Adding an employee (New Zealand)

No surprises here—this is where you'll enter the employee's personal and contact details.

Some things to note:

• Use the Employee number field if you use a number or code system to identify each employee.
• Enter an Email address if you'll be emailing their pay slips.
• Use the Notes field for additional information, like an emergency contact.

Here you'll enter the employee's start date and their tax, KiwiSaver and bank account details.

Some things to note:

• You'll find the Tax code and IRD number on the employee's completed IR330 form.
• Choosing STC as the Tax Code requires additional ACC levy information.
• Choosing WT as the Tax code requires a Tax rate (%), and the KiwiSaver status will default to Exempt.
• If you need help with KiwiSaver, see the IR's information: KiwiSaver for Employers.
• Enter Bank account details if you'll be paying the employee into their bank account.

This is where you set how much the employee is paid and choose the earnings and deductions to include in their pay. You can set default amounts here, but you can always change these when you do a pay run.

Some things to note:

• Choose the employee's Pay period (how often you'll pay them) and whether they're paid an Annual salary or Hourly rate.
• The Days worked per week and Hours worked per week you enter here are used to calculate leave. If these vary from pay to pay, you can change these values when you do a pay run.
• By default, Salary is assigned to salaried employees and Ordinary hours is assigned to hourly-based employees. The Quantity and Rate is from the Base pay details at the top of the screen.
• Click Add earning and Add deduction to choose the earnings or deductions to include in the employee's regular pay. Need to create an earning or deduction?
• If you enter a custom rate or amount for an earning or deduction, it'll only apply to this employee.
• You'll see Tax and KiwiSaver amounts when you do a pay run, as they're automatically calculated.

This is where you set up the employee's leave. To learn more about leave and what your employees are entitled to, visit employment.govt.nz

1. Choose the employee's Employment status (Full-time / Part-time, Casual (Pay as you go), or Fixed term).
   
2. Click a leave name to:
   • set up that leave for this employee, or
   • enter any leave balances they've already accrued.

Holiday pay	For fixed term contracts of less than 12 months, or employees with irregular work patterns (like casuals), it might not be possible or practicable to provide 4 weeks’ paid annual holidays. Instead, the employee can receive at least 8% of their gross earnings as annual holiday pay. Learn more about this at employment.govt.nz   The Percentage of gross earnings defaults to 8% but, if applicable, you can increase this. For fixed term employees, select the option Include in each pay to include the holiday pay in each pay.
Annual holidays	Almost all employees are entitled to at least 4 weeks’ paid annual leave a year. If the employee doesn't have set hours, you and the employee can work out what 4 weeks’ leave means. Learn more about annual holiday entitlements at employment.govt.nz Some things to note: The Next anniversary date defaults to 12 months from the Start date you've set in the employee's Employment tab. By default, 4 weeks will be added to the employee's entitlement at their next anniversary. You can increase this if required, based on the employment agreement. The Definition of a week is based on the Hours worked per week you've set in the employee's Standard pay tab.  Enter the Current leave due (in weeks) if the employee has an annual holiday leave balance. This is only editable if you've defined a week in the employee's Standard pay tab.
Sick leave	Most employees are entitled to 10 days’ sick leave a year depending on how long they’ve worked for the same employer, and their entitlement date. Learn more about sick leave entitlements at employment.govt.nz Some things to note: The Next anniversary date defaults to 6 months<is this right?> from the Start date you've set in the employee's Employment tab.  By default, 10 days will be added to the employee's sick leave entitlement at their next anniversary. You can increase this if required, based on the employment agreement. The Definition of a week is based on the Hours worked per week you've set in the employee's Standard pay tab. Enter the Opening balance (days) if the employee has a sick leave balance.
Alternative holidays	An employee gets an alternative holiday for working on a public holiday that is an otherwise working day. Learn more about alternative holiday entitlements at employment.govt.nz If the employee has alternative holidays owing, you can enter the Opening balance (days) here.

If an employee has already been paid in the current financial year (prior to setting them up in MYOB) this is where you'll enter their pay history. This ensures the employee's year-to-date totals in MYOB are complete and accurate.

Choose a Period end date and enter the applicable amounts for that period. For example, you might enter one row for their entire year-to-date totals, or use several rows to enter their amounts in more detail, e.g. monthly or quarterly totals.