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ANSWER ID:22973

Payroll can produce a files for reporting to the IRD using ir-File.

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. It also explains how to generate the reports that can be used for filing to the IRD prior to 1 April 2019. These include:

  • your Employer Superannuation Contribution Tax (ESCT),
  • the Employer Monthly Schedule (EMS/IR348), and
  • the Employer Deductions Remittance Advice (EDF/IR345).

Payday filing

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.

1. Set up for payday filing
  1. Open the Tools menu and choose Options. The Payroll Options window appears.
  2. Click the Bank & IRD tab.
  3. In the Payday filing section, enter the path where return files for payday filing should be created
  4. Enter the IRD number of your PAYE Intermediary (if you have one—if not, leave it blank)
  5. Select whether or not to create return files automatically after finalizing pays.
  6. 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.

2. Create return files for payday filing

When the Automatically create the payday files after finalizing 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:

  1. Go to the Process Pays command centre and click Employment Information Return. The Employment Information (EI) Returns window opens.
  2. The Employment Information Returns window displays all finalised pays between the selected dates. Select the pay you want to create return files for.
  3. 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).

3. Upload the files to the IRD

To upload you payday filing return files, log in to the myIR website. (When you create files, you will be prompted to open a browser window and upload the files.)

Videos explaining how to upload payday filing return files are available on the IRD's website.

 

Filing monthly returns electronically (before 1 April 2019)

Before you can file electronically, you'll need to register on the IRD website.

1. Set up for electronic filing
  1. Open the 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.
  5. The Browse for Folder window appears. Select the Bank folder then click OK.
    If you do not already have a Bank folder set up, click the Make New Folder button to create one.
    Image
  6. In the IRD Monthly Returns section, click the ellipsis button (...) at the end of the Electronic File Path field to locate your IRD FILES folder. The Browse for Folder window appears.
  7. Click to select the IRD FILES folder then click OK.
    If you do not already have an IRD FILES folder set up, click the Make New Folder button to create one.

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

2. Create the CSV files for electronic filing
  1. Update your PAYE period by clicking the Payroll menu, and choosing Change PAYE Period.
  2. Select Update PAYE Period, then click OK. The Print Employer Monthly Schedule (IR348) window appears.
  3. Select Summary Format (for own records) and Create CSV files for electronically filing to the IRD.
  4. Click Next, then click Print.
    Payroll produces the CSV file and advises that it has created a file in your ir-File folder. This file contains both your EMS file (IR348) and a KED file containing information on all employees joining KiwiSaver.

  5. Click OK then click Close.
    The IRD Remittance Advice / Employer Deductions (IR345) window appears.
  6. Select the option Create Direct Credit file for electronically paying the PAYE to the IRD as shown below:
    Image

  7. Payroll produces a Direct Credit file and saves 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.
  8. Click OK. Payroll creates the required EDF file (IR345) and saves it 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 enrollments during the current month.

3. Upload the CSV files to the IRD

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 (Create the CSV Files for electronically filing to the IRD), then try to upload the file again.

Filing manually (before 1 April 2019)

(Optional) File manually

To print the required reports, click Reports > IRD Reports, and either select 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, then send them to the IRD.

  FAQs


Why don't I have the option to choose a period when printing the IRD Remmittance Advice?

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:

  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.