What Personal And Tax Details Do I Need When Adding A New NZ Employee?

Before adding a new employee, collect the following details from them:

• Full name and contact details (address, phone, email)
• IRD number ÔÇö a 9-digit Inland Revenue number. If the employee has not yet provided one, use the ND (no declaration) tax code as a temporary measure and update the IRD number as soon as it is available.
• Tax code ÔÇö the employee's current NZ tax code (for example, M, ME, SH, ST, SB, or ND). This comes from the employee's completed IR330 Tax Code Declaration form.
• Student loan status ÔÇö whether the employee has a student loan. This triggers SLCIR (compulsory) deductions in line with Inland Revenue rates.
• Bank account details ÔÇö account name, bank/branch number, account number, and suffix for direct credit payment.
• KiwiSaver details ÔÇö whether the employee is enrolled, their contribution rate, and whether they have opted out (KS10 submitted).
• Employment start date ÔÇö required for leave entitlement calculations under the Holidays Act 2003.

In the Desktop App

Go to Employees >> Actions >> New Employee to open the New Employee Wizard. The wizard includes a Personal Details step where you enter the IRD number, tax code, and student loan status. The wizard text notes: if no tax code declaration has been provided, use the ND code and tick Has student loan if applicable.

After completing the wizard you can update tax settings, KiwiSaver, and bank accounts from the employee's profile tabs.

In the Online (Web/Mobile) App

Go to Employees and select Add New Employee from the actions area. Choose Enter Details Yourself to fill in the details directly, or use Have Employee Onboard Themselves to send the employee an onboarding email so they can enter their own details through the employee portal.

Once the employee record is created, set the IRD number and tax code under Employees >> Tax >> Tax Settings. Tick Has student loan if the employee has a student loan obligation. Set KiwiSaver contribution rates and status under Employees >> Super >> KiwiSaver Settings.

The ND Tax Code

If an employee has not provided a completed IR330 before their first pay, use the ND (no declaration) tax code. This applies the no-declaration withholding rate, which is higher than most standard codes. Update the tax code to the employee's declared code as soon as the IR330 is received.

For general guidance on adding a new employee, see How Can I Add a New Employee?