Answer
Before you start, it is recommended you collect the following information from your new employee:
In Australia
- Tax File Number (TFN)
- Bank account details (BSB, account name, account number)
- Super fund details (fund USI and the employee's member number)
In New Zealand
- IRD number
- NZ tax code (from the employee's Tax code declaration - IR330)
- Whether the employee has a student loan
- KiwiSaver employee and employer contribution rates, and KiwiSaver status
- Bank account details (account name and number)
Adding a new employee - desktop app
Go to Employees >> Actions >> New Employee. This opens the New Employee Assistant. Follow the prompts to fill out the employee's details. If you do not have all the information now, you can add it to the employee's profile later.
In New Zealand, the wizard asks for an IRD number and a valid NZ tax code. If the employee has not yet provided a declaration, tick No declaration provided and select the ND tax code.
Adding a new employee - online (web/mobile) app
Go to Employees >> Actions >> Add New Employee. You will be offered three options:
- Enter Details Yourself - fill in the employee's personal, tax, and pay details using the form.
- Have Employee Onboard Themselves - enter only the employee's name and email address. They will receive an onboarding email with instructions to set up their own details through the employee portal.
- Import from CSV - create one or more employees from a CSV file.
In Australia, the form includes a Tax File Number field and an ATO Employment Status field. If the employee has not yet provided a TFN, a prompt will display the ATO placeholder TFN codes you can use in the meantime.
In New Zealand, the form includes an IRD Number field, an NZ Tax Code dropdown, a Student Loan borrower checkbox, and KiwiSaver Employee Rate, KiwiSaver Employer Rate, KiwiSaver Status Code, and ESCT Rate fields. If the employee is not a KiwiSaver member, tick Not a KiwiSaver member (no deductions or employer contributions) rather than relying on the status code. If the employee has not provided a declaration, tick No declaration provided - this automatically sets the tax code to ND. After saving, you will be prompted to import historic gross earnings if this is a migrated employee.
Helpful resources
- New Employee Basic Information Sheet (PDF, Word Doc)
- (AU) ATO Super Choice (Nomination) Form
- (AU) ATO Tax File Number Declaration Form
- (AU) Fair Work Information Statement
- (NZ) IRD Tax Code Declaration (IR330)
- (NZ) Employment New Zealand - Starting employment
Note (AU): if the employee does not yet have a TFN, the ATO has more information about placeholder TFNs here.
You can also watch our short tutorial video on the company and employee setup process.
