Overview

The Employee Details (ED) file is also known as the “New and Departing employee details” file.

This information is expected to be supplied to IR no later than the next filing of employment information but can be supplied earlier as per the Taxation Act 2018 - Section 23 L.

Content

The ED file contains 3 sections of data:

1. Header record (HED2)
2. Employee lines record (DED)
3. Employee tax code record (TED)

When you click "Create File", PayGlobal uses the pay period date range from the selected Pay Sequence to determine who needs to be reported.

1. Print on EMS = Yes
2. Employee was included the selected pay
3. Employee starts or finishes work within the date range of the selected pay.

• For new employee's PayGlobal looks at the employee's start date
• For departing employees, PayGlobal looks for a termination transaction in the pay and for the termination date to be within the pay.

Limitations:

1. Employee's that start before a pay period and employees that are terminated retrospectively or in advance are not included in the ED file. These employees must be updated via MyIR directly.
2. New and departing employees included in both a standard pay and a manual for the same PTD will be included in the ED file for both pays. It is recommended that the ED file for the standard pay only be submitted.
3. You cannot use this file to report the opt-out from KiwiSaver.

Header record

1 (A)

Header record indicator

Hardcoded "HED2"

2 (B)

Employer IRD number

If the pay is linked to an internal company the internal company IRD number is used.

Otherwise the IRD number comes from the Company Settings record.

3 (C)

Payroll package and version number identifier

Hardcode "MYOB PayGlobal <version>", e.g. MYOB PayGlobal 4.55

4 (D)

Total Employee Lines

Count of DED records

Employee lines record

1 (A)

Detail record indicator

Hardcoded "DED"

2 (B)

Employee IRD #

Employee’s IRD number

3 (C)

Employee Name

First 255 characters taken from Employee’s Firstnames then Employee’s Lastname.

4 (D)

Employee Title

Not populated

5 (E)

Employee First Name

First 50 characters taken from the Employee’s Given Names

6 (F)

Employee Middle Name

Not populated

7 (G)

Employee Family Name

First 50 characters taken from the Employee’s Lastname

8 (H)

Date of birth

Employee’s date of birth

9 (I)

Employment Start Date

Employee’s start date

10 (J)

Employment Finish Date

Employee’s termination date in relation to the pay the data came from, i.e. comes from EmployeeHistory not Employee table.

11 (K)

KiwiSaver Eligibility

This is a 2-char code that is 'NE" for new employees and blank for terminating employees.

12 (L)

KiwiSaver Status

This is a 2-char code which is only relevant for new employees. Valid values are

AE -Auto-enrol

AK - Active member

CT - Casual employee

NK - Not eligible

OT - Opted out

13 (M)

KiwiSaver Exempt Income

Not populated

14 (N)

Email address

Looks for Employee’s "Email" address first if that’s blank it gets Employee’s "Work email".

15 (N)

Mobile phone country

Not populated

16 (O)

Mobile phone area code and number

Employee's mobile number

All non-numeric characters will be removed.

17 (Q)

Mobile phone extension

Not populated

18 (R)

Daytime phone country

Not populated

19 (S)

Daytime phone area code and number

Employee's work phone number unless that's blank then home phone will be used.

All non-numeric characters will be removed.

20 (T)

Daytime phone extension

Not populated

21 (U)

Country

The ISO3166 3 char code from the Employee’s postal address country code.

22 (V)

Unit type

Not populated

23 (W)

Unit Number

Not populated

24 (X)

Floor Type

Not populated

25 (Y)

Floor Number

Not populated

26 (Z)

Building

Not populated

27 (AA)

Street Address

Employee’s postal address lines 1 – 4.

Note: IR allow for the full address to be included in this field as it recognizes very few HRIS/Payroll software systems hold addresses it individual components

28 (AB)

Suburb

Not populated

29 (AC)

City

Not populated

30 (AD)

Post code

Employee’s postal address post code

31 (AE)

State

Not populated

32 (AF)

Kiwi saver opt out

Hard code 'N'

33 (AG)

Account bank number

Not populated

34 (AH)

Account branch number

Not populated

35 (AI)

Account bank account number

Not populated

36 (AJ)

Account bank suffix number

Not populated

37 (AK)

Account bank reference number

Not populated

38 (AL)

Account holder name

Not populated

39 (AM)

Opt out signature date

Not populated

40 (AN)

Late opt out reason

Not populated

41 (AO)

Other late opt out reason

Not populated

Employee tax code record

1 (A)

Record indicator

Hardcoded as "TED"

2 (B)

Employee Tax code

Employee’s tax code in relation to the pay the data came from, i.e. comes from EmployeeHistory not Employee table.