Switching from Ace Payroll to SmartPayroll
Onboarding when switching from Ace Payroll… Read more
Setting up two-factor authentication
We’ve made it easy to set up two-factor authentication in… Read more
SmartHR is an easy way to keep track of all… Read more
KiwiSaver Status Guide
We’ve updated our KiwiSaver Status options to comply with new… Read more
Short-Term Absence Payment Guide
We’ve put together a guide to using the new Short-Term… Read more
Christmas Payroll Guide
We know payroll can be complex during the Christmas period,… Read more
Using your myIR account
We’ve put together this guide to help you navigate the… Read more
Xero Integration Guide
A complete guide to exporting your payroll data to Xero. Read more
Export your Project Costing data to Xero
We’ve improved our integration capability and if you are using… Read more
Automatically Export to Xero Guide
How to set up our Auto Exporting feature in SmartPayroll. Read more
Auto Payments Guide
How to set up Auto Payments in SmartPayroll. Read… Read more
Switch from Crystal Payroll to SmartPayroll
Onboarding when switching from Crystal Payroll… Read more
Switching from Xero to SmartPayroll
Read our step-by-step guide to switch to SmartPayroll… Read more
Switching from IMS Payroll to SmartPayroll
Onboarding when switching from IMS Payroll… Read more
How to set up employees
Watch a short video showing how to set… Read more
Switching from MYOB Essentials to SmartPayroll
Onboarding when switching from MYOB Essentials… Read more
Our guide to processing a Termination Pay in… Read more
The Alert Level 2 Guide
Running a pay in SmartPayroll during Alert Level 2 using… Read more
ANZAC Day Guide
Processing a pay for ANZAC Day when it has been… Read more
Essential Workers Leave Support Guide
Our guide to processing the Essential Workers Leave Support Scheme. Read more
Public Holiday Help Guide
Our guide for processing a pay including Public Holidays using… Read more
Wage Subsidy Guide
Running a pay in SmartPayroll using the Wage Subsidy Scheme… Read more
Guide to Running a Pay
This Payroll guide covers the step by step process of… Read more
Employee Details Guide
This Payroll guide covers anything you need to know about… Read more
Guide to Running Payroll Reports
This handy guide will guide you through the various types… Read more
Employers Recruitment Guide
How to hire and manage your team while reducing stress… Read more
Employers’ Handy Guide
A guide for first-time employers or new SmartPayroll users. Read more
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.
How can I update my employees wage rates in SmartPayroll?
Wage rates are not automatically updated in SmartPayroll. To process the increase for any relevant employees follow these simple steps:
1. Go to Employee Details screen.
2. Select the employee which requires a pay rate change.
3. Go to the Employee Payments screen.
4. Next to the employee’s New Rate, enter in the Effective Date of 01/04/2020.
5. Enter the new minimum wage Hourly Rate of 18.90.
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.