Calculating employee pay correctly can be challenging for employers, especially if they have a combination of salaried and waged employees as well as full-time, part-time, casual employees and apprentices.
In this best practice guide for employers, we outline the importance of payroll accuracy and offer guidelines to avoid processing errors. Please note that the information below is general and is not intended to act as advice. If you need help with payroll, consult a payroll professional.
The costs of payroll errors
Payroll errors have cost private and government employers millions of dollars. A few notorious cases of payroll errors are:
In 2021, the District Health Board had a $1.15 billion headache when they had to reimburse more than 200,000 staff who were wrongly paid under the Holidays Act.
In 2018, it was announced that the Auckland Council underpaid 17,500 employees as a result of a miscalculation of annual leave, sick leave, and public holiday entitlements, that dated back to 2010.
Since its introduction in 2012, Novopay, the payroll software for government schools, has cost the government millions of dollars as well as the loss of many skilled teachers and employees. Even though the system has been abandoned, the ghost of Novopay payroll failure continues to haunt NZ schools, as in 2022 there were still negative impacts of their system on school payrolls.
The importance of payroll accuracy
Employers are ultimately responsible for ensuring their employees are paid correctly, on time, and that they receive their full entitlements and benefits.
Whether an employer uses an automated or manual payroll system, or outsources this function, the ultimate responsibility rests with the employer when calculating the pay of employees.
Underpaying staff is a breach of employment laws and may result in penalties, fines and unfair disadvantage claims.
Overpaying employees can be costly to employers and can place undue pressure on the business’ cash flow. Overpayment can further create disharmonious relations between employers and employees in the overpayment recovery process. Note that in only limited circumstances can an overpayment be recovered by way of deduction from an employee’s future earnings without the employee’s written consent.
Employers should ensure compliance with the various employee and payroll tax rates, and compulsory payments. Payroll errors can also lead to incorrect tax and benefits calculations. Tax reporting errors can also result in thousands of dollars in penalties.
The impact of payroll inaccuracies
Time - A key factor in payroll accuracy is timeliness. Payroll should be processed consistently on time. Employers should regularly audit the payroll cycle to establish the frequency of late payments, the reasons therefor and measures to remedy any process faults.
Tax compliance - Employers must comply with all relevant tax rates and laws in respect of employee taxes (such as PAYE). Failure to ensure 100% accuracy may land employers in “hot water” with Inland Revenue Department (IRD) who may issues the employer with fines and penalties.
Employee satisfaction - Employees who get paid on time are happier, feel valued and are productive. They also have trust in their employer.
Costs - Awareness of the costs of payroll errors will be a good starting point for employers to mitigate these costs and to understand the imperative of checks and balances in payroll processing.
Error rate - Employers should regularly audit their payroll in order to establish the error rate, why it happens, and how they can remedy common errors and process inadequacies. Some common errors include underpayments, overpayments, mistakes in the calculation of leave rates and tax calculations.
Strategies for improving payroll accuracy
Employers can improve their payroll accuracy by:
Training - The payroll team should be provided with regular compliance refresher training and updates on regulatory changes and requirements. All payroll staff should be provided software training on the relevant payroll processing software. They should have access to updates manuals, guides, and tax documents for reference purposes.
Payroll software - A payroll software system can assist employers with streamlining their processes and improving efficiency. A reputable and trusted payroll software provider should be utilised. This provider should understand the employer’s industry, employment agreements, and tax deductions. The payroll software provider should have a reliable customer support and help desk.
Reconciliation - A payroll reconciliation process can support businesses with the necessary checks and balances to minimise errors. Comparing current payroll reports to previous periods will assist in identifying irregularities.
Have a backup plan - Employers should have a backup (or risk management) plan in case of emergencies or crisis. The plan should be easily accessible to the payroll team and management.
Crimes (Theft by Employer) Amendment Act 2025
The Crimes (Theft by Employer) Amendment Act 2025 (the Act) provides that an employer’s intentional failure to pay an employee any money owed in relation to their employment will amount to theft. For this to amount to a crime, the employer’s failure to pay must be without a reasonable excuse.
What amounts to a “reasonable excuse” will be subject to the facts of each case and the interpretation by the courts. Generally, factors such as a glitch or circumstances outside of the employer’s control may be considered a reasonable excuse, in which case no crime was committed.
The Act also provides the maximum penalties for the offence of theft by an employer. If the employer is an individual, the maximum penalty would be 1 year’s imprisonment, a fine of $5,000, or both. In any other case, the maximum penalty would be a fine of $30,000.
The Act is intended to apply to employers who owe wages and intentionally do not pay them to the employee. This would include the unlawful withholding of wages, salaries, and other monetary entitlements within an employment relationship.
Create Fair Workplaces with Peninsula
If you’re unsure of the various entitlements or the different pay rates that may apply to your employees, our team can offer pay rate advice and insights for your business and industry. Call us on 0800 675 700 today.
Although Peninsula does not provide payroll services or offer any financial advice, we can help you better understand your wage obligations to help you stay compliant and avoid costly mistakes.
This article is for general information purposes only and does not constitute as business or legal advice and should not be relied upon as such. It does not take into consideration your specific business, industry or circumstances. You should seek legal or other professional advice regarding matters as they relate to you or your business. To the maximum extent permitted by law, Peninsula Group disclaim all liability for any errors or omissions contained in this information or any failure to update or correct this information. It is your responsibility to assess and verify the accuracy, completeness, and reliability of the information in this article.
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