Resolving Payday Filing Issues – Your Payroll New Zealand

This article lists common validation warnings and errors you may come across when uploading your payday filing to IR - from either a pay run (Employment Information) or employee details - and how to resolve them.

Employee Details validation warnings

As detailed in this article validation warnings will appear on the Employee Details screen if there are issues with the employee data that will ultimately cause an error with IR. Resolving these issues immediately will ensure a smoother lodgement process with IR.

Warning	Resolution
A complete address must be provided	This means no street number and/or name has been provided. To fix this, you will need to enter in a complete street address in the employee's address field.
A tax code declaration must be provided	This means no tax code declaration exists for the employee. To fix this, you will need to enter a valid tax code in the 'Tax Code' field of the employee's Tax Code Declaration screen.
A start date must be provided	This means no start date has been added to the system for the employee. To fix this, you will need to enter a valid start date in the employee's Details screen.
A birth date must be provided	This means no date of birth has been added to the system for the employee. To fix this, you will need to enter a valid DOB in the employee's Details screen.
Employees are required to have unique IRD numbers	This means more than one employee has the same IRD number recorded. There may be instances where 111111111 is used against multiple employees as the employer is not yet aware of the employee's IRD number. To fix this, update the employee's IRD number to 000000000. The IR allow the use of this special number for multiple employees as an interim.
An employment type must be provided	This means no employment type has been assigned to the employee. To fix this, you will need to select the correct employment type for the employee from their Tax Code Declaration screen. If the employee is an independent contractor, the option for this employment type will be made available if switched on via the Advanced Settings screen.
KiwiSaver enrollment data must be provided	This means no KiwiSaver enrolment status has been provided. To fix this, you will need to select the correct option from the "KiwiSaver Enrollment Option" dropdown in the employee's Kiwisaver screen.
A KiwiSaver opt out date must be provided	This means that the employee's KiwiSaver enrolment option = Opt Out and the 'Opt Out Date' field is blank. To fix this, either change the employee's KiwiSaver enrolment option (if 'Opt Out' has been selected incorrectly) or add the date the employee chose to opt out in the 'Opt Out Date' field. This setting is found in the employee's Kiwisaver screen.
A KiwiSaver late opt out reason must be provided	This means that the employee's KiwiSaver enrolment option = Opt Out and the date entered in the 'Opt Out Date' field is 57 or more days from the employee's start date, which is classified as a 'late opt out'. To fix this, you will need to select a reason from the prescribed 'Late Opt Out Reason' dropdown field. This dropdown is found in the employee's Kiwisaver screen.
A KiwiSaver late opt out explanation must be provided	This means that the employee's: KiwiSaver enrolment option = Opt Out; the date entered in the 'Opt Out Date' field is 57 or more days from the employee's start date; Late Opt Out Reason selected is 'Other explanation'; and no other explanation has been provided. To fix this, you will need to manually enter a reason in the 'Other Explanation' field which is found in the employee's Kiwisaver screen.
A bank account must be provided	This relates to an employee who has no bank details recorded in their file and whose KiwiSaver enrolment option = Opt Out. To fix this, you will need to enter bank account details in the employee's Bank Accounts screen. Alternatively, if the employee's KiwiSaver enrolment option is incorrect, update this by selecting the correct option from the KiwiSaver enrolment option dropdown via the employee's Kiwisaver screen.

Post lodgement errors

There may be instances when there are errors upon lodging to the IR. The errors must be corrected before you can re-lodge the employee details to the IR. The known errors (to date) are:
Post lodgement errors

Errors	Resolution
Authentication failure	This error occurs when there has been a change to your IRD log in details/ portal e.g. password has changed. To fix this, you will need to disconnect from the IRD gateway services by clicking on the 'Disconnect' button and then click on the 'Connect' button again. Then log into the IRD portal with your username and password details.
Missing authentication token(s)	Same as "Authentication failure" fix above.
Unauthorised access/ delegation/vendor	This error suggests any of the following: the myIR login used does not have the correct permissions for payday filing. If your myIR login does not have the 'owner' role then you will need to get the owner to grant you new access. If the myIR login used was not the 'owner' of the company then the myIR owner will need to do the following: Log on to myIR using the owner login. Go to My Business Click on Payroll Returns Click on the Logons tab Click the Add or Remove button Chose Grant access against the myIR login you want to have access Set Account permissions to either Full account access or File and Save. Alternatively, use the myIR login with the owner role when you connect to the IRD in KeyPay. You may automatically be logged in by IRD to the latest myIR account you used. You may have been logged into your personal myIR account or a myIR account for another company. Then when you do the authorisation step in KeyPay, instead of going to the login page for IRD, you're automatically logged in to the previous company and so the link is going to the wrong place. To correct you should go to Reports > Employee Details Report (listed under IRD Reporting) > Disconnect from payday filing, then authorise again. If you're still automatically logged in (so aren't prompted for a myIR username and password) then you should open a new window, go directly to myIR, then explicitly log out. Now repeat the authorisation in KeyPay, and this time you'll have to log in to myIR. Ensure the IRD number entered in the IRD Settings screen is correct.
This employee is locked for processing, because there is a request to update this record but it hasn't processed yet	IRD have not processed the payday filing for this employee as yet, contact the IRD for more information.
There is already an existing request to create this employee, but it hasn't processed yet	IR have not processed the payday filing employee details for this employee as yet, contact the IRD for more information.
The provided information did not match with any employment relationship	IR use the employee's IRD number, employee name, birth date, and start date to verify they are referencing the correct employee when they receive updates via payday filing. Because of this any changes to such details much first be updated via IR prior to submitting payday filing. For example, if an employee had an initial start date of 15/07/2020 (and this info was lodged with IR) but it was then subsequently changed in the payroll platform to 10/07/2020. You will need to log into the MyIR portal and update the employee's start date to 10/07/2020 and then submit payday filing.
Employee cannot opt out of KiwiSaver during their first 12 days of employment	Check the employee's KiwiSaver opt out date and ensure that the opt out date is at least 12 days after the employee's start date.
The cease date cannot be before the commence date	Check the employee's termination date and ensure that the termination date is after the employee's start date.

Other post lodgement errors

Error: There is an incorrect number of fields in the line. The schedule must be corrected before it can be sent.
Other post lodgement errors

This error will occur if the user has opened the file before uploading it to the IRD. The file must not be opened first, it must be downloaded directly from the user's "Download" folder to the IRD. By opening the file you will corrupt the CSV format.

Error: Structure Error

This was a previous bug that has now been fixed. But if you do come across it, it relates to zero dollar earnings not dropping off your pay run. You will need to download the file again and re upload it.

Error: The first field of the employees detail line must be 'DEI', all capital letters. The error must be corrected before the schedule can be sent.

Employees with no earnings within the pay run were finding there way into the Payday Filing report downloaded from the pay run, which would flag this error. You will need to unlock the pay run and re finalise. You will need to also submit the original payday file first to the IRD, then the amendment. This shouldn't be a re-occurring issue as it has been fixed by our development team.

Error: The maximum message size quota for incoming messages (65536) has been exceeded. To increase the quota use TheMaxReceivedMessageSize property on the appropriate binding element.

If the IRD have no record of the employees in gateway services (you have not lodged your employment Information) you will see this message. When the IRD gateway services don't have a record of an employee they send back an error message, if there are a large number of employees within the pay run the error message size will exceed the system limit.

Another reason you might see this error is due to employee's address' added using the "enter address in manually" option instead of using the auto search functionality so that it can be matched with IRD standards. We do recommend using the auto search otherwise unexpected characters etc will break the formatting of the messages and result in unexpected errors.