Ace Payroll Frequently Asked Questions

Question Groups

Alphabetical Index

Getting Started

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

How do I use the F1 Help Manual?

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

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

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

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

How do I set up a reducing balance deduction?

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

How do I add a new allowance or deduction?

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

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?

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?

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?

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

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?

Casual Employees

How do I process casual employees in Ace Payroll?

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

Contractors

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

Data File Management

What are the technical specifications for using the Internet Backup?

Is my data encrypted when using the Internet Backup?

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

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?

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

How can I delete an incorrect transaction?

How do I run Ace Payroll from a memory stick?

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

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

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

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

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

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

How do I backup to a memory stick?

Direct Credits

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

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

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

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

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

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?

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

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?

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

Electronic Banking

How do I set up our internet banking system?

Should we use the 2 or 4 byte date format for importing DirectLink payroll files?

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

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

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

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

What is the difference between an IR348 and IR349?

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

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

In which column are payments for first week ACC shown?

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?

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?

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

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

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?

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

Can I resubmit an IR-File to the IRD?

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?

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?

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?

Under what circumstances are we to exclude school students, contractors and companies from the IR348?

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

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

Employee Maintenance

How do I set a non standard default PAYE deduction?

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

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

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

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

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

How do I resume a previously terminated employee?

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

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

Holiday Entitlements

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?

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?

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?

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

How can I show alternative holiday balances on the payslips?

Holiday Pay

Using the As Per Act method, I have an employee who has been employed for more than a year, receives four weeks holidays a year, and is terminating their employment. How do I pay 8% of gross for the part year period?

What sort of annual leave reporting does Ace Payroll have?

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

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

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

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?

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?

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

How can I show holiday pay balances on the payslips?

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

Using the As Per Act method, why is no current usual daily rate shown?

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

Holidays Act 2003

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?

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

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

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

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

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

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

What is the basis for payment of an alternative holiday?

Can alternative holidays be taken over a number of days?

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?

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?

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

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?

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?

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?

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

Installation & Upgrades

When is the best time to install an upgrade?

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?

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?

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?

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?

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

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

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

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?

How do I install Ace Payroll on a network?

KiwiSaver

I want to contribute more than 2% as an employer contribution to KiwiSaver. Are there any tax considerations?

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

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?

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

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?

What are the rules around taking a KiwiSaver contributions holiday?

As an employer I want to contribute at a higher rate than the 2% minimum. How do I set this up in Ace Payroll?

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

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

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?

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?

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

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

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?

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

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

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

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

Does everyone who starts after 1 July get automatically enrolled? Are there any exceptions to this?

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

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

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?

Is there a time limit for opting out of KiwiSaver?

How does an employee opt out of KiwiSaver?

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

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

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?

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?

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

Non Standard Payments

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

One Off Payments

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

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

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

Pay Calculation

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

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

How do I set up my pay rates?

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

How do I overwrite a PAYE deduction?

Why can't I change the tax deduction when I pay an extra emolument?

How do I make a retiring or redundancy payment?

How do I pay a bonus to an employee?

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

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.

How do I turn off the rounding of nett pays?

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?

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

Where do I enter child support variation codes?

How do I allow an alternative holiday?

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

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?

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

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

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

Do I use the period ending or actual payment date?

PAYE Returns

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

How do I order payslips?

How do I show employee IRD numbers on payslips?

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.

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

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

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

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

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?

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.

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?

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

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?

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

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?

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

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

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

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

Reconciliation

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

Recruitment

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

These 109 questions include both traditional and behavioral interview questions.

Registration

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

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

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

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

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

What is the One Off Report used for?

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

Sick Leave

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

How can I show sick leave balances on the payslips?

Tax Calculation

What are the legislative changes on 1st April 2012?

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

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

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?

How is ESCT handled in Ace Payroll?

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

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?

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?

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

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

How do I handle GST changes in Ace Payroll?

How do I overwrite a PAYE deduction?

Why can't I change the tax deduction when I pay an extra emolument?

Please confirm that Ace Payroll is IRD compliant.

Terminations

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

Time Bank

How can I show time bank balances on the payslips?

How do I load opening time bank balances?

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

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

Windows has reported a GPF!

Question Groups

Alphabetical Index