Assign a Visa to an Employee (NZ)

Overview

Once a visa type has been enabled, it will be available to assign to relevant employees in their user profile. 

An employee’s visa details are set in Users > Employees > select employee > Employment Eligibility. You may need to click ‘More’ in the left side menu to expand the default view before you will see this option.

Set a Visa Type

You can set the Visa to assign the employee from the Visa Type drop-down list. The options in the list will include any visas that have been enabled in Config > Payroll > Visas that match the employee’s region (ie New Zealand employees can only be set with a New Zealand visa type).

Additional visa information can be set, including Visa Expiry Date, Visa Sighted and Verified (Yes/No), and the user that the visa was Verified By.

Employee Eligibility

In addition to the Visa Type selection, you can set an employee’s Employment Eligibility from the below options:

• New Zealand citizen
• Australian citizen
• New Zealand Permanent Resident
• Australia Permanent Resident
• Visa Holder (Permanent)
• Visa Holder (Temporary) - Not eligible for Kiwisaver

If an employee’s Employment Eligibility is set to Temporary, then the Visa Type and Visa Expiry Date fields are mandatory. 

Please note that Employment Eligibility cannot be set for draft employees, and the drop-down field will only be available to set once an employee’s profile is activated.

Country of Passport

The Country of Passport field records the originating country of a PAYG employee’s passport.

If you have System Administrator or Payroll Administrator access, you can set the Country of Passport for an employee by selecting the name of the country from the drop-down list. If you set the Country of Passport via the API, you will need to use the standard and current ISO Country Code for the relevant country. 

If your Visa Control Settings have enabled user control, employees will also be able to manage the Country of Passport when they log in, from Profile > Employment Eligibility.

Eligibility for Work Documents

You can upload Eligibility for Work documents in the Employment Eligibility tab of a PAYE employee profile. Documents may include birth certificates, drivers’ licence, passport, or visa documents for non-citizens.

Individual files can be up to 10mb in size, and in one of the following formats: .pdf, .png, .jpeg, or .gif. 

To attach a file, click Choose File > OK, then select the file from the popup window. Only valid file types will appear in the popup window. You can select multiple files from the popup window to upload. 

Once uploaded, files will appear in a table below the Choose File section. You can click on a filename to download a copy, or click ‘Delete’ to remove a file.