When we are setting up your new PaySauce account, we'll need key information about your employees to ensure we set them up correctly.
This includes information about how they work and are paid, as well as their pay history to ensure their leave calculations are accurate in accordance with New Zealand law.
We've provided this guide to help you understand what we need and why, but our team can assist with any questions you might have.
Key employee details
Whether you are providing information from another payroll system or your manual records, we'll need to know the following information to correctly set up your employee ready for a pay run.
Name
Start date
IRD number
Bank account number
Tax code
Tax rate, if they are a contractor or have a special tax code
If they contribute to KiwiSaver, and if so at what rate
Payment type (annual salary or hourly rate)
Pay rate
Working hours type (standard or variable)
Employment status (e.g. if they are a casual employee)
Their standard hours and days if they are specified as having standard hours
If they are casual, their annual leave payment method (if they have holiday pay paid each pay or not).
Leave entitlements and balances
We'll also need information about the employee's leave entitlements. This won't prevent you from running your first pay but it is always preferable to have it from the start. We'll need:
Their entitled annual leave balance (if applicable)
Their accrued annual leave since last entitlement or start
Any leave taken in advance of entitlement
Gross taxable earnings in current anniversary year (since last entitlement date)
Sick leave balance
Alternative public holiday balance
Pay history
We need your employee's pay history for the last 52 weeks, or to their start date if they started less than 52 weeks ago.
This is because the details of their pays in the past affect their leave calculations.
For each employee, we will need the pay data for every pay period in the last 52 weeks (or to their start date). We'll need:
The pay period end date
The total number of hours in the pay (worked and leave)
The total number of days paid (worked and on paid leave)
The gross taxable earnings for the pay period, excluding any gross earnings which do not qualify for leave calculations.
When we upload your employee's pay history, their leave earnings and calculations will be calculated.
This does not populate YTD earnings for tax purposes.
Optional information
The following information is optional, and if missing will not prevent us from setting up your employees.
An email address, if you want them to receive payslips and have a PaySauce employee account
Date of birth
Gender
Phone number
Address
Emergency contact information
How to provide the information to us
Our team will guide you through this as you are getting your account set up. Our requirements may be different depending on the number of employees you have to be set up.
Set up the employees yourself
You may wish to simply add the employees yourself in PaySauce. This is straightforward and allows you to control how and when you enter the information. We have an article on how to do this, available here.
Provide reports from your current payroll provider
Every payroll provider shows this information a bit differently, and our expert team can guide you through getting the information from your current system. We'll need all the information about your employees as described in this article.
Complete our template
We have a template available for filling in employee information. We may require you to complete our template if you have a large number of employees to be set up.
If you have questions about completing the template, our team is happy to help you. You can download it here, complete it and then return it to our team.