Reporting to the IRD

NOTE: From 1 April 2019, payday filing replaces the IR348 report. The information in this topic only applies when reporting data prior to 1 April 2019.

The IR348 report generates a file in the CSV format, which is then submitted to the IRD using the myIR website.

If you have a problem creating the IR348 file from Exo Payroll, contact MYOB Support on 0800 696 239.

If you have trouble transferring the file from your computer to the myIR website, you should record the error message generated by your internet browser and contact the IRD on 0800 227 770.

The IR348 report file is a text file in the Comma Separated Value (CSV) format which can be read by any text viewer. For this reason it is advisable to create it to a floppy disk or secure network drive.

To create an IR348 file:

From the Select Report window choose the IRD tab, then select the IR348 Employer Monthly Schedule report.
Enter the physical payment start and finish dates for the month. (The finish date must be the last day of the month for which you are filing.)
Enter a pay clerk name, phone number and email address.
Set Destination to Printer, making sure the correct printer is selected from the list of available printers. Click Print to create a printed IR348 to review.
After reviewing your figures, change the Destination to "File". By default the file name is IR348_EMS.CSV. Click Create File to generate the file

There are some limitations to the file path:

The entire file path cannot exceed 30 characters (inclusive of c:\), e.g. c:\payrollv\irfiles\newcompany\january\ir348_ems.csv
The file path cannot include a space, e.g. c:\program files\internet explorer

Once you log on to the myIR website, you will be directed to an electronic form which asks you for the file path to the IR348 file - this is the same file path to which you created the file in the previous step.

Once you have sent the file, you should receive a confirmation email. The email may contain a warning message if you have duplicate IRD numbers in the file, e.g.

From: GenTran Admin User [ediadmin@irfile.ird.govt.nz]

To: joesmith@myob.co.nz

Subject: IR-File error

EHR,011112226,19990430

ETL,000000000,D002,Warning - the same employee IRD number occurs more than once in the schedule.

W at end of line = WARNING - the file will not be rejected, but contains information that should be remedied next time

R at end of line = REJECTED - for example:

ETL,068461383,F015,The file is in an incorrect format and cannot be read.

A common reason for rejected files is that the format does not permit apostrophes in employees' names. Review the First Names and Surname field in your employee records. (You can still enter the full name with apostrophes into the Payslip name field, so that the correct names appear on the payslips.)

If your file is still rejected with code R, contact MYOB Support on 0800 696 239.

When you have more than one payroll company representing more than one business entity will need to specify a filename unique to that company when creating the file. You then need to ensure that you select the correct filename when they go to send the file. This needs to be repeated each week so that the correct file is sent for the correct company.

When you have more than one payroll company representing the same business entity, you will need to Consolidate the IR348 between one or more applicable companies.

To do this, make sure all companies to be consolidated have the same company IRD number, then from the Reports menu choose Consolidated Reports.