Setting up payrolls for new employers

Becoming an employer for the first time can be daunting, but KeyLink can solve the payroll problem for you. Our friendly and experienced team will guide you through all the steps.

We can even help with employment contracts.

We have helped:

• Start ups
• Hired first employee
• Bought an existing company
• Carve outs

A new employer needs the following:

• An IRD number
  Your IRD number needs to be registered as an employer. We can help you with this.
• A bank account
  If you haven't got one, we may be able to help with a Commercial Trust Account.

Once we have your IRD number and bank account we will move on to do the following:

1. Configure your Payroll

We enter your Company’s details into our payroll system. These details include:

•          Company Name
•          IRD Number and filing frequency
•          Bank Account Number
•          Pay types, e.g. salary, wages, allowances
•          Leave types in addition to the standard Annual, Sick, Bereavement, Public Holidays,          Alternate Public Holidays e.g. Time in Lieu
•          Your departments and locations
•          Your Pay Period(s)

2. Setup Banking Arrangements

We have 4 ways of making payments to your staff, please see here for more details

3. Load Employees

To do this we will need to know your employee’s details.

If you have an existing payroll system we will be able to extract the information we require from it.

If you are a new employer, we will give you a new employee form to be filled out for each new employee.

Information we require includes:

•          Name
•          IRD Number
•          Tax Code
•          KiwiSaver status
•          Pay Rate(s)
•          Bank Account
•          Standard Hours (where appropriate)
•          Leave Balances (if any)
•          E-mail address

If all your employees are new to your organisation we are done.

If you have bought an existing company or have carved out part of an existing company, you may need to treat the employment as continuous. We can help you work out if this applies to your situation.

If your employees need to be treated as having continuous service then we will need to:

4. Load History

So that your employees’ Annual Leave Rate is calculated correctly we will load at least 12 months of pay history.

So that we can provide you historical reports we will try and load your complete pay history from your existing system.

The minimum information we need is the gross earnings eligible for Annual Leave and the time worked each pay period. If the complete leave and pay history is available, we will load these.

5. Parallel Runs

So that we can make sure that your first pay will go smoothly we will run the last two payrolls and compare them with your current system. We will discuss any discrepancies between our calculation and your existing system with you.