Frequently Asked Questions
SmartPayroll is an easy to use and cost-effective online payroll system for small-to-medium sized New Zealand businesses.
For initial information, please visit SmartPayroll Home, or SmartPayroll Benefits. If your enquiry is not satisfied, please Contact SmartPayroll for further assistance.
We’ve spent a number of years getting to know all the little details of payroll in New Zealand and we make a point of understanding all the latest rules and regulations. So if you have a payroll question, you’ll find the answer at Smartpayroll.
Read below for common Payroll questions. If you can’t find your answer under ‘General Payroll Questions’, just call us on 0800 10 10 38 or Contact us at: sales@smartpayroll.co.nz
Getting started
How do I get started with SmartPayroll?
Visit our Contact SmartPayroll page to download our registration form. For legal reasons certain forms will need to be signed and sent back to us in order to complete the registration process. Our representatives will process your application and let you know when you can start using SmartPayroll.
How easy is SmartPayroll to install?
You don’t need to install the SmartPayroll programme on your computer as it is accessible over the Internet. We will complete the set up process for your company and inform you when it is ready to use.
Key features and benefits
How easy is SmartPayroll to use?
Even if you have never used a computer before you will find SmartPayroll easy to use. The “one touch” pay means you can simply click to enter your employees’ pays then click again to process the payroll. It really is that simple. The only additional thing you may need to enter is leave taken and we will show you how to do that.
Does the system meet New Zealand’s statutory requirements?
Yes. We have a substantial team of payroll and information technology specialists specifically to ensure SmartPayroll is always up to date with the current legislation.
What costing facilities are provided?
Our online payroll solution provides a flexible costing capability similar to the directory structure in Microsoft Windows Explorer. Employees may be set-up with standard costing allocations or these may be entered based on the hours worked each pay period. A Departmental Costing report may be run each pay period.
What leave facilities are covered?
SmartPayroll handles Annual Leave, Special Leave (Sick), Long Service Leave, Leave in Lieu, Unpaid Leave, Bereavement Leave, Alternate Public Holidays, Statutory Holidays etc. It keeps track of all leave types, including Annual Leave as required by New Zealand legislation.
Can SmartPayroll file my IR348 Efile on my behalf?
Yes. SmartPayroll online payroll will automatically file your IR348 (E-File) to the Inland Revenue Department when it falls due. No intervention is required on your part.
What banking options does SmartPayroll provide?
We can automatically direct debit from your company’s bank account and direct credit into your employees’ bank accounts.
What reports are provided?
Several standard reports are provided with the system. These include:
- Payslips
- Direct Credit Schedule
- Departmental Costing Report
- Leave History Report
- Pay Period Summary (Accounting controls)
- Deduction Schedules
- Benefit Schedules
- IR 348 (Paper copy of the IRD E-File)
- ACC Premium Report
- Employment Survey
How do I print my payslips and reports?
All reports are in Acrobat PDF format and can be downloaded or mailed to the user to be printed locally.
Security and data
How secure is my payroll information?
We have developed SmartPayroll from the ground up with security as a key design parameter. It employs advanced encryption and hardware and software firewalls to keep your information safe and confidential. Datacom is a leader in the development of secure systems and has also been responsible in recent years for the successful development of internet banking and similar systems for financial institutions.
Where is my data housed?
Your master file is held on-line at a secure Datacom location. The master file is backed up throughout the day and a full copy of the master file is regularly taken and stored at another secure off site location. Back-up computer processing facilities, plus back-up network capability are all maintained by Datacom.
Technical issues
What hardware or software do I need to use SmartPayroll online payroll?
Because this is an Internet-based application, no specialised hardware or software is required. All you need is an internet connection, a PC and Microsoft Internet Explorer version 5.01 or higher web browser. Our minimum recommended PC specification is:
- Pentium 266
- 64 MB RAM
- 56k Modem for Internet access.
I use Netscape as my browser. Can I use this with SmartPayroll?
No, we use some “state of the art” techniques to enhance functionality which are not fully compatible with the Netscape browser. Internet Explorer is freely available to download. If you would like more information on how to get a copy of Internet Explorer, Contact SmartPayroll. However Mozilla Firefox can be used as an alternative.
I have a Macintosh computer. Can I use this?
Yes.
SmartPayroll ownership
Who owns SmartPayroll?
SmartPayroll has been designed and developed by Datacom, the largest New Zealand owned Information Technology organisation. Datacom employs over 1,500 staff and has been in operation in New Zealand since 1965.
What payroll expertise and resources does Datacom have?
Datacom pays approximately 16% of the New Zealand work-force. Its payroll customer base spans a broad cross section of the public and private sector. Datacom’s smallest customers employ only 1 or 2 staff whilst its single largest customer pays over 80,000 people each fortnight. The company has been delivering payroll services for more than 25 years.
Datacom has offices in Auckland, Wellington and Christchurch, each with a team of payroll and HR Information Systems specialists. Large scale, secure processing centres are sited at Datacom locations in various parts of New Zealand and manned by Datacom IT professionals.
General Payroll Questions
I forgot to pay my PAYE tax. What do I do now?
To avoid or minimise any penalties it’s important to first call IRD to let them know. Next pay your PAYE as soon as possible. If you’re using SmartPayroll to file your PAYE you can relax knowing you’ll never be late with a PAYE payment again.
My part time worker is now going full time. What changes do I have to make?
There are no changes you have to make except adjust the hours you pay them. Part time employees are entitled to the same rights as full time employees.
I want to pay my employees as contractors. Can I do that?
IRD has certain criterion that defines a contractor. If your employees meet that criterion then it’s fine to pay them as contractors rather than employees. See IRD’s website for confirmation of what constitutes a contractor.
My employee thinks he should have more annual leave? How do I work it out?
All employees are entitled to a set amount of annual leave. It’s up to their employer to keep track of leave taken. If you are using SmartPayroll it keeps a complete track of all leave owed and taken for you.
It takes too much time to work out the wages. Is there an easier way?
Yes, use SmartPayroll. Call us on 0800 10 10 38 and we’ll get you started.
My employee is due for a cash bonus. What’s the story with tax?
If you’re using SmartPayroll tax on any bonuses paid to employees will be automatically calculated for you. If not, you can use the IRD tax tables for one off payments.
Changes to Kiwisaver – what do I need to know?
Kiwisaver can be confusing for employers but if you use SmartPayroll any changes will be automatically updated so when you pay you know the employees’ KiwiSaver contributions and employer’s contribution are calculated correctly.
