This help guide will detail the basic information required to configure and begin using Tanda Payroll NZ.
Please note that, aside from step one, these steps are not listed in any specific order. While most of this information should be collected by default throughout the onboarding process, this guide acts as a failsafe in case it is absent.
What Does This Help Guide Cover?
1. Enable NZ Payroll
To get started, you will first need to enable the Payroll feature in your account (if you haven't already done so).
To do so, navigate to the Payroll tab along the top menu. Then, read through the description and key benefits. Once you're satisfied, click Enable Payroll and confirm your payment details.
Note: Only account Admins in non-partner accounts can enable Payroll in your account. Partner accounts will need to contact their partners.
2. Complete the Tax Code Declaration
Before running payroll, you will need to ensure your employees have completed the relevant tax code declaration form.
While this information should be captured during the onboarding process, you can also access the declaration form by navigating to a Staff Profile and selecting Payroll > Tax Information.
Employees will need to provide the following information:
Address
IRD Number
Source of Income
Tax Code
Employment Type
Employer Superannuation Contribution Rate (Note: this field is automatically set by your Admin)
Ensure you click Save at the bottom right of the page to confirm your changes.
3. Enter Bank Details
You will also need to ensure your employees have entered the appropriate bank account details.
To confirm, navigate to Payroll > Staff and refer to the table, as shown below. If an employee is missing the necessary Bank Details, it will show the following warning:
To resolve this, simply click on the warning icon, and you will be redirected to the Payroll Details section of the employee's profile. From there, click +Add next to Bank Accounts and enter the appropriate information, including:
Account name
Account number
Particular (optional)
Code (optional)
Click Create to save your changes.
4. Enter Kiwi Saver Details
Additionally, you will also need to ensure your employees have entered the appropriate Kiwi Saver details.
To confirm, navigate to Payroll > Staff and refer to the table. If an employee is missing Kiwi Saver details, it will show the following warning:
To resolve this, click on the warning icon, and you will be redirected to the Payroll Details section of the employee's profile. Simply click +Add next to Kiwi Saver Details and enter the appropriate information, including:
Status
Employee Contribution Rate
Employer Contribution Rate
Opted-out Date
Please be aware that if your status is set as Inactive/Not Eligible, the contribution rate must be set to 0. Likewise, if your status is set as Active, your contribution rate must be above 3%.
Click Create to save your changes.
5. Configure Holiday Pay Settings
You will also need to configure your employees' Holiday Pay Settings. To do so, navigate to a Staff Profile and select Payroll > Leave. Then click + Add next to Holiday Pay Settings.
From here, you will be prompted to fill in the following details:
Holiday pay percentage
Holiday pay as you go
Holiday pay accrued starting balance (this will be the current balance from your previous system after completing your last pay run before switching to Tanda Payroll).
Click Create to save your changes.
6. Configure Leave Balances
When moving to Tanda from another system, you can also configure your employees' opening leave balances. An employee may have already accrued leave that is not captured in Tanda, which you can add in here via their opening balance.
To do so, navigate to a Staff Profile and select Payroll > Leave. Then, click + Add next to Leave Balances.
You will then be prompted to enter the leave type, opening balance, and the next leave anniversary date.
Click Create to save your changes.
7. Configure Your Company IRD Supplier Setup
Before you can successfully run payroll, you will also need to ensure you have configured your company-wide Payroll IRD Settings.
To do so, navigate to Payroll > Payroll Settings > IRD Supplier Setup > View.
From there, you will be prompted to enter the following information:
Business Name
IRD Number
IRD Contact
Bank Account Number
Once you are happy with the information you have entered, click UPDATE to save your changes.
8. Add Recurring Deduction Templates (Optional)
You may also need to set up recurring deduction templates for an employee, though please note that this step is optional.
To do so, navigate to the Payroll Details tab of a Staff Profile and select +Add next to Deductions.
From there, you will be prompted to complete the following form:
Simply input the appropriate details, including:
The deduction type.
Whether it's a fixed amount deduction, or a deduction as a percentage of income.
If it's a fixed amount deduction, enter the fixed amount.
Select the total amount to be paid.
Select whether you want to set a cap for the deduction amount (optional).
Set the dates the deduction will apply from or to (optional).
Click Create to save your changes.
9. Add Additional Student Loan Repayments (Optional)
In some circumstances, you may also need to set up additional student load repayments, though please note that this step is optional.
To do so, navigate to the Payroll Details tab of a Staff Profile and select + Add next to Additional Student Loan Repayments.
From there, you will be prompted to complete the following form:
Note that the default tax type of 'PAYE: Student Loan' cannot be edited.
Simply input the appropriate details, including:
Whether it's a fixed amount tax calculation, or a tax calculation as a percentage of income.
If it's a fixed amount tax calculation, enter the fixed amount.
Select whether you want to set a cap for the tax repayment (optional).
Set the dates the tax repayment will apply from or to (optional).
Click Create to save your changes.