Simplified Employment Forms: A Guide for New Zealand Businesses

Nove Galla
Aug 4
2 min read

Employment forms are vital for ensuring compliance, smooth onboarding, and efficient workforce management. For businesses in New Zealand, staying up-to-date with employment laws and regulations is critical. This guide provides an overview of essential employment forms and their uses, tailored to New Zealand’s legal and business landscape.

1. Employment Agreement Forms

Employment agreements are a legal requirement under the Employment Relations Act 2000 in New Zealand. These documents outline the roles, responsibilities, and terms of employment for both employers and employees.

Key Points:

Clearly state the employee’s position, working hours, and salary or wages.
Include details about such things as leave entitlements, trial periods and termination processes.
Ensures compliance with the Minimum Wage Act and Holidays Act.
We provide templates that you can purchase online and download - Employment Contracts NZ / Buy Online / Instant Download.

2. Tax Forms

Managing employee taxes correctly is essential to avoid penalties from the Inland Revenue Department (IRD).

Must-Have Forms:
- IR330C (Tax Code Declaration Form): Employees use this form to provide their tax code and student loan details.
- KiwiSaver Forms (KS1, KS10): For employees opting in or out of KiwiSaver.
- PAYE Schedules: Employers must accurately report and pay PAYE deductions, including ACC levies, to the IRD.

Tip: Use software such as Xero Payroll or PayHero to simplify tax calculations and submissions.

3. Health and Safety Forms

Compliance with the Health and Safety at Work Act 2015 is a priority for New Zealand employers. Proper documentation ensures a safer workplace and reduces liability.

Essential Forms:

Health and Safety Onboarding Checklist: Includes hazard identification, emergency procedures and reporting protocols.
Incident Report Forms: Document workplace accidents and near-misses.
Hazard Management Plans: Identify and mitigate risks specific to your workplace.

Tip: Encourage employees to participate in health and safety discussions and training.

4. Timesheets and Leave Forms

Accurate timekeeping and leave management are critical for compliance and employee satisfaction.

Best Practices:

Use timesheets to record hours worked, overtime, and break periods.
Ensure leave forms capture details for annual leave, sick leave, bereavement leave, and public holidays in line with the Holidays Act 2003.
Transition to digital tools streamlined record-keeping and storage. Both Xero Payroll & PayHero includes these features for timesheets and leave requests.

5. Other Key Documents for New Zealand Employers

90-Day Trial Agreements: If applicable, include a clause in the employment agreement for trial periods.
Induction Checklists: Ensure new employees receive the tools, training, and information they need to succeed.
Exit Interview Forms: Gather feedback when employees leave your business.

Conclusion: Simplify Compliance with the Right Forms

Employment forms are more than just administrative paperwork—they’re an essential part of running a compliant and professional business in New Zealand. By using the right forms for agreements, taxes, health and safety, and timekeeping, you can streamline your processes, protect your business from legal risks, and create a better experience for your employees.

Pro Tip: Utilise resources such as MBIE’s Employment New Zealand website for templates, guidelines, and updates on employment laws. Investing time in proper documentation now can save you from costly errors later. Business and employment | Ministry of Business, Innovation & Employment