What Information is Reported Through Payday Filing?

Two types of information are reported through Payday filing as follows:

employment information
pay information.

Employment Information

FastTrack360 will automatically send a payee’s employment information to the IRD prior to sending a Payday return to ensure that payees who are reported in the Payday return have been registered with the IRD and that their employment details are up-to-date. Otherwise, the IRD may not be able to match a payee’s pay information in the Payday return to the relevant payee, in which case the IRD may contact you and request more information.

Three types of employment information are sent depending on the conditions that apply to a payee as follows:

Create – this information is sent to create the employer/employee information if the payee’s employment details have not been registered with the IRD. This is required to allow the payee’s pay information to be reported through Payday filing.
Update – this information is sent to update the payee’s employment details if the details have changed since the employer/employee relationship was created or since the employment details were last updated.
Terminate – this information is sent if the payee’s employment has been terminated since the last time the payee was reported through Payday filing.

The IRD Employment Status field on the Payee Entry screen displays a status of Not Created, Created or Terminated to indicate if the payee’s employment details are yet to be reported to the IRD, if the employment details have been reported to the IRD or if the payee’s employment termination has been reported to the IRD respectively. The IRD Reported Date on the Payee Entry screen also captures the latest date on which the employment details were reported.

Before you report a payee’s pay information in a Payday return for the first time, the payee’s IRD reported status will be Not Created and therefore FastTrack360 will automatically send information to the IRD to attempt to create the employer/employee relationship. If the IRD determines that a matching employer/ employee relationship already exists, an error will be returned and this will automatically trigger FastTrack360 to send an update to synchronise the payee details that are reported to the IRD with the payee details that are currently available in FastTrack360.

A different set of employment information is sent depending on whether the employer/employee information is being created, updated or terminated.

The table below identifies the employment details that are sent depending on whether the employer/employee relationship is being created, updated or terminated.

Employment Details	Included in Create	Included in Update	Included in Terminate
IRD Number	Yes	Yes	Yes
First Name	Yes	Yes	No
Middle Name	Yes	Yes	No
Surname	Yes	Yes	No
Tax Code	Yes	Yes	No
Employment Start Date	Yes	Yes	Yes
Employment End Date	Yes	No	Yes
Date of Birth	Yes	Yes	Yes
Mailing Address	Yes	Yes	No
Email Address	Yes	Yes
KiwiSaver Status (member, on contribution holiday, opted out, not a member, ineligible)	Yes	Yes	No
KiwiSaver Eligibility Indicator (new member, existing member)	Yes	Yes	No
KiwiSaver Opted Out Indicator	No	Yes	No
KiwiSaver Refund Bank Account Details	No	Yes	No

FastTrack360 maintains an audit of all employment information submissions that are automatically sent to create, update or terminate the employer/employee relationship. This can be viewed in the Payee Submission screen. On the Payee Submission screen, you can also view any errors that have been returned by the IRD if a submission was not accepted for any reason and you can manually resubmit any rejected employment information submissions. For more information, see Payday Payee Submission screen.

Pay Information

On submitting a Payday return FastTrack360 will submit pay information to the IRD for the combination of pay company, pay period and payment date to which the submitted return corresponds.

The following information is submitted in a Payday return for each payee who is reported in the return for the period and payment date:

Tax Code
Employment Start Date
Employment End Date
Pay Frequency
Gross Earnings
Earnings Not Liable for ACC Levy
Lump Sum Indicator (if payee received a termination lump sum payment)
Schedule Tax Deductions/Income Tax
Child Support Deductions
Student Loan Deductions
KiwiSaver Employer Contributions
KiwiSaver Deductions (payee contributions)
Tax Credit Payroll Donations
Employer Superannuation Contribution Tax (ESCT)
Family Tax Credits

Payday filing does not support reporting of negative monetary amounts. Therefore, if negative monetary amounts are calculated in a pay batch, they will be reported as zero values by FastTrack360 in the corresponding Payday return. The Payday Submission report, however, will show the actual negative values so that these amounts can be adjusted manually via the IRD employer portal (MyIR) if necessary.