To edit your existing employee's employment details, go to Manage > Employees. Click on the employee you want to edit and go to the Employment tab.
Manage your employee's start date or set a finish date by clicking Finish Employment. Note that editing the start date will not automatically flow through to their Leave details - their anniversary would need to be managed independently.
Specify the employee's Default Work. This is the work type that will automatically apply to work they record unless specified otherwise. You can create additional work types under Manage > Work if required.
You can edit your employees annual Salary or Hourly rate here. If they're on an Hourly Rate you can also add a Second Rate and Third Rate if your employee has multiple pay rates.
Select the Pay Cycle you want them to be included in.
Enter the Bank Account for the employee's pay to be paid to.
You can edit the tax details entered on your employee's initial setup here.
An employee's Tax Code should be declared to you via an IR330. If one has not been declared, use ND.
Enter a valid IRD Number. This is required for PayHero to generate your IRD filing.
You can manually adjust the ESCT Rate (employer superannuation contribution tax) - this will have been automatically worked out based on either…
- the total of the employee's gross salary or wages, plus any superannuation contribution paid by the employer to KiwiSaver or any other superannuation fund in the previous tax year (1 April to 31 March), or
- estimated based on the total amount of salary or wages plus gross employer contributions that the employee with earn in the year ahead.
If there isn’t enough information for either of these calculations, the rate will have defaulted to 10.5%, and this should be manually adjusted. For more information on the ESCT Rate, visit the IRD website
Setting your employee's expected work pattern is important for determining their leave entitlements and how they should be paid on public holidays (if you have Automate Public Holidays ticked for your company in Manage > Settings > Company).
Hours Per Day - Select this if your employee works a relatively constant pattern of days each week. Enter the pattern of hours on the relevant days of the week.
Hours PerWeek - Select this if your employee just has an expected total hours per week. Enter your employee's total normal hours per week. Tick Monday to Friday if you want the total hours to be evenly allocated Mon - Fri.
Days Per Week - Select this if your employee works fixed hours per day and days per week, but not necessarily the exact same days each week.
If your employee is enrolling in KiwiSaver, enter their Enrolment Date here. If they have opted out, enter their Opt Out Date.
Alternatively, tick Pre-Existing Member if the employee was already enrolled in KiwiSaver with a previous employer.
Select an Employee Deduction Rate from the dropdown menu - this should be declared to you by the employee.
The Employer Contribution Rate will be set automatically based on the company default set under Manage > Settings > Payroll Settings. If you wish to override the default rate for a single employee, you can click the padlock icon to unlock this for editing.
Tick Savings Suspension to suspend the employee’s KiwiSaver Savings - this can only be done if the employee has been a member for a year. Untick the box when the employee is ready to resume their savings. You can learn more about savings suspensions here: Savings Suspension Process.