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Ace Payroll Frequently Asked Questions

Question Groups

image  Getting Started

image  Holidays Act 2003

image  Recruitment

image  Allowances & Deductions

image  Installation & Upgrades

image  Registration

image  Casual Employees

image  KiwiSaver

image  Reports

image  Contractors

image  Non Standard Payments

image  Sick Leave

image  Data File Management

image  One Off Payments

image  Tax Calculation

image  Direct Credits

image  Pay Calculation

image  Terminations

image  Electronic Banking

image  Pay Frequencies

image  Time Bank

image  Electronic Filing & Monthly Schedules

image  PAYE Returns

image  Wages Protection Act

image  Employee Maintenance

image  Payslips & Printing

image  Windows Environment

image  Holiday Entitlements

image  Payslips - Emailed

 

image  Holiday Pay

image  Reconciliation

 

Alphabetical Index   FAQ Questions   FAQ Contents Back to top

Getting Started

image I have just bought Ace Payroll and entered the registration code but the program says it is wrong.

image How do I use the F1 Help Manual?

image Is there a list of the different things I can access using the function keys in Ace Payroll?

image What is the procedure for working out my pays in Ace Payroll? Is there a checklist?

image I have tried putting in my password several times but it wont let me into the program?

image I am the only person who has the password for Ace Payroll. How would my company gain access if something happened to me?

Allowances & Deductions

image I have deductions set up for many of my staff. Some of the deductions are linked to a bank account, but some are not. How can I see which deductions have been direct credited?

image How do I set up a reducing balance deduction?

image How do I automatically direct credit WINZ, Department of Courts, and IRD arrears deductions?

image How do I add a new allowance or deduction?

image How do I link an allowance or deduction to all my employees at the same time?

image Work And Income - WINZ - have asked me to deduct an amount for my employee to repay WINZ each pay, and send it to them. How do I do this in Ace Payroll?

image The IRD have asked me to deduct an amount for IRD arrears each week from my employee, and send it to them. How do I do this in Ace Payroll?

image The Ministry Of Justice has asked me to deduct an amount for Court fines each week from my employee, and send it to them. How do I do this in Ace Payroll?

image How do I link an existing allowance to a new employee?

Casual Employees

image What is the difference between a casual and part time employee?

image How do I process casual employees in Ace Payroll?

Contractors

image We have contractors from whom we deduct withholding tax, then add GST. How does Ace Payroll do this?

Data File Management

image How do I transfer Ace Payroll from my old computer to a new one?

image How do I install Ace Payroll without a CD?

image I am having trouble using the internet backup using a cloud provider.

image What are the technical specifications for using the Internet Backup?

image Is my data encrypted when using the Internet Backup?

image What would happen if my hard drive died? Is there a way to guarantee that a copy of my payroll data exists?

image I want to be able to have the payroll on both my work computer and my home computer. Is there a way I can have the data stored on the internet so I can ensure I'm always using the same set of data?

image How can I make an offsite backup of my payroll data?

image I have filed my payroll but forgot the direct credits. Can I create the direct credits for the bank again?

image How can I delete an incorrect transaction?

image How do I run Ace Payroll from a memory stick?

image What files do we need to backup to the file server?

image Should I backup my data before or after I file my pays?

image I do weekly and fortnightly payrolls. When I do a backup, does it backup both of them?

image We have just started a new company. Do we have to buy another copy of Ace Payroll?

image How do I backup to a memory stick?

Direct Credits

image We have just added a new employee to the system but they are not on the direct credit schedule. What is wrong?

image I pay by direct credit. How do I credit an employee's pay into two different accounts?

image How do I direct credit an employee's pay to a credit card or other non-standard account?

image How do I retrieve a direct credit schedule for the previous pay period?

image I used to check my direct credit schedule against the Management Report to ensure the total matched the nett pay. Now I am also direct crediting deductions to WINZ, the totals don't match. How can I reconcile this?

image How do I automatically direct credit WINZ, Department of Courts, and IRD arrears deductions?

image What is the best way to direct credit all an employee's nett pay?

image All my employees are paid by direct credit. However a couple of them have decided they want $100 in cash each week. How do I set this up?

image How do I select the way in which a direct credit is calculated for an employee?

