Employing Entities

If you pay employees from multiple entities, you may use employing entities to do so. You can set up additional entities and the associated details from the Employing Entities screen. You can access this screen from the payroll dashboard by clicking on Payroll Settings > Employing Entities (listed under the Business Settings heading).

N.B. Please note that entities with separate NZBN's cannot be lodged on pay day filings with the different NZBN's. Currently individual NZBN's require a separate KeyPay file for successful and compliant lodgements.

Adding a new Employing Entity 

From this screen, click on "Add" where you will then be prompted to complete a number of fields. Please note the following:

• Name: This is the legal company name (employing entity) that employs the staff.
• NZBN: The NZBN of the employing entity.
• Address: The address of the employing entity. 
• Contact Name: The contact person of the employing entity.
• Contact Phone Number: The phone number of the employing entity.
• Contact Fax Number: This is an optional field.
• Contact Email Address: The contact person's email address. 
• Signatory Name: This field is only required if you want the company representative name listed on earnings certificates to be different to the name listed in the "Contact Name" field.
• Pay Slip Notification from Email Address: If you have an email address that is different to the one listed on the pay slips page that you would like to use as the Sender for pay slip notifications for employees assigned to this entity, you can add that here. If no email is entered here, the system will use the email listed on the pay slips page. 
  Note: Due to the sensitive nature of payroll information that will potentially be sent from these email addresses and the likelihood of the emails being treated as spam, we have placed restrictions on the email domains we will allow and therefore what emails can be entered in this field. More information can be found here. 
  
• External ID: This field is only required if you use an external system to track payroll data and so need it to sync with the payroll system when importing files.
• Choose a logo: This refers to the pay slip logo. If you want a different logo appearing on the pay slip for this employing entity, upload the different logo. If no logo is uploaded here, it will revert to the default pay slip logo uploaded from the Pay Slips settings screen.

Once all the information is completed, click on 'Save':

Reassigning an Employee to an Employing Entity

There may be instances where an employee was assigned to the incorrect employing entity or the business has added a new entity and wants to reallocate employees to different entities. You can reassign an employing entity to an employee by one of two ways - on an individual basis or, where more than 1 employee needs to be reassigned you can do this in bulk.

Reassigning an individual employee

This is done via the employee's file Here's how you assign individual employees to an employing entity:

1. Open the employee file and click on the 'Tax Code Declaration' page;
2. The first field on the screen offers you the option to change the 'Employing Entity'. The employing entity will be set to the main business as the default. To change the employing entity, click on the 'Change' button'; 
3. From the  'New Employing Entity' drop down, select the employing entity you wish to assign this employee to; 
4. Choose to make the change effective as of 'today', 'employee's start date', or 'custom date' and then click on the 'Change Employing Entity' button to save.

Here's how you 'bulk' assign employees to an employing entity: 

1. 'Payroll Settings' > 'Employing Entities' page;
2. 'Reassign Employing Entities' tab;
3. You can select individual employees by typing their names into the 'Employees' field and selecting them from the drop-down list that appears; or
4. You can select to bulk reassign All Employees in the business; or 
5. You can select to bulk reassign All Employees (including terminated employees);
6. Once you have determined the employees you wish to change you will then need to choose the new entity the selected employees will be changed to from the New Employing Entity drop-down list. If you only have one other employing entity, this will show as a default option;
7. You are then able to choose to make the change effective from 'today', 'employee's start date', or 'custom date';
8. Click Change Employing Entities to save.
   
   

Things to note in regards to Employing Entities:

• If you have additional employing entities in your business file, most (but not all) reports will allow you to filter by employing entity.
• You can't have one employee employed by two different entities at the same time.
• Whilst you can process a single pay run with employees from multiple entities, the pay run will still only produce 1 pay run journal. Ie, a separate journal will not be produced for each employing entity. To achieve that, you'll need to split the pay runs and process separate pay runs for each employing entity. 

Deleting an Employing Entity 

An employing entity can only be deleted if an employee assigned to that entity has never been paid in a pay run. The reason we do not allow users to delete an employing entity once it has been in use is so that historical records and payroll reports are not affected by such deletion.

To delete an employing entity, hover your mouse over the employing entity set up and you will see a red "x" icon:

Clicking on the icon will trigger a delete confirmation dialog. Click 'OK' to confirm deletion of the employing entity:

N.B. If the icon is disabled (ie displays in a grey colour) you will not be able to delete the employing entity for the reasons specified above.

Restoring a deleted employing entity

You are able to restore an employing entity by going to Payroll settings > Restore deleted items, and selecting 'Employing entity' from the drop down box. A list of all deleted employing entities will appear and you can click the 'Restore' option against the employing entity that you are wanting to reinstate. 

If you have any questions or feedback please let us know via support@nzpayroll.co.nz