Skip to content
  • There are no suggestions because the search field is empty.

Name Character Limits for TFN & Payroll Records

Overview

When entering employee details for Tax File Number (TFN) declarations and payroll reporting, it is important that names are entered as they appear on official identification while complying with system character limits.

The Australian Taxation Office (ATO) allows:

  • Given Name(s): Up to 40 characters

  • Family Name (Surname): Up to 40 characters

Reference:
Australian Taxation Office – TFN application guidance
https://www.ato.gov.au/individuals-and-families/tax-file-number/apply-for-a-tfn

The ATO confirms that if a name exceeds 40 characters in a field, you should enter the first 40 characters.

Entire OnHire (EOH) Name Limits

Within Entire OnHire (EOH):

  • The name fields allow more than 15 characters.

  • Users must enter as many characters as the system allows, up to the field limit.

  • Names should match official ID as closely as possible.

If a name exceeds the maximum character allowance in a field:

  • Enter the name exactly as written

  • Continue typing until the system limit is reached

  • Do not manually abbreviate unless the system prevents further entry

This aligns with ATO guidance, as the ATO accepts truncated names where system limitations apply.

Important Rules When Entering Names

  • Use letters only (hyphens and apostrophes are permitted if they appear on ID)

  • Do not use consecutive special characters

  • If a person has only one name, it must be entered in the Family Name field

  • Do not shorten or modify the name unless required due to character limits

Example

If a person’s full legal name exceeds the field limit:

  • Enter the full Given Name(s) up to the system limit

  • Enter the full Family Name up to the system limit

  • The record will still be valid for ATO reporting purposes

Why This Is Acceptable

The ATO’s systems are designed to accept names up to 40 characters per field. If a system restricts the number of characters entered, the ATO accepts the first available characters as valid.

Therefore:

Entering as many characters as the EOH system allows ensures compliance and maintains alignment with ATO requirements.