Employee Information
Q: If I have a new employee, do I have to send any details to IR?
A: All the required employee details will be included in your usual payday filing submission. You don't need to provide anything additional.
Q: Who will IR contact if the employee information is not correct – the employer or employee?
A: IR will contact the employer.
Q: Who will IR contact if an employee has incorrectly forecast their annual income for social services – the employer or employee?
A: IR will contact the employee.
Q: What happens if a casual employee works for only a few days or weeks? Similarly, what if an employee works for, say, three months and leaves but then comes back and works again in the future?
A: There is no change to the way you previously processed pays with the EMS. Employees are only included in a payday filing batch if they have been paid in that pay run.
Submitting information
Q: Is it Date Paid or Pay Period Ending Date for the requirement to submit within two working days?
A: You must submit within two working days of the date paid.
Q: If two pays are processed in a row, do I need to submit both?
A: Yes, you need to payday file every time you process pays that contain information that needs to be sent to IR.
Q: How long does it take IR to respond after I submit a payday filing batch?
A: IR processes payday filing batches and responds instantly, however, with your first payday file an overnight batch processing occurs to move the data from the old IR system to the new. If any issues occur, they will be reported in myIR.
Q: Do I still need to submit IR345 (employer deductions)?
A: You are no longer required to submit IR345. Instead, based on your payday filing submissions for the period, your IR345 is automatically generated in myIR on the due date and you simply pay the required amount. If you want to pay before the IR345 has been generated, you can use either the Monthly Payable Report in payday filing or the IRD Reconciliation Report to find the required amount. (IR have advised that they are intending to make this easier in the near future.)
Q: Am I required to keep hard copies of any payroll reports for each pay run?
A: Payday filing has not changed record-keeping requirements. You should keep appropriate payroll records for auditing purposes.
Q: Is it only at Christmas that you can set paydays and submissions in advance or can this be done at any time of year?
A: IR allows you to file in advance at any time during the year.
Q: How do I see the batch report after I have submitted the batch to IR?
A: You can access the EI Return Report for each batch at any time. In Payday Filing, go to the Batch List screen, select the required batch to open the Batch Details screen where you can access the EI Return Report.