Electronic Banking

image Why is there an error creating the direct credit file after changing computers?

image How do I set up our internet banking system?

image The bank have given me a batch number for my direct credits. Where do I enter this?

image We use the new BNZ PC Banking software. Why does the employers account suffix not appear on the schedule?

image I use Ace Payroll to send wages to Deskbank and rather than have one total for wages appear on the bank statement I want a separate amount for each employee.

Electronic Filing & Monthly Schedules

image I am at the IRD website trying to use IR-File and don't have a clue what to do. I don't know which helpdesk to call, is there one place I can see the whole procedure from start to finish?

image Sometimes when I try and import my file using IR-File I get a message about a file existing in the workspace. Is there a procedure I should be following to avoid this?

image I need to start using IR-File but don't really understand the procedure. What is it I need to do each month?

image Under what circumstances are we to exclude contractors and companies from the IR348?

image Is Ace Payroll able to create a file that can be imported into the IRD's website? Do I need to register with the IRD to start doing this?

image I've tried creating my IR-File but Ace Payroll gives me a message saying the Payroll Contact Person and Work Phone Number need to be entered. Where do I do this?

image The IRD have sent me a letter saying I need to start using IR-File rather than send them a monthly schedule. Where do I start?

image Can I resubmit an IR-File to the IRD?

image What is the difference between an IR348 and IR349?

image Why is the total of the employer monthly schedule different from the one off report for the same month?

image Please confirm that non taxable allowances are not shown on the Employer Monthly Schedule.

image In which column are payments for first week ACC shown?

image I use ir-file and want to keep my executive payroll separate. How can I do this?

image When I add a new employee and lodge a printed monthly schedule, the IRD schedule next month shows the IRD number but says name required. Why is this?

image The IRD wants details of all employees including those not paid. Can we do this?

image The IRD has returned our printed IR348 Employers Monthly Schedule saying it is unsuitable. What is the problem?

image Our electronically filed return has been rejected with the message Invalid Header. What is wrong?

Employee Maintenance

image How do I load an employee with a tax code other than M ?

image How do I resume a previously terminated employee?

image How do I set a non standard default PAYE deduction?

image How do I set a non standard default student loan deduction?

image Is there any way to retrieve a deleted employee's data?

image How can I show an employee their annual salary on the payslip each week?

image What are all the ways to access the employee maintenance screen?

image Where can I enter employee mobile phone numbers or emergency contact details?

image How do I search for an employee on the employee index?

Holiday Entitlements

image I have an employee who refuses to take holidays, and has built up a large entitlement over the years. Can I insist they take a holiday?

image My accountant has asked me to pay out all leave owing on the 31st March each year, in order to bring holiday pay into the books, and keep things tidy. Should I do it?

image My employee has only worked for me for a few months, and is demanding a few days of paid holidays. Am I required to allow this?

image My employee usually works 2 days a week. What is their annual holiday entitlement?

image How can I show alternative holiday balances on the payslips?

Holiday Pay

image hol2016.htm

image Using the Annual Leave holiday pay method, for an employee who has been employed for more than a year, receives 4 weeks holidays, and is terminating their employment. How do I pay 8% of gross for the part year period?

image What sort of annual leave reporting does Ace Payroll have?

image How do I apportion the tax on holiday pay over a number of weeks?

image How do I pay a casual employee 8% holiday pay each pay?

image I have a casual employee who has recently become a permanent employee. How do I change their holiday pay from 8% each pay?

image I have a terminating employee. Why are the holiday days owing on the Leave Owing report different from the days showing on the termination screen?

image I have an employee that wants to cash up some of their holiday pay. Is this legal and how do I do it in Ace Payroll?

image Is there a facility in Ace Payroll where I can check when public holidays fall in this and future years?

image How can I show holiday pay balances on the payslips?

image Why can't I use the Irregular Work Pattern method for holiday pay?

image Using the Annual Leave method, why is no current usual daily rate shown?

image Is there any easy way to perform the three calculations required to ascertain a daily rate for holiday pay?

