Full Payroll Process - Contingent PAYE Employees (NZ)

Overview

If you're processing payroll from timesheets for a contingent workforce, this is the end-to-end process, including some housekeeping checks that we recommend before you start. 

1. Housekeeping Checks
2. Pay Conditions
3. Processing the Payroll
4. IRD Submissions

Housekeeping Checks

1. Check for missing timesheets in Payroll > Status Reports > Timesheet Status Report
   • • Pending Approval: waiting for the Approver to action
       • Option to go to Payroll > Status Reports > Resend Approval Email if you want to follow up with approvers
     • Not opened: employee has not started entering timesheet data
     • Pending Submission: employee has started entering data but has not submitted
     • Ready for Interpretation: approved and ready to process
2. Process Did Not Work Timesheets: Payroll > Process Payroll > Unpaid Timesheet Processing > select checkbox alongside timesheets > With Selected ... > Mark as Processed.
3. Check Payroll Ready Report: Payroll > Status Reports > Payroll Ready > mark off all employees who have provided all required information.
4. Check Payroll Readiness Report: Payroll > Process Payroll > Payroll Readiness > review errors and amend job/profiles to include missing information.
5. Check for expenses to be paid (skip these steps if you don't use this function): Payroll > Status Reports > Expense Status 
   • • Pending Approval: with the timesheet approver for actioning
     • Approved: approved and ready to process
6. Allocate expenses to the payroll if you are paying them in the same pay run as the timesheets: Payroll > Process Payroll > Expense Reports > tick the checkbox/es > With Selected ...  > Allocate to Payroll Week > allocate it to the Monday of the PAY PERIOD you are processing > Apply
7. Leave Requests: Payroll > Status Reports > Leave Requests > review any outstanding leave requests due for payment/processing & action if necessary.
   1. • If you need to verify anyone’s leave balances go to Payroll > Status Reports > Leave Balances
8. Submit any new employees/changes to employees' details to the IRD: Payroll > Process Payroll > Employee Details > tick the checkbox/es next to the employee name/s > With Selected ... > Submit to IRD

Pay Conditions

This is where you review your timesheet award interpretation, and where you can make manual changes to impact BOTH payroll & invoicing (if required)

IMPORTANT: Making changes in pay conditions WILL NOT update the times reflected on the actual timesheet. If the timesheet is incorrect, you should reset the timesheet and send it back to the employee for resubmission. 

1. Payroll > Pay Conditions > carefully review each timesheet interpretation by expanding the view by clicking on the + symbol: 

2. To do a further review of the data before finalising, tick the checkbox alongside the timesheets
   > Export Detailed, check the following columns:
   1. 2. Pay Rate
      3. Charge Rate
      4. Recruiter
3. Select all timesheets by selecting the checkbox > With selected Timesheet ... > Finalise

Reverting a Timesheet

If you incorrectly finalise a timesheet, and have NOT YET paid OR billed it you can revert it by going to Payroll > Pay Conditions > Report Settings > key in the employee's name, or part of it > click the dropdown under the Timesheets heading and UNTICK 'Timesheets All Ready for Interpretation' > Choose 'All Finalised' in the Status field > Go 

Once you can see the finalised timesheet, tick the checkbox to the left > With selected Timesheet ... > Revert

 

Processing the Payroll

1. Payroll > Process Payroll > Process Payroll > click on the relevant Pay Cycle 
2. Select all pays > click on the Create Pay Run dropdown> change it to Recalculate Selected  > Apply
3. Review the pays by spot-checking each column
   • • check the Tax column
     • check the Superannuation column (this label refers to the KiwiSaver CONTRIBUTION)
     • check the Gross column
     • check the Net column
4. If you wish to make changes on this screen, expand the pay by clicking the + symbol:
   • • IMPORTANT: Any changes you make here will ONLY impact payroll (not invoicing) and will be recorded for auditing purposes.
5. Once checked AND confirmed, select pays by clicking the checkbox > Create Pay Run > Create Pay Run (or Add to Pay Run if you want to add to an existing Draft pay run > confirm pay date > Create Pay Run
6. Payroll > Process Payroll > Process Pay Runs > Go > click on the pay run number 
7. With Pay Run... > Lock Pay Run > Apply
8. Export Results > Export As - Verification Report (Detailed CSV) > Export
9. Export Results > Export As - Pay Bank File > Export 
   1. 1. Upload bank file into your online banking for processing
10. Payroll > Process Payroll > Process Pay Runs > filter on 'Locked' pay runs > Go
11. Click on the pay run number > With Pay Run ... > Mark as Paid > Apply 
    1. 1. IMPORTANT: This action cannot be undone. We recommend waiting until the bank payments have been confirmed before you do this. 
       2. Marking a pay run as paid will trigger updates such as leave accruals and most of the reporting data. Only send pay advices once the pay run has been marked as paid.
12. Send pay advices: Payroll > Process Payroll > Employee Pay Advices > select all > With Selected ... > Send Pay Advices > Go 

IRD Submissions

When the pay run has been fully processed, it will be available to send to the IRD.

Go to Payroll > Process Payroll > Employment Information > select the checkbox next to the pay run if it's in a Status of Ready to Send > With Selected ...  > Send to IRD 

It's recommended that you come back and check the submission to ensure it's been accepted by the IRD.