Kiwi Saver for New Zealand Employees

Activate User's Guide
Version
2025.1
Kiwi Saver for New Zealand Employees

Use the Kiwi Saver for New Zealand Employees wizard to import employees' KiwiSaver data.

KiwiSaver is a voluntary, long-term savings program in New Zealand that is designed to help residents save for retirement. Employers, trustees, and fund managers often need to load KiwiSaver data into their systems for reporting, analysis, and compliance. By simplifying and automating the process of entering this data, this wizard increases efficiency and ensures data integrity, minimizing compliance risks that could result in penalties or legal consequences.

Messages: Error, Warning, and Information

Activate sorts each generated message by severity:

Error codes

Actively incompatible with the data in Dayforce. If you have a data error, you must resolve the error before you can complete the installation.

Warning codes

Indicate nonstandard setup that could potentially cause an error in Dayforce. For example, if an earning code is defined as Hours x Rate and the data is amount only, the system creates a warning. However, you can still import the data into the system.

Informational codes

A notable occurrence of data in the system. For example, an informational note shows if codes are dropped from the YTD import.

Tasks

To complete and upload the Kiwi Saver Data template:

  1. In Activate Central, click Load Your Data. The Load Your Data wizards are shown.

  2. Click Kiwi Saver for New Zealand Employees.

  3. On the Kiwi Saver Data page, click Download.

  4. Select the location where you want to save the template document.

  5. Open the EmployeeKiwiSaver.xlsx template on your computer.

    Note: You can also download an empty Employee Kiwi Saver template from the Download Template Files page.

  6. On the EmployeeKiwiSaver tab, complete all columns with the data for all employees in the organization.

    Note: The Activate release version shows in cell B3 on the Instructions tab of the template. With this information, you can determine the version of Activate that you were using when you downloaded the template.

    Note: Instructions for populating the fields are in the Kiwi Saver Data Template Fields Kiwi Saver Data Template Fields (below) and on the Instructions tab of the template.

    Important: Enter the required changes in the template to ensure that future uploads are accurate. If you make edits directly in the grid, click Save and download the updated file for record keeping purposes.

  7. Click Save and close the template.

    You can use any file name for the template you upload. The document must be an Excel or CSV (Comma-Separated Value) document. The document must also contain the data in the required format.

    Important: Don’t change the name of the tab in the template. Activate uses the name to validate that the correct template is being uploaded. Also, don’t change the column headings.

  8. On the Kiwi Saver Data page, click Upload.

  9. Go to your completed Employee Kiwi Saver template in the location where you saved it.

  10. Click Open. Activate validates the uploaded file.

    Note: When you upload an Excel file in an Activate wizard, Activate includes the name of the uploaded file into the name of the XML file it generates and loads to the Dayforce File Server. The format of the generated XML file name is <NamespaceName>_<Import Type>_<file name provided>_YYY-MM-DD_HHMM. This practice makes it easier to audit files later, if needed.

    Note: If the uploaded file has errors, a Validation Failed message shows in red at the bottom of the page. You must correct the errors in the file on your computer and upload the file again.

To review and confirm the data:

The Kiwi Saver Review page shows the uploaded data in an editable grid, along with any errors, warnings, or messages related to the validation of the uploaded data.

  1. Review the information shown in the grid.
  2. To make updates to data on the page:

    • To insert a new row in the grid, click the row where you want to insert it and click New.

    • To delete a row, click the row and click Delete.

    • To download the error message list and save it to your computer, click Download Errors File.
    • To correct errors in the grid, click in the field containing the error. Click Tab to move to the right and Shift+Tab to move to the left in the row. Use the scrollbars on the right side and bottom of the grid to go to other areas of the grid.

    • To save information in the grid to your computer, click Download File and save it to the location you want.

    • To upload the file from your computer, locate the file and click Upload File. The data in the file shows in the grid.

    • To remove changes that you don’t want to save, click Refresh.

