Pay the Nanny FAQ

Your Guide to Streamlined Nanny Payroll

Whether you're new to hiring a nanny or have questions about taxes, leave entitlements, or secure payment options, Pay The Nanny is here to help. Our FAQ page offers clear, concise answers, allowing you to confidently manage your nanny's payroll and focus on what matters most—your family.

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FAQ's

About Pay The Nanny
Employment Obligations
Kiwi Savers, Acc, Taxes
Software
Payroll and Timesheets
Other Services
Who is Pay The Nanny?

 

Pay The Nanny is a New Zealand owned and operated payroll provider.

Our team includes certified CAs, financial and taxation specialists who help households make it simple to hire and manage nannies and domestic helpers.

Our goal is to make it simple, easy and hassle free for households to be able to hire nannies and domestic workers.

 

Do you become the employer of the nanny?

 

No, we don't become the employer. When you hire a nanny then you will become the employer of that Nanny and responsible for paying all the necessary employee entitlements

With Pay The Nanny, we effectively become a joint employer. This means, you'll still need an employment contract and will be fully responsible for the work they undertake. However, we assume the responsibilites for paying your nanny and applicable parties like the IRD.

For the purposes of the IRD, all employer returns are filed through Pay The Nanny (rather than you directly as the employer). This means we will assume the obligations of making sure that employers have calculated and paid the correct amount of taxes.

 

Will I still have to pay ACC?

 

Households who employ a nanny will be required to pay for the employer contributions (work levy) of their employees.

This covers the employee for any work related accidents that occur.

With each nanny's pay, Pay the Nanny will charge an ACC levy of 1.5%. This levy includes our ACC processing fee and once you receive your ACC invoice, we'll pay this directly on your behalf.

This means that you won't receive a surprise when you receive your invoice each year!

 

What payroll system do you use?

 

We've developed our own custom platform that's cutting edge and best in class.

Previously, we've used third-party software but have developed a custom platform that better meets the needs of our customers. It's been built with the domestic employee in mind.

For a demo/preview on the system and some general guidance - view 'Using the system as Employer or Nanny'

 

How often do the nannies get paid?

 

All nannies are paid in arrears on the Friday in line with their payment cycle. Our normal working week runs from Monday to Sunday.

We have different pay cycles, either weekly, fortnightly or monthly and these are dependent on the preference of each customer.

All nannies are paid in the same cycle. For example, all fortnightly cycle nannies are paid at the same time, to ensure we can streamline our processes and so no pays get missed!

 

Can you provide a service for anyone that isn't a nanny?

 

Pay The Nanny is focused on nannies at the moment but our services really extend to anyone who needs help with managing tax and payroll for a domestic employee.

Our sister company Pay The Staff provides outsourced payroll services and software to small and medium sized businseses within New Zealand.

Feel free to get in contact with us if you have anything you think we can help with.

 

Does Pay The Nanny recruit nannies?

 

No. We are not a Recruitment Agency, so we do not source or place nannies with any households.

We are a payroll provider and we only manage the payroll for nannies after they have been found, either directly or through an agency.

 

Who is responsible for managing payments to the nannies and the IRD?

 

With each payroll we process, Pay the Nanny will calculate the correct amount that needs to be paid to the IRD.

Those amounts, along with the amounts to be paid to your Nanny, will be direct debited from your nominated account.

Pay The Nanny takes full responsibility for ensuring any amounts are paid correctly, once received.

 

Do I need to pay Kiwisaver to my nanny?

 

All nannies are deemed to be employees of the household they are employed by. Therefore, any employee who meets the criteria for automatic enrollment must be enrolled in Kiwisaver.

Your employer compulsory contributions must be on top of your employee's regular pay.

If your kiwisaver is negotiated as part of the gross rate, ensure that your employment contract clearly states that.

 

I've got some questions around using the system

 

We've built up a list of our most common queries and provided answers in this support page.

 

Do I need to register as an employer with the IRD?

 

No, you won't need to register as an employer with the IRD.

By signing up with Pay the Nanny we become the “tax employer of record” meaning that we will collect, calculate and submit the correct taxes with the IRD on your behalf.

If you're transitioning from another payroll provider, you might be registered as an employer with the IRD. We recommend you check this, and if you are, de-register as an employer to avoid any late filing fees.

