PayDay Filing

There are four types of payday files:

• ED - Employee details: New and Departing Employees only (address line 1 is now compulsory, IRD would like birth date but it's not compulsory. If DOB is supplied, then it will be sent to IRD. If the client doesn't want date of birth to be sent, they should not enter it in the payroll). Note we do not send the employee who is already setup as a new employee but not yet paid. The details for them are filed when they are first paid. If auto filing through the PI Gateway, then the ED file also contains KiwiSaver opt in, opt out information. If self-filing, then this information is separated out into a separate KED file (see below).
• EI - Employee Information: Pay packets for employees being paid in the pay run
• EIA - Employee information Amendment: A file is created for each amendment and contains what was originally filed versus what should have been filed. These are produced when reversing and adjusting pay packets that have been pay day filed where the original packet is an over-payment, or where the resulting adjustment results in no change to gross taxable payments but a change in a tax component occurs (eg PAYE, SL, CS, KS, ESCT), an EIA gets generated and will be filed automatically.
• KED file (only for Self -File Option ie the Client does the EI upload themselves and not Datacom) – This file lists all employees who were automatically enrolled in KiwiSaver, opted in to KiwiSaver, or who opted out of KiwiSaver during the pay day period

When does payday filing happen if Datacom does the Upload?

• On pay run finalization, a payday distribution gets created as a separate distribution to the final distribution.
• On completion of a payday distribution, pay run and employee information gets passed to PI Gateway and stored in the PI Gateway database. (The PI Gateway is managed by the Payroll Intermediary team. It is the PI Gateway that produces the pay day files.)
• Filing to IRD from PI Gateway to IRD happens on the day after the pay run's DC date.
  • ED files are scheduled twice a day at 1pm and 5pm.
  • EI and EIA files are scheduled at 8pm. 
  • ED files are only filed for new employees, terminating employees, or employees that are opting in or out of KiwiSaver, and only if these employees are also paid in the pay run's EI file that is going out on the same night.

When the amendment is filed, it will update the record for the past period end data on the EI Screen rather than getting it changed to the current run. This is because IRD does not accept negative returns hence the amendment happens for the payrun it relates to now if it was negative.
As well as the filing service, Datacom can also be your PAYE Intermediary at an additional monthly cost. See https://payroll.datacomgroup.net/nz/payroll-services/paye-intermediary