Employee Self Setup

It’s always exciting when new employees start, but in the past, more employees have also meant more paperwork for employers.

With the release of employee Self Setup (also known as onboarding), employers can say goodbye to the paperwork associated with hiring new employees. Employee Self Setup lets employers manage the onboarding process from start to finish quickly and seamlessly. 

How does it work?

Getting started with Employee Self Setup couldn’t be easier. Simply log in to your account, click on either
the main left menu navigation, to the 'Employee' icon and then click on "Start Employee Self Setup"; or
from the business dashboard in the Employee section, click on “Add Employee”, then to “Start Employee Self Setup” button.

Getting Started

Starting the Self Setup
  1. You will receive an email that contains a link to the Employee Self Setup Wizard.
  2. Click on Setup my employee file.
  3. You are then taken to the Personal Details page.
    welcome_email
Personal Details
  1. On the Personal Details page some details are pre-populated according to what your employer has entered for you.  You can now fill in the remaining fields:
  • Title
  • First name
  • Middle name
  • Surname
  • Date of Birth
  • Gender
  • Residential Address (To pre-fill an address, start typing the address and click on a suggestion. or 'Can't find your address above?' option from the address dropdown field)
  • Postal Address is same as residential
  • Email
  • Mobile Phone
  • Use my personal details to find existing superfunds: Yes/No
  1. Click Next step.
    personal_details

 

Banking Details
  1. The next page of the setup process is Banking Details. You can add multiple bank accounts and select how much pay goes into each account.

    Enter your account details:

  • Account name
  • Account Number
  • Pay into this account: select from:
    • The entire amount;
    • A specified dollar amount;
    • A percentage of their pay
  1. There is a delete option and also a button to add another account for splitting your pay between multiple accounts. 
    bank_details
Kiwi Saver Details

You are asked to enter your Kiwi Saver preferences.

  1. First, you are reminded: It is important that you read the 'Your introduction to KiwiSaver  - employee information (KS3) factsheet here.
  2. Enrollment Option
  • Automatically Enroll
  • Opt-Out
  • Savings Suspension

This will default to Automatically Enroll as a new employee. Please note if you choose Opt-Out or Savings Suspension you must have completed the relevant IRD forms and provide the form to your Employer. 

  1. Your Contribution: select the KiwiSaver contribution percentage you would like to contribute, options are 3%, 4%, 6%, 8% or 10%.
    It is your employer's obligation to contribute at least 3% into your KiwiSaver. Discuss with your employer regarding the employer contribution amount.
  2. Select Add Later or Next.
    kiwisaver
Tax Code Declaration

Please provide your tax code declaration details. 

  • IRD Number: This is your unique identifier 8 or 9 digit IRD Number. If you do not know this number or are currently applying for an IRD number, enter 000000000 as an interim number.
  • Tax Code: This is your tax code. The options are:
    • Primary Income - M, ME, M SL, ME SL
    • Secondary Income - S, SH, SB, S SL, SH SL, SB SL, SA, SA SL
    • Please see here for clarification of the ACC earners levy and SA, SA SL tax codes.
    • Other Income - NSW, CAE, EDW, STC
    • Non Disclosed - ND
      SS_Tax_code_setup_nz.jpg
Qualifications
You will be asked to add any qualifications required by the employer here. 
  1. The qualifications that are listed reflect the qualifications that have been added at a business level. Simply click on the toggle and it will be added to the employee profile.
  2. Once added, an expiry date can be entered, along with an reference and attachment.
    qualifications.jpg
Emergency Contacts
  1. Here you are asked to enter the details of your emergency contact. 
  • Emergency Contact Details:
  • Name
  • Contact number
  • Address
  • Relationship to you
  • Alternate Contact number
  • Secondary Emergency Contact Details:
  • Name
  • Contact number
  • Address
  • Relationship to you
  • Alternate Contact number 
  1. Click Finish.
    emergencty_contact_details.jpg
Finalisation

Once the employee has clicked 'Finish' the system will remind them of any steps that have not been completed.

If at any stage the employee has skipped a step, the system will provide a link at the end that will take them back to the incomplete page.

Alternatively, the employee can continue to access the self setup via the original link in their email. Until they complete all steps of the self setup, they will continue to receive reminder notification emails. The frequency of these emails will depend on what was configured when the employee self setup was first initiated. 
Once the employee has finished the self setup process, they can select the Click here button to finish the process.

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