 

Where abouts is Pay The Nanny based?

 

We have an office in Wellington but we operate in the cloud, meaning that we provide payroll services to nannies all over New Zealand.

We provide email and phone support throughout the country.

We're also operating in Australia and we're hoping to expand further in the next few years.

 

How can Pay The Nanny mitigate risks of employing nannies?

 

At Pay The Nanny, we take great pride in ensuring we remove the risks associated with households employing nannies. The relationship is kept between Pay the Nanny and the IRD for tax purposes which takes the risk away from our clients.

We also look after Kiwisaver payments, to ensure everyone is compliant.

 

Can I use your software for my nanny agency?

 

We love to partner with nanny agencies and help them build their offerings to customers.

Whilst we don't license out our software to external parties, we'd be happy to talk about partnership opportunities and how you might be able to integrate our software into your current solutions.

 

Why do I need to sign a direct debit form?

 

To ensure nannies are paid on time we require each household to sign a direct debit form.

Direct debits will go out on the Wednesday of each pay week.

You'll be responsible for ensuring that you have sufficient funds in your account before the direct debit goes out.

 

How do I sign up?

 

Signing up is super simple. You can complete the online form here.

There's a bit of information you'll need to collect from your nanny and have handy before you beging the form (such as IRD numbers, bank accounts, tax codes & kiwisaver details).

Once you've completed the form, we'll get you setup in our system and send through a confirmation email along with further details.

 

Do I need to pay nannies for sick leave and holidays?

 

All nannies are deemed to be employees of the household they are employed by. Therefore, nannies are entitled to the same employment benefits as any other employees.

This means there is a requirement to the minimum entitlements under the Holiday Act 2003.

 

When is the cut-off times for each payroll period?

 

Timesheets need to be submitted and approved before 5pm on the Sunday of each fortnightly pay period.

Any payroll changes need to be received by us before 2pm on the Monday of each week.

We're pretty accommodating, and our number one priority is that everyone gets paid. So if you have any issues, then email us at [email protected]

 

My nanny forgot to submit her time for this week will she still get paid?

 

To ensure we process the correct payments, our timesheets cuts off at 5pm Sunday of each week. Timesheets then need to be reviewed and approved by 2pm on Monday.

Our timesheet cut offs are strict, so any information not received by 2pm Monday, won't be processed until the next payroll period.

This can be a challenge sometimes for both employers and nannies. However, it ensures we can quickly and easily process everyone's pay on time.

If you know in advance that it's likely you won't be able to meet the cut-offs, definitely send us an email to [email protected] and we'll be able to get it sorted for you.

 

Do you have a mobile app?

 

We sure do, we have a mobile app that families and nannies can use in both NZ & AU for their payroll.

To check it out, download it via the links on the app or play store.

Play store: here
App store: here

 

Can my nanny be a contractor?

 

The main difference is that employees work for you, and contractors work for themselves.

In most scenarios, families employing a nanny are responsible for when and how they complete their work. Nannies aren't able to sub-contract their work making it difficult for them to be classified as a contractor.

For more information, check we wrote an article on this here.

 

Do you provide HR support?

 

We're definitely not employment lawyers, so we don't provide binding legal advice.

However, we're experts in domestic employment and can definitely provide generalised HR support for both employers and nannies.

There's no extra fee for this and it's included as part of our standard pricing.

 

System Support

General
Timelines & Cutoffs
Using the system as a nanny
Using the system as an employer
How do I login?

 

To login to the system, use this link: login.

Before you are able to login, you'll have to have an active contract setup in Pay The Nanny.

If you've forgotten your password, select Forgot your password? and the system will send you a link to reset it.

If you're still having issues, email support at [email protected].

 

Timesheet cut-offs

 

Timesheet entries close at 5pm Sunday each week. Once the timesheets close off, no further time can be entered for that week.

We'll send email and SMS reminders prior to the cut-off but we encourage users to ensure that timesheets are entered before 5pm Sunday so there are no issues with either the invoice or the payroll.

Timesheet approvals need to be completed by employers by 2pm Monday. If no approval is provided, the system will automatically approve these at that time.

 

System demo

 

We've recorded a quick demo video to provide nannys with an overview of the system:

You can view the demo video for the web app here.
You can view the demo video for the mobile app here.