  3. When the data is complete, click Done & Install. When you leave the page, the selected values stay in the grid.
To install the Kiwi Saver data:

When the Kiwi Saver information is complete in Activate, you must install the information in Dayforce.

  2. After confirming the information on the Kiwi Saver Review page, click Load.

    3. The Load page opens with a list of the steps to complete and an estimate of how long the installation usually takes. During the installation, the current step in the process is bolded so you can monitor the progress.

  3. Click one of the following:

    • Add Email and enter your email address to be notified when the installation process ends instead of waiting for it to finish.
    • Next when the installation is complete.

    Activate Central opens with the wizard name now in green text and a green checkmark next to it. The day, date, and time of completion show, along with your name as the user who completed the wizard. The environment in which the installation was applied (Stage, Config, or Train) is also shown.

    Note: If you want to add more information, click I want to add more. See the “Executing a Rollback When Using the "Add More" Feature in the Payroll wizards” topic for additional information.

Results

The employees' KiwiSaver data is installed and available in Dayforce under Employee > Payroll > KiwiSaver.

Next steps

Complete the next wizard, as appropriate.

Employee Kiwi Saver template fields

All templates have the same basic structure:

  • Instructions tab: Helps you understand the purpose of the data and complete the fields in the template.
  • Data tab: Contains headers for the data to be included in the template. The headers remain the same, but you can change the column order. If you add more columns, Activate ignores them.

All number ranges in the templates include the numbers at both ends of the range.

To see a list of the fields in the template, click here.
Employee Identifier
Order Data Type Description Examples Why This Is Needed
1 Alphanumeric Unique value between 1-9 characters. It enables the system to identify employees uniquely. Use the same number assigned to the employee in the Getting Started HR data loads. 3241245
000000006
abc123499 		In the context of this import, the Employee Identifier, First Name, and Last Name helps users identify employees when completing the template. These required fields validate that the data being loaded is assigned to the correct employee record. The values given must match an existing employee record in Dayforce exactly.
First Name
Order Data Type Description Examples Why This Is Needed
2 String1 between 1-64 characters. Legal first name of the employee. Joe In the context of this import, the Employee Identifier, First Name, and Last Name helps users identify employees when completing the template. These required fields validate that the data being loaded is assigned to the correct employee record. The values provided must match an existing employee record in Dayforce exactly.

1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &

Last Name
Order Data Type Description Examples Why This Is Needed
3 String1 between 1-64 characters. Legal last name of the employee. Smith In the context of this import, the Employee Identifier, First Name, and Last Name helps users identify employees when completing the template. These required fields validate that the data being loaded is assigned to the correct employee record. The values provided must match an existing employee record in Dayforce exactly.

1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &

Effective Start Date
Order Data Type Description Examples Why This Is Needed
4 Date. Excel right- justified date format or Excel text format yyyy-mm-dd. The start date for KiwiSaver record. Date formatted cells: 09/24/2015
24/09/2015

Text formatted cells:
2015-09-24

The start date when Dayforce begins the KiwiSaver employee record such as for a savings suspension enrollment type.
Effective End Date
  Data Type Description Examples Why This Is Needed
5 Date. Excel right-justified date format or Excel text format yyyy-mm-dd. The end date for KiwiSaver record. Date formatted cells: 09/24/2015
24/09/2015

Text formatted cells:
2015-09-24

 The optional end date indicates when Dayforce ends the employee KiwiSaver record. For example, when the application stops processing employee contributions as specified in the Employee Contribution Rates (%) field.
Enrollment Type
Order Data Type Description Examples Why This Is Needed
6 Enrollment Type for Employee.

Accepted values only:

  • EE = Existing Employee
  • NE = New Employee
  • EA = Existing Employee
  • Autoenroll
  • KiwiSaver
 The option that you select determines which settings of the employee's KiwiSaver record are editable. EE
NE
EA		 Used to define the Enrollment Type for Employees.
Status
Order Data Type Description Examples Why This Is Needed
7 Enrollment Status Code.

