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IRD arrears deductions data gathering

Updated

IRD arrears deductions data gathering

  1. Navigate to the report menu > Deductions report.
    Screenshot of the payroll reports navigation sidebar showing Deductions report highlighted in a red box, with other report links including Add a new report, Costing report, Detailed activity report, Earnings certificate, Employee payment history, Employer liabilities report, Expense reimbursements report, Gross to net report, Journal report and KiwiSaver report
  2. Set date range as required and all filtering to All. Tick include terminated employees. Run and download the report into Excel.
    Screenshot of the Deductions Report filter page showing Date range 19/03/2025 to 29/04/2025, Employee All, a warning banner stating there are unfinalised pay runs that may affect this report, Pay schedule All, Deduction category All, Location All, Employing entity All, and Run report and Download buttons
  3. From the Excel report, switch the filtering on from Data > filter.
    Screenshot of a Microsoft Excel spreadsheet showing the Data tab with the Filter button highlighted with a red arrow, displaying a deductions export with columns including Pay Run, Date Paid, Employee, First Name, Surname, External, Location, Note, Child Support Payment, IRD Arrears, Post-Tax Deduction and Pre-Tax Deduction
  4. Filter the J column IRD Arrears for non-blank cells. This will highlight all impacted employees in all impacted pay runs.
  5. Pivot the data proceeding as follows: Select all > Insert > Pivot Table.
    Screenshot of a Microsoft Excel spreadsheet showing the Insert tab with the PivotTable button highlighted with a red arrow, displaying payroll deductions data with Pay Run, Date Paid, Employee and First Name columns
  6. From Table/Range > Choose where you want the PivotTable to be placed > New Worksheet > OK.
    Screenshot of the PivotTable from table or range dialog in Excel showing Table/Range set to Export!$A:$N, New Worksheet selected, and OK and Cancel buttons
  7. In the newly created worksheet, from the PivotTable Fields menu, add Employee Id field to Rows and IRD Arrears to Values. Ensure the Value is set to Sum (as opposed to count).
    Screenshot of the PivotTable Fields panel in Excel showing Employee Id and IRD Arrears fields checked, with Employee Id in the Rows area and Sum of IRD Arrears in the Values area both highlighted in a red box
  8. The sum of IRD Arrears displayed is the total deduction to be remediated by employee i.e. the total IRD arrears to be recovered from the employee’s earnings. 
    Screenshot of an Excel PivotTable showing Row Labels with employee IDs 6787242, 6787655, 8150490, 8202385 and 8202390 alongside Sum of IRD Arrears values and a Grand Total of $6,575.95

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