 

System demo

 

We've recorded a quick demo video to provide employers with an overview of the system:

You can view the demo video for the web application here.
You can view the demo video for the mobile application here.

 

Updating profile information

 

For both an employer and a nanny, you'll be able to update your key profile information when you've logged in to the app.
  1. On the navigation tab, head to My Profile
  2. On that tab, you'll be able to change your personal info, address info and payment info
  3. Update the information that requires changing and select save
  4. When you refresh the page, the updated details should now be available

 

Invoice schedules

 

Invoices are processed Tuesday each week. Invoices are raised in arrears and will relate to the week/fortnight prior to the invoice due date.

Direct debits will be processed overnight Wednesday. Please ensure there are sufficient funds in your bank account prior to the direct debit being processed to avoid any issues.

If there are any issues with your invoice, get in touch ASAP once you've received it.

 

Completing timesheet entries

 

After logging in to the system, head to the timesheet widget, which has the title Logged time this week.

You can then following the following steps:
  1. Select the Log Time button
  2. You'll only be able to enter time for the current calendar week
  3. Select the Date and the day on which you are logging time.
  4. Select the work type. In most cases, this will be Nanny Services unless it's a public holiday
  5. Enter your start time and end time as well as any breaks that you had
  6. Click save
  7. The time entered should now be showing on the timesheet widget

Time can be added through the method above or through the following steps:
  1. On the timesheet widget, select the ... button under the action column
  2. After clicking that you will be able to do three things - either edit, duplicate or delete
  3. To repeat the previous entries in the week select duplicate. The entries will automatically be recreated.
  4. If you've made an error you can either edit or delete the timesheet entry.

 

Approving timesheet entries

 

Timesheet approvals will be sent automatically from the system at 5pm each Sunday. These will be sent each week, regardless of whether a pay cycle is weekly/fortnightly/monthly. Invoices and payroll will still be paid in line with the relevant pay cycle though.

Timesheets can be reviewed either through the email received, or directly through the dashboard.

To review the time, follow the following steps:
  1. Review each time entry to ensure that your comfortable with what has been entered
  2. If there are no issues, select approve. The pending approval will disappear from your page and the invoice/pay will be processed accordingly
  3. If there are timesheet lines which need adjusting select Fix incorrect entries
  4. You will now be able to edit the individual time entries. To edit time, select the ... button next to each of the entries
  5. You'll be given an option to either edit, duplicate or delete.
  6. After you've made the relevant adjustments add a quick note for the nanny so they're able to see what changes were made and why
  7. Select approve. The time will now have been updated and approved in the system

If your nanny has fixed time and doesn't need to complete timesheet entries, you'll still receive a timesheet approval email. There are a few options for you:
  1. Do nothing and the time will be automatically approved and paid
  2. Approve the time
  3. Correct any incorrect entries. This would be applicable where a nanny worked extra hours some days but the extra time wasn't reflected in the initial timesheet entry
  4. It's important to note that the system will generate the correct hours worked on each day but the start time will automatically show as 8am.

 

Updating bank account

 

Both employers and nannies are able to change the bank account information where direct debits and payroll are processed from/to.

To do this:
  1. Select My Profile on the navigation panel.
  2. Under payment info, select Change next to the bank account number
  3. Enter the new bank account information and press save
  4. For security purposes, admin will review bank account changes before they are updated in the system.
  5. Once the bank account change has been approved, you'll receive a notification in the system and the bank details will be updated under My Profile

 

Payroll schedules

 

Payroll payments are always made on a Friday but may take up to 1 business day to clear in to your bank account.

Payroll is processed in arrears in line with your set payroll cycle. For each week/fortnight worked, the payroll will be processed and paid the following Friday

 

Fixed time nannies (no timesheets required)

 

If you are a nanny who has fixed time and doesn't need to complete timesheet entries, you can still access and edit time on a weekly basis.

A few important notes:
  1. The system will automatically populate your timesheet with your regular hours on Monday morning of each week
  2. If there are no changes needed, you don't need to do anything and the time will automatically be sent, approved and paid.
  3. You can still edit each time entry or add additional time worked on a specific day
  4. It's important to note that the system will generate the correct hours worked on each day but the start time will automatically show as 8am.