Holidays Act 2003

image My employee never works on Mondays but always works on Sundays. Does Easter Monday transfer to the Sunday in this case?

image In previous years we have had to do funny things with public holidays over Christmas New Year. Why don't we have to do that this year?

image In previous years we have had to do funny things with public holidays over Christmas New Year. Why don't we have to do that this year?

image Can an employment agreement require medical certificates for all sick leave?

image I read that under the new Holidays Act an employee can sell a holiday day back to an employer? Is this true?

image As an employer do I get to decide whether an employee has suffered a bereavement?

image I imagine some people think unlimited bereavement leave starts the day they are employed. That is not correct, is it?

image The new Holidays Act states that after 12 months you can replace an alternative day with a payment. How is this payment amount determined?

image What is the basis for payment of an alternative holiday?

image Can alternative holidays be taken over a number of days?

image If I have someone working on a public holiday, and they start at 10pm on the public holiday and work till 5am, do I have to pay them at time and a half for the whole day?

image If an employee does not normally work on the day that the Public Holiday falls but works the Public Holiday are they entitled to an alternative holiday?

image With the Irregular Work Pattern calculation, what happens in the event of partial days?

image Under the Holidays Act 2003 it is important to identify actual dates taken for all leave types. How do I do this in Ace Payroll?

image We have just started using Ace Payroll. Is it necessary to enter a full 52 weeks of earnings so that holiday pay is correctly calculated?

image How can I set the Provincial Anniversary Date on a company wide basis so that Ace Payroll knows this is a public holiday for my staff?

image What is a Leave Profile? Why would I set one up?

Installation & Upgrades

image When is the best time to install an upgrade?

image How do I transfer Ace Payroll from my old computer to a new one?

image How do I install Ace Payroll without a CD?

image I am thinking of buying a Mac computer and want to use Ace Payroll on my Mac. Is this possible and, if so, how do I go about it?

image Why is there an error creating the direct credit file after changing computers?

image We are thinking of upgrading our computers to Windows 8. Is Ace Payroll compatible with Windows 8 and, while I know it isn't really your place to say, is Windows 8 any good?

image We are thinking of upgrading our computers to Windows 7. Is Ace Payroll compatible with Windows 7 and, while I know it isn't really your place to say, is Windows 7 any good?

image I'm thinking of using Linux but am a bit of a computer novice. Do you know of anyone with experience in both Linux and Ace Payroll?

image I run Windows on all of my computers but am about to install a Linux server. Currently I have Ace Payroll stored on my Windows server, can I keep doing this with my Linux server?

image I run Linux on my computer and I want to be able to run Ace Payroll. Is this possible?

image I am about to install an upgrade but do not know where Ace Payroll is loaded on my computer. How do I find this out?

image How do I install Ace Payroll on a network?

KiwiSaver

image As an employer I want to contribute at a higher rate than the 3% minimum. How do I set this up in Ace Payroll?

image Where do I go to set up my company defaults for KiwiSaver?

image I want to know how to set the contribution rates for KiwiSaver for both employee and employer contributions?

image I want a basic overview of KiwiSaver so I know roughly how it works and what is involved?

image From where can I view and print a list of KiwiSaver deductions taken from an employee?

image Where do I go in Ace Payroll to change an employee's KiwiSaver settings?

image I just added a new employee to Ace Payroll and it automatically came up with a KiwiSaver deduction. Why is this?

image Does everyone who starts get automatically enrolled? Are there any exceptions to this?

image Please explain the tax calculation methods relating to employer KiwiSaver contributions.

image Is there a report I can get of all KiwiSaver contributions?

image My employee opted in to KiwiSaver four months ago but now wants to get out because he is saving for a new motorbike. Can he go on a contributions holiday?

image The IRD have sent me a letter saying that my employee is taking a KiwiSaver contributions holiday. How do I stop the KiwiSaver deductions?

image My employee has demanded that I set him as being on a contributions holiday in Ace Payroll. Can he just demand this, or does he have to go through the IRD?

image What are the rules around taking a KiwiSaver contributions holiday?

image Regarding my staff who will want to join KiwiSaver, do I need to load their nominated scheme provider into the Ace Payroll system?

image Last week I deducted a KiwiSaver contribution from my employee because it was their first week. I haven't paid my PAYE yet so am I able to reverse it this week and give the employee his money back?

