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HNZLEMS2 - Employer Monthly Schedule (IR348) - New Zealand

HNZLEMS2 - Employer Monthly Schedule (IR348) - New Zealand

General Material Data   PERFORM Short Reference  
This documentation is copyright by SAP AG.
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Purpose

This report displays and outputs the Electronic Monthly Schedule (EMS) file for your organization. This is a legal report that you must submit each month to Inland Revenue Department (IRD) for every legal entity that you process payroll for. It is also possible to run the report as a 'breakdown' report to view all the payroll results that make up the summarized information that is sent to IRD.

Integration

Prerequisites

You must have the payroll results for the month for which you are running the EMS report and the EMS cluster table must be populated. The Company Tax Details - NZ (V_T7NZCIR) table must have been populated with the required company information.

Features

Selection

Standard Variants

Output

This report displays the income, taxation and statutory deduction details for the selected employees who had a payment made in the specified calendar month. The output also displays the start or finish date, if the employee was hired or terminated, respectively, in that month.

The following should be noted:

  • Whether a payroll result is included based on the pay date and not period start or end dates.
  • The report is generally run for a single company code. Selecting multiple company codes in the selection criteria is only relevant if the company codes represent the same legal entity. For example, they share the same company IRD number.
  • If additional employee selection criteria are selected (For example, personnel area, payroll area) the data will be displayed based on WPBP table information and not current master data information and only data processed with that criteria will be displayed. For example, an employee moves from a weekly payroll area to a fortnightly pay period half way through a calendar month. The user enters the weekly payroll area in the selection criteria. The report in this instance will only list the payroll results from the weekly payroll periods in the first half of the month and will not include the fortnightly results. Care should therefore be taken when entering employee selection criteria other than a company code.
  • If the employee is terminated from one company and rehired into another company code during the month (different legal entity) then the employee will be shown with a termination date in the schedule for the first company and a hire date for the second company. Only payroll results that relate to each company will be shown in the respective schedules. If an employee is transferred from one company to another with a different IRD number, that is, an organizational reassignment occurs, a termination date will be shown against the employee for the company that they have transferred from and a hire date will be shown in the schedule for the company that they are transferring into. The hire date will be the date of the organizational reassignment and the termination date one day prior. These dates are stored in the EMS cluster table in the payroll results. If the transfer happens in the middle of a pay period the payment information will be displayed in the schedule for the new company code. The old company schedule will only show the termination date with no payment information. If the transfer happens in the middle of a calendar month the payroll results will be spread across two schedules based on which company the employee was in at the time of the pay result.
  • The format of the electronic file is determined by Inland Revenue and cannot be changed by the user. However, the data displayed on screen can be changed by the user using standard ALV report functionality.
  • In the electronic file, information about additional voluntary student loan repayments, student loan arrear repayments and Employee Share Scheme (ESS) benefits must be shown on separate lines. The user, however, can choose to display this information on screen in a column by selecting the Columnradio button. If the report is being run in the background the electronic file can only be saved to the application server and the user must enter the relevant path and file name. The file must be in CSV format. SAP recommends that the directory be a secure directory given the sensitive nature of the information. (Directories can be configured in transaction "FILE"). The file can be uploaded to the IRD website from this directory or the user can save this file to an alternative location using transaction CG3Y. The file can be viewed (but not downloaded in CSV format) from transaction AL11. In the CG3Y transaction, the users will specify the value for the field Transfer Format for Data as ASC.
  • If the report is being run in the foreground the electronic file can be downloaded to any location by selecting the Electronic File button once the summarized report displays and by specifying the relevant file path.
  • The header information for the report is based on the company code information stored in the Company Tax Details - NZ (V_T7NZCIR) table. This information can be overwritten by selecting the Overwrite Header Information on the selection screen and then entering data that differs from that specified in the customizing table.
  • Only data that meets Inland Revenue's criteria is shown on the summarized report. If data does not meet the requirements, e.g. gross pay for the month is negative then the employee will be shown on the Exception Report and this information must be manually reported to IRD. The Breakdown Reportshows all employee data and includes data that is shown on the Exception Report.
  • From the Breakdown Report it is possible to jump to the Pay Details report for the employee and payroll result selected. This is meant only as an aid to better understand the payroll result information and in some cases more than one line may result in the same information being displayed. For example, an employee transfers out of a company and you select a payroll result line that only shows the termination date and no payment information. In this case the pay details will display the payroll information from that payroll result, even though it will be reported under a different company code.

Activities

  1. Enter the relevant company code(s) for the report
  2. Enter additional selection criteria if the report is being run for a further subset of employees.
  3. Enter the calendar month and year for which you want to run this report.
  4. Select the Break down Report radio button if you want the output to be displayed on a pay result basis for information purposes.
  5. Select the Summarized Report radio button if you want the output to be displayed in a summarized format, i.e. the format required by Inland Revenue. Choose whether student loan and ESS information should be displayed in rows or columns by selecting the relevant radio button.
  6. If the report is going to be run in the background and an electronic file for IRD is required select the Download File to Application Server (background processing only) tick box and specify the file path and the name of the file. (Note that the file extension should be .csv). The file will always be stored in the physical path maintained under the logical path in transaction FILE.
  7. Only select the Over Write Header Information check box if the header information should be different to that which is specified in configuration. In this case enter the new information in the relevant input fields. Fields left blank will display details from configuration. Execute the report (in the foreground or the background).
  8. If running in the foreground select the Exception Reportto determine if there are any employees who must be manually advised to IRD because they do not meet the electronic file submission requirements. If any employees are listed you can view their payment details by highlighting the employee line and selecting the Breakdown Reportbutton. From the Breakdown Report it is possible to view more information about the individual payroll result but highlighting the payroll result line and selecting the Get Pay Details button to display the Pay Details Report for the employee.

Note that the total for gross earnings displayed in the Summarized Reportand Break Down Report there will be some difference in the value of cents due to truncation.

Example






RFUMSV00 - Advance Return for Tax on Sales/Purchases   Vendor Master (General Section)  
This documentation is copyright by SAP AG.

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