Accepted values only:

  • AE = Auto Embroilment
  • AK = Existing Member
  • OK = Opting In
  • CT = Casual/Temporary Employee
  • NK = Not Eligible for KiwiSaver
  • OT = Opted Out
  • SS = Savings Suspension
  • NA = Not Applicable
If the Enrollment Type drop-down list has the Existing Employee option selected, the following additional options become available:

  • SS – Savings Suspension

  • NA – Not Applicable

If the Enrollment Type drop-down list has the New Employee option selected, the following additional options become available:

  • AE – Auto-enroll

  • AK – Existing Member

  • CT – Casual / temporary employee

  • NK – Not eligible for KiwiSaver

  • OK – Opting In

  • OT – Opted Out

  • SS – Savings Suspension

If the Enrollment Type drop-down list has the Existing Employee Auto-enroll KiwSaver option selected, the following additional options become available:

  • OT – Opted Out

  • SS – Savings Suspension

  • NA – Not Applicable You can select

  • NA - Not Applicable when the status isn't applicable for the enrollment type.

 AK
AE		 Used to define the Enrollment Type status for employees.
Savings Suspension Reason
Order Data Type Description Examples Why This Is Needed
8 String.1 Is enabled only when the SS - Savings Suspension option is selected in the Status drop-down list.   An employee needs to provide a reason only if they’re a member for less than 12 months of KiwiSaver. Optionally, enter a description as to why the savings is suspended.

1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &

Late Opt Out Reason
Order Data Type Description Examples Why This Is Needed
9 Late Opt Out Reason Code.

Accepted values only:

  • INFO
  • IRS ERIS
  • EVNT
  • CRIT
  • INER
  • OTHR.

  • Opt-Out Reason Code. Only available when the Status Code = OT.

  • INFO - Employer didn’t provide a KiwiSaver information pack within seven days of starting employment.

  • IRS - IR didn’t send an investment statement upon application to a default scheme.

  • ERIS - Employer didn’t provide an investment statement (for the employer selected KiwiSaver Scheme.

  • EVNT - Events outside of control meant the opt-out application was unable to be submitted within the eight-week time limit

  • CRIT - Didn’t meet the criteria to join KiwiSaver (see Employee Information pack (KS3) for criteria.

  • INER - Incorrectly enrolled under the age of 18.

  • OTHR - Other Explanation.

   Is enabled only when the OT - Opted Out option is selected in the Status drop-down list for an Existing Employee enrollment type. Optionally, select a late opt-out reason from the drop-down list. This field is required only if the employee opts out after 56 days.
Other Late Opt Out Reason
Order Data Type Description Examples Why This Is Needed
10 Text. This field is enabled only when:

  • The OT - Opted Out option is selected in the Status drop-down list for an existing employee enrollment type, AND

  • OTHR - Other explanation was selected in the Late Opt-Out Reasons drop-down list.

   
Employee Contribution Rate (%)
Order Data Type Description Examples Why This Is Needed
11 Employee Contribution Rates:

Accepted values only:
3.0%
4.0%
6.0%
8.0%
10.0%

 Employee Contribution % for KiwiSaver supports five contribution rates for the employee before-tax: 3%, 4%, 6%, 8%, or 10%.   The default employee contribution rate is 3%.
Physical Location
Order Data Type Description Examples Why This Is Needed
12 Decimal. Employer Compulsory Contribution Rate (%) defaults to 3%.   When a record is identified as being a Savings Suspension, the administrator can capture a value in the Employer Compulsory Contribution Rate and Employer Voluntary Contribution Rates fields, This information enables the employer to make KiwiSaver payments.
Employer Compulsory Contribution Rate (%)
Order Data Type Description Examples Why This Is Needed
13 Decimal. If employers want to enter a greater contribution, enter it in the Employer Voluntary Contribution Rate (%)   When a record is identified as being a savings suspension, the administrator can capture a value in the Employer Compulsory Contribution Rate and Employer Voluntary Contribution Rates fields. This information enables the employer to make KiwiSaver payments.