp Duty tab.
2. On the Stamp Duty screen, select Verify Stamp Duty from the Actions column.
   Note: If the Verify Stamp Duty option is not available, this means you haven't entered the mandatory data required for the Transfer.
3. Refresh the page and the stamp duty should be Successfully verified.
   
   Note: If settlement date changes, you will need to go back into Duties Online and re-certify the transaction. You can find your transaction when you search ‘All Transactions’ in Duties Online. Then also Verify Stamp Duty again in PEXA.

 

Complex assessment

1. Return to your PEXA Workspace and go to the Stamp Duty tab.
2. On the Stamp Duty screen, select Submit Assessment.
   SRO will assess the lodgement and return with the duty amount payable and a settlement date and time. Once duty is assessed, you will receive an email notification from SRO requesting you to certify the lodgement.
3. In Duties Online, locate the assessed lodgement and then click Certify.
   By certifying, you are confirming that all of the information is true and correct and that you’re ready to settle.
4. Return to your PEXA Workspace and on the Stamp Duty screen,  select Verify Duty from the Actions column.
5. Refresh the page and the stamp duty should be Successfully verified.

Result: Stamp duty is paid direct to the SRO at settlement.

*If you cannot see Retrieve and claim PEXA transaction in your Duties Online profile the administrator will need to amend your Duties Online registration to process PEXA transactions.

Duties Online also has some great resources if you are having difficulty claiming the PEXA transaction in their FAQs found here.

Mandatory data in VIC

The most common reasons the SRO Case Reference did not populate on this screen are:

• The vendor or seller's current or future address has not been entered into the Transfer document,
• A party has not been represented, 
• The vendors date of birth has not been added to their party record or,
• The NoA has not been completed. It should have status of Prepared.

WA—Transfer Duty

In WA, your responsibility is to prepare an application for a duty assessment in the Revenue Online system and print a certificate of duty to obtain a certificate number. You then enter this Certificate number in PEXA on the Transfer Duty screen.

In WA, you should prepare a duty assessment in the Revenue Online system and print a certificate of duty to obtain a certificate number prior to creating your Transfer document. You then enter this Certificate number in PEXA on the Transfer Duty screen after creating the Transfer document.

For further information on which transactions self-assessed in Online Duties are eligible for settlement in PEXA  please click here.

1. Complete duty assessment online

1. Log in to the WA Revenue Online system.
2. Complete your duty assessment in the “Self-assessment” section.
   The information entered into Revenue Online needs to reflect the correct tenancy information for the buyer and the seller. Revenue Online will create a certificate of duty and provide a Certificate Number.
3. After you submit your assessment, print the certificate of duty and take note of the Certificate Number.
   Note: This is the number from the first printed page that attaches to the contract, not the NDD page that attaches to the transfer.

2. Prepare your documents in a PEXA Workspace

1. Create a Workspace in PEXA in the role of Incoming Proprietor.
2. Navigate to the Documents screen in your Workspace and create your Transfer.
   Note: Your document won’t move to Prepared status until stamp duty is successfully verified.

3. Verify duty in PEXA

If you have created your transfer document and you have your Certificate of Duty number ready, then you can verify duty in PEXA.

1. Navigate to the Transfer Duty screen and click Enter Duty Information.
2. Select if Transfer Duty is to be included in the PEXA Financial Settlement.
   Note: This is available only if you have a trust account registered in your Subscriber Profile.
3. Enter the Certificate Number you obtained from Revenue Online (ensuring you use the first printed page certificate and not the No Double Duty page).
4. Enter the Contract for Sale Date.
5. Save the changes.

PEXA initiates the stamp duty verification and if the data on your document matches the data in your online duties assessment, stamp duty verification will return as successful.

Reverify Stamp Duty

If verification is unsuccessful, an error will return from State Revenue Online (SRO / OSR / ROL / DAN) and you won’t be able to progress with the transaction in PEXA until the error is resolved and stamp duty is successfully reverified.

If stamp duty isn't verifying, check the following:

• All relevant addresses are included in the Transfer.
• All transacting parties are represented.
• All transacting parties have a DOB's recorded.
• If the party is an organisation, a Business Type is recorded against the organisation.
• You have used the current name as per PEXA (not the “formerly known as” name) if a name change is applicable.
• You have entered the trust name (if applicable for buyer or seller) correctly in both the online system and in PEXA.
• There is a settlement date and time in the Workspace.
• The information entered into the online system reflects the correct tenancy information for the buyer and the seller.
• The OSR client ID on the Administrator Tool > Manage Subscriber Details screen is not completed or has changed.

To reverify duty in PEXA

1. Check that the Workspace has all the required information.
2. Navigate to the Stamp Duty screen.
3. Select Verify Duty from the Action cog.

Notifications for Stamp Duty Verification

Settlement Item – Stamp Duty