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Correcting IR-File Errors

  • Ace Payroll allows you to create an IR-File as many times as you wish - if you make a mistake, you can go back and create the file in Ace Payroll again. The file you have just created in Ace Payroll overwrites the previous Ace Payroll file.
  • However, the IRD's system rejects any IR-File you send if a file for that month has already been sent. Therefore, if you have already imported the file using the IRD website you cannot import it a second time.
  • The IRD's system also rejects any IR-File containing a negative amount. Therefore, creating a negative entry on the next months IR-File is not a valid way of amending a previous error.
  • The correct way to amend a previous IR-File is with an IR344 Adjustment form. The procedure for doing this is documented below.

See Also
Transaction Deletion

Correcting your EMS after it has been filed
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  • If you have filed an Employer monthly schedule (IR348) and then wish to amend some information on it, you can complete an Employer monthly schedule amendments (IR344) form and send it to the IRD.
  • If there are a small number of adjustments you can call the IRD on 0800 377 772 to have them updated over the phone - have your IRD number handy.
Electronic filing amendments
  • If you file your EMS electronically, you will still need to make amendments manually by calling 0800 377 772 or by completing an IR344.
  • This is because the data transfer system can't process more than one EMS a month from each employer.
  • The second EMS will show as a duplicate and will not be processed.
Completing the Employer monthly schedule amendments IR344
  • Enter your business name, IRD number and the period you are changing, on the top of the IR344.
  • To amend an employee's pay details write in the employee's name and IRD number, the figures you originally sent in, and what these should be changed to.
  • The IRD needs this information so they can match your details. You can amend up to three employees' details per form.

Example

After checking your wage records you see that you transposed the PAYE amount for one employee. Enter the employee's full name, IRD number and PAYE amount on the "original details sent" line. Below, in the "changed to" line, you only need to enter the amended PAYE amount. If an employee's details were missed off your EMS, complete the "changed to" line only.


We thank the IRD for the above article.
image IR344 Employer Monthly Schedule Amendments

  • Use this form to amend IR-File errors only if you have already sent your schedule via IR-File.
  • If you notice an error before filing the return, simply correct the error in Ace Payroll then create a new return. Ace Payroll overwrites the previous return.
  • Please note this is the procedure only if the IRD received a file for the month in question.
  • If the IRD has not received a file, you can create a corrected file in Ace Payroll and send that to the IRD.
  • The only time corrections need to be done using an IR344 is if a file was actually received by the IRD.

More on Electronic IR-File

Setting Up For IR-File
The first thing to do is register with the IRD more..
IR-File Made Simple
The easiest way to use IR-File by keeping things very simple more..
Amalgamation of Electronic Monthly Schedules
You cannot lodge more than one electronic monthly schedule with the IRD each month more..
Correcting IR-File Errors
How to correct IR-File errors after the return is lodged more..
IR-FILE Invalid Header
An 'Invalid Header Error' means the wrong file was sent to the IRD more..
Monthly Dealings With The IRD
Dealing with the IRD on a regular basis is very easy. There are only two things to be done each month more..
Payroll Giving - Overview & Setup
Payroll Giving is a mechanism that allows staff to make charitable donations on a regular basis, and receive an immediate one third tax credit for the donation made more..
Alphabetical Index
The Ace Payroll alphabetical index provides links to all documentation more..
Ace Payroll FAQ Contents
All the most common Ace Payroll questions grouped by categories in a short table of key words more..

Printed IR348 Employer Monthly Schedules

Twice Monthly PAYE
How do I pay my PAYE twice a month in Ace Payroll? more..
Employees With No Payments
This field decides whether employees that are not paid are included in your return to the IRD more..
IRD Returned IR348
The IRD has returned our printed IR348 Employers Monthly Schedule saying it is unsuitable. What is the problem? more..
New Employees & Printed Monthly Schedules
The IRD version of the schedule comes back the following month showing the new employee's IRD number with 'name required' where the name should be more..
IR348 Tips and Traps
Miscellaneous tips and traps relating to the printed IRD Approved IR348 form more..
Exclusions From IR348 Employer Monthly Schedule
If you do not deduct tax from an employee, contractor or company, the IRD does not want the details shown on the IR348 more..
Monthly Dealings With The IRD
Dealing with the IRD on a regular basis is very easy. There are only two things to be done each month more..
Payroll Giving - Overview & Setup
Payroll Giving is a mechanism that allows staff to make charitable donations on a regular basis, and receive an immediate one third tax credit for the donation made more..
Alphabetical Index
The Ace Payroll alphabetical index provides links to all documentation more..
Ace Payroll FAQ Contents
All the most common Ace Payroll questions grouped by categories in a short table of key words more..
Ace Payroll Frequently Asked Questions
All the most common questions we are asked at Ace Payroll listed in a question format and grouped by category more..