You'll need to submit information to IRD after processing each pay run as part of payday filing. The Employment Information (EI) report includes information on each employee's income for each pay cycle.
The report will display data for the default Payroll Entity in your portal. If you have multiple New Zealand entities in your portal, you can use the Report Settings filters to switch between entities.
View the Data in an EI File
You can view the data in a Ready to Send file by clicking ‘View Msg’ in the Details column. A popup window will display the information that will be transmitted in the data file to the IR.
View Errors for an EI File
You can view the errors in a Generation Failed file by clicking ‘View Errors’ in the Details column. A popup window will show all errors associated with the file.
Some common error messages and their meanings are listed below:
|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 from Config > Company Management > select the entity > Entity Details > GST Number.|
|[Employee: Last Name, First Name]: IRD Number cannot be blank and must be of 9 digits||The IRD number for the specified employee has not been recorded or is invalid. You will need to correct the number entered in Users > Employees > select the employee > Tax & Super > Tax Code.|
|[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 add a tax code in Users > Employees > select the employee > Tax & Super > Receive Paper Form.|
|[Employee: Last Name, First Name] Employee must have an SL type tax code, as they have a student loan and do not have student loan repayment exemption||The employee needs to have a Tax code set that stipulates that they have an existing student loan in Users > Employees > select the employee > Tax & Super > Tax Code.|
|There are no valid pays in this pay run to generate Employment Information Data Model||The pay run has a negative total reported. Negative totals are not accepted by IRD.|
|Employee cannot opt out of KiwiSaver during their first 13 days of employment. Please submit the opt out request after this period has passed.||An employee who is still in their first 13 days of employment has the option to opt out of KiwiSaver selected. You will need to ensure that the Opted Out checkbox is not ticked in Users > Employees > select employee > Tax & Super, in the KiwiSaver section, until the 13 day grace period has passed.|
|The provided information did not match with any employment relationship.||The employee information does not align with the information expected by the IRD (eg name, DOB).|
Regenerate a 'Generation' Failed File
If you have made changes to data (eg correcting errors in a Generation Failed file), you’ll need to regenerate the file before you can send it to IR. To do this, tick the checkbox to select the file then click With Selected… > Regenerate > Go.
When you regenerate a file, this will delete the existing record.
Send EI Files to IRD
To send an EI file:
- Go to Payroll > Process Payroll > Employment Information.
- Filter the report to display the file that you would like to send.
- Tick the checkbox to select the file from the report.
- Click With selected employees… > Send to IR > Go.
Files can only be sent if they are in a status of Ready to Send. If a pay run is missing mandatory information, it will show a status of Generation Failed and the option to send the file will be unavailable.
Once you have sent an EI file to IRD, the export cannot be reset.