To file electronically, you'll need to register on the IRD website. You'll also need to set up the following in Payroll:

1. Go to Tools menu and choose Options. The Payroll Options window appears.
2. Click the Bank & IRD tab.
3. In the Direct Credit section, enter the Bank Acct. No. required for direct credit purposes.
4. Click the ellipsis button (...) at the end of the Path and filename field to locate your Bank folder.
   
   The Browse for Folder window will be displayed. If you do not already have a Bank folder set up you can create one by clicking Make New Folder as shown below.
   
5. Click to select the Bank folder then click OK.
6. In the ir-File section, click the ellipsis button (...) at the end of the ir-File Path field to locate your ir-File folder. The Browse for Folder window will be displayed.
   
   If you do not already have an ir-File folder set up you can create one using the Make New Folder button.
   
7. Click to select the ir-File folder then click OK.

Payroll is now ready to start producing the CSV files required for electronic filing as described in the next section.

When you update your PAYE period, the Print Employer Monthly Schedule (IR348) window appears.

1. Select Summary Format (for own records) and Create CSV files for electronically filing to the IRD.
   

2. Click Next then click Print.
   Payroll will automatically produce the CSV file and advise that it has created a file in your ir-File folder as shown below:

   This file will contain both your EMS file (IR348) and the KED file containing information on all employees joining KiwiSaver.

   
   

3. Click OK then click Close.
   The IRD Remittance Advice / Employer Deductions (IR345) window appears.

4. Select the option Create Direct Credit file for electronically paying the PAYE to the IRD as shown below:
   
   Payroll will automatically produce a Direct Credit file, saving it to your Bank folder.

   This file may not be required if you are not electronically paying the IRD, however it must be produced for the IR345 (Remittance Advice / Employer Deductions) file to be created.

   
   

5. Click OK and the required EDF file (IR345) will be created and saved in the same location as your EMS and KED files.
   

   A KED file will only be produced if there have been any changes to KiwiSaver enrolments during the current month.

If you want to file electronically to the IRD you need to register on the IRD website.

Want a demonstration?

View an "ir-File Demonstration" on the IRD website.

Want to test a file upload?

Before uploading a file to the IRD, you can test its compatability using the IRD's file testing portal.

Getting an error when uploading?

If you're getting the error "FAILED:H082:The first field of the top line of the file is invalid. The field must be corrected before the file can be sent" when uploading your CSV file to the IRD website, this can mean you're trying to upload the wrong file, or the file is corrupt. Try re-creating the CSV file as described in Task 2 above (Creating the CSV Files for electronically filing to the IRD), then try to upload the file again.

Print the required reports from Payroll by going to the Reports menu and choosing IRD Reports and selecting the two reports individually (Employer Monthly Schedule and IRD Remittance Advice) or create both by selecting Create IRD Reports.

Use the information in these reports to help you complete the IR348 (Employer Monthly Schedule) and IR345 (Employer Deductions) forms manually before sending them to the IRD.

You can file the IR345 Employer Deductions form manually by viewing the IRD Remittance Advice from the Reports menu, under IRD Reports. Use the information in the report to complete the IR345 form to send to the IRD.

When trying to print an IRD Remittance Advice, if you don't get the option to choose a period for which to produce a direct credit file, but instead you simply receive the message Your report selection is finished, complete the following:

1. Go to the Tools menu and choose Options.
2. Click the Bank & IRD tab.
3. Ensure a Direct Credit - Path and filename has been set up.