As a business, you will experience regular changes from simple phone number updates to altering your business name and legal entity. These changes are typical as your organisation grows and diversifies. The Business Details feature can be used to update your information on the payroll platform and throughout the system to ensure payroll accuracy.

1. Log into your Employment Hero Payroll platform.
2. Click the   Business Settings menu.
3. Click the Payroll Settings submenu.
4. Click the   Details button.
5. Complete the following fields:

   • Business name.

     Important

     The Business Name is a required field that the platform uses as your display name and allows Employment Hero to identify your organisation.

   • Legal name.

     Important

     This is the name that appears on your employees' pay slips.

   • Is this a foreign overseas entity?
     • Enter overseas address.
   • NZBN.
   • Address Line 1.
   • Address Line 2.
   • Suburb or City.

   • Contact name.

     Helpful Tip

     This is the name that will appear in the notifications sent from the platform.

   • Contact email address.

     Helpful Tip

     This is the email address that will appear in the notifications sent from the platform.

   • Contact phone number.
   • Contact fax number.

   • Standard hours per day.

     Important

     The value assigned here defines the default standard workday. It will mean when leave for a day gets applied for, this is how many hours it will default to. If you have any business rules requiring overtime to be calculated on a daily basis, this number will drive when overtime is triggered. Employers with a week defined as 37.5 hours might have 7.5 hours set here.

     What you enter here can be changed on an employee level for anyone it does not apply to via their Pay Run Defaults screen. What you set here will be the default value for new employees, so we would suggest you apply your most common setting here.

   • Work week.
   • Allow SMS notifications.
   • Default KiwiSaver employer contribution.
6. Click the Save button.

A Bank payment file is a standardised file format accepted by major New Zealand financial institutions. It facilitates payments from an employer's bank account to one or multiple employee bank accounts.

Employers use the bank payment file generated by their payroll software to pay employees. Uploading the bank payment file to the business internet banking portal and authorising the payments is a straightforward process for disbursing employee wages.

1. Log into your Employment Hero Payroll platform.
2. Click the   Business Settings menu.
3. Click the Payroll Settings submenu.
4. Click the   Payment Files button.
5. Click the   Add button.

6. Complete the following fields:

   • File Format.

     Helpful Hint

     The file format you need to choose will depend on your bank's specific requirements. Please contact your bank to get details on the exact file format they require.

   • Account number.
   • Account Name.
   • Lodgement reference.
   • and append

   Helpful Hint

   The platform limits your account name to only 20 characters.

7. Click the Save button.

   Important

   If you are choosing to use an Akahu integration do not set it up at this time. Integrating with Akahu too early in your implementation may result in automatic payment of test pay runs in error. We recommend integrating with Akahu when you are ready to transition your payroll. See also: Akahu Integration Limitations and FAQs 

The below information ‌walks you through how you can select from two IRD submission types.

Select one of the below two options depending on how your organisation submits lodgements to the IRD:

• Click the bottom option if you are submitting PAYE (Pay As You Earn) and reporting responsibilities to the IRD and are not using a third party.
• Click the top option if you use an outsourced company to complete your payroll filing on behalf of your organisation.

As a business with multiple locations across various suburbs or areas, you may have distinct employees employed in each location. To guarantee an accurate record of your organisation's workforce distribution, the location register is essential.

You can add new locations by specifying their names and areas (required for Payroll Tax reporting and public holidays) Assigning these locations to employees enables you to generate reports on labour costs for each specific location. This feature provides the flexibility to edit location information in case of changes and remove irrelevant locations when needed.

1. Log into your Employment Hero Payroll platform.
2. Click the  Business menu.
3. Click the Payroll Settings submenu.
4. Under Pay Run Settings, click Locations.
5. Click Add to add a new location.
6. Complete the following fields:
   • Location name

   • Regional Anniversary day

     Important

     This field must be entered to ensure correct payment for public holidays. If you have one location that covers many regions, you will have to set up separate locations for each regional anniversary day.

   • Is a sub-location of (Choose from dropdown box)
   • This location correlates with a record in another system (click the checkbox if applicable)
   • Make all sub-locations report to this location (click the checkbox if applicable)
   • Make this location available to all employees
7. Click the Save button.

In your organisation, there might be users who require access to specific features for performing certain tasks, like reviewing expense claims or monitoring employee clock-ins. These employees do not need full administrative privileges, but rather customised access.

With the Restricted Access feature, you have the flexibility to create personalised security groups, catering to the precise needs of your managers within the payroll platform.

1. Log into your Employment Hero Payroll platform.
2. Click the Business Settings menu.
3. Click the Payroll Settings option.
4. Click on Manage Users. 
5. Click on the Add button.
6. Add the email address and name for the user who you want to make an admin.
7. Make sure Full Access is highlighted. It will be highlighted in blue.
8. Click Save.

Within your organisation, a pay schedule serves to define the time intervals at which your employees will receive their payments. Depending on your business requirements, you may have employees on weekly, fortnightly, or monthly schedules, each with distinct setups to ensure accurate and timely payments.

You can set up pay schedules based on locations and/or entities as per your specific business requirements.

1. Log into your Employment Hero Payroll platform.
2. Click the Business Settings menu.
3. Click the Payroll Settings submenu.
4. Click the Pay Schedules button.
5. Click the Add button.

6. Complete the following fields:

   • Name
   • Frequency
     • Weekly
     • Fortnightly
     • Half-monthly
     • Monthly

   Important

   Selecting the monthly frequency option will display the Monthly Payment Mode option. This is used to calculate an average number of hours per month for employees with advanced standard work hours setup, as opposed to paying the specific hours per month based on the number of days in the month.

   • Included employees
   • Pay slip message
   • Pay run warnings
   • Pay run finalisation settings
   • Pay run payment file
   • IRD payments
   • Pay run automation
   • Pay run approval

7. Click the Save button.

   Helpful Hint

   We recommend creating an 'Ad Hoc' pay schedule for any offcycle payments or amendments. This must be set at the same frequency as your regular pay runs.