Timesheets

Temporary Staff - FAQ’s

Welcome to the Cultivate Team. We’ve put together some answers to frequently asked questions you may find helpful.

Please feel free to contact us on
0508 CULTIVATE or at payroll@cultivate.co.nz,
we are more than happy to assist with any queries.

How do I submit timesheets?

You can submit your timesheets via our cloud based timesheet portal from either desktop or mobile phone. We use a system called Karmly and you will be provided with a log in prior to starting your assignment.

When is the timesheet deadline?

Our deadline for approved timesheets is 6pm Monday, following the week worked.
We encourage you to submit your timesheet each Friday, or at the end of your working week, to provide sufficient time for your approver to authorise your hours.

When will I be paid?

We will pay you weekly on a Wednesday providing you have entered your hours and submitted your timesheet, and it is approved by your manager by 6pm Monday.

How do I submit my payroll forms?

You will receive an email from "Onboarded" where you will be asked to step through the onboarding process, including the completion of some personal details, bank account, IRD and Kiwisaver information (if applicable).

Where do I find my payslip?

You will find all payslips on the Karmly Portal. These can easily be viewed online, or downloaded as required. You should have received details at the start of your assignment to set up your account but for more information and for a link to the portal click here.

An example screenshot is below:-

Can I access the payroll portal on my mobile?

Yes, our portal is very mobile friendly. Simply go to mobile.karmly.com in your web browser – accept the invitation from Karmly, enter your log in with your user credentials and create your password.

How do I request leave?

You can view and request leave via the Karmly timesheet portal.

To request leave click on the first date of your leave request, then click on the last date of your leave request. You can then select the ‘Leave Type’, ensure the Start and End date are correct, and add Notes about the leave if desired. Click ‘Request’ and the leave will be submitted for approval. When the request has been approved or declined, you'll receive an email confirmation.

Leave requests can only be applied to days you are taking off, aligned with your assignment work pattern. They can be used for sick leave or unplanned absences, depending on your available leave balance.

‍Important to Note: Please discuss any leave intentions with your Consultant before submitting your request through the portal. All leave must be approved prior to application.

How do I view my leave?

Click the info icon to view full details for each Holiday Leave balance:

The Holiday Leave balances displayed are:
‍
Current Due: This is the balance of leave that is currently available to you. Leave becomes due each year on your employment anniversary. The ‘current due’ balance represents the remaining leave you have accumulated since your last anniversary.

‍Estimated Leave in Advance: This balance is an estimate of the leave you would be entitled to if you were to take leave before your next anniversary. It is calculated based on how far you are into your current entitlement year and your current work pattern.

‍Important to Note: Any leave that has been approved for payment but not yet taken is not deducted from these balances.

The days and hours per week are automatically calculated based on your recent ‘Review Period’. In the example above, the ‘Review Period’ of 8 weeks has been used to calculate the candidate's average days and hours per week.

Other Leave balances displayed:

‍Sick Leave: Sick leave becomes available 6 months after your employment start date, and annually from that date onward. This period may extend if there are breaks between assignments. The sick leave balance represents your current entitlement to sick leave.

For sick leave requests you may be asked to provide a medical certificate, so please ensure you liaise with your Consultant prior to your start time.

‍Alternative Leave: Your current balance of alternative leave days (also known as lieu days). These are accrued when you work on a public holiday, based on your normal working hours for the applicable assignment. The accrual depends on your work pattern at that time. In line with annual leave, please liaise with your Consultant on any leave intentions for approval.

Need more help?

Give us a call on 0508 Cultivate or payroll@cultivate.co.nz

Contractors - FAQ’s

How do I submit timesheets?

You can submit your timesheets via our cloud based timesheet portal from either desktop or mobile phone. We use a system called Karmly and you will be provided with a log-in prior to starting your assignment.

When will I be paid?

We will pay you weekly on a Wednesday providing you have entered your hours and submitted your timesheet, and it is approved by the person overseeing your assignment by 6pm Monday.

Do I need to send an Invoice?

No, as an independent contractor we want to remove your admin time, so you do not need to invoice us. Instead, we will issue you with a buyer created invoice each week via Karmly. This will be stored for your convenience in your Karmly profile. The outcome is the same (we pay your invoice for work completed), but we do the work for you.

A buyer-created tax invoice is simply a tax invoice issued by the buyer (us) rather than the seller (you). It is issued based on your hourly rate and the number of hours you have submitted via your Karmly, and includes your entity name and GST number. If you would like to know further information about buyer-created tax invoices details can be found on Inland Revenue’s website here.

Do I need to pay Withholding tax?

Yes, payments you receive from us as a contractor are known as schedular payments and are treated differently from a tax perspective than salaries or wages. Salaried or waged employees are required by Inland Revenue to have PAYE deducted by their employer. However, contractors who receive schedular payments are required to pay withholding tax instead, which we deduct from you and pass to Inland Revenue.
It is important to note that a contractor can be an individual, partnership, trust or a company.

What withholding tax rate do I have to pay?

As a contractor you can decide on the following withholding tax rates;
         · use the standard tax rate of 20% (for payments from a labour-hire firm)
         · apply for a tailored tax rate
         · choose your own tax rate
         · apply for an exemption.
‍
Details on the above options can be found on the Inland Revenue website here. If in doubt, we suggest you use the standard rate of 20% or speak to an accountant to advise you based on your personal circumstances. Details on how to apply for a 0% special tax rate certificate can be found on Inland Revenue’s website here. Remember, If you do receive a 0% special tax rate certificate, it needs to be renewed every tax year.

You need to complete and provide us with the IR330c from Inland Revenue which confirms the rate to be paid. We will send the IR330c via Karmly before you start your contract. If you do not provide us with an IR330c form, we are required to deduct withholding tax at the non-notified rate of 45%.

Do I need to register for GST?

Yes, you must be GST registered in order to take advantage of the ‘buyer created invoice’ process. Registering for GST is an easy process. To find out how to register go to the Inland Revenue website here.

How do I claim out of pocket expenses?

You can claim any out-of-pocket expenses incurred while on assignment via Karmly as long as they have been approved by your manager, or the person who approves your timesheet. If you are likely to incur out-of-pocket expenses, it is important to get prior approval. Please ensure you attach valid GