Extra Pays (formerly called: extra emoluments and lump sum payments) include annual or special bonuses, cashed-in annual leave, retiring or redundancy payments, payments for accepting restrictive covenants, exit inducement payments, gratuities, discretionary payments or back pay. Please note, overtime or any regular payments are not lump sum payments.
As you are aware, Extra Pays are calculated differently, for more information, refer to the IRD website.
Pay Categories for Extra Pay
Firstly we will look at the the pay categories for Extra Pay. Within Payroll Settings > Pay Categories, you will notice there are three system default pay categories set up which are relevant to Extra Pay.
The difference between the three pay categories are:
- Extra Pay (Discretionary Payment - excl. AWE) - amounts are excluded from average weekly earnings and ordinary weekly earnings.
- Extra Pay (incl. AWE) - amounts are included in the average weekly earnings.
- Extra Pay (KiwiSaver Exempt) - amounts are KiwiSaver exempt, and are excluded from both average weekly earnings and ordinary weekly earnings.
Apply Extra Pay (lump sum payments) in a pay run
To ensure that the extra pay PAYE is deducted accordingly and then reported to the IRD correctly, follow the below simple steps.
Create a new pay run, find the employee to apply extra pay - click on their name to expand the pay run record.
Now you will need to insert an earnings line to pay the employee. Using the "Actions" button again, select "Add Lump Sum Payment", (see image below).
You will see that an "Other Earnings" line has been created. You will then need to select one of the 'Extra Pay' pay categories (as mentioned above). Then, insert the number of pay periods you want this payment to be spread over, and click on save.
How is PAYE calculated on extra pays?
For weekly, fortnightly, half monthly pay schedules
Add up the employee’s gross earnings for the 4 weeks ending on the date of the extra payment (i.e. includes current pay run gross earnings). Where there are not a total of 4 weeks pay pay runs in the system, then historical gross earnings is used to make up the 4 week of gross earning's total.
Multiply this number by 13 to calculate the grossed-up annual value of their income.
Example: employee A, tax code M, gross earnings is $1,000.00 per week. Bonus of $2,000.00
$1,000.00 x 4 = $4000.00
$4,000.00 * 13 = $52,000.00
Add the lump sum payment to the grossed-up annual value of the employee’s income (including their secondary tax code’s low threshold amount, if appropriate).
$52,000.00 + $2,000.00 = $54,000.00
PAYE rate for lump sum payment = 31.39%
$2,000.00 * 31.39% =$627.80
For monthly pay schedules
Multiply the employee’s monthly income by 12 to get the grossed-up annual value of their income.
Example: Employee B, tax code M, $4,000.00 a month. Bonus of $5,000.00
$4,000.00 * 12 = $48,000.00 (grossed up value)
$48,000.00 + $5,000.00 = $53,000.00 (grossed up amount plus bonus)
PAYE rate on lump sum payment = 31.39% (refer to the table above to find this percentage)
$5,000.00 * 31.39% = $1,569.50 (use the percentage found from the table to multiply with the bonus amount)
Most lump sum payments are subject to the ACC earner’s levy. The ACC levy for 2021-22 tax year is only paid on the first $130,911 earned. If the grossed up value plus the extra pay exceeds the threshold then you need to minus the grossed up amount from the threshold amount and multiply that by 1.39% to get the ACC earners Levy. You will then add the ACC Earners Levy to the PAYE amount calculated by following the steps above.
Example: Employee C, tax code M, $6000 a month. Bonus of $75,000.00
$6,000.00 * 12 = $72,000.00 (grossed up value)
$72,000.00 + $75,000.00 = $147,000.00 (grossed up amount plus bonus)
PAYE rate on lump sum payment = 33% (refer to the table above to find this percentage)
$75,000.00 * 33% = $24,750.00 PAYE
Because the grossed up amount sits below the threshold but the grossed up amount plus the bonus exceeds the threshold the Earners Levy is paid.
$147,000.00 - $130,911.00 = $16,089.00
$16,089.00 * 1.39% = $223.64
So $223.64 (earners levy) + $24,750.00 (PAYE amount) = PAYE amount of $24,973.64
Further detail on the threshold and different Tax Codes can be found from the IRD website.
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