Our most frequently asked questions about our Payroll Service. If you can not find the answer to your question here, then please call our CEC on 0508 462 427.
I’m a new payroll client. What do I need to do for my employees to get paid?
Your Coach will walk you through the set-up process and go through all the documentation required to get you started.
Please note that as a minimum, you will need to complete and send a Payment Authorisation Form and an Employee Information Form for each employee to email@example.com. You can find these forms in your welcome pack, or you can download them from the Forms & Documents section of our website. You will also need something to verify each employee’s bank account such as a deposit slip.
It can take up to 10 working days to set you up on our payroll system so that we can load your employees’ details and process payroll payments.
I have hired a new employee – what do I need to do in order to pay them?
If you have hired a new employee, you can set them up in the Client Web Portal. If you are not using the online Portal, you will need to fill in an Employee Information Form and include a bank confirmation slip and send them to us at firstname.lastname@example.org.
Your employee needs to complete an IR330 (tax code form) and a KS2 (Kiwisaver New Employee form) which you need to keep in your records. We do not need to see these documents so long as you have filled out all the information on the Employee Information Form. If your employee does not wish to join KiwiSaver, they must fill in the KS10 (Opt-out) form and send it to the IRD, or if you send it to us, we will forward it on. Ensure you keep a copy of all these documents for your records.
Send all forms at least three working days before your employee’s first time sheet is due to be sent to us.
What is a Pay Cycle Calendar?
We have two Pay Cycles that fall on alternate weeks (P1 and P2) paid out on Wednesday nights. You will receive a Pay Cycle Calendar each year that highlights the dates for submitting expense claims and time sheets. If you are unsure you can check with our Customer Experience Centre on 0508 462 427. You will also get a reminder email each pay period.
My employee has just resigned – what should I do?
You can update their details in the Client Web Portal, or if you are not using the Portal, you will need to send us the Employee Resignation form. If necessary, you will need to submit any outstanding time sheets and leave forms to the Payroll Team. These forms can be submitted via the Client Web Portal , or emailed.
Your employee will receive a final pay that includes any leave owing.
When are time sheets due?
Time sheets are due every fortnight on a Monday by 5pm. Please check your Pay Cycle Calendar, to see which fortnight your time sheets are due. You will also receive an email reminder two days prior to due date.
I sent in a time sheet – will I receive a confirmation?
You won’t get a phone confirmation from payroll when you send a payroll document. However, you will receive an automatic email acknowledgement that we have received your email, for all documents sent to email@example.com. If you are using the Client Web Portal, you can track progress here.
I received a confirmation from Payroll – does this mean everything is okay?
The confirmation email is just an automated acknowledgement that we have received the information. At this point, nothing has been checked or processed. If we are not sure about something or require further information, the Customer Experience Centre (CEC) team will contact you directly.
I have sent my time sheet, but I need to amend it – what should I do?
If you use the Client Web Portal, you can modify your claim or time sheet so long as you haven’t already verified it. If you have already verified and submitted it, or you are not on the Portal, you can call our Customer Experience Centre (CEC) to make any changes. We will make any adjustments to claims or timesheets that have already been paid, as soon as we are able to.
I sent my time sheet in late – will my employee be paid on time?
If you send your time sheet after the close of business on Monday, we cannot guarantee that your employee will be paid on time. If you miss the deadline, where possible, the time sheet will be processed and paid on Thursday night or the next working day subject to availability of your IF funds.
Why haven’t I received my employee’s payslips?
When the pay goes into your employee’s bank account (usually around 8pm of the payment day e.g. Wednesday), you will be sent their payslips. Payslips, as well as other payroll reports, are password protected. The password is payslip10. You also view the payslip directly on the Client Web Portal. If you are still unable to view it, call our Customer Experience Centre (CEC).
How can I access payslips on the Client Web Portal?
To find a payslip for an employee, go to the Payslips tab in the Employees details. In the Payslips tab select ‘View’ to view the payslip. You can select ‘Download’ if you want to download the payslip to save it, print it or email it.
For more information, please see the Payroll Web Portal Guide.
Note: Employees who have access to the Portal can do it themselves. Otherwise, employers will have to share the payslip with their employees.
Why doesn’t Manawanui email my employees’ payslips directly to them?
Your employees’ payslips are sent to you as the employer so you can review the wage details and address any mistakes or other issues. It’s important your employees address any questions about their wages to you rather than Manawanui.
If you’re using our Client Web Portal, you can invite your employees so they can submit their own time sheets (they will still need to be verified by you) and view their payslips. Please see the Payroll Web Portal Manual.