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Payday filing consist of the Employee Details - New and Departing, Employment Information and Employment Information Amendments.
Refer to the below articles for more information on the Employment Information and Amendment.
With payday filing, you will need to provide new and departing employee details to the Inland Revenue (IR). You can lodge your payday filing new and departing employee details directly to the IR via the gateway service.
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 for reporting purposes.
Below are the instructions on how you can lodge your payday filing new and departing employee details directly to the IR using the gateway service.
Firstly, make sure you are set up to connect to the IRD gateway services by checking your business IRD Settings. You must complete all the fields within the IRD Settings screen and have your 'Payday Filing Method' set to 'Connect to IRD gateway services' as shown below. Remember to save your IRD settings by clicking on the 'Save' button.
Then go to Reports > IRD Reporting > Employee Details. You will need to connect to the IRD gateway services to start using this service. Click on the 'Connect' button.
The following pop up message will appear, please confirm that you wish to connect to the IRD gateway services by clicking on 'OK' button.
Clicking on OK will redirect you to the myIR login page, you will need to enter in your myIR login and password details.
Once you have successfully entered in your myIR details, you will be directed back to the payday filing employee details report page which will show you are now connected to the IRD gateway services. You can now start lodging your employee details directly to the IRD!
New or departed employees will automatically appear on the screen for your review. Alternatively, you can use the report filter options i.e. filter by from and to date or search by the employee name and then click on the 'Run Report' button.
Once you have reviewed the employee details, you can lodge new, updated or departing employee information by clicking on the 'Upload to IRD Gateway Services' button as shown below.
The following 'Upload Complete' confirmation will display and all employees listed within the payday filing employee details screen will then disappear from the screen upon successful lodgement to the IR.
Employee details 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:
|Errors||How to fix it|
|Address street number must be provided||Address street number is mandatory for IRD reporting. To fix this, you will need to enter in a street number in the employee's address field.|
|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||Based on the IRD log in details/ credentials provided, you do not have the authority to lodge payday filing. You will need to contact the IRD to confirm your credential details for the business.|
|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||IRD have not processed the payday filing employee details for this employee as yet, contact the IRD for more information.|
|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.|
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