Summary

When you transfer EMS files to Inland Revenue, they will acknowledge that the file meets their requirements or they will return error messages that identify problems in the file.

You can receive three types of error message codes when you transfer EMS files to Inland Revenue:

• D### - error is in one or more of the employee detail lines.
• H### - error is in the header record.
• F### - error relates to the file format.

The table below explains each error message code used by Inland Revenue.

Code

Explanation

Source

D001

Employee's IRD number is incorrect and was changed to 000000000. Schedule can still be sent, but your payroll records must be changed to show the correct IRD number before the next pay.

Data

D002

An employee's IRD number appears more than once in this schedule. Check that this IRD number was not repeated accidentally. This error is a warning and will not stop the schedule from being sent.

Data and/or report

D003

Employee's start date is after the period covered by this schedule. Schedule can still be sent.

Data and/or report

D004

A student loan tax code was used but no loan deductions were made. Check that correct deductions were made. Click OK to continue processing or click Cancel to check the loan deductions.

Data

D005

No PAYE was deducted. Check that the correct tax code was used and tax deducted. Schedule can still be sent.

Data and/or report

D006

PAYE was deducted, but the employee has no gross earnings. Schedule cannot be sent until this error is corrected.

Data and/or report

D007

Employee start date is after their finish date. Schedule can still be sent.

Data and/or report

D008

An old tax code was changed to the equivalent new code. Please update your payroll records for future filing. Schedule can still be sent.

Data

D009

An invalid tax code was used and changed to ND (no-declaration). Check the tax code being used, if necessary have the employee complete an IR 330 declaration form. Schedule can still be sent.

Data

D012

A negative number was entered where a positive number is required. Schedule cannot be sent until this error is corrected.

Report

D014

A letter was entered in a number-only field. Schedule cannot be sent until this error is corrected.

Data

D016

An employee used a corporate IRD number, which was changed to 000000000. Schedule can still be sent. Please correct your payroll records before your next pay day.

Data

D018

Family Assistance figure in the schedule was changed to zero. Information may have been entered into the wrong field so please check your records. Schedule can still be sent.

Report

D019

Total amount payable for the employee is greater than the gross earnings. Schedule cannot be sent until this error is corrected.

Data and/or report

D020

Compressed schedule(s) cannot be read. Recompress the file using a recognised package and send again.

User ran report with compression enabled

D023

Employee's IRD number is not correct and no name was entered. Update your payroll records with the correct IRD number and employee name.

Data

D027

The Child Support variation code is not correct. It should be A,C,D,O,P,S or blank. Schedule cannot be sent until this error is corrected.

Data

D030

Total employee gross earnings does not match the employer total in the top line of the schedule. Check that the schedule totals are correct. Schedule can still be sent.

Report

D031

Total employee PAYE/tax on Schedular payments does not match the employer total in the top line of the schedule. Check that the schedule totals are correct. Schedule can still be sent.

Report

D032

Total employee child support deductions does not match the employer total in the top line of the schedule.

Report

D033

Total employee student loan deductions does not match the employer total in the top line of the schedule.

Report

D034

Total employee earnings not liable for ACC earner premium does not match the employer total in the top line of the schedule.

Report

D035

Your contact telephone number is invalid. Please enter your contact number again. It must contain at least 7 but no more than 16 characters.

Data

D036

Detail line contains an incorrect number of fields. Schedule cannot be sent until this error is corrected.

Report

D037

Lump sum indicator is incorrect, it must be 0 for "no" or 1 for "yes". Schedule cannot be sent until this error is corrected.

Report

D038

Employee's start/end date is in the incorrect format. For example, the correct format for 31 Mar 2000 is 20000331. Dates must also be after 1 January 1970 - 19700101. Schedule cannot be sent until this error is corrected.

Report

D040

An extra line was added to the end of the schedule causing a formatting error. Schedule cannot be sent until this error is corrected.

Report

D041

Employee's detail line is missing a field, contains a field that requires a character to be entered or the character entered cannot be accepted. Schedule cannot be sent until this error is corrected.

Report

D042

A field in the employee's detail line contains too many characters. Schedule cannot be sent until this error is corrected.

Report

D043

First field of the employee's detail line must be "DTL" (in capital letters). Schedule cannot be sent until this error is corrected.

Report

D044

A decimal point was included in a number-only field. Amounts should be expressed without the decimal point. Enter the amount again without the decimal point. Gross Earnings are in whole dollars only.

Report

D061

Employee's detail line must contain 16 fields separated by commas (,) the first field of which must read "DTL" in capital letters. One or more of the fields is not correct. Schedule cannot be sent until this error is corrected.

Report

D062

Earnings liable for earner premium cannot be greater than the employee's gross earnings. Enter the gross amount paid to the employee that is not liable for Earner Premium.

Data and/or report

D064

A number field is too big or contains a character other than a number 0-9. Schedule cannot be sent until this error is corrected.

Data and/or report

D067

Your schedule does not contain any employee details. If you are sending a nil schedule you must complete the IRD number as 00-000-000 and enter "Nil schedule" in the name field. A schedule cannot be sent without any employee details.

Data and/or report

D093

Schedule does not contain an employee name. Employee names are compulsory. The preferred name format is "Last Name" followed by "First Name" and cannot exceed 20 characters. Schedule cannot be sent until this error is corrected.

Data

D111

File is too large to process. Please send a file that has no more than 1000 lines.

May not apply to EMS

D112

File size must be less than 500KB. Please reduce the file size and try again.

May not apply to EMS

D125

Total employee KSE does not match the employer total in the top line of the schedule. Check that totals are correct. Schedule can still be sent.

Report

D126

Total employee KSR does not match the employer total in the top line of the schedule. Check that the totals are correct. Schedule can still be sent.

Report

D133

You can file only one EMS per month. For more information, contact Inland Revenue on 0800 377 772.

User may have needed to use Separate Internal Companies, but they did not

D141

No PAYE was deducted. Check that the correct tax code was used and tax deducted. Schedule can still be sent. Click "Save employee details" or "Save and send schedule" to continue.

Data

D142

Total employee DTC does not match the employer total in the top line of the schedule. Check that the totals are correct. Schedule can still be sent.

Report

D143

Tax credits for payroll donations cannot be greater than the 'tax' element of PAYE (i.e. excluding ACC Earner Levy). Check the totals are correct. Schedule can still be sent. Click "Save employee details" or "Save and send schedule" to continue.

Data or possibly Process Pay.

F015

Schedule cannot be read in its present format. Schedule cannot be sent until this error is corrected.

Report

F020

A schedule was already filed for this period. Check that the correct schedule was selected and try again.

User

F021

A schedule is already in your workspace for this period. Check that the correct schedule was selected or delete the copy in your workspace before importing or sending the schedule. Check that your filing preferences are correct.

User

F022

You cannot file for another employer. Check that the correct schedule and employer IRD number were used.

User

F023

File selected is not an employer monthly schedule. Select the correct file and try again (use the Browse function).

User

F024

Employer is not recognised as employing for this period. Check that the correct IRD number and period were entered in the Schedule to be filed. If you have started to pay wages again, contact the ir-File help line on 0800 377 772.

User/Data

F025

You cannot edit, save or send a schedule for this employer. Check that the correct IRD number and schedule were selected. Payroll Bureaux, Tax Agents and PAYE Intermediaries should check that the employer is added to their filing list.

User

F143

Tax credits for payroll donations cannot be claimed with the tax code WT.

Data and/or report

H010

Employer IRD number entered in the top line of the schedule is wrong and must be corrected before the schedule can be sent.

User error - the user may run the report using Separate Internal Companies and has uploaded the wrong file for the company trying to be filed.

H011

The IRD number used is not recognised as an employer. Check that the correct IRD number was used. If it has, contact the ir-File help line on 0800 473 829, as employer registration may be required.

Data

H012

Top line of the schedule contains a field with a negative number where a positive number is required. Schedule cannot be sent until this error is corrected.

Report

H014

A letter was entered in a number-only field in the top line of the schedule. Schedule cannot be sent until this error is corrected.

Data and/or report

H021

Return end date is incorrect. It must be the last day of the period and the format must be CCYYMMDD]. For example, 31/03/2000 is 20000331. Schedule cannot be sent until this error is corrected. A schedule cannot be filed for part periods.

Report

H025

Schedules cannot be filed for periods before 1 April 1999. Check that the correct date was used. If it was, send the detail to IR manually. Questions should be directed to IRD on 0800 377-772.

User error

H036

Top line of the schedule contains too many fields. Schedule cannot be sent until this error is corrected.

User and/or report. Usually occurs around TYE time when IRD have changed EMS formats and the user ran the wrong report for the reporting period. Alternatively, IRD have not updated their software to accept the latest version.

H037

Top line of the schedule does not contain enough fields. Schedule cannot be sent until this error is corrected.

User and/or report. Usually occurs around TYE time when IRD have changed EMS formats and the user ran the wrong report for the reporting period. Alternatively, IRD have not updated their software to accept the latest version.

H038

Date entered on the schedule uses an incorrect format. For example, the correct format for 31 March 2004 is 20040331.

Report

H041

Top line of the schedule contains a character(s) that cannot be accepted. Schedule cannot be sent until this error is corrected.

Data and/or report

H042

A field in the top line of the schedule has too many characters. Schedule cannot be sent until this error is corrected.

Data and/or report

H043

First field of the top line of the schedule must read "HDR" in capital letters. Schedule cannot be sent until this error is corrected.

Report

H044

A decimal point was included in a number-only field in the top line of the schedule. The figure must be money in cents without the decimal ($100.00 = 10000). Schedule cannot be sent until this error is corrected.

Report