Overview

Reporting of employee details to IR is covered by Sections 3 (Record keeping requirements) and Section 4 (reporting of employment income information) of the Tax Administration Act 1994

This means the following data may be reported to IR.

• full name (ED and EI files)
• contact details (ED file only)
• date of birth (ED file only)
• employment dates (ED & EI files)
• IRD number (ED & EI files)
• tax code(s) (ED & EI files)
• KiwiSaver status (ED file only)

MYOB PayGlobal will report all available data irrespective of whether it mandatory or optional.

IMPORTANT: For "Contact details", any one item (email, phone or postal address) is required as a bare minimum. However, if you don't have any email or phone numbers for the employee you are legally required to provide a full postal address.

Excluding employee records from the IR files

The employee field Print on EMS is used to control which employees get reported to IR.

Only employee records that fit the following scenarios should ever have this field set to "No"

• External ESS Login User
• Labour Hire firm or employee, i.e. you have record in PG to help calculate what needs to go on a payment invoice but don't actually pay/deduct tax.
• Contractors the are paid via invoice not salary/wages
• Template employee records.

Full name

The employee's last name and given name fields must contain the name as supplied in the IR330.

Date of birth

From 1 April 2019 it is a legal requirement to record an employee's DOB for new employees (those that start employment on/after 1 April 2019.

Refer: http://www.legislation.govt.nz/act/public/2018/0005/latest/DLM7175913.html?search=sw_096be8ed81791b2a_birth_25_se&p=1&sr=1

To avoid having your data rejected because of missing DOB's you may want to ensure the Compulsory Birth Date field in Company Settings is set to "Yes".

Email

Of the two employee email address fields (email and work email) PayGlobal uses the Email field first.

Work email will only be used if there is no Email.

Phone numbers

IR expect to you to report a Daytime phone number and/or a Mobile phone.

• Daytime phone will be sourced from employee's Work phone first but if this is not available the Home phone will be used instead.
• Mobile phone will be sourced from employee's Mobile phone

Postal Address

Everything recorded in the Employee's Postal tab is reported to IR

IR require a full postal address, i.e. this includes Post code and Country. If you have previously only populated Address lines 1, 2, 3 or 4 and nothing else, you must update the record to include the post code and country code otherwise your Employee Details files will be rejected.

Please also check that Country record linked to the employee's Country code field has the correct ISO3166 3 char code recorded.

KiwiSaver Status

The Kiwi Status is used by IR to determine what processes within the IR system need to be started/updated in respect of KiwiSaver membership.

The status reported is based on the employee employee's latest KiwiSaver state record and membership to a KiwiSaver superannuation fund.