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Employer responsibilities Ngā kaiwhakawhiwhi mahi takohanga

Payday filing

You must file your employment information each payday instead of filing an Employer monthly schedule (IR348) every month.

What is payday filing?

With payday filing, you'll:

  • send us your employment information (the pay details of your employees) with your normal pay cycle
    • Note: if you don’t have a pay run you don’t need to send us any information.
  • provide employee details for new and departing employees to us. This includes your employees' start and end date, contact details and date of birth (if they provide this to you). These details need to be filed on or before any new employees' first payday. We don't require these details for existing employees. You should let your employee know that this information will now be provided to us.
  • file electronically within two working days of the payday, or,
  • file by paper. If you file by paper, we will send you paper forms each month. You'll need to file your information within 10 working days of the:
    • payday, or
    • 15th and end of month if you choose to send us information twice a month.
  • Note: if your annual PAYE and ECST deductions are $50,000 or more, you must file electronically. If less than $50,000, you can file electronically or by paper. Payday filing by paper will only be available from April 2019. If you file your own PAYE as an IR56 taxpayer, you'll have 10 working days after the payday to file this information.
  • correct your employment information online. This means you'll no longer complete an Employer monthly schedule amendments (IR344) form, however we still aren't able to accept negative adjustments.

You may need to review and adapt your current payroll processes to support your business doing payday filing.

Find out more about how payday filing works for:

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What happens once I start payday filing

You'll need to file your employment information to us online within two working days of the payday.

For the first month you'll:

  • delegate others or reset access for others to use the Payroll account if you are filing online
  • file your final Employer monthly schedule (IR348) for March 2019
  • file your Employment deductions (IR345) for March 2019 and make the payment for that IR348 on the required due date
  • file your employment information each payday
  • submit any new employee details before or on their first payday. If you file by paper, send us New employee details (IR346).

What does my employment information file look like?

What you submit will look similar to your IR348 and you'll include the same information you do now. However, you'll also need to provide the following:

  • ESCT (employer superannuation contribution tax) for each employee
  • pay period start and end dates
  • pay cycle, eg weekly, monthly, ad hoc
  • payday date
  • additional information about new and departing employees.

Making payments

There are no changes to current payment due dates or the way you pay - pay monthly or twice-monthly like you do now. You will not need to file an Employer deductions (IR345).

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How do I file my employment information and employee details?

There are three ways you can file your employment information online.

  1. Directly from your software

If supported by your software provider, you can file directly to us without having to upload any files through myIR. This means you'll:

  • no longer have to file upload in myIR
  • be able to set up your employees with the right information from the start
  • make adjustments and be able to amend information you've already filed.

Your software will need to support the new employment information and employment details file, along with some KiwiSaver files. Check with your software provider if it can. When you've completed and submitted these files they'll transfer from your software directly to us.

You'll need to use your myIR account user ID and password to authorise these submissions from your software. This is a one-off process to establish a link between your software and us.

  1. File upload from your Payroll account in myIR

If supported by your software provider, you can upload files in myIR in the Payroll account. This account will only appear once you've opted into payday filing.

You can send your information through File return or File transfer link. From here, the process is similar to ir-File.

Payday filing with the file upload method - PDF format (1,239kb | 6 pages)

  1. Onscreen in your Payroll account in myIR

If you have smaller pay runs, you can use our onscreen data entry method in myIR in the Payroll account.

Onscreen filing is similar to the current process for filing your Employer monthly schedule (IR348).

Payday filing with the onscreen entry method - PDF format (994kb | 5 pages)

Filing employee details and employer deductions from the Payroll account in myIR

In the Payroll account:

  • use the New/departing employees function in your Employees tab to submit new or departing employees' details

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How do I delegate others access to my Payroll account?

The owner of the myIR account will be the only person with initial access to the Payroll account. The account owner can delegate access to new or existing users so they can payday file through the Payroll account.

Check out this guide:

Delegating access to your payroll information - PDF format (1.41mb | 6 pages)

You can check Manage account access to find out who has access to the account. The User access report will provide you a list of who has access to what service.

Deadline for payday filing

We understand that under exceptional circumstances, businesses may have challenges meeting their obligations under payday filing. If this is the case, contact us by phone or secure message in myIR. We’ll explain the options available based on your specific circumstances and support you to start payday filing as soon as possible.