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This page explains how to create both the IR348 (Employer Monthly Returns) and the IR345 (Employer Deductions) tax forms, and send them to Inland Revenue using the online ir-File system.
It is important that Inland Revenue receive both forms each month, as the IR345 (Employer Deductions) shows the ESCT for KiwiSaver, and the IR348 (Employer Monthly Returns) does not.
Setting up Ace Payroll for ir-File
Before your file your tax forms online you will need to follow a brief set up procedure.
- Before you can submit any Ace Payroll files, you will need to register with Inland Revenue. Go to the Inland Revenue website and click Login to create an account. You will use this account to access ir-File.
- Open Ace Payroll. From the front screen click Reports > Monthly Returns > Monthly Schedule IR348. Choose the month to report and click GO.
- Click Electronic Filing and then Setup. The Electronic Filing Setup window is shown:
- Enter your information for the Employer’s IRD Number, Payroll Contact Person, and Work Phone Number fields. These details appear in the file you send the IRD.
You can also name the file and set a different location to save it to, but this is not necessary.
You are now set up for IR-File.
Employee Deductions IR345
Some businesses need to pay their PAYE to Inland Revenue twice a month. To do this you will need to create your IR345 twice a month, and file it electronically.
Follow these instructions to process twice monthly PAYE.
From the front screen click Reports > IRD Returns > Make PAYE Payment.
Click either First Half or Second Half to generate the IR345 for the relevant half of the month, then click GO.
First Half includes all pays dated between the 1st and the 15th of the month.
Second Half includes all pays dated between the 16th and 31st of the month.
Write down the file name - this is the file you will be upload later to the Inland Revenue website.
a) To launch your internet browser and go directly to the Inland Revenue website, click the IR-File Login button. The file name and path are copied to your clipboard, so you can past them directly in the IRD file import window by pressing the [CTRL+V] keys.
b) To save the file to your computer and send it to Inland Revenue later, click OK. When you are ready to upload the file, follow the instructions below titled To send your ir-File to Inland Revenue.
Employer Monthly Schedule IR348
Your Employer Monthly Schedule IR348 needs to be submitted once a month. If you submit your Employer Deductions IR345 form twice a month, then submit your Monthly Schedule IR348 with the second one.
Follow the instructions below to create this file in Ace Payroll.
- From the front screen, click Reports > IRD Returns > Lodge Monthly Returns. Select the relevant month and click GO.
The Employer Monthly Schedule window opens. - Check the figures in the Employer Monthly Schedule, then click Electronic File.
The Monthly Return - Electronic Filing window opens. - Write down the file name - this is the file you will be upload later to the Inland Revenue website. Click GO.
- a) To launch your internet browser and go directly to the Inland Revenue website, click the IR-File Login button circled below. The file name and path are copied to your clipboard, so you can past them directly in the IRD file import window by pressing the [CTRL+V] keys.
b) To save the file to your computer and send it to Inland Revenue later, click OK. When you are ready to upload the file, follow the instructions below titled To send your ir-File to Inland Revenue.
File your forms electronically using ir-File
Filing online can be confusing - follow these simple instructions to avoid getting stuck.
- Go to the Inland Revenue website and log in.
- Click ir-File (Employer Monthly Schedule) as circled below.
- The ir-File workspace screen opens. Click File Transfer.
- The File transfer screen opens. In the Browse field, either type in the name of your file, or click the Browse button and find it.
- After typing or selecting the correct file, click Import and send file(s).
A message appears saying the file has been successfully received, And you’re done!
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