image I have made KiwiSaver deductions for an employee in their first two pays and they have now opted out. I have already paid the PAYE for this period. How does the employee get their money back?

image I am about to employ a 70 year old for 10 hours a week. Does he need to be automatically enrolled into KiwiSaver?

image I am in the agriculture industry and employ a lot of people casually with CAE tax codes. Are they exempt from KiwiSaver?

image I have a couple contractors on my payroll who pay witholding tax. They are not employees but have asked if they can join KiwiSaver. Can they, or are they exempt?

image I am about to hire a 16 year old part timer. Do they have to be part of KiwiSaver, or are they exempt?

image If an employee opts in to the KiwiSaver scheme, can they later opt out?

image Some of my employees want to opt in to the KiwiSaver scheme. How do I do this in Ace Payroll?

image My employee reckons there wasn't a KS10 Opt Out form in the KiwiSaver pack I gave him, but he wants to opt out. Can I download this form?

image Is there a time limit for opting out of KiwiSaver?

image How does an employee opt out of KiwiSaver?

image For new staff I have added to my payroll, for some of them the words Opt Out? appear in red and for others they appear in blue. What is the reason for the difference?

image I have just added a new employee to Ace Payroll and when I go to pay them, I see the words Opt Out? in red. Why is this?

image How can I show KiwiSaver year to date totals on payslips?

Non Standard Payments

image How do I make a bonus, commission, backpay, retiring or redundancy payment to an employee?

One Off Payments

image I have filed my pays but forgot to pay one of my employees. How do I enter this missed pay?

image How do I make a termination pay for someone when they have to be paid immediately?

image I have filed my pays and paid an employee I shouldn't have. How do I fix this?

Pay Calculation

image faqarljo.htm

image How do I make a termination pay for someone when they have to be paid immediately?

image Our employee pay rates have changed mid way through a pay period. How should this be handled?

image How do I set up my pay rates?

image Is it possible to record the hours my staff work each day, and have these showing on the payslip each week?

image How do I overwrite a PAYE deduction?

image Why can't I change the tax deduction when I make an extra payment?

image How do I make a retiring or redundancy payment?

image How do I pay a bonus to an employee?

image I pay my staff in cash. How come Ace Payroll rounds up one week, and down the next?

image I used to pay my staff by cash but now pay them by cheque. I have changed my employees to Paid Cheque but a rounding adjustment still appears for some of them.

image How do I turn off the rounding of nett pays?

image I have just done my payroll. I am worried about filing it because the green tick that normally appears next to Calculate Pays is not there. Is anything wrong?

image When I go to calculate my regular payroll it shows last weeks pay date. What is wrong?

image Where do I enter child support variation codes?

image How do I allow an alternative holiday?

image I had an employee leave a while ago but when I check my reports their final pay is not there. I definately paid them, and it appeared on my management report.

Pay Frequencies

image We changed our pay frequency from Weekly to Fortnightly and are sure we changed over the employees correctly. Why is Weekly still shown as the frequency each time we run Ace Payroll?

image How do I change all our employee's pay frequencies?

image I filed my weekly payroll and the date changed over to next week, but why did the fortnightly pay date not change?

image I am confused by bi monthly pay dates. How are they calculated?

image Do I use the period ending or actual payment date?

image faqmyoba.htm

PAYE Returns

image I have received a letter from the IRD telling me to pay my PAYE twice a month from now on. How do I do this in Ace Payroll?

Payslips & Printing

image How do I order payslips?

image How do I show employee IRD numbers on payslips?

image I am wanting to be able to save a report to a PDF file rather than print it on paper. This is because my Accountant has asked me to email it to them.

image How can I show a coin split on the payslip for employees receiving cash?

image How do I show various data options such as YTD totals and holiday pay on payslips?

image How do I change the wording on payslips from Period Ending to Payment Date?

image I have an employee who does not want to ever receive a payslip. Is there a way I can tell Ace Payroll to never print or email a payslip for this person?

