Crystal Payroll makes it very easy to file with the IRD as we offer automated payday filing so that you may never have to file manual returns again.
Follow our instructions below to find out everything you need to know about filing to the IRD.
Enabling Payday Filing
Navigate to “Company Settings”, “Payroll Settings”. Under “General Settings”, please ensure that your company IRD number is correct and that you have already registered as an employer with the IRD. Please also ensure that the Pay Period Start Date matches the date you have informed the IRD you will be using.
Scroll down to “Payday Filing Settings” and select “Enable Payday Filing Function”. It is also worth selecting “Set Authentication” here as this option allows you to view returns to the IRD within Crystal Payroll and submit them manually should you not want to wait until the auto-file date. Keep in mind that there are often times where the IRD updates their system, and you may need to return to this page and select “Reset Authentication”.
Just under these two options is “A Completed Pay-run will be Filed to IRD on 2 days” after Payment Date. When the system states “2 days”, it means two working days. As in the weekend and public holidays are excluded. This is the maximum amount of time that the IRD allows for you to submit your returns without receiving filing penalties. You can still change this from less or more should you want to change the drop-down menu from 2 to your desired option listed.
How automatic filing works
Now that you have enabled automatic payday filing, you will still need to process your employees’ pay. Once all employees pay has been approved in “Process a Pay”, “Take Home Pay”, the system still waits until the payment date you have set up before it begins its filing instructions. This can give you a lot of leeway for human error, and we generally recommend letting the system automatically do the filing for you.
In the scenario that the payment date has been and gone, and you are finally processing your employees’ payment two days afterwards, then this can be a severe issue for you if you do not complete the pay-run before 5:15 pm NZT. In this instance, you would need to submit your return manually.
Payday Filing Dashboard and Manual Submissions
If you would like to submit a return manually, simply find the relevant pay period listed and select “Submit”. If your pay period is not listed, you will need to send an email to our support team asking for the pay period to be marked for filing. This issue usually occurs when you enable the payday filing feature after a pay period has already been created.
You can also select “View” next to “Submit” to view the filed returns.
If you select an option and error “4” displays, then you need to “Reset Authentication” in your payroll settings again, as stated earlier. If you get a different error, please contact our support team or speak with the IRD directly to figure out the meaning behind the error message.
This guide should cover just about everything you need to know about filing information over to the IRD. If you have any questions or get stuck at all throughout any of the processes listed here, please do not hesitate to contact our support team here at Crystal Payroll.