Making Payments via POLi

Making payments via POLi is one of the ways you can pay your employees with PayHero. Learn more about making payments via POLi below, or for more information on the options available, see our article: How do I pay my employees?

Paying via POLi provides a fast and convenient way for you to pay your staff. With POLi active, these payments can be made via an online Account-to-Account POLi payment.

Please note, there will be an associated $5 bank fee per pay run paid via POLi, and this feature is only available for payroll transactions of up to $30,000.

Activating Payments via POLi

Under Manage > Settings > Payroll Settings in PayHero, ensure you've ticked the POLi option.

About POLi Payments

POLi is an online payment option you can use to make payment for your pay run directly from your bank account, all while still being logged into PayHero. 

When you pay with POLi the transaction is completed in a pop-up window, within the security of your bank's online banking services and at no time are your personal banking login details disclosed to FlexiTime Ltd (PayHero). For further information, please read the POLi privacy policy.

Transaction Times

PayHero makes payments to payroll recipients twice a day, in the early afternoon and late evening. When your employees will be paid depends on the pay date and the time of day your pay was processed via the POLi pop-up. 

• Future pay date - Where the pay date is later than the day the pay is processed via POLi, employees will be paid in the afternoon of the pay date. Processing begins at 12pm.
• Evening payment - Where the pay date is the same as the day you process the POLi payment, pays sent between 10am in the morning and 7pm in the evening will be processed that night. Processing begins at 9pm.
• Afternoon payment - Where the pay date is the same as the day you process the POLi payment, pays sent before 10am in the morning (or after 7pm the prior day) will be paid to employees in the afternoon. Processing begins at 12pm.

After processing begins the time employees receive the payment will depend on inter-bank clearance periods.

Supported Banks

Depending on which bank you use, POLi payments may be referred to under a different name. You can read more about the supported banks and requirements for POLi via their website here: POLi - FAQs.

The POLi feature can be used with the following supported banks:

• ANZ - ANZ & POLi
• ASB (personal banking only)
• BNZ 
• Kiwibank 
• The Co-operative Bank - Co-operative Bank & POLi
• TSB Bank
• Westpac 

Please note: POLi is unable to support accounts that require separate authorisation by multiple signatories. Please retry your POLi payment using a different account or personal Internet banking profile in these cases instead.

Paying Wages

After Processing a Pay Run, the same actions which would occur in your usual pay run will still apply. You will then be prompted with a pop-up screen to complete the POLi payment process. 

The pop-up screen will be populated with the details from the sent pay. The bank Particulars, Code, and Reference for each employee will be based on the pay date and your PayHero company name. It's vital to ensure that the Bank Account details entered under your employees - Employment Tab as well as any pay items with associated bank account numbers are set accurately.

You're always able to cancel out of the POLi payment portal at any time if you change your mind or wish to process the payment later. You'll be able to choose to restart the POLi payment from the Payroll > Sent section at a later time.

Alternatively, if you'd prefer not to use POLi at all for a particular pay run you could instead use the bank batch files if you'd prefer. You can learn more about this functionality in PayHero through our support article: Making Payments with Bank Batch Files.

Paying Tax

For your convenience, PayHero will include the Tax/PAYE payments owed to the IRD through a POLi payment at the same time you process payment for your staff.

POLi Payment Status

Once a pay has been processed using POLi you're able to track the status of the payment transactions from the Payroll > Sent section of PayHero via the Payments tab.

There are several stages of a POLi transaction and a single pay can reflect any combination of the statuses below for each recipient. These stages each indicate the following and are reflected by the associated icon:

Awaiting Payment - The pay has been sent through PayHero but the POLi function was not used.

This status would reflect a pay in which the POLi payment option was cancelled at the time of sending. This pay could then be processed through POLi at a later time if desired following the steps under Paying Wages above.

Payment Made - POLi was used for this pay and funds have been received but not yet paid into the recipient bank accounts.

Payment Sent - Payment has been transferred to the recipient bank accounts.

Payment Received - Payment has been received in the recipient bank account.