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Note: This article is for clients who manage their own tax. You don't need to worry about payday filing if iPayroll is your PAYE Intermediary, as iPayroll will manage your payday filing for you. |
Introduction
Payday files will be submitted directly to Inland Revenue (IR) by iPayroll when we Close your payroll.
Because you manage your own tax, each time a payroll is closed, you are responsible for verifying if the payday files have been received successfully or not.
You can check the status of your payday files in iPayroll. A record of every payday file, and the status of that payday file, is recorded in the Tax > Payday Filing History report.
Payday Filing History report
Each time a payroll is closed, you should go to the Payday Filing History report to check the payday file related to the payroll has been received successfully by the IR.
- View the Payday Filing History report
- What does the Payday Filing History report show
- Status types
- Not connected to myIR
View the Payday Filing History report
Note: The user who can perform this action must be a Paymaster, or a person with Enquiry Only access, who has access to all employees.
- In iPayroll, go to Tax > Payday Filing History.
By default, you see all the EI returns. You can change which payday files to view by changing the settings.
- If you would like to change any of the following settings:
- Payday From Either select the date from the Calendar picker, or type the date in the date field
- Payday To Either select the date from the Calendar picker, or type the date in the date field
- EI Return Either select the checkbox to display the EI schedule payday files, or deselect the checkbox to hide the EI schedule payday files
- Employee Details Either select the checkbox to display the employee detail files, or deselect the checkbox to hide the employee detail files
- Go Select the Go button to apply any changes made
What does the Payday Filing History report show
Each payday file is represented as a line in the Payday Filing History report with details about the payday file and the associated payroll.
Payrun
The payroll number of the payrun. Select the link to open the Payroll Summary report.
For an Employee Details file, this identifies the payroll associated with this file.
Pay Day
The payday date of the payroll. Select the link to view the Historical reports.
Date Filed
The date the payday file was sent to the IR.
Gross
The gross value of the payroll. This field will be blank if the payday file is an Employee Details file. Select the link to open the payday file as an XML file.
Tax Total
The total tax for the payroll. This field will be blank if the payday file is an Employee Details file.
Status
The status of the payday file. If the payday file has been received successfully by the IR, selecting the link in the Status will display the unique Submission Key. This is issued by the IR to identify that particular payroll. The Submission Key is only issued for EI schedules.
Errors
The error message received from the IR if the payday file is rejected.
The only error message displayed by iPayroll is if a payday file is unable to be submitted, because a previous payday file has not been successfully received by the IR.
In this case, the Error message will appear as Previous EI return(s) failed to submit successfully.
Send
A Send button to send a payday file manually. The Send button is only active on the oldest unsuccessfully submitted payday file, including payday files generated at the time a payroll was Confirmed, but hasn't Closed yet.
Only Paymasters can send payday files.
Employee Details File
The name of the employee. This field is blank if the payday file is an EI schedule. Select the link to go the the employee.
Original Payrun
The date and payrun number of the original payroll. This field is only populated if the EI schedule is an amendment to an original payroll.
Type
The type of payday file. Select the link to open the payday file as an XML file.
Payday file types:
- Return The EI schedule
- Amendment An EI schedule that is an amendment to an original payroll
- Create An Employee Details file for a new employee
- Update An Employee Details file containing a change of details for an employee
- Terminate An Employee Details file for an employee who has finished
Status types
The different status types alert you to the success or failure of the payday filing submission.
Submitted successfully
This is the first success status received for the EI schedule payday files. It indicates the payday file has been successfully received by the IR.
Overnight, the status should update from Submitted successfully to Accepted successfully.
If the status has been at Submitted successfully for more than a day, this would indicate that the IR are reviewing this payday file. The payday file will update to Accepted successfully once the review is complete.
Accepted successfully
- EI Schedule This is the second and last success status you will see for the payday file.
- Employee Details This is the only success status for Employee Details payday files.
Required when completed
The payroll has been confirmed, and the payday file is ready to be sent when the payroll is closed.
Note: You can manually send the payday file before the payroll has closed. However, if you do send the payday file before the payroll is closed, you will not be able to unconfirm the payroll.
Not required
A payday file is not required for this payroll, for example, the payroll was a $0.00 payroll where no employee was paid.
Unable to submit
iPayroll was unable to submit the payday file, for example, there was no connection at the time iPayroll attempted to send the file, or the previous payday file has not been submitted successfully.
Note: Payday files are sent in order. If a payday file has failed to send, and another payroll is closed, iPayroll cannot send the payday files from the latest payroll.
See the Unable to Submit Status article for assistance on reconnecting and resending the payday file.
Rejected
The payday file was rejected by the IR. If you receive this status, you will need to contact the IR directly for assistance. The Errors column will display the IR's error message. You will need to provide this message to them.
Unable to retrieve status
iPayroll was unable to get an updated response from IR, for example, the connection between iPayroll and myIR is currently not working at the time iPayroll requested an update.
This applies to EI returns that have been submitted successfully. iPayroll checks with IR daily to see if the status of an EI return has updated from Submitted successfully to Accepted successfully.
Not connected to myIR
If you are not connected with your myIR credentials, you will see a Warning message at the top of the Payday Filing History report.
It is important that you maintain your connection to myIR. If you are not connected, iPayroll cannot submit your payday files on your behalf.
Note: You will also see this Warning message when you are in the Payroll > 4. Confirm page.