How-to
To streamline the process of adding multiple new employees to AgriSmart, we recommend importing them as it is the quickest and most efficient approach.
1. Hover on Setup > Team Manager > click on Import Team Members:
2. Click Download template:
3. Fill out the downloaded template with the relevant information. See the Explanations further down for assistance
4. Upload the completed template by clicking Choose File > Next:
5. Review the information, check the tick box, then click Save > OK:
The employees have been successfully imported if a tick appears beside their names
Explanations
| Compulsory/Optional | Example | Notes | |
| First name | Compulsory | James | |
| Last name | Compulsory | Brown | |
| Email address | Optional | james@agrismart.co.nz | The employee needs an email address if they wish to log into the system to enter time, view their payslips, apply for leave etc. They also need an email address if they would like to have their payslips emailed to them each pay period |
| Date of birth | Optional | 14/03/1989 | |
| IRD number | Compulsory if subscribed to Payroll | 111-111-111 | |
| Tax code | Compulsory if subscribed to Payroll | M SL | |
| Employee KiwiSaver contribution | Compulsory if active KiwiSaver member | 3%, 4%, 6%, 8%, or 10% | Enter the % that the employee contributes each pay period. If the employee isn’t a part of Kiwisaver, leave this blank |
| Employer KiwiSaver contribution | Compulsory if active KiwiSaver member | 3% | Enter the % that the employer contributes each pay period. If the employee isn’t a part of Kiwisaver, leave this blank |
| KiwiSaver status | Compulsory | Active KiwiSaver member | For employees in KiwiSaver |
| Opting into KiwiSaver | For employees who aren’t required to be automatically enrolled in KiwiSaver when they start work, but later choose to be in KiwiSaver and have completed a KS2. Once they’ve opted in, they can’t opt out. | ||
| Not eligible for KiwiSaver | For employees who can’t be in KiwiSaver (for example, they’re not entitled to reside in NZ permanently). | ||
| Casual/temporary employee | For new employees who would normally be automatically enrolled but the length of their employment is less than 28 days. If their employment extends beyond 28 days, change their status to auto-enrol. | ||
| Auto-enrol | For new employees who are not yet in KiwiSaver but must be enrolled in it. They can choose to opt out. | ||
| Bank account number | Optional | 12-1111-2222222-00 | If you wish to use the bank file to pay the employees, their bank account number must be entered. |
| Employee type | Compulsory | Full-time | Permanent employee working at least 30 hours per week |
| Part-time | Permanent employee working a maximum of 30 hours per week | ||
| Casual (holiday pay as you go) | The employee has no guaranteed hours of work, no regular pattern of work, and no ongoing expectation of employment. They will get paid 8% holiday pay as they go | ||
| Casual (AL accrues) | The employee has no guaranteed hours of work, no regular pattern of work, and no ongoing expectation of employment. They will accrue annual leave to take at a later date or get paid it out at the end of their employment | ||
| Fixed term (holiday pay as you go) | The employee’s employment will end on a specific date. They will get paid 8% holiday pay as they go | ||
| Fixed term (AL accrues) | The employee’s employment will end on a specific date. They will accrue annual leave to take at a later date or get paid it out at the end of their employment | ||
| Contractor no WT | The worker is employed by a third-party labour solutions provider | ||
| Employee with negotiated greater entitlements | Ignore this option | ||
| Director/contractor – WT deducted | The worker has withholding tax deducted rather than PAYE | ||
| Admin | Needs full access to AgriSmart but will not get paid through the system. | ||
| Remuneration type | Compulsory | Salary | Fixed amount per year (excluding minimum wage top ups and other adjustments) |
| Wages | Ignore this option and select per unit if the employee is paid on an hourly rate basis | ||
| Per unit | Paid for the number of pieces the employee works on and/or on an hourly rate basis | ||
| Commission | The employee is offered commission on top of a base salary | ||
| Nil | Select this option if the Admin or Contractor no WT remuneration types were selected | ||
| Location | Optional | Packhouse | |
| Start date | Compulsory | 01/06/2023 | |
| Pay frequency | Compulsory | Weekly | |
| Fortnightly | |||
| 4 weekly | |||
| Monthly | |||
| From setup | Ignore this option | ||
| Nil | Select this option if the Admin or Contractor no WT remuneration types were selected. | ||
| Gross annual remuneration | (Only enter if the employee has a salary remuneration type) | $55,000.00 cash + $10,400.00 rent = $65,400.00 | If the employee has taxable benefits included in their total package such as rent, add the benefits & cash portion together |
| Actual hourly rate | (Only enter if the employee has a per unit remuneration type) | $22.70 | If the employee gets paid holiday pay as they go, enter the holiday pay inclusive rate e.g. $22.70 + 8% = $24.52 |
| Minimum hourly rate | Optional | $25.00 | Only enter a rate here if the employee’s minimum differs to $22.70/$24.52 |
| Access level | Compulsory | Just payslip | Lowest access level (8/8). If you are unsure, enter this option for all employees and the level can be updated later |
| Apply for leave – No TS | |||
| My timesheets | |||
| Team timesheets | |||
| Edit timesheets/approve | |||
| Manager | |||
| Local admin – locations | |||
| Administrator | Highest access level (1/8) | ||
| Employee code | Optional | 60 | If each employee has a unique ID from your previous system, enter this here. If you have no codes but would like to start using them, do this here |
| Hourly charge out rate | Optional | $25.00 | If the employee gets charged out at a specific hourly rate, enter this here |
| Rostered days on | Compulsory for the following employees: – Full-time – Part-time – Casual (AL accrues) – Fixed term (HPAYG) – Fixed term (AL accrues) | 5 | If 5 was entered, this means the employee is contracted to work 5 days per week. If the employees work variable days, contact AgriSmart to discuss automating your roster |
| Rostered days off | Compulsory for the following employees: – Full-time – Part-time – Casual (AL accrues) – Fixed term (HPAYG) – Fixed term (AL accrues) | 2 | If 2 was entered, this means the employee is contracted to have 2 days off per week. If the employees work variable days, contact AgriSmart to discuss automating your roster |
| Daily contracted hours | Compulsory for the following employees: – Full-time – Part-time – Casual (AL accrues) – Fixed term (HPAYG) – Fixed term (AL accrues) | 8 | If 8 was entered, this means the employee is contracted to work 8 hours per day. The hours entered here will form all the relevant daily pay calculations when the employee takes any leave, so ensure this number is per the employee’s contract |
| Pay period start date | Optional | Only use this if you have two pay periods with the same pay frequency but alternating dates | |
| Pay period end date | Optional | Only use this if you have two pay periods with the same pay frequency but alternating dates |