Keep up to date with the latest KeyPay features and developments.
April 13 2021
Earnings certificates now available in WorkZone (NZ)
As part of year end, employers can choose to issue earnings certificates to their employees. Employees could always access their earnings certificates via the employee portal but our latest WorkZone release allows employees to also access them directly within WorkZone.
Earnings certificates are accessed from the employee's Profile screen in WorkZone. Previous tax year records will also be available, on the proviso they have been generated in KeyPay.
The latest version of WorkZone - 3.1.2 (iOS) and 3.3.740 (Android) - was released today. Make sure to let your employees and clients know to ensure they download the latest version, if automatic downloads are not enabled.
Changes to default leave category settings
As you would be aware, when a new business is created, a set of pre-configured leave categories are made available to users. With specific regards to the Annual Holidays and Alternative Holiday Leave leave categories, you will note that the "Hide balances from pay slips and in employee portal" checkbox is ticked by default.
Effective from Thursday 15 April, any new business created will have the "Hide balances from pay slips and in employee portal" checkbox unticked by default. This means employees will have their balances (for those 2 leave categories) displayed on their pay slip and employee portal. We have made the decision to change the default setup as it is more commonplace for these leave balances to be made available to staff as opposed to hidden and, as such, it means that users are not having to constantly change the setup when creating new businesses.
Note to partners: If you are using business templates when adding a new business, please note that this new configuration will not override your template settings.
April 12 2021
Leave liability provisions now included in pay run journals (NZ)
The chart of accounts configuration now caters for leave liability provisions. This means users now have the ability to map leave categories against general ledger accounts and therefore take advantage of:
- avoiding manual entries for leave liabilities in the accounting platform
- automatically reporting accurately costed liabilities in the company's balance sheet after each pay run
Version 2 of Payday filing
Just an FYI to all users that Version 2 (V2) of Payday filing will take effect from 1 April 2021. Inland Revenue will not be accepting any Version 1 reporting after 31 March 2021. We have completed the changes required and will be ready to switch this on from the 1st of April.
To confirm, there are no process or setting changes required for users. However, it is important to note that you must complete the original employment information (EI) and any amendments in the same version of Payday filing. For example, if you submit an original EI using V1, then you cannot complete an amendment for that EI using V2. If this scenario does arise, you will need to contact the IRD for manual intervention.
Year end is approaching!
To make life easy for you, we’ve compiled all the payroll related changes to expect for the new tax year, along with enhancements KeyPay is working on specifically for year end.
You can find out more details in our blog post.
KiwiSaver amounts explained in the pay run
In each pay run, you will now notice a tooltip next to the employer and employee KiwiSaver amounts. When you hover your mouse over the tooltip, the employee's KiwiSaver status will be displayed along with a summary breakdown of how the contribution amounts were calculated.
This provides users with complete transparency of the pay run calculations along with the ability to easily reconcile against manual user calculations.
Changes to Bereavement Leave
The New Zealand Government has passed legislation in Parliament on 25 March that gives employees the right to take to take up to three days’ paid bereavement leave if they or their partner experiences a miscarriage or stillbirth. The existing rules on bereavement continue to apply. You can refer to the Employment New Zealand website for more information on the new changes. The law change is expected to take effect in the coming days, following Royal Assent.
This legislation is welcome news for all employees, and from a payroll system perspective, is simply a matter of using the 'Bereavement Leave' leave category that is set up by default for all new businesses within the system. Take note that our default leave category does not prescribe a set entitlement for this leave category due to the nature of the entitlement employees can receive per occasion and depending on the situation.
March 9 2021
Enhanced restricted user permissions to access employee details (Global)
(Available from Tuesday, 9 March)
From 9 March, we will be introducing 3 new permissions for restricted users. These permissions pertain to employee details and the different levels of access to such details, as follows:
- Level 1: View employee details. Restricted users with this permission will have read-only access to personal and emergency contact details of permitted employees.
- Level 2: Edit basic employee details. Restricted users with this permission will have edit access to personal, emergency contacts, bank accounts, super (AU), KiwiSaver (NZ) details of permitted employees.
- Level 3: Edit all employee details. Restricted users with this permission will have edit access to all employee details (similar to a full access user) of permitted employees.
These new permissions provide greater flexibility to businesses and bureaus when configuring user access for employees, external parties or clients. Previously, users needed full access to edit employee details. Affording this functionality with restricted access completely removes any concerns about users having access to payroll settings or pay runs.
Any existing restricted user set up prior to 9 March will have their permission defaulted to 'View employee details'. This will ensure existing functionality of restricted users is not impacted when this feature is deployed. You will have the ability to change this permission to one of the other options or alternatively can choose to remove all access to employee details by selecting the 'No access to employee details' option. New restricted users set up on or after 9 March will default to the 'No access to employee details' option.
It would now be a good time to assess existing restricted users and even full access users to determine whether access levels or permissions should change. At a business level, you can export existing users via Payroll settings > Manage users > Export. Our partners can export user details across each of their white label via the Partner dashboard > White label management > Security > Download.
February 18 2021
(from Friday 19 February 2021)
We have now enhanced most of our reports with new functionality, improved designs and better layouts!
This will make it easier to navigate the reports, helping users notice what information is available and what is important.
The new enhancements include:
- Sticky filters - Easily access report filters and download buttons while scrolling through your report, without having to scroll to the top of the page.
- Consistent buttons - The buttons for performing report actions, like running and downloading reports, are now consistent across reports.
- Quick switch between pay run and date range - Most reports now have a toggle button to quickly switch between date range and pay runs in a report filter.
- Addition of report header bar - Reports now have a header bar, so that you can easily identify the report that you are using.
- Expandable text - Expandable text is now easily identified by blue text.
February 18 2021
Addition of new deduction categories (AU)
(from Friday 19 February 2021)
When users create a new business, we now include 5 new deduction categories and 2 new deduction classifications. This will allow users to correctly report on deductions for workplace giving (pre-tax), workplace giving (post-tax) and union or professional association fees when submitting their STP event to the ATO.
It is also a great start to the work we need to do for STP Phase 2, in which users will be able to include child support deductions and garnishees as part of their STP event, thus taking away the need for the employer to report this information separately. The ATO have scheduled STP Phase 2 to commence 1 January 2022.
Further information regarding child support deductions can be found here.
Further information regarding workplace giving set up and reporting can be found here.
February 10 2021
With the commencement of the JobMaker Hiring Credit scheme, which is an incentive that provides businesses rebates when additional young job seekers are employed, we have released a few features with the aim of helping users navigate the process:
- JobMaker Eligibility Report: Assists in determining the eligibility of employees;
- JobMaker Employee Notice: This allows you to send, record and keep JobMaker notices for eligible employees;
- Processing JobMaker in the pay run: In order for employers to receive the incentives under the scheme, both nominations and JobMaker periods must be reported via STP. As such, we have added a new JobMaker pay run action with the intent of simplifying the reporting process for employers as much as possible whilst keeping in line with ATO specifications.
Please note that employers have until 30 April 2021 to claim for JobMaker Period 1.
Click here to access a list of support articles that will help you navigate the JobMaker process.
Deferral of STP Phase 2 mandatory commencement
The ATO released an STP Phase 2 draft legislative instrument for consultation between 8 December 2020 and 14 January 2021 with a proposed mandatory commencement date of 1 July 2021. Suffice to say, the ATO received a lot of feedback and the biggest concern was the unrealistic deadline proposed as the mandatory commencement date.
The legislative instrument issued by the ATO on 3 February confirms that the ATO has agreed to postpone the mandatory commencement date to 1 January 2022.
KeyPay has already commenced planning for Phase 2. Our aim was to start introducing new features applicable to Phase 2 throughout the year and prior to the mandatory commencement date. Despite the deferral, we will continue with this plan so as to ensure a smooth transition from STP Phase 1 to Phase 2.
JobKeeper Nomination Form
Users are now to able to download a PDF copy of the JobKeeper employee nomination that employees have previously submitted online. This feature will bring into alignment new guidance from the ATO that advises employers should retain a copy of the completed notice from each employee for record keeping and audit purposes.
More information on the JobKeeper nomination form can be found here.
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How is billing calculated?
You will only receive a per employee monthly charge for employees who have been included in a pay run/pay runs during that month. In other words, KeyPay you will not receive a charge for an employee that sits in the system but has not been paid during that billable period.
When does invoicing occur?
You will receive your invoices on the 1st of each month and payment is taken on the 8th of each month.
How is monthly billing achieved for our white labelled solution?
If you have a white-labelled solution in place KeyPay will never bill your clients directly. As a partner, you are required to bill your clients. KeyPay will invoice you directly each month.
Can we access a demo payroll business?
KeyPay doesn't provide pre-filled demo accounts. If you wish to create a demo account you can make a test business in your white-labelled solution. Trial periods are not automatically available so you will need to request this by contacting: