Managing a workforce in New Zealand requires strict adherence to local Inland Revenue (IRD) regulations. When onboarding or updating employee details in New Zealand, HR and payroll teams must capture accurate regional compliance data—most notably KiwiSaver contribution preferences, IRD Numbers, and Tax Code selections.

Because standard global HCM platforms lack native, out-of-the-box fields for these specific New Zealand requirements, organizations frequently rely on disconnected methods like paper KS2/KS10 forms, emails, and offline spreadsheets. This disjointed approach creates administrative bottlenecks, introduces human error, and poses data security risks.

Streamlining New Zealand Data Collection with Configurable Local Fields

Configurable Local Fields (CLF), built natively on the Workday Extend platform, embeds localized data collection directly into standard Workday workflows such as Onboarding or Change Personal Information.

Here is how CLF specifically solves New Zealand's core payroll challenges:

1. KiwiSaver Enrollment & Contribution Rates

• The Challenge: Employees must select whether to opt-in or opt-out of KiwiSaver and choose their employee contribution rate (3%, 4%, 6%, 8%, or 10%). Gathering this via manual forms leads to miscalculated deductions, delayed employee savings, and payroll rework.

• The CLF Solution: Present employees with controlled picklists inside their Workday Inbox task during onboarding. Employees seamlessly select their contribution rate or opt-out status, storing accurate reference values directly in Workday.

2. IRD Numbers & Real-Time Syntax Validation

• The Challenge: An incorrect IRD number prevents seamless tax reporting to Inland Revenue and can result in emergency non-declaration tax rates being applied unnecessarily.

• The CLF Solution: Enforce RegEx (Regular Expression) validation on IRD entry fields. If an employee enters an improperly formatted 8 or 9-digit IRD number, CLF instantly displays a customizable error message guiding them to enter a valid format before submission.

3. NZ Tax Code Selection (Primary & Secondary Rates)

• The Challenge: Selecting the right tax code (e.g., M, ME, SL, SB, S, SH, ST, SA) based on income sources and Student Loan (SL) obligations can be confusing for employees.

• The CLF Solution: Provide structured drop-downs and guided field descriptions in native language to help employees pick the correct code effortlessly, ensuring accurate payroll withholding from day one.

Direct PECI Integration to Local Payroll

Data collected via CLF is readily available in Workday Payroll Effective Change Interface (PECI) templates using Calculated Fields. Calculated Fields check that the Enter Local Fields business process is Successfully Completed before passing the data, ensuring incomplete or unapproved entries never reach your local  payroll provider.

Key Advantages:

• Zero Offline Data Chasing: Replace paper forms and emails with secure Workday Inbox tasks.

• Front-End Data Accuracy: Catch entry errors instantly using RegEx rules and picklists.

• Fully Auditable Security: Built on Workday Extend, every entry is cancellable, rescindable, and tracked in Workday's Business Process Framework.

• Rapid Time-to-Value: Deploy quickly inside your tenant with no external infrastructure dependencies.

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