Submit a Payday Filing Action to Inland Revenue

Overview

Payday Filing actions are sent to Inland Revenue (IR) from the Employee Details report. This report will include details for any employees who are commencing or ending employment and must be submitted as part of payday filing.

The report will show the default Payroll Entity when it is loaded, so if you have multiple New Zealand entities in your portal, you can use the Report Settings to filter for different entities.

The report will also show any outstanding actions that have not yet been sent to IRD. Outstanding items include any actions with a status of Generating, Generation Failed, Ready to Send, Sending to IR, and Rejected by IR.

You can also filter for a specific date period by setting the From and To dates in Report Settings.

Send a Payday Filing Action

To send a Payday filing action:

1. Go to Payroll > Process Payroll > Employee Details.
2. Tick the checkbox to select an action.
3. Click With selected employees… > Send to IR > Go.

The options that you can select in the 'With selected employees…' drop-down list will depend on the status of the action. For example, you cannot ‘Send to IR’ if an action is in Generation Failed status.

Once you have sent an action to IRD, the export can not be reset.

Regenerate a Generation Failed Action

You will need to fix the issues linked to a Generation Failed action, then regenerate the action so that you can submit it to IR.

From the Employee Details report:

1. Click ‘View Errors’ and review the errors associated with the action and make the required corrections in your portal.
2. Return to the Employee Details report.
3. Tick the checkbox for the action you need to regenerate.
4. Click With selected employees… > Regenerate > Go.

Some common errors that can cause a Generation Failed action are listed below:

Errors for the Onboarding Action

Entity’s IRD Number cannot be blank and must be of 9 digits with no dashes. IRD Numbers that are eight digits must be padded with a leading zero	The IRD number entered for an entity is blank or invalid. You will need to correct the entity’s IRD number in Config > Company Management > select the entity > Entity Details > GST Number.
[Employee: Last Name, First Name]: Tax code cannot be blank	A tax code has not been set for the specified employee. You will need to set this in Users > Employees > select the employee > Tax & Super > Receive Paper Form.
Invalid email address. Expected format [e-mail] without any trailing spaces	The email address supplied for an employee is invalid.
Missing postal address. Char limit for street address & tow more than IR limit	Postal address is incomplete or the number of characters entered for the street address and town exceeds the allowable limit for IR.

Errors for the Change Action 

Entity’s IRD Number cannot be blank and must be of 9 digits with no dashes. IRD Numbers that are eight digits must be padded with a leading zero	The IRD number entered for an entity is blank or invalid. You will need to correct the entity’s IRD number in Config > Company Management > select the entity > Entity Details > GST Number.
[Employee: Last Name, First Name]: KiwiSaver opt-out date cannot be blank	The KiwiSaver ‘Opted Out’ checkbox has been ticked in the employee’s Tax & Super settings, but the ‘Date Opt-Out Notice Received’ field is incomplete or invalid.
[Employee: Last Name, First Name]: Postal Address - Street Address cannot be blank	The Street Address in the employee profile is blank or invalid.
[Employee: Last Name, First Name]: Postal Address - Town/Suburb cannot be blank	The Town/Suburb in the employee profile is blank or invalid.
[Employee: Last Name, First Name]: Postal Address - Post Code cannot be blank	The Postcode entered in the employee profile is blank or invalid.
[Employee: Last Name, First Name]: Postal Address - Region cannot be blank	The Region in the employee profile is blank or invalid.
[Employee: Last Name, First Name]: Employee cannot opt-out of KiwiSaver during their first 13 days of employment. Please submit the opt-out request after this period has passed.	The employee has the ‘Opted Out’ checkbox ticked in their Tax & Super Settings but has not been employed for more than 13 days.

Errors for the Terminate Action

Entity’s IRD Number cannot be blank and must be of 9 digits with no dashes. IRD Numbers that are eight digits must be padded with a leading zero	The IRD number entered for an entity is blank or invalid.You will need to correct the entity’s IRD number in Config > Company Management > select the entity > Entity Details > GST Number.
[Employee: Last Name, First Name]: Employment termination date cannot be blank	The Termination Date entered in Users > Employees > select the employee > Employment > Termination Date is blank or invalid.