To add a new employee to PayHero, select Manage > Employees. Click the green add icon and select Employee.
When initially setting up employees, any mandatory fields will have a red asterisk. You can’t progress through the employee set up until these fields are filled. Other fields can be updated later if preferred.
Enter your employee's first and last name, and the Display Name will default to their full name (you can amend this if desired). Complete the rest of their Personal Details if desired.
Click Next in the top right to continue.
Enter your employee's employment, pay and work details.
Start Date - The date the employee began employment with you.
Default Work - The Work type the employee most commonly uses.
Payment Basis - Select whether the employee is paid a Salary or an Hourly rate, and enter the Annual Salary amount or Normal Rate.
Pay Cycle - Select the Pay Cycle the employee will be included in, or select No Pay Cycle if the employee isn't included in pay runs. You can add them to a pay cycle later if preferred.
Bank Account - The employee's bank account that the balance of their pay will be paid to. The bank account is required for using PayHero's bank batch files to pay your employees.
Work Pattern - If your employee has an agreed work pattern you can specify that here, or select No Regular Week if there is no regular working week for the employee. The Work Pattern is an important setting which will be used for leave calculations throughout PayHero, so it's important to get it right. See this article for more detail on setting work patterns.
Click Next in the right hand corner to continue.
Tax & KiwiSaver
Enter your employee's tax details and (if applicable) KiwiSaver details.
Tax Code - This should be declared to you with an IR330 form from the employee.
IRD Number - Enter the employee's IRD number. PayHero requires this for your IRD filing.
KiwiSaver - Select whether the employee:
- Is a Pre-Existing Member (already enrolled in KiwiSaver with a previous employer)
- Is enrolling now, by setting the Enrolment Date
- Is opting out, by setting the Opt Out Date
- The Deduction Rate they've elected to make their deductions at, if applicable
- If they're on a Contribution Holiday
Click Save in the top right corner to create your new employee.
If you entered an email address for the employee you'll be prompted to invite the employee to use the employee portal. Click Invite to invite them in, or Maybe Later if you don't wish to invite them. You can invite employees later as shown here.