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. |
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.
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.
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.
Each payday file is represented as a line in the Payday Filing History report with details about the payday file and the associated payroll.
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.
The payday date of the payroll. Select the link to view the Historical reports.
The date the payday file was sent to the IR.
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.
The total tax for the payroll. This field will be blank if the payday file is an Employee Details file.
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.
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.
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.
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.
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.
The type of payday file. Select the link to open the payday file as an XML file.
Payday file types:
The different status types alert you to the success or failure of the payday filing submission.
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.
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.
A payday file is not required for this payroll, for example, the payroll was a $0.00 payroll where no employee was paid.
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.
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.
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.
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.