Payday filing

1. Go to the Employee Details (MPPP5025) screen. The Return start date and Return end date will default to the month start/end dates based on your MYOB Advanced business date. The grid area will be automatically populated with:

   • New employees, i.e. those whose employment start date falls within the Return period date range.

   • Departing employees, i.e. those whose employment end date falls within the Return period date range.

   • Employees with a change in KiwiSaver status, e.g. employees who are opting-out of KiwiSaver and those who are voluntarily opting in, e.g. an employee who may have previously been ineligible for KiwiSaver or a new employee 65yrs or older.

   • Employees who were previously reported with no IRD number but now have one, and tax code changing from ND to another code.

2. Review the list of employees. If any changes are needed go the screen used to record the data being reported to make corrections before continuing

3. Click Save & Export. This will save the batch and export an ED file as a CSV file. If there are employees from multiple companies in the selected date range, one export file will be created for each company.

4. Download the ED file(s) from the standard Files window on this screen.

5. Go to the myIR website and upload the file(s).

The Employee Details Batch Summary screen (MPPP5033) shows an overview of all ED file batches that have been created from the Employee Details Return screen:

As the format of the file changed in v2021, batches created with versions of MYOB Advanced prior to 2020.5.4/2020.6 will not appear correctly on this screen.

Select Create New Batch from the Actions dropdown to open the Employee Details Return screen with no batch selected, so that you can create a new batch for a selected date range.

Select a pay run, then select Create Batch from the Actions dropdown. If approvals are enabled for EI returns, the batch will need to be submitted for approval and approved before it can be exported. If the IR 345/348/EI Auto Approve option on the Payroll Preferences screen (MPPP1100) is ticked, the batch will be approved as soon as it is created, and can be exported straight away.

Select Export from the Actions dropdown to export the details of the EI return in the CSV format for submitting to the IRD.

If there are employees from multiple companies in the selected pay run, one export file will be created for each company.

The exported CSV files can be downloaded from the standard Files window on the Employment Information Return screen. To submit these files for payday filing, download them, then log in to the myIR website and upload them.

The IRD’s website has information, including a video tutorial, on how to payday file through myIR.

The Employment Info Batch Summary screen (MPPP5032) shows an overview of all EI return file batches that have been created from the Employment Information Return screen (as well as any IR348 batches that were created before the introduction of payday filing):

As the format of the file changed in v2021, batches created with versions of MYOB Advanced prior to 2020.5.4/2020.6 will not appear correctly on this screen.

Click on a batch’s ID to view its details on the Employment Information Return screen, or the IR348 EMS screen (MPPP5002) for existing IR348 batches.

Select Create New Batch from the Actions dropdown to open the Employment Information Return screen with no batch selected, so that you can create a new batch from a pay run.

The Manage Pays screen (MPPP4110) displays the ID code and status of the EI batch associated with each pay.

Amendments to a submitted EI return file must be done directly online in the myIR portal.

If you reverse a pay run whose EI return has not yet been uploaded, then no action is required.

If you reverse a pay run has already been reported, you will need to report an amendment to report that pay run with $0 values:

1. Log in to myIR and find the submission to be amended.

2. Select File Return for the period, then click the View or Amend Return link.

3. Select Enter online.

4. On the Employee information submission screen, select the employee’s IRD number. In the ‘Schedule details’ amend all relevant values to $0 and save. Repeat for all employees in the pay run, then submit.

Follow the normal process for the replacement pay run, as described in the “Reporting New and Departing Employees” section on page 6.

If you want to correct values in a pay run that has been reported, including if you have completed an Adjust Pay, follow this process and amend only the relevant employees/values. If the adjustment is to a reporting period prior to the current, you will need to use the Prior period gross and Prior period PAYE fields. You may want to use the MYOB Advanced People pay reports to help identify the values—you can attach them as files to the relevant EI return batch for information.

These amendments will not be reflected in your MYOB Advanced records.

If you have only a small number of amendments to make, the easiest option is to amend the records directly in the myIR portal:

1. Log in to myIR, select the My business tab, select Payroll returns, select the Employees tab, then click New/departing employees.

2. For each employee to be amended:

   1. Click the IRD number of the employee.

   2. Amend the incorrect values, click OK.

If you have a lot of amendments to make, then it may be easier to delete the myIR records, create a new ED file and submit it.

These amendments will not be reflected in your Advanced records – you will still need to amend the saved data in either the Employees screen (EP203000) or the Taxation tab of the Pay Details screen (MPPP2310).