Going live with Employment Hero Payroll

Gateway Connection

You will need to connect to the IRD Gateway Services before submitting your first payday filing.

To connect to the gateway:

1. Access your Employment Hero Payroll
2. Navigate to Reports Payday filing - Employee details
3. Select Connect to open the IRD Portal
4. Enter your IRD credentials
5. Authenticate access
6. You will be redirected back to Employment Hero once this is successfully completed

Tip: If you have multiple entities in Employment Hero, you will need to ensure that the IRD Credentials you use to connect to the Gateway Services has access to both NZBNs.

Payday Filing - Employee Details

Before running your first payroll in Employment Hero, submit the Employee Details Payday Filing. This step is crucial for matching employee information with Inland Revenue Department records, allowing for early detection and resolution of any discrepancies.

To submit the report:

1. Navigate to Reports Payday filing - Employee details
2. Select the entity for submission (only applicable if multiple entities are entered in Employment Hero)
3. Select Run report
4. Select Upload to IRD Gateway Services to submit
5. The submission will connect to IRD and validate the information. If this is successful, you will see "success". Any errors will be depicted on screen and you will need to correct these before you re-submit

Information about resolving common errors can be found here.

Payday Filing - Employment Information

After finalising your first pay run in Employment Hero, you will need to submit the Employment Information Payday Filing. This submission reports the pay period earnings for each employee.

To submit the report:

1. Navigate to Business Dashboard Pay Run
2. Select the pay run for IRD Submission
3. Select Payday filing. You will then be redirected to the Employment Information lodgement screen
4. Select Upload to IRD Gateway Services to submit
5. The submission will connect to IRD and validate the information. If this is successful, you will see "success". Any errors will be depicted on screen and you will need to correct these before you re-submit

Tip: You can navigate away from the page while this works and check back at a later time.

From the dashboard you will be able to see indicator on the submission:

• Green icon = Pay run has successfully been lodged with IRD
• Orange icon = Pay run lodgement is still pending with IRD
• Red icon = Pay run lodgement with IRD has failed

Information about resolving common errors can be found here.

Once your pay run has been finalised, sending pay slip notifications becomes effortlessly efficient with just a few simple steps:

Step 1: Locate the "Publish Payslips" Button

• Navigate to the completed pay run
• Find the Publish Payslips button within the pay run actions bar

Step 2: Click the "Publish Payslips" Button

• Click on the Publish Payslips button
• This action will trigger the pay slip notification process

Step 3: Employee Notifications

• Notifications will be sent to your employees, informing them that their pay has been processed and their pay slip is available

Step 4: Choose Notification Method

You have the option to send notifications in two ways:

• Email: An email notification will be sent to the employee's email address
• SMS: An SMS (text message) notification will be sent to the employee's mobile phone (if configured)

Step 5: Email Sender Information

For email notifications:

• The email address configured in the 'Payslip' settings (under payroll settings) will be used as the sender's email address

For other outgoing emails (not related to pay slips):

• The email address specified in the "Contact Email Address" under Payroll Settings Details will be used

Tip: Pay slip notifications will only be sent when you click the "Send Notifications" button. This gives you full control over when your employees receive their notifications.

Step 6: Manual Distribution (if needed)

If you need to distribute pay slips manually:

1. Locate the Pay slips button in the Pay Run Actions button.
2. Click on the Pay slips button
3. Choose between:
   • All Pay slips: To view and generate all pay slips
   • Manual Notifications: For employees who do not receive electronic notifications

Step 7: Filtering Pay Slips

If you need to filter pay slips by employee location:

• Use the available filter options to select the desired location

Step 8: Printing Pay Slips

To print pay slips for employees who require physical copies:

1. Select Manual Notifications (as in Step 6)
2. Click the View Payslips button
3. Print the pay slips

Step 9: Downloading Pay Slips as PDF

To download pay slips as a PDF file:

• Click the Download Payslips button
• The PDF file will be generated and available for download

Tip: If you are using the HR platform, please note that pay slips are generated as part of an overnight process. Employees will be able to access their pay slips on the following day.

Report Packs offer several advantages, including the ability to set up schedules for ongoing automated reporting, the option to include recipients who don't have account access via email delivery, and the time-saving benefit of bypassing manual downloading, saving, and emailing of reports.

1. Log in to Employment Hero Payroll.  
2. Navigate to Business (suitcase icon) on the left-hand side navigation menu.
3. Click on Payroll Settings 
4. Under Business Management, click on Report Packs.
5. Select Configuration.
6. This displays the settings that will allow you to set up your own default configuration when sending Report Packs
7. By default, the email address from which the Report Pack email is sent is the one specified in the Contact Email Address field within Business Settings.
8. Select Add to create your custom report packs.
9. Complete the required information:
   1. Name
   2. Period
   3. Schedule.

Tip: To specify when the Report Pack should be sent, use "Set up a schedule" to define frequency, day, and time for recurring deliveries. Alternatively, "Send out at these times" allows for one-time scheduling. Multiple dates/times can be set using the 'Add another time' option.

Reports

Upon selecting a report to add, you will need to specify additional fields based on the chosen report. These fields include:

1. Reporting Period vs. Custom Date Range - Depending on the report's capabilities, you can choose to apply the reporting period or set a custom date range
   1. For reports like 'Pay run audit' or 'Pay run variance,' you won't have the 'Use report pack period' option. Instead, you'll select options like current pay run, previous pay run, etc. Unfinalised pay runs will be marked with an asterisk.
2. Export Format - Choose export options such as CSV, Excel, PDF (or other format options specific to the chosen report)
3. Report Filters - Various additional report filters that pertain to the specific report
4. After scheduling a Report Pack, you'll proceed to set the following:
5. Frequency - Determine whether the schedule is weekly, fortnightly, or monthly
6. Time - Specify the time when the Report Pack will be sent
7. Days - Indicate the day(s) when the Report Pack should be sent
8. Start and End Dates - Define when the schedule begins (today or a custom date) and ends (never or a custom date)

Additional settings include:

• Recipients
• Custom message

Once a report pack has been configured, recipients can access the reports in one of two ways, depending on the settings chosen during report pack setup:

• If 'Recipients must log in to download report pack' was selected: Clicking on the link within the email will direct the user to the payroll login page. They must log in before accessing the reports.
• If 'Recipients must log in to download report pack' was not selected: Recipients can directly click the provided link in the email to download and access the reports.