Overview

The Gateway solution allows you to report "Departing" employee details when a termination date has been recorded against an employee record in your PayGlobal database.

Key Points

• Each employee is reported as unique submission
• Employees with an IRD number of ‘000 000 000’ will fail to send.

  Each employee must be reported to IR using their own unique IRD number as this prevents issues with data matching duplication of employment records on the IR side.

• PayGlobal does not consolidate employees by their IRD number, therefore if an employee has multiple concurrent employee codes for the same employer you will have to report changes on this employment relationship via direct entry in myIR.
• Employee departure details can be created automatically when you close a pay based on the Pay Period settings.

  Sending of departing employee details to IR needs to become part of your organisation's termination process OR as part of the pre-close pay process.

Check departing employee data

1. Go to Employees
2. Click View Queries
3. Create a new query or activate an existing query that has the following clauses:

• Print on ems is True; and
• Last paid is empty; and
• Termination Date is not empty

1. Check the Employee Details have the correct data

• Add any missing items such as unique IRD number or at least one form of contact (Postal address, Phone number or an email address)
• Fix any incorrect items such as Tax Code.

1. Save changes

Send departing employee data for individual employee

1. Go to Employees
2. Open the Employee record
3. Right-click the View Employee's form
4. Click the option Report Terminated Employment to IR

   This menu option is only active for employees with a Termination Date and where then Print on EMS field is set to Yes.

   Once you've clicked this option PayGlobal returns a message indicating whether the employee details could and have been submitted to IR.

   Further tracking of this submission can now be monitored via the Payday Reporting Manager Tool

5. Repeat steps 2-4 for all other departing employees.

Send departing employee data on Pay Close

1. Go to Periods
2. Open the Period record
3. On the Details tab set the Generate Employment Reports on close pay to Yes

   Once you've clicked this option PayGlobal will generate departing employee reports for any Pays closed that relate to the period (i.e. every employee with a termination transaction in the pay being closed).

   You must use the Payday Reporting Manager Tool to sent and monitored reporting to IR.

4. Repeat steps 2-3 for all other periods that you want departing employee reports generated for.