Client Resources > Payment Documents > Payroll FAQs
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Payroll FAQsFrequently Asked Payroll Questions
1. I have a new employee – what do I need to do to get them paid?
If you have hired a new employee, please fill in the Employee Information form and get your employee to complete an IR330 (tax code form) and a KS2 (Kiwisaver New Employee form). Ensure to keep a copy of these documents for your records. Send all these forms to us 4 working days before your employee’s first timesheet is due to be paid.
2. My employee wants to join Kiwisaver. What do I need to do?
Most new employees are automatically enrolled into Kiwisaver when they start. However if your employee is not a New Zealand Citizen or Resident they cannot join Kiwisaver. Neither can people who are in New Zealand indefinitely but are just visiting or on holiday in New Zealand.
If your employee is under 18, over 65, on a casual contract or an IR56 taxpayer, they are exempt from being automatically enrolled but can choose to join Kiwisaver. They just need to complete a KS2 and send it to us.
3. My employee is having Kiwisaver deducted from their pay but does not want to be in Kiwisaver. What should I do to stop this?
All new employees are automatically enrolled into Kiwisaver when they start. However after they've been in their new job for at least two weeks, but before their ninth week starts (from day 14 to day 56 from the day they started the job) they can opt out of Kiwisaver. The employee needs to fill in a KS10 form and you need to send this to us. Once we have received this form, we will stop the Kiwisaver deductions and arrange for the IRD to refund your employee any deductions taken out of their wages.
4. My employee wants to change their Tax Code. What should I do?
Your employee needs to fill in an IR330 and give it to you. You should then send us the IR330 and we will change their tax code and notify the IRD.
5. Do I need to keep copies of my employee’s paper work?
Yes you would need to keep copies of all payroll related documents and timesheets for your records. You may need to create a file for your employee and store all these documents in a safe place.
6. How do I find out my employee’s leave balance?
Your employee’s leave balance should be visible on the bottom of their payslip under Holiday Balance (hrs). Other leave balances are available in the Leave Balance report we will send you monthly, or at anytime by ringing the Manawanui InCharge office.
7. I would like to give my employee a rate increase, how can I do this?
Complete an employee change in Details form with the new rate you would like to put your employee on and the start date (preferably the beginning of the pay period). Once completed, sign it and get your employee to sign it was well and send it to Manawanui In Charge office as soon as possible.
8. My employee has just resigned; do I need to send you any paper work?
You will need to complete an Employee Resignation Form and send to Manawanui In Charge office with your timesheets for the fortnight.
9. What will my employee be paid in their final pay?
If your employee has annual leave and alternate leave hours owing, this will be paid along with hours worked for the fortnight. Sick leave balances are not paid out on termination.
10. I’ve received a notice to deduct from wages from IRD/WINZ/COURT FINES, in regards to my employee, what I do with these forms?
Send these to Manawanui In Charge Office and we will set this up in the payroll system.
11. My employee is a casual and I want to make them permanent, how do I go about doing this?
You would need to complete an Employee Change in Details form and send to Manawanui In Charge Office and we will change this to reflect in the Payroll system.
12. Can my employee cash in annual holidays?
No, Annual holidays can only be paid when the employee is actually taking the days off and cannot be cashed in.
13. My employee worked on a statutory holiday. Is time and a half paid?
Yes, if an employee works on a statutory holiday they are entitled to time and a half and lieu hours credited (providing it’s their normal day of work and are permanent employees).
14. Do casuals get time and a half and lieu credits for working on statutory holidays?
Casuals are entitled to time and a half for working a public holiday; however they do not accrue alternate hours.
15. Does my employee get paid if they take the day off on a statutory holiday?
Yes your employee will be paid hours they would have worked that day at their normal rate if they are permanent. It does not apply to casual employee’s.
16. I sent my timesheet in late, will my employee be paid?
There is a late fee you would need to pay for late timesheets sent. This is one of our company policies. If agreed by you and your employee, the hours can be paid in the next fortnight’s pay run.
17. How many sick days is my employee entitled to?
According to Employment Legislation, an employee is entitled to 5 days sick leave 6 months from start date and can accumulate up to 20 days if not taken. (this is in the employment agreement template).
18. My employee wants to change the % they are paying to kiwi saver, how do I do this?
Your employee would need to complete a KS2 form and you will need to keep a copy and send the form to Manawanui in Charge office. We will then update the Payroll system to reflect this.
19. Can my employee have more than one bank account set up in the payroll system?
No, your employee can only have one bank account that wages are paid into. The only time wages can be paid into another account is if your employee has debt with WINZ, IRD, and Court Fines etc. Legally we have to deduct these from their wages once we receive a notification.
20. My employee has requested that Manawanui emails their payslip directly to them, can this be done?
Your employee’s payslip can only be sent to you directly been their Employer, therefore we are unable to email your employee’s payslip to them.
21. My casual staff gets paid annual leave each pay, how is this calculated?
Casual employee’s get paid 8% of gross earnings which is the annual leave paid. Calculation is -: Gross $100, $100x8% = $8+$100=$108.
22. What is considered part time and full time?
Part time is less than 30 hours and full time is 30 hours and more.
23. What does it mean to accrue leave and does this apply to all staff?
This only applies to permanent staff part time and full time who will accrue annual leave hours. This is calculated on hours worked each fortnight; these are multiplied by 8% to give the annual leave hours accrued.
24. My employee worked on a stat day but these hours are not showing as normal hours paid on the payslip.
Hours worked on a Public holiday are not included in the normal hours worked, they are shown in the Allowances below as 1.5(time and a half).
25. My employee is a casual, can they join kiwi saver?
Yes, a casual can join kiwi saver if they wish, they would need to complete an opt in form, send this to Manawanui and we will set them up in kiwi saver.
26. I have a statement for an expense; can you pay it directly to into that Company on my behalf?
We cannot pay to third parties, you would have to claim it as an expense and we will pay it to you. Keep the receipt for you records.
27. Can I employee someone under the age of 16 and what can I pay them?
Yes you can employee someone under the age of 16 and pay them less than the minimum wage. However, you should get consent from the Parent/Caregiver of the child and ensure that the working hours do not affect their schooling.
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