In short, if you have fixed, recurring entries then you don't need to do anything on a regular basis. However, you'll always be able to go in and edit/add additional time or expenses.

 

Adding Leave Requests to Timesheet Reviews

 

A client can add a leave request for a nanny, when completing their timesheet review after Sunday 5pm.

To add a leave request, follow the following steps:
  1. Review each time entry to ensure that your comfortable with what has been entered
  2. If there are no issues, select approve. The pending approval will disappear from your page and the invoice/pay will be processed accordingly
  3. If there is a leave request that needs to be adjusted select Fix incorrect entries
  4. At the bottom of the screen select Add Leave Entry
  5. To request a new leave enter start date and end date
  6. A dropdown should automatically show with all the days in the period that was taken as leave
  7. On each day of leave, enter the amount of Leave Hours that you require. To make it simple, the system will automatically show your average working hours on a specific day but these can be overriden (and should be reviewed)
  8. Select the applicable Leave Type from dropdown box and enter save
  9. Once you've entered the leave request, add a note to the bottom of the timesheet review around what changes have been made. This will be included in the notification sent to your employee
  10. Make sure any normal time worked, on the same day as the leave request is deleted from the timesheet review, to avoid the day being double counted
  11. Enter approve on the timesheet review to finalise the time


The hours/leave will be automatically adjusted and sent to your nanny as a notification.

 

Is there a mobile app?

 

There sure is and this can be accessed on either Android or Apple.

Download it via the links on the app or play store.

Play store: here.
App store: here.

 

Completing expense reimbursements

 

Expense reimbursements are loaded in a similar way to timesheets. Select Logged expenses this cycle on the dashboard.

You can then enter expenses in the following way:
  1. Select the blue Log Expense button
  2. A small window will pop up where you can enter the expenses
  3. Select the date which the expense reimbursement relates to. N.B you'll only be able to enter reimbursements for the current calendar week
  4. Select the reimbursement type as either travel or expense. Travel is paid at the IRD approved mileage rate and expenses are paid at the monetary value which is entered
  5. Add the KM or $$ amount in the field which pops up
  6. Add a note around what the reimbursement relates to. This will show on the invoice to your client
  7. Select save


The expenses entered should now be showing on the dashboard. If you've made an error:
  1. Select the ... button underneath the action column
  2. You will be able to either edit, delete or duplicate the entry
  3. Add the relevant task and click save
  4. The updated amount should now be showing on the expense widget on your dashboard

 

Reviewing Invoices

 

Invoices will be sent to clients on a Tuesday. Invoices will only be sent in line with each pay cycle. I.e fortnightly cycle nannys will only receive one invoice every two weeks.

Once you've received your invoice, there's nothing you need to do. We'll process the direct debit overnight on Wednesday and payment will be made to your nanny on Friday.

We've added some additional details to the invoices though to provide more granular information to customers.

 

Contacting support

 

We're always happy to help and we're available during normal business hours to assist.

Our contact details are:We're only a small team, so if you can't get through our phone line - leave us a message and we'll call you back, or send us through an email.

 

Reviewing leave balances

 

Leave balances are updated after each payroll is processed.

After logging in to your dashboard, you'll see the Available Leave Balances widget. On there, you will see the following leave balances:
  • Annual Holidays
  • Sick Leave
  • Alternative Holiday Leave

A few notes:
  • If your holiday pay is paid with each payroll (i.e holiday-pay-as-you-go) the annual holidays balance will always be zero
  • If you haven't been employed for six months continuously, you'll also notice that your sick leave is likely to be zero as well
  • To make it simple, annual holidays will always be shown as hours, rather than days or weeks.

 

Viewing leave balances

 

Leave balances are updated after each payroll is processed.

After logging in to your dashboard, you'll see the Available Leave Balances widget. On there, you will see the following leave balances:
  • Annual Holidays
  • Sick Leave
  • Alternative Holiday Leave

A few notes:
  • If your nanny has their holiday pay paid with each payroll (i.e holiday-pay-as-you-go) the annual holidays balance will always be zero
  • If your nanny hasn't been employed for six months continuously, you'll also notice that your sick leave is likely to be zero as well
  • To make it simple, annual holidays will always be shown as hours, rather than days or weeks.
If you can't see any balances when you first login to the system, that's OK. These won't be updated until after the first payroll has been processed via the new system.

