Employee KiwiSaver States

Employee KiwiSaver States - Details (NZ)

Employees | Payroll | Payroll | KiwiSaver States tab | Employee KiwiSaver States - Details tab

Overview

The Employees KiwiSaver States | Details tab records changes to the employee's status in the KiwiSaver scheme. You can then report employee Event values to Inland Revenue in the KiwiSaver ir-File report.

Important: Do not add Employee KiwiSaver States records for employees in complying funds, otherwise pay processing will fail.

Fields

Start date:

Date that the state applies from. Default date is the Start date in the employee's current Employee Super Funds record.

An employee's first Employee KiwiSaver States record can have a blank Start date only if:

State = “Unknown” and Event = [Blank]
- or -
State = “Out” and Event = “Never been a KiwiSaver member”.

You should not enter future Start date values. If a pay contains transactions for an employee whose Employee KiwiSaver States record contains a Start date that occurs after the current pay period, then a warning message appears in the process pay audit log.

When you add or edit an Employee KiwiSaver States record, you should not backdate the Start Date. If you backdate an enrolment or opt-out event, and you have already run the KiwiSaver ir-File report for the period that the new Start Date is in, then the event is not included in the report so it is not reported to Inland Revenue.

End date:

Date that the state applies until. Only an employee's last Employee KiwiSaver States record can have a blank End date.

You cannot enter this value manually. PayGlobal enters an End date when you add an Employee KiwiSaver States record that supersedes this record. The End date value would be the day before the Start date of the new record. If you subsequently deleted the new record, then PayGlobal would remove the End date value from the most recent record. You cannot edit values in 'end-dated' Employee KiwiSaver States records.

State:

The option that you select determines the type of options displayed in the Event field

In (default)
Out
Holiday
Unknown.

Event:

Options available depend on the State value that you selected (see below).

Important: Employee Event values are reported to Inland Revenue in the KiwiSaver ir-File report. If you change the State or Event values in an Employee KiwiSaver States record and you have already created the KiwiSaver ir-File for the period that includes the record’s Start date, then this change will not be reported to the IRD.
You need to:
- Let the IRD know through the online reporting site
- or -
- Rerun the report for the employee for the event date.

Employer contribution optional:

Yes/No field that indicates whether the employer can opt not to make compulsory contributions to an employee's KiwiSaver or complying fund.

You would set this field to "Yes" only if the IRD has told you that you can stop making compulsory contributions for this employee.

Holiday Payments

The following Yes/No Holiday Payments fields are enabled when State = "Holiday". Employees can opt to make any combination of these payments during a contributions holiday. The IRD determine when employees start and end their contributions holidays. However, employees can request modifications during a contributions holiday.

Pay employee contribution on holiday:

Pay employer contribution on holiday:

Pay salary sacrifice contribution on holiday:

Opt Out Details

Date opt out notice signed:

Enabled when Event = "Opt out via employer" or "Opt out via IRD". Date that the employee opted out of this scheme through the employer. Mandatory field when Event = "Opt out via employer". If sending opt out details to the IR via Payday Filing, this field must be filled in before sending.

Note: When Event = "Opt out via employer" or "Opt out via IRD", the form displays the opt out period date range next to the Date opt out notice signed field.

Late reason:

Field with fixed reasons used only when Event = "Opt out via employer" or "Opt out via IRD". The IRD requires this information to explain why an employee is opting out late (notice signed after the displayed opt out period ends).

Other late reason description:

Free text field used only when Event = "Opt out via employer" or "Opt out via IRD" and the Late reason is "Other". This field is mandatory under these conditions, otherwise will be empty on save.

State and Event Values

The following table shows how the State value determines the options available in the Event field.


State value	Event options
In	Automatic enrolment Used when an eligible employee is automatically enrolled in KiwSaver on joining the company. Opt in enrolment via employer Used when the employee asks to opt in to KiwiSaver through the employer. Opt in enrolment via IRD Used when the IRD advises the employer that the employee has opted in to KiwiSaver. Existing member enrolment Used when a new employee is already a KiwiSaver member. End contributions holiday Used when the IRD advises the employer that an employee is no longer on a contributions holiday.
Out	Opt out via employer Used when the employee asks to opt out of KiwiSaver through the employer. Opt out via IRD Used when the IRD advises the employer that an employee has opted out of KiwSaver. Termination of membership Used when the IRD advises the employer that the employee has terminated their membership. Never been a KiwiSaver member Used when the employee has never been a KiwiSaver member with their current employer. Ineligible By default this applies to employees whose age as at employment start date is less than 18 years old or else 65 and over. This also applies to employees of any age that are non-resident, casual or temporary (employed for 28 days or less).
Holiday	Ongoing contributions holiday Used when the employee is joining the company but is already on a contributions holiday. In this case the start date should be backdated to the original holiday start date. Start contributions holiday Used when the IRD advises the employer that an employee is on a contributions holiday. Modify payments during contributions holiday Used when an employee who is on a contributions holiday wants to change their contribution arrangements.
Unknown	[Blank] You can use this intermediary state until you can determine the correct state for the employee.
Important: You cannot successfully process a pay that contains transactions for an employee who has State = "Unknown".