Payslips - Emailed

image I haven't been able to use the emailed payslips routine so far. I use Norton Internet Security and suspect this has something to do with my problem. What do I do?

image I am trying to email my payslips but I get error messages and the payslips don't send. Our emails go through a server, and we use Microsoft Exchange Server.

image I haven't been able to use the emailed payslips routine so far. I use McAfee VirusScan and suspect this has something to do with my problem. What do I do?

image Before deciding to email payslips to my staff, are there any security issues I should plan for, or think about?

image When I was printing my payslips, I forgot to hit the Send button that emails some of the payslips. Is there a way to access this screen again, even though I've exited the payslip routine?

image Where do I actually send the payslips from in Ace Payroll?

image Is there a way in Ace Payroll I can keep track of who is receiving a printed payslip, and who I am emailing payslips to?

image How do I tell Ace Payroll that I want to email rather than print my staff members payslip from now on?

image With emailed payslips, how do I enter in my employee's email addresses so Ace Payroll can email the payslips?

image With emailed payslips, how does Ace Payroll know my SMTP address? Where in the payroll do I put this in?

image I want to start emailing payslips to some of my employees. Where do I start with setting this up?

Reconciliation

image How do I reconcile total direct credits to total nett pay?

Recruitment

image What questions are employers entitled to ask prospective employees about their state of health prior to employing them?

image These 109 questions include both traditional and behavioral interview questions.

Registration

image I have just bought Ace Payroll and entered the registration code but the program says it is wrong.

image I am an accountant and want to process wages for a number of clients. Do I need to buy different copies of Ace, or can I use one for them all?

Reports

image How do I find out how many hours my employee has worked so far this year?

image I pay a combination of Cash, Cheque and Direct Credit to my staff. How can I get a breakdown of this on one report?

image Where is the report showing the exact time I filed regular or one off payments?

image Is there a form to give staff showing their annual earnings?

image What is the One Off Report used for?

Sick Leave

image Can an employee use sick leave for first weeks ACC if their injury is not work related?

image How can I show sick leave balances on the payslips?

Tax Calculation

image What are the legislative changes on 1st April 2017?

image For monthly salaries, why is there a small discrepancy between the IRD printed tax tables, and the figure calculated by Ace Payroll?

image How can I confirm the tax rates in our new version are correct?

image My employee received a tax bill for the last financial year. Is it possible to do everything right each pay, but still have a tax bill or tax refund at the end of the year?

image We have been asked by the IRD to deduct withholding tax for a contractor at zero percent with no earner premium. How do we do this?

image The IRD has sent us an IR23 Special Tax Code Certificate asking to deduct student loan at 12 cents in the dollar. How do we do this?

image We have been asked by the IRD to deduct tax at a specified percentage. How do we do this?

image How do I load an employee with a tax code other than M ?

image How is ESCT handled in Ace Payroll?

image How do I apportion the tax on holiday pay over a number of weeks?

image How do I handle GST changes in Ace Payroll?

image How do I overwrite a PAYE deduction?

image Why can't I change the tax deduction when I make an extra payment?

image Please confirm that Ace Payroll is IRD compliant.

Terminations

image What report do we give a terminated employee to show their earnings?

Time Bank

image How can I show time bank balances on the payslips?

image How do I load opening time bank balances?

image In what different ways can I report the time bank balances to myself and my staff?

image Can I record hours in lieu for staff, for example, if they work on a Saturday and rather than get paid want to take hours off later?

Windows Environment

image Windows has reported a GPF!

Question Groups

image  Getting Started

image  Holidays Act 2003

image  Recruitment

image  Allowances & Deductions

image  Installation & Upgrades

image  Registration

image  Casual Employees

image  KiwiSaver

image  Reports

image  Contractors

image  Non Standard Payments

image  Sick Leave

image  Data File Management

image  One Off Payments

image  Tax Calculation

image  Direct Credits

image  Pay Calculation

image  Terminations

image  Electronic Banking

image  Pay Frequencies

image  Time Bank

image  Electronic Filing & Monthly Schedules

image  PAYE Returns

image  Wages Protection Act

image  Employee Maintenance

image  Payslips & Printing

image  Windows Environment

image  Holiday Entitlements

image  Payslips - Emailed

 

image  Holiday Pay

image  Reconciliation

 

Alphabetical Index   FAQ Questions   FAQ Contents Back to top