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Overview |
The Employee Information (EI) file contains details about what an employee was paid in a give pay sequence. You must send the EI file to IR within 2 business days of Payment Date not Period End Date |
Content |
The ED file contains 2 sections of data: 1. Header record (HEI2) 2. Employee lines record (DEI) For the header record employer IRD, intermediary IRD and payroll contact details will come from either the Internal company record or Company Settings record depending on whether the Pay period linked to the Pay Sequence that data is for is also linked to an internal company. If no internal company linkage, the Company Settings record is used. For each unique employee code, an employee may have multiple rows each with different tax codes reported. This is expected when an employee has the following payments/deductions in the reported pay: Employee’s tax code isn’t “WT” but they have received scheduler payments. Tax code reported for this row is “WT”. |
Column |
Item description |
PayGlobal |
|---|---|---|
Header record |
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1 (A) |
Header record indicator |
Hardcode 'HEI2' |
2 (B) |
Employer IRD number/Account ID |
Employer’s IRD number |
3 (C) |
Paydate |
Payment date set of the reported pay sequence |
4 (D) |
Final return for employer |
Hardcoded to "N" Note: PayGlobal does not currently cater for businesses that are ceasing to trade. Advising IR that you have sent them your very last EI return is to be done manually via your MyIR business account. |
5 (E) |
Nil return indicator |
Hardcoded to "N" Note: Nil returns are a legacy requirement of the EMS file. With Payday Filing it is optional to file a Nil return therefore PayGlobal does not currently cater for this |
6 (F) |
PAYE Intermediary IRD number |
If the company record is linked to an intermediary the Intermediary IRD number is used, else its blank. Note: Where a company record is linked to an intermediary the contact details are taken from the Intermediary record. |
7 (G) |
Name of payroll contact person |
Payroll contact person or Intermediary contact name |
8 (H) |
Payroll contact work phone number |
Payroll contact phone number or Intermediary phone |
9 (I) |
Email of payroll contact person |
Payroll contact email or Intermediary email |
10 (J) |
Total Employee Lines |
Count of the DEI records, e.g. If Jo Bloggs had normal income, withholding then this would be 2 lines |
11 (K) |
Total Gross Earnings |
Just a sum from employee rows |
12 (L) |
Total Prior Period Gross Adjustment |
Sum over employee rows |
13 (M) |
Total Earnings not liable for ACC Earners' levy |
Sum over employee rows |
14 (N) |
Total PAYE/Schedular deductions |
Sum over employee rows |
15 (O) |
Total prior period PAYE adjustment |
Sum over employee rows |
16 (P) |
Total child support deductions |
Sum over employee rows |
17 (Q) |
Total student loans deductions |
Sum of employee rows |
18 (R) |
Total compulsory student loan deductions |
Sum of employee rows |
19 (S) |
Total voluntary student loans deductions |
Sum of employee rows |
20 (T) |
Total KiwiSaver deductions |
Sum of employee rows |
21 (U) |
Total net KiwiSaver employer contributions |
Sum over employee rows |
22 (V) |
Total ESCT deducted |
Sum over employee rows |
23 (W) |
Total amounts deducted |
Sum over employee rows |
24 (X) |
Total Tax credits for payroll donations |
Sum over employee rows |
25 (Y) |
Total family tax credits |
Sum over employee rows |
26 (Z) |
Total share scheme earnings |
Sum over employee rows |
27 (AA) |
Payroll package and version no. identifier |
Hardcode "MYOB PayGlobal <version>", e.g. MYOB PayGlobal 4.55.0.0 |
28 (AB) |
IR form version number |
Hardcode 0001 |
Employee line record |
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1 (A) |
Detail record indicator |
Hard code DEI |
2 (B) |
Employee IRD number |
Employee.TaxNumber with no dashes. |
3 (C) |
Employee name |
First 255 characters taken from Employee’s Firstnames then Employee’s Lastname. |
4 (D) |
Employee tax code |
The first row for an employee represents earnings in respect of the tax code on the employee record; i.e. main income line:
Additional rows reported for withholding payments (WT). |
5 (E) |
Employment Start date |
For open pays - Employee.StartDate For closed pays - EmployeeHistory.StartDate |
6 (F) |
Employment Finish date |
For open pays - date off termination transaction For closed pays - EmployeeHistory.TerminationDate |
7 (G) |
Employee Pay Period Start Date |
Period Start date on the pay sequence reported |
8 (H) |
Employee Pay Period End Date |
Period End date on the pay sequence reported |
9 (I) |
Employee Pay cycle |
Look at pay period frequency and apply mapping:
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10 (J) |
Hours worked |
Hard coded as 0 |
11 (K) |
Gross earnings and/or schedular payments |
Non-scheduler payments row: Applies to employees whose tax code is not "WT": Sum of taxable gross (i.e. taxable allowance minus taxable deductions) minus any scheduler payments. Scheduler Payments row - scenario #1 Applies to employees with tax code "WT": Sum of taxable gross (i.e. taxable allowance minus taxable deductions) Scheduler Payments row - scenario #2 Applies to employees whose tax code isn’t "WT" they have received allowances that have a tax override type of "W. Scheduler Payments": Sum of scheduler payment allowances.
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12 (L) |
Prior period gross adjustment |
Hard code '0' |
13 (M) |
Earnings and / or schedular payments not liable for ACC Earners’ Levy |
Non-scheduler payments row: Sum of allowances where "Exempt earner levy" = Yes, minus amounts relating to scheduler payments. Scheduler Payments row - scenario #1 Same amount as "Gross earnings and/or schedular payments" Scheduler Payments row - scenario #2 Same amount as "Gross earnings and/or schedular payments"
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14 (N) |
Lump sum (extra pay) indicator |
If the employee has received an "Extra pay" allowance and lowest tax was applied, i.e. Lower rate flagged field = 1 Then all rows for this employee will show a "1" |
15 (O) |
PAYE / tax |
Non-scheduler payments row: Sum of PAYE and ACC Earner Levy minus any tax on scheduler payments. Scheduler Payments row Sum of tax on scheduler payments |
16 (P) |
Prior period PAYE adjustment |
Hard code '0' |
17 (Q) |
Child support deductions |
Sum of deduction total amounts where the Deduction class is "D.Child Support". |
18 (R) |
Child support code |
Of all child support deductions in the pay, report the one with the highest numbered "Child support variation code". |
19 (S) |
Student loan deductions |
Standard repayments: Non-scheduler payments row Sum of deduction total amounts where the Deduction Sub-class = ‘Standard' |
20 (T) |
Compulsory student loan deductions |
Compulsory IR directed student loan repayments (SLCIR) Sum of deduction total amounts where the Deduction Sub-class = ‘SLCIR' |
21 (U) |
Voluntary student loan deductions |
Voluntary repayments (SLBOR) Sum of deduction total amounts where the Deduction Sub-class = ‘SLBOR'. |
22 (V) |
KiwiSaver deductions |
Sum of deduction total amounts for transactions related to an employee’s "KiwiSaver" superannuation scheme only. |
23 (W) |
Net KiwiSaver employer contributions |
Sum of allowance Total amounts for transactions related to an employee’s "KiwiSaver" superannuation scheme only minus the ESCT amount on those transactions. |
24 (X) |
ESCT deducted |
Total ESCT amount (aka allowance TaxTotalAmount) from Superannuation allowances that are of KiwiSaver status: KiwiSaver, Complying funds and RSS. |
25 (Y) |
Tax credits for payroll donations |
Sum of deduction Total amounts where Deduction Class = G. Payroll Giving |
26 (Z) |
Family tax credits |
Hard code '0' |
27 (AA) |
Share scheme earnings |
Sum of allowance total amounts where the allowance sub-type is 'Employee Share Scheme' |
