How to Create a New Payee (Payroll NZ)

To create a payee you must do the following:

Find and select the candidate to which the new payee will correspond.
Create a new payee record for the candidate.

The procedures for performing both of these tasks are described below.

The procedures below explain the actions you need to perform to create a new payee record. Once a payee record has been created, additional actions are required before the payee can be assigned to a pay group and can therefore be paid in a pay batch. For more information, see Working with Existing Payee Records.

To search for a candidate, follow the procedure below.

How to Search for a Candidate
	Navigate to Payroll > Payee. The Payee Maintenance screen opens.
	In the Search section at the top of the screen, key/select as must information about the relevant candidate as you can on the Contact Details tab. Click here to see descriptions of the search fields that are available. First Name Filters the list of candidates/payees according the first name of a candidate. Leading and trailing wildcard characters (%) can be used for partial matching on the name. For example, %anne will match names such as Anne and Mary Anne while mary% will match names such as Mary and Marry Anne. Middle Name Filters the list of candidates/payees according to the middle name of a candidate. Leading and trailing wildcard characters (%) can be used for partial matching on the name. For example, %anne will match names such as Anne and Mary Anne while mary% will match names such as Mary and Marry Anne. Surname Filters the list of candidates/payees according to the surname of the candidate. Leading and trailing wildcard characters (%) can be used for partial matching on the surname. For example, %hill will match names such as Hill and Summerhill while summer% will match names such as Summer and Summerhill. Payee No. Filters the list of candidates/payees according to the nine-digit, system-generated payee ID that uniquely identifies any existing payee record to which the candidate is linked. Candidate No. Filters the list of candidates/payees according to the nine-digit, system-generated candidate ID that uniquely identifies a specific candidate. Candidate Migration Id Filters the list of candidates/payees according to the migration ID that maps the candidate record to a candidate record in a 3rd party payroll system from which the candidate record was imported into FastTrack360 (if applicable). Payee Migration Id Filters the list of candidates/payees according to the migration ID that maps the payee record to a candidate record in a 3rd party payroll system from which the payee record was imported into FastTrack360 (if applicable). Country Filters the list of candidates/payees by the country to which they are linked. This field is display-only and shows the country of the payroll module in which you are working. For example, if you are working in the Payroll Australia module, this field displays Australia. Brand Filters the list of candidates/payees according to the agency brand by which they are managed. To list only those candidates/payees who are managed by a specific agency brand, select the relevant brand in this field. Region Filters the list of candidates/payees according to the agency region by which they are managed. To list only those candidates/payees who are managed by a specific agency region, select the relevant region in this field. Office Filters the list of candidates/payees according to the agency office by which the candidates are managed. To list only those candidates/payees who are managed by a specific agency office, select the relevant office in this field. Candidate/Payee Filters the list of candidates/payees according to whether they are linked to an active payee record. The options available in this field are: Employed Payees - this is the default option and will only find candidates that are linked to an active payee record (payee record that has no employment end date and is valid on the current date). Candidates without Payees - will only find candidates who are not already linked to a payee record. Select this option to find individuals who are being onboarded for the first time. Terminated Payees - will only find payees who have an employment end date. Any - will find employed payees, candidates without payees and terminated payees. Filled on Job Without Payee When ticked, will only find candidates who are placed in a job order but do not have a valid payee record for the pay company to which the job order is linked for the duration of the job order. Email Filters the list of candidates/payees according to their email address. Leading and trailing wildcard characters (%) can be used for partial matching on the email address. For example, % smith@email.com will match email addresses such as rsmith@email.com and jsmith@email.com while rsmith% will match email addresses such as rsmith@email.com and rsmith@email.com.au.
	At the top of the screen, click Search. Candidates matching your search criteria are listed in the Results* section of the screen.*
	In the Results section of the screen, locate the relevant candidate.

Once you have searched for the relevant candidate and have identified that candidate in the Results section of the Payee Maintenance screen, you can proceed to create a payee record for that candidate.

To create the payee record, follow the procedure below.

How to Create the Payee Record
	At the start of the row where the relevant candidate is listed in the Results section of the Payee Maintenance screen, click Add Payee. The Payee Entry screen opens and the header of the payee record is active.
	In the Pay Company field on the payee header, select the name of the pay company by which the payee is to be employed. Be careful to select the correct pay company as you will be unable to change the selection once you save the payee record.
	In the Tax Type field, select the tax type that will apply to the payee. Be careful to select the correct tax type as you will be unable to change the selection once you save the payee record. The PAYG tax type should be selected if the payee is not a contractor or if the payee is a sole trader (contractor working under their own ABN). The Company tax type should be selected if the payee is a contractor working under a company ABN (also known as an incorporated contractor).
	If the tax type applicable to the payee is PAYG, in the Payee Type field select Labour Hire if the payee is a sole trader. Otherwise, select Individual Non Business. The payee type that is selected will affect the type of income statement/payment summary that the payee will be issued as follows: Individual Non Business - Individual Non-business income statement/payment summary Labour Hire - Business and Personal Services income statement/payment summary. The Labour Hire option should only be used for sole traders who work under their own ABN. Skip this step if the tax type of the payee is Company.
	In the Employment Date From field, select the payee's employment commencement date.
	Navigate to the Payee Details > Employment Details section of the screen.
	In the Employment Type field, select the employment type that will apply to the payee. The employment type will determine the attendance and absence types that are available for the payee on their timesheets in the Time and Attendance module and the absence types that are available for the payee in the Leave Request module.
	In the Payment Method field, select an option other than EFT if the payee is to be paid by a method other than electronic funds transfer to the payee’s bank account. Otherwise, skip this step.
	If the tax type of the payee is PAYG, navigate to the Payee Details > PAYG Tax Details section of the screen and record the payee's TFN declaration information. Skip this step if the payee’s tax type is Company.
10.	Navigate to the Payee Details > Superannuation Details section of the screen and check whether a superannuation fund has been defaulted based on the pay company’s default fund. If not, select a default superannuation fund.
11.	If the payee is to be paid by electronic funds transfer (EFT), navigate to the Banking Details section of the screen add a set of bank account details that capture the payee's banking details.
12.	At the top of the Payee Entry screen, click Save. A confirmation message is displayed at the top of the screen if the payee record was created successfully.

See also: