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HNZLEMPD0 - Employee Details Schedule

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Purpose

This report will generate the necessary details to advise Inland Revenue of new hires, terminations as well as updates about KiwiSaver status and tax code. The information will be generated on a pay result basis, for example a pay period or an off-cycle pay result.

Prerequisites

You must have the payroll results for the pay period for which you are running this report, and the EMS cluster table must be populated.

Output

This report displays the employee’s information related to their hire, termination and update events that took place since the last payroll period.

The following should be noted:

• The report should be run only once in the update mode.

If the Generate XMLoption is selected, the data is saved to the T7NZED table and passed to the B2A Manager for submission to Inland Revenue as an XML file. If the report is accidently run twice, the status of the duplicate B2A Manager line item should be changed so that the XML file corresponding to it is not sent to Inland Revenue. (Alternatively, the duplicate line item can be deleted via program H99_B2AREORG.)

If the Generate CSVoption is selected, the data is not stored in the T7NZED table. A CSV Filebutton appears on the report output screen. You can click this and then specify a folder path and file name for the CSV file. If the payroll area for which the report is executed has multiple company codes and hence there are multiple Employer IRD numbers in the output, you will be prompted to create a separate file for each as there can only be one file per legal entity. The file(s) can then be manually uploaded from the MyIR website. Note that background processing is not supported for this option.

NOTE:

• When XML files are created, there is one file per employee as per Inland Revenue requirements. However, when the CSV option is selected, there is one file per company code.

• The CSV file format cannot be used to report KiwiSaver opt out information. This needs to be reported separately by uploading a KED report or manually entering the information into MyIR.

• To avoid the report being accidently run twice, consider running it as part of the formal payroll process once a payroll result is finalized.

• The report is executed for each payroll run, and not for a period of time.

• The report is generally run for a payroll area. Other values like the personnel number, company code, personnel area and payroll area can be entered if the results are to be filtered.

• If the employer monthly schedule (EMS) payroll cluster table has a hire date or a transfer-in date for an employee, a hire file will be created for them.

• If the EMS cluster table has an update related to the KiwiSaver status, tax code or IRD number of an employee, an update file will be created for them.

• If the EMS cluster table has a termination date or a transfer-out date for an employee, a termination file will be created for them.

• If the employee is terminated from one company code and rehired into another company code (different legal entity) with a different IRD number during the pay period, then a termination file will be created for the first company code and a hire file for the second company code.

• If an employee is transferred from one company code to another company code with a different IRD number, then a termination file will be created for the first company code and a hire file for the second company code.

• If an employee is hired or an existing employee has joined back, then the EMPLOYEE_KIWI_SAVER_ELIGIBILITY is filled with one of the below values:

• NE – The hire date is equal to the Date Joined Fund in the Superannuation NZ (IT0310) infotype and the employee does not belong to an exempted employer.

• EE – The hire date is not equal to the Date Joined Fund in the Superannuation NZ (IT0310) infotype and the employee does not belong to an exempted employer.

• EE - The hire date is not equal to the Date Joined Fund in the Superannuation NZ (IT0310) infotype and the employee belongs to an exempted employer.

• With effect from 01.04.2021, in case of a create file for an employee, the KiwiSaver status is filled with one of the values as described below

• If an employee has a Superannuation NZ (IT0310) infotype record with the Not Eligible checkbox checked, then if reason code is maintained as 04 – ‘ Short term employment’, then the KiwiSaver status will be set to ‘CT’ else the status will be ‘NK’.

• If an employee has a Superannuation NZ (IT0310) infotype record with Existing KiwiSaver Employee option checked, then the status will be set to ‘AK’.

• If an employee has a Superannuation NZ (IT0310) infotype record and the employer is an exempted employer, then the status will be set to ‘OK’.

• If an employee has a Superannuation NZ (IT0310) infotype record and the hire date of the employee is equal to Date Joined Fund in the Superannuation NZ (IT0310) infotype, then the status will be set to ‘AE’.

• If an employee has a Superannuation NZ (IT0310) infotype record and the hire date of the employee is not equal to Date Joined Fund in the Superannuation NZ (IT0310) infotype, then the status will be set to ‘OK’.

• In case of Concurrent Employment (i.e. there is more than one active PERNR with the same IRD number in the same legal entity): A ‘master’ PERNR is determined by the system. This will be the employee with the earliest start date or if there is more than one employee with the same start date the master will be the one with the earlier PERNR. All concurrently employed employees are reported under the ‘master’ PERNR. In the report output the original employee is shown in the ‘processed’ PERNR field and the master in the ‘employee number’ field.

• When a 'create' file is generated by the ES Report, the 'master' PERNR is changed to 'update' file. All fields are filled as per the 'master' record data, and all tax codes from all the concurrently employed PERNR are reported. If there are more than one 'main' tax codes, the employee is listed in the exceptions list as the Inland Revenue does not accept multiple 'main' tax codes. If the employee records have the same tax codes, then only one tax code is reported since Inland Revenue does not accept files with duplicated tax codes.

• If an 'update' file is due to be reported then the details are reported as per the master PERNR and all tax codes are reported. If the employees are in the same payroll area and there are multiple 'update' files to be processed, then the duplicates are deleted.

• If a 'terminate' file is due to be reported the file is changed to 'update' and only the tax codes that are still active will be reported in the update file. If the 'master' record is terminated, the next earliest PERNR record is considered the 'master' and the details are reported as per that record.

NOTE: This functionality is only required for those organisations in which an employee can have more than one employee number.

• The format of the XML file is determined by Inland Revenue and cannot be changed by the user. However, the fields displayed in the ALV output can be changed using standard ALV report functionality.

• Using the Change Data in Employee Details Schedule (HR_NZ_GET_EMP_DETAILS) business add-in, you can change the data of a particular employee or all employees in the ALV and the corresponding files.

Activities

1. In the Payroll period section, enter the relevant pay period for the report
2. In the Selection section, enter additional selection criteria if the report is being run for a further subset of employees.
3. If the report is being executed for an off-cycle payroll result, in the General Program Control section select the reason for the off-cycle run, as well as specify information to identify the off-cycle run, such as the payroll type, a payroll identifier and the off-cycle payroll payment date.
4. If you are running the report in the update mode, uncheck Test Run (no update).

• To submit an XML file of the report output to Inland Revenue via B2A Manager, select Generate XML.

• To obtain CSV file(s) of the report output to upload manually from the MyIR website, select Generate CSV.

Alternatively, a test run can be used to view the data in ALV format.

1. If your organisation has the same person employed in the legal entity using multiple employee numbers, select the ‘Combine employees with same IRD number’ check box.
2. Select Overwrite Header Information only if the header information should be different from that specified in the configuration of V_T7NZCIR. In this case, enter the new information in the relevant fields. Fields left blank will display details from the configuration.

Example

TXBHW - Original Tax Base Amount in Local Currency   ROGBILLS - Synchronize billing plans  
This documentation is copyright by SAP AG.

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