Payroll Settings

Managing the payroll settings for your PayHero company is done through the Manage > Settings > Payroll Settings section of PayHero.

Continue reading for more information, or click one of these links to jump to a section you're interested in:

• Payslips
• Employee Payments
• KiwiSaver
• Timesheets
• Work Pattern
• Non-Continuous Employment
• Payroll AutoPilot
• PayHero Shift

Payslips

Email Payslip Subject - The subject line used for the sending of all payslip emails.

Email Payslip Body - The default contents of the payslip email sent to staff. If you wish to add custom comments on a per employee basis, you can add Payslip Notes during the pay processing stage instead.

Default Payslip Type - The default payslip type which should be applied to new employees added to PayHero in future. Learn more about the available options here: Payslip Types

Employee Payments

PayHero has five options for processing payments to staff, Inland Revenue and any other recipients. 

Manual payments can always be used if preferred, by using the Payment Summary Report.

Direct Debit - Selecting this option and following the authorisation steps will authorise PayHero to direct debit your wages payment from your company bank account and make outgoing payments to your employees and IRD. For more details on using this feature, see Making Payments via Direct Debit.

Bank Transfer - Selecting this option allows you to make a single direct payment to us (FlexiTime Limited) via your online banking. Once the payment has cleared, we'll then make payment to your employees and IRD the following day or on your pay date, if that's later. For more information on using this feature, see Making Payments via Bank Transfer.

POLi - Selecting this option will provide an Account to Account POLi payment option available at the time of sending a pay. Please this option is not available for Pay Cycle Admins. For more details on using this feature, see Making Payments via POLi.

Akahu - Selecting this option will provide an Account to Account payment option via Akahu, available at the time of sending a pay. Please note this is not available for Pay Cycle Admins. For more details on using this feature, see Making Payments via Akahu.

Bank Batch File - Selecting this option will require a company Bank Account to be specified. A Bank Batch File will then be downloaded using the format for the specified bank upon sending a pay. This file can then be uploaded into the bank's online banking portal to populate the payment fields and for more information on using these, see our Making Payments via Bank Batch Files support article.

Bank Account - If the Bank Batch File option is selected, you'll need to enter the bank account you'll be paying your employees from. This ensures PayHero can generate the bank file in the appropriate format for your bank. Learn more here: Making Payments via Bank Batch Files

Include Tax in Payments - Having this option selected will always include the associated Tax/PAYE amounts owing from a pay into your chosen payment method, so you can pay the Inland Revenue at the same time you pay staff. Include Tax in Payments will be enabled if using Direct Debit, Bank Transfer, or POLi. If you're paying via Akahu or Bank Batch File and would rather handle payments to IRD manually, ensure this setting is unticked.

KiwiSaver 

Default Employer Contribution Rate - The default employer rate for KiwiSaver contributions, usually 3%. If this setting is changed, the new Default Employer Contribution Rate will apply to new employees created in PayHero after the change - any employees set up prior will still have the original rate set. 

If you want to change the rate for specific employees, the Employer Contribution Rate setting can be overridden on individual employee records if desired, on their Employment tab.

Timesheets

Week Starts On - This determines the first day of the week shown in the Time Summary, in the Timesheets, and for employees using the Employee Portal. PayHero defaults to a Monday - Sunday week, but you can change this to suit your business.

Timesheet Approvals - Tick this setting if you'd like to turn on mandatory time approval for your company. Learn more here: Timesheet Approval

Work Pattern

The Work Pattern settings allow you to set rules that PayHero uses when determining leave entitlements for employees who don't have a standard Work Pattern set on their employee record, or whose pattern doesn't indicate their exact Hours and Days of work per week.

The default pattern is an 8 week review period, and 5 week otherwise working day minimum.

Changing these settings once you've started using PayHero may impact how your employees' leave is calculated. Learn more about how these settings apply here: Company Work Pattern

Non-Continuous Employment

Extend Sick Anniversary - Turning on this setting will automatically push out an employee's 'Next Sick Anniversary' to account for periods of non-continuous employment by staff. For more information, see our support article here: Automatic Extension of Sick Anniversary 

Payroll AutoPilot

AutoPilot Pays - Turns on AutoPilot payroll processing for your pay cycles. You will receive a pay summary sent to your email each pay day through which you can send the pay.

AutoPilot Tax Summary - Turns on AutoPilot processing for your tax payments on the 20th of each month. This is best suited if you don't pay your tax payments at the same time as paying your employees.

You can learn more about the AutoPilot feature and how it works here: Payroll AutoPilot

PayHero Shift

Apply Paid Breaks - Turning on this setting will enable PayHero to automatically apply Paid and Unpaid break rules when your employees record breaks using the Shift Photo Timeclock, or using the Start/Stop Clock function in the Employee Mobile App.

You can learn the specifics of these Paid & Unpaid Break rules here.