With payday filing, you will need to provide new and departing employee details to the Inland Revenue (IR).
These details need to be submitted on or before any new employees' first payday. You should let your employee know that this information will now be provided to the IR.
If you rehire an employee after they stopped working for you, you must treat them as a new employee.
Instructions on how to generate the payday filing employee details report via a manual upload are detailed below. If you wish to connect to the IRD using the gateway service i.e. straight-through processing from your payroll directly to the IRD, then refer to this article.
Upon completion of your new employee onboarding, within your employee file in 'Details', there will be a note advising 'Employee information requires reporting to IRD'. This note will not show once employee information has been reported to the IRD.
Then within your business dashboard under 'Action Items', there will be an action item stating that there are new employees that have updated information that must be reported to the Inland Revenue Department.
Clicking on the 'Click to view' text will list the new employees that need to be reported.
Clicking on the 'Fix this' text will take you directly to the Reports >IRD reporting > Employee Details report page.
The new employees will display on the screen for you to review details.
Similarly, if there is a terminated employee, the employee will also display highlighted in red. You can have a mixture of new and departing employees within the display based on the period.
To generate the payday filing employee details report, click on the 'CSV' button.
Upon clicking on the 'CSV' button, the following 'Confirm Download' message will appear, clicking on the 'OK' button will confirm that you will upload the report to the IR.
If you are not going to upload the report to the IR as yet, then please click on the 'Cancel' button. You can go back to the Reports > IRD reporting > Employee Details reporting page when you are ready to upload the report to the IR. However, remember these details need to be submitted on or before any new employees' first payday.
If you clicked on 'Cancel' from the 'Confirm Download' message above, then you can go back into the Reports > IRD reporting > Employee Details reporting page, select the 'From Date' and 'To Date' range of the new employees start date and or the end date of the terminated employee, then click on 'Run Report' which will then display those employees that meet the date range criteria and who have NOT been previously reported.
Remember clicking 'OK' from the 'Download Confirmation' message confirms you will upload the Employee details to the IR.
If you clicked on the 'OK' button accidentally however have NOT uploaded the Employee details file to the IR, then tick the 'Include previously uploaded employees' checkbox, then 'Run Report' button which will include all the new and or departed employees within the date range criteria.
You can remove any employee from reporting by hovering over the last column of that employee row for the red 'x' to appear and then click on the red 'x'.
When you are ready to upload the Employee Details report to the IR, click on 'CSV' to generate the file.
You can click on the 'IRD Portal' text from the Employee Details report page which will take you directly to the Inland Revenue Department's myIR portal.
IMPORTANT NOTE: when uploading your employment information amendment report to myIR, please make sure you are uploading the original downloaded file. DO NOT open and save the report to your own drive as this will cause file formatting issues and as a result will return errors within the payday filing submission.
For more information on how to upload the Payday Filing reports, please refer to the IRD website.
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