Working with the Payee Entry Screen (Payroll NZ)

Pay Group

Defines the pay group to which the payee belongs. Pay groups group together payees whose pay is to be processed together in the same pay batch.

It is mandatory to assign a payee to a pay group before the payee can be paid in a pay batch.

This field is locked down and cannot be edited while the payee is being processed in a pay batch and remains locked down after the payee has been processed in a closed pay batch. To assign the payee to a different pay group once the payee has been processed in a closed pay batch you must create a new payee details validity period.

For more information, see also Important Information About Switching Pay Groups.

Payment Method

Defines the method by which the payee is paid (EFT, cash or cheque). This defaults to EFT and where the EFT payment method is to apply, it is mandatory to define a set of bank account details against the payee record before you can save the payee record.

Employment Type

Defines the employment type that applies to the payee. An employment type groups payees who are subject to the same or similar employment conditions and determines, for example, the types of leave the payee is eligible to take.

This field defaults to the default employment type for the pay company by which the payee is employed, if a default employment type has been defined for that pay company, but can be changed if required.

It is mandatory to select an employment type before the payee record can be saved.

This field is locked down and cannot be edited while the payee is being processed in a pay batch and remains locked down after the payee has been processed in a closed pay batch. To change the payee’s employment type once the payee has been processed in a closed pay batch you must create a new payee details validity period.

Pay Frequency

Displays the frequency with which the payee is paid (for example: weekly, fortnightly, monthly). The pay frequency is dependent upon the pay group to which the payee is assigned and therefore this field displays the relevant frequency based on the option selected in the Pay Group field.

Payee Rate

Defines the pay rate that will be used to determine the rate at which the payee will be paid when taking paid leave while not placed in a job order.

This field is optional and applies only if the payee is eligible to take paid leave while not placed in a job.

This field is locked down and cannot be edited while the payee is being processed in a pay batch and remains locked down after the payee has been processed in a closed pay batch. To change the payee’s rate of pay once the payee has been processed in a closed pay batch you must create a new payee details validity period.

Payee Rate Type

Defines whether the payee’s default rate of pay, as specified in the Payee Rate field, is defined on an per hour or per day basis.

This field is available only if a pay rate is defined on the Payee Rate field, in which case it is mandatory to select an option in this field.

This field is locked down and cannot be edited while the payee is being processed in a pay batch and remains locked down after the payee has been processed in a closed pay batch. To change the payee’s rate type once the payee has been processed in a closed pay batch you must create a new payee details validity period.

Enquiry Office

Defines the agency office to which the payee directs any enquires regarding their pay.

A payslip format can be configured to print the enquiry office details instead of, or in addition to, the pay company details. If the payslip format is configured to print the enquiry office details the system refers to this field to determine which agency office the details are taken from.

Review Date

Defines the date on which the payee’s employment details or conditions are due to be reviewed. This field is optional and does not affect how or when the payee is paid.

Payslip Delivery Method

Defines the means by which the payee prefers to receive their payslips. This can be one of the following:

Portal Only

Indicates that the payee will access their payslips via the Candidate Portal only and their payslips will not be emailed or printed and physically delivered to the payee.

Note that a payee’s payslips are always accessible via the Candidate Portal regardless of the payee’s preferred method of delivery.

Print

Indicates the payee’s payslips will be printed and physically distributed to the payee.

Email

Indicates the payee’s payslips will be emailed to the payee.

The option in this field defaults to the delivery method that has been configured as the default for the pay company by which the payee is employed but can be changed as required.

Payslip Format Group

Defines the pay document format group that defines the document format that is used to generate the payee's payslip and any supplementary documents that are to be issued along with the payee's payslip.

The option in this field defaults to the document format group that is defined as the default for the payee's pay company or the payee's employment type, as defined in the pay company default settings. However, a different document format group can be selected if necessary.

Source

Displays the source of the payslip format that is selected in the Payslip Format field. This can be one of the following:

Pay Company

Indicates that the payslip format that applies to the payee is the default format for the payee’s pay company.

Employment Type

Indicates that the payslip format that applies to the payee is the default format for the payee’s employment type.

Payee

Indicates that the payslip format that applies to the payee is not the default format for the payee’s pay company or employment type.

Payment Summary Delivery Method

Defines the means by which the payee prefers to receive their payment summaries. This can be one of the following:

Portal Only

Indicates that the payee will access their payment summaries via the Candidate Portal only and their payment summaries will not be emailed or printed and physically delivered to the payee.

Note that a payee’s payment summaries are always accessible via the Candidate Portal regardless of the payee’s preferred method of delivery.

Print

Indicates the payee’s payment summaries will be printed and physically distributed to the payee.

Email

Indicates the payee’s payment summaries will be emailed to the payee.

The option in this field defaults to the delivery method that has been configured as the default for the pay company by which the payee is employed but can be changed as required.

Payslip Message

Defines a textual message that is to appear on the payee’s payslips. This field is optional.

Proforma Remittance

If ticked, indicates that the payee is to be issued an interim pay advice document, prior to being paid, whenever any of their timesheets are interpreted and are released for processing in a pay batch. For more information, see Supplying Proforma Remittance Advice.

If this field is ticked, make sure that the document format group that is selected in the Payslip Format Group field includes a format for proforma remittance documents. For more information, see Document Format Groups.

(Proforma Remittance) Delivery Method

Identifies how proforma remittance documents are to be delivered to the payee.

This field is only available if the Proforma Remittance field is ticked, in which case it is mandatory to select one of the following options in this field:

Email - proforma remittance advice will be automatically emailed to the payee and will also be available for download via the payslip list in the Candidate Portal

Portal Only - proforma remittance will be available to download via the payslip list in the Candidate Portal but will not be emailed automatically to the payee.

(Proforma Remittance) Email Template

Identifies the email template that is to be used to deliver proforma remittance documents to the payee via email.

This field is only available if the (Proforma Remittance) Delivery Method field is set to Email, in which case it is mandatory to select an option in this field.

Note that the templates listed in this field are configured under Pay/Bill Email Template Maintenance.

(Proforma Remittance) Starting Proforma Remittance ID

Identifies the starting value for proforma remittance IDs that are to be printed on the payee’s proforma remittance documents.

For example, keying a value of 0001 in this field means that the first proforma remittance document that is generated will have an ID of 0001, the second document will have an ID of 0002 and so on.

The ID can be used to uniquely identify a specific proforma remittance document when there is a payment enquiry and can be used to cross reference with the corresponding payslip, once the payee is paid.

This field is only available if the Proforma Remittance field is ticked, in which case it is mandatory to key a numeric value in this field.

If a value has already been keyed in this field and one or more proforma remittance documents have already been generated, the value can be changed so long as it is a number greater than the value displayed in the Last ID field (for more information, see below).

(Proforma Remittance) Next ID

Displays the proforma ID that will be printed on the next proforma remittance document that will be generated for this payee.

This field is display-only and is blank until at least one proforma remittance document has been generated for this payee.

Note that the next available ID will be one number greater than the value displayed in the Last ID field (for more information, see below) unless the starting ID is updated after proforma remittance documents have already been generated for this payee, in which case there could be a gap between the last ID that has been generated and the next ID that will be generated.

(Proforma Remittance) Last ID

Displays the proforma ID that was printed on the last proforma remittance document that was generated for this payee.

This field is display-only and is blank until at least one proforma remittance document has been generated for this payee.

Tax Code

The tax code that applies to the payee, as specified on the payee’s Tax code declaration - IR330 form.

This field is mandatory once the payee is assigned to a pay group.

IRD Number

The unique number by which the IRD identifies the tax payer.

This field is mandatory unless the payee’s tax code is ND - No Notification Rate, in which case this field is not applicable.

Tax Rate

The rate at which tax is to be deducted from the payee’s earnings. This field is only available if the payee’s tax code is STC - Special Tax code from IR 23, in which case it is mandatory to key a deduction rate in this field, as defined on the tailored tax rate certificate that the payee has provided.

SDR

If ticked, indicates that the payee is subject to a special deduction rate for their student loan repayments.

This field is available only if the payee has a student loan tax code (e.g. M SL).

Tick this option if the payee provides a deduction rate certificate that authorises you to deduct student loan repayments at a rate other than the standard repayment rate.

When this field is ticked, the secondary SL Rate field is enabled to allow you to specify the relevant special rate of deduction (for more information, see below).

SL Rate

The rate that applies to the payee’s student loan deductions. This field is available only if the SDR field is ticked (for more information, see above) or the payee’s tax code is STC - Special Tax code from IR 23, in which case it is mandatory to key the applicable deduction rate in this field, as specified on the payee’s special deduction rate certificate or IR 23 form.

SLCIR

If ticked, indicates that the payee is subject to Commissioner deductions due to being in arrears with their student loan repayments.

Tick this option if you receive a Student loan extra deduction notice from the IRD that requires additional student loan amounts to be deducted.

SLCIR Rate

The rate that applies to the payee’s additional student loan deductions. This field is available only if the SLCIR field is ticked (for more information, see above), in which case is it is mandatory to key the applicable additional deduction rate in this field, as specified on the Student loan extra deduction notice received from the IRD.

Company Name

Defines the company name under which the payee is employed. This field is mandatory when assigning the payee to a pay group and therefore the payee cannot be paid in a pay batch until this field is filled in.

This field is locked down and cannot be edited while the payee is being processed in a pay batch and remains locked down after the payee has been processed in a closed pay batch. To change the company name once the payee has been processed in a closed pay batch you must create a new payee details validity period.

Business Name/Trading Name

Defines the registered trading name of the company under which the payee is employed. This field is mandatory when assigning the payee to a pay group and therefore the payee cannot be paid in a pay batch until this field is filled in.

This field is locked down and cannot be edited while the payee is being processed in a pay batch and remains locked down after the payee has been processed in a closed pay batch. To change the trading name of the payee’s company once the payee has been processed in a closed pay batch you must create a new payee details validity period.

GST Registered

If ticked, indicates the payee’s company is registered to collect GST and therefore GST will be calculated for the payee at the GST stage of the pay batch process.

This field is locked down and cannot be edited while the payee is being processed in a pay batch and remains locked down after the payee has been processed in a closed pay batch. To change the GST registered status once the payee has been processed in a closed pay batch you must create a new payee details validity period.

GST Number

Defines the GST number under which the company is registered to collect GST.

It is mandatory to key a GST number in this field if the GST Registered field is ticked (for more information, see above).

Note that for payee’s who are sole traders, the GST number will be the same as their IRD number.

GST Registration Date

The date on which the company was registered to collect GST.

This field is only available if the GST Registered field is ticked (for more information, see above), in which case this field can be used to optionally capture a registration date for reporting purposes.

GST De-registration Date

The date on which the company was de-registered for GST collection.

This field is only available if a date has already been captured in the GST Registration Date field (for more information, see above), in which case this field can be used to optionally capture the de-registration date for reporting purposes.

IRD Number

The unique tax number that the IRD uses to identify the company.

This field is mandatory if the contractor is subject to schedular payments payments/withholding and therefore their earnings are required to be reported via Payday Filing.

Insurance

If selected, indicates that the payee is covered by their own insurance policy.

This field is locked down and cannot be edited while the payee is being processed in a pay batch and remains locked down after the payee has been processed in a closed pay batch. To change the insurance status once the payee has been processed in a closed pay batch you must create a new payee details validity period.

Policy Expiry Date

Defines the date on which the payee’s insurance policy expires and acts a prompt to obtain updated insurance policy documents from the payee.

This field is available only if the Insurance option is ticked, in which case it is mandatory to specify a policy expiry date.

Schedular Payments

If ticked, indicates the contractor is subject to schedular payments/withholding.

Tax Code

Displays the tax code that applies to the contractor. This field is blank unless the Schedular Payments field is ticked (for more information, see above), in which case this field displays the tax code WT for information purposes only.

Exempt From Withholding

If ticked, indicates that the payee is exempt from having tax withheld.

Tick this field if the payee has a valid certificate of exemption from withholding.

Note that a certificate of exemption from withholding differs from a 0% special tax rate and in general does not apply to contractors who are engaged by a labour hire business. Therefore, this field should not be ticked if the contractor has a 0% special tax rate.

Exemption Expiry Date

Captures the date on which the contractor’s certificate of exemption from withholding expires.

This field is only available if the Exempt From Withholding field is ticked (for more information, see above), in which case it is mandatory to specify a date in this field.

Note that this field is used for information/reporting purposes only and the system will not automatically resume withholding once the expiry date is reached. If the contractor does not provide a new certificate of exemption once their previous certificate expires, the Exempt from Withholding field must be unticked manually so that tax is withheld from the exemption expiry date onward.

Withholding Rate

Captures the tax withholding rate that applies to the contractor, as provided on the contractor’s Tax rate notification for contractors - IR330C form.

This field is mandatory if the Schedular Payments field is ticked and the contractor is not exempt from withholding (for more information, see above), in which case it is mandatory to key a withholding percentage in this field.

Note that if the contractor has a 0 % special tax rate then a value of 0 must be keyed in this field.

Apply ACC Employer Levy

If ticked, the Accident Compensation Corporation (ACC) levy will be calculated as a wage cost to your business each time the contractor is paid.

Do not tick this field if the contractor’s company covers their own ACC employer levy liability.

Contractor Payment Terms

If an option is selected in this field, payment of the contractor’s timesheets are deferred until the payment terms due date, as defined by the payment terms option that is selected in this field, has been reached.

For more information, see Paying Contractors According to Payment Terms.

Address Line 1

Defines the first line of the company’s registered street address.

Address Line 2

Defines the second line of the company’s registered street address.

Suburb

Defines the suburb in which the company’s registered address is located.

Postcode

Defines the postcode in which the company’s registered address is located.

Country

Defines the country in which the company’s registered address is located.