Payday Filing Actions [NZ]

Overview

A Payday Filing action will appear in the Employee Details report if:

• an employee has an employment start date within the specified time period;
• an employee has an employment termination date within the specified time period; or,
• changes have been made to an employee’s data.

The ‘Action’ for each report line indicates what will be reported to the IR when you submit this data.

Onboarding

The Onboarding action triggers when a new employee is created in a New Zealand entity with an employment start date that falls after 01 April 2019.

When this action is sent to IR, an employee/employer relationship is created. The information submitted in the data file includes:

• Employee IRD number.
• If the employee doesn’t have an IRD number, the system will autofill with ‘000000000’ as a default value.
• Employee name
• Tax code
• Employment start date
• Employment end date, if available
• Employee date of birth
• Employee address
• KS1 Kiwisaver information, as employees are auto-enrolled as part of the onboarding process.

The Onboarding action can only be used once per employee.

Update

The Update action triggers when a change has been made to an employee’s data in the time after their Onboarding action was sent to IR, or for employees created before Payday filing has been enabled in your portal.

These changes can apply to the employee’s information in general or if they need to be opted out of KiwiSaver contributions.

Sending an Update action to IR will replace the information in the employee/employer relationship created when the initial Onboarding action was sent with the data currently set on the employee’s profile.

The system will identify if there have been changes made to the following data, including the removal of information, and report this in the Update action:

• Employee IRD number
• Employee name
• Employee date of birth
• Employment start date
• Tax code
• Employee address
• Employee email address
• Employee KiwiSaver status

If data has not changed since it was last submitted, the same data will be reported again when the Update action is sent.

The Update action can be used multiple times for an employee.

Update for KiwiSaver

Employees can be opted out of KiwiSaver between the 14th and 56th day of their employment. Sending opt out information in an Update action is the Payday filing equivalent of submitting a KS10 form.

If ‘Opted Out’ is ticked in an employee’s Tax & Super settings and they have not completed 13 days of employment, the Update action will fail during generation. You will need to wait until after this time has passed and regenerate the action.

Employees wishing to opt out of KiwiSaver contributions after 56 days of employment will need to contact IR directly, and will need to provide you with confirmation from IR to stop KiwiSaver deductions.

Terminate

The Terminate action triggers when a termination date is added to an employee profile in Astute. Sending this action to IR will terminate the employee/employer relationship

The action includes the following data:

• Employee IRD number
• Employee name
• Employee date of birth
• Employment start date
• Employment end date

The Termination action can only be used once for an employee. After an employee is terminated, the same user profile can’t be reinstated in Astute and IR. You will need to create a new employee profile in Astute and send the Create action that generates for the new profile to IR.