Updating KiwiSaver Settings for Existing Employees

When an employee's KiwiSaver situation changes, use this page to learn what settings you need to update on the KiwiSaver tab of the the Pay Details form (MPPP2310).

Some situations don't require changes to an employees settings. These are described in the section at the bottom of this page.

Opting in to Kiwisaver

  1. Add a new row by clicking the + button.

  2. The Date of Change will be the system business date (change this if necessary).

  3. Under KiwiSaver Eligibility, select “Existing employee opt-in”.

Opting out of KiwiSaver

  1. Add a new row by clicking the + button.

  2. The Date of Change will be the system business date; this must be the date the employee signed/provided the Opt out form.

  3. If the new employee has already been reported, then leave KiwiSaver Eligibility and KiwiSaver Status blank.

  4. Under Opted out of KiwiSaver, tick the checkbox

  5. If the Date of Change is past the standard (employment start date plus 56 days), a Late Opt-out reason must be selected:

    • Employer didn’t provide info pack by start date = 7 days

    • IRD didn’t send investment statement upon allocation to a default scheme

    • Employer didn’t provide investment statement for default scheme

    • Events outside of control prevented submission of opt-out application within 56 days

    • Didn’t meet criteria to join KS

    • Incorrectly enrolled under age 18.

    • Other

  6. If the Late Opt-out reason is “Other”, a description must be entered under Other description (up to 500 characters).

Casual employee became permanent after 28 days, not previously enrolled in KiwiSaver

  1. Add a new row by clicking the + button.

  2. The Date of Change will be the system business date (change this if necessary).

  3. Under KiwiSaver Eligibility, select “Existing employee auto enrol”.

ND tax code with no IRD number, replaced by a different tax code and an IRD number

  1. If an employee has been reported with no IRD number, and the IRD number is subsequently provided, the Pay Details Taxation tab will display a message advising that this change will be reported in Payday filing.

  2. The Employee Details file will include two entries:

    • Tax code ND with no IRD number, the date of the change will be reported as the IRD Update Date.

    • New tax code with IRD number, Start Date will report the employment start date.

Employee transfer

If the employee is being transferred from one branch to another where the branch IRD number is different, then this must be reported in payday filing as if the employee is departing and a new employee. This must be done manually in myIR.
Employee situation KiwiSaver Eligibility Opted out of KiwiSaver Dated Opted out

Auto-enrolled by the employer, but does not want to be a member

  • The employee has been previously reported to IRD in the ED file as a new employee and auto-enrolled in KiwiSaver.
  • Opting out between 2–8 weeks after starting work.
 - Not selected Enter the date they opted out and select a Late Opt-out reason

Permanent employee who wants to opt in or becomes eligible to be auto-enrolled

For example, an employee turns 18 and chooses to opt in.

 Existing employee opt in Not selected -
Casual/temporary employee, who is employed for longer than 28 days, opts in or becomes eligible to be auto-enrolled Existing employee auto enrol Not selected -

Situations that don't require changes

The following employee scenarios do not require an update to the employee’s KiwiSaver tab:

  • Casual/temporary employee employed > 28 days decides to continue KiwiSaver contributions

    • The employee was an existing KiwiSaver member before working as casual for this employer

  • Casual employee that becomes a permanent

    • The employee was an existing KiwiSaver member before working as casual for this employer

  • An employee’s employment has ended

    • Departing employees are recorded in the ED file, but this has no effect on their KiwiSaver information

  • An existing employee who is a KiwiSaver contributor goes into Savings Suspension

    • Employees can use the myIR website to apply for a temporary break from paying into their KiwiSaver account, called a Savings Suspension

    • An approved savings suspension means the employer can stop employee deductions and employer contributions for the period of the suspension

    • There is no need to report anything, as IRD will already know about the Savings Suspension

  • An existing employee’s Savings Suspension ends

    • When the Savings Suspension period ends, IRD will notify the employer to restart the KS contributions

  • There is no requirement to report a KiwiSaver eligibility code or KiwiSaver status code when:

    • An employee’s rate reduction or saving suspension ends.

    • An employee chooses to end their rate reduction or saving suspension early. As soon as the employee starts making contributions and these amounts appear in the EI/return, this nullifies the employee’s rate reduction or saving suspension period. However, you need the employee to provide you with a completed KS2 form.

    • An employee receives a rate reduction or saving suspension, as IR are the ones that would have notified the employer. There’s no need to send details via the ED or Gateway's Update payload.