To login to the system, you can login here app.paythenanny.nz/login.

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

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

If you're still having issues, email support at payroll@paythenanny.nz

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.

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.

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

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

Our contact details are:

• Email: Payroll@paythenanny.nz
• Phone: (04) 560 7397

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. 

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. 

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.

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

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

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.

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. 

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

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. 

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. 

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:

• At 5pm Sunday of each calendar week, timesheet entries will cut off
• After this time, nannys won't be able to enter any further time for that week
• The system will then automatically generate a timesheet approval and send this to your employer
• 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.

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.

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.

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.

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.

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. 

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. 

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.

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 payroll@paythenanny.nz