General payroll questions
What are my obligations as an employer?
It’s important to understand that it’s up to an employer to understand employment law and ensure employees are receiving their minimum entitlements. More information on the NZ legislation that outline those requirements can be found in the Employment Relations Act 2000 here and here.
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 SmartPayroll quicker?
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 employees you know their KiwiSaver contributions and employer’s contribution are calculated correctly.
Getting started with SmartPayroll
How do I get started with SmartPayroll?
Visit our Contact SmartPayroll page to fill in our sign up form, or call us on 0800 10 10 38 and we’ll help you over the phone. We’ll send you the paperwork we need filled in. Then once you return that we’ll set up your SmartPayroll and let you know when it’s ready to use.
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 you and inform you when it is ready to use.
Security and data
How secure is my payroll information?
We have developed SmartPayroll from the ground up with security in mind. SmartPayroll has 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 secure Datacom locations. 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.
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 leave facilities are covered?
SmartPayroll handles Annual Leave, Sick Leave, Special Leave, Long Service Leave, Leave in Lieu, Unpaid Leave, Bereavement Leave, Alternate Public Holidays, Statutory Holidays etc. In fact it keeps track of all leave types, including Parental Leave as required by New Zealand legislation.
Can SmartPayroll file my IR348 Efile on my behalf?
Yes. SmartPayroll can automatically file your IR348 (E-File) to the Inland Revenue Department when it falls due. Just let us know if you want us to do that for you.
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?
Many standard reports are provided with the system. The main ones are:
– Direct Credit Schedule
– Departmental Costing Report
– Leave History Report and Leave Balance Report
– Pay Run Report
– Deduction Schedules
– Benefit Schedules
– IR 348 (Paper copy of the IRD E-File)
How do I print my payslips and reports?
All reports are in Acrobat PDF format and can be downloaded or emailed.
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.
Will SmartPayroll work on an iPad?
Yes – you can easily run your payroll on SmartPayroll using an iPad.
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.