From 1 April 2019, payday filing is compulsory. Payday filing is a new way of reporting employee pay details to the IRD: instead of sending an Employer Monthly Schedule (IR348) every month, under payday filing you generate and send an Employment Information (EI) return file for every pay run. The EI return file contains the same information as the IR348, as well as ESCT amounts for each employee and dates for the pay run. Information about new and departing employees is also sent to the IRD in a New and Departing Employees file.
This page explains how to generate the required return files for payday filing to the IRD. These include:
- your Employer Superannuation Contribution Tax (ESCT),
- the Employer Monthly Schedule (EMS/IR348), and
- the Employer Deductions Remittance Advice (EDF/IR345).
Before you can upload EI return files, you need to be registered for filing using the IRD's myIR website. If you currently file your IR348 returns electronically, you will be registered already—if not, you will need to go to the IRD website and register. The IRD's website has information on registering for myIR.
Once you are registered for myIR, you can opt in to payday filing from the myIR website—the IRD's website has information on shifting to payday filing.
- Open the Tools menu and choose Options. The Payroll Options window appears.
- Click the Bank & IRD tab.
- In the Payday filing section, enter the path where return files for payday filing should be created
- Enter the IRD number of your PAYE Intermediary (if you have one—if not, leave it blank)
- Select whether or not to create return files automatically after finalising pays.
- Click OK to save your changes.
Payroll is now ready to start producing the return files required for payday filing as described in the next section.
When the Automatically create the payday files after finalising the pay option is ticked, an EI return file will be created for a pay as soon as it's finalised. A New and Departing Employees file is also created if any employees began work or departed during the pay period. You're then prompted to open a browser window to the myIR website, where you can log in and upload the file (see the next section).
If the option is not ticked, you will need to create return files manually:
- Go to the Process Pays command centre and click Employment Information Return. The Employment Information (EI) Returns window opens.
- The Employment Information Returns window displays all finalised pays between the selected dates. Select the pay you want to create return files for.
- Under Create, click the button(s) to create the return files you need:
- Click EI Return to create an Employment Information return file for the pay.
- Click New and Departing Employee Details to create a New and Departing Employees file for the pay.
The New/Departing Details column shows the number of new and/or departing employees in each pay. If there are none, the New and Departing Employee Details button will be disabled.
As soon as the files are created, you're prompted to open a browser window to the myIR website, where you can log in and upload the files (see the next section).
To upload your payday filing return files, log in to the myIR website. (When you create files, you'll be prompted to open an internet browser window to upload the files.)
Videos explaining how to upload payday filing return files are available on the IRD's website.
If you don't get the option to choose a period for which to produce a direct credit file, and instead receive the message Your report selection is finished, complete the following:
- Go to the Tools menu and choose Options.
- Click the Bank & IRD tab.
- Ensure a Direct Credit - Path and filename has been set up.
For payday filing, pays are reported based on the physical payment date, not the pay period end date.
To ensure your MYOB Payroll IR reports, like the IR345, match what's in myIR, make sure the Physical Payment Date falls within the Current PAYE Period.
If it doesn’t (as shown below), click Cancel and update the PAYE Period before finalising.
To update the PAYE Period
Click Process Pays > Change PAYE Period > Update PAYE Period > OK.
You'll then be prompted to print the IR345 and IR348. Under payday filing these are no longer required to be submitted to IR but may be useful for your records.
Once the PAYE Period has been updated, finalise the pay as normal.