 

Making leave requests

 

Leave requests are able to be made through either the Leave tab in the navigation panel or by clicking on Request Leave under the Available Leave Balances widget.

The following steps can then be followed:
  1. To request a new leave enter the Start Date and the End Date
  2. A dropdown should automatically show with all the days in the period that you have requested leave
  3. On each day of leave, enter the amount of Requested Leave Hours that you require. To make it simple, the system will automatically show your average working hours on a specific day but these can be overriden.
  4. Once you've entered the hours, add a note around what the leave request relates to. This will be included in the information being sent to your employer
  5. Select the applicable Leave Type from dropdown box and enter save
  6. Under the timesheet widget the leave request will now be showing on the applicable day. You don't need to enter leave in to the timesheets, so if there is a double up of time, delete the timesheet entry.


Once that has been completed a leave request will be sent to your employer to either approve/deny. To review the status of your leave request:
  1. Under the Leave tab in the navigation panel you will see a history of all leave requested
  2. Under status the leave request will be showing as either closed/pending or approved
  3. If the status is closed this means that the leave was approved and has already been paid
  4. If your leave is denied then you'll receive a notification via your dashboard as well as via email and the request will be removed from your history


If a leave request is sent to an employer but is not approved prior to the payroll being processed, the system will automatically approve this and it will be included in the next applicable pay.

 

Approving/Denying Leave Requests

 

When a nanny makes a leave request, you'll receive an email notification. The leave request will also be available in the system when you next login.

After logging in to your dashboard you can follow the following steps:
  1. Any leave request should be showing at the top of your dashboard
  2. The leave request will show the total hours being request and the days which the leave relates to
  3. It will also show you the type of leave - i.e Annual Leave, SIck Leave etc
  4. Review the leave request and if you're comfortable with the request, select approve
  5. If the request is incorrect, or not approved, select deny
  6. Regardless of whether you approve or deny the request, your nanny will still receive a notification of the outcome
  7. You can review the status of any leave requests under the leave tab under the navigation panel
  8. Any approved leave will be paid in the next applicable payroll. Any denied leave will be deleted from the system and won't be paid


Note: Leave requests follow the same timeframes as expenses and timesheets. If a leave request is not approved/denied before the timesheet cut off for the relevant week it will automatically be approved and paid. Therefore, we would encourage employers to request their nannies to load any leave as soon as possible to ensure there is enough time for employers to review the request.

 

Finalising time for the week

 

Finalising time for the week is simple and there isn't any manual input required from nannys.

The key points to note on finalising time for the week:
  1. At 5pm Sunday of each calendar week, timesheet entries will cut off
  2. After this time, nannys won't be able to enter any further time for that week
  3. The system will then automatically generate a timesheet approval and send this to your employer
  4. If there are any changes required, your employer will be able to make these as part of the timesheet approval process at their end


The most important point to note with timesheets is that all time in the system at 5pm Sunday will be sent through to your employer for approval. If no time is entered, the system won't generate a timesheet approval for your employer.

 

Viewing pay history

 

Payslips will automatically be sent via email after each payroll is processed.

You'll also be able to view historical payslips through the Payslips tab in the navigation panel.

Note: this tab won't show anything in the system until after the first pay has been processed. So when you login for the first time, don't worry if you can't see anything here.

Note: if you previously used Invoxy, you won't be able to see old payslips processed through there under the new system. Your Invoxy access will remain live to enable you to still access that historical data.

 

Viewing Invoice History

 

Invoices will automatically be sent via email after each payroll is processed and will be available through your employer dashboard.

You'll also be able to view historical invoices through the My Invoices tab in the navigation panel.

Note: this tab won't show in the system until after the first pay has been processed. So when you login for the first time, don't worry if you can't see this tab.

Note: if you previously used Invoxy, you won't be able to see old invoices processed through there under the new system. If you require historical information, send us an email to [email protected]

 

All-Inclusive & Affordable Payroll Packages

Experience the freedom and confidence that comes with knowing your nanny's payroll and finances are in order. At Pay the Nanny, we're dedicated to providing a smooth and stress-free experience, so you can focus on nurturing a strong bond with your nanny and enjoying quality time with your loved ones. Our customers rave about the peace of mind, time savings, and exceptional service they've received from our comprehensive finance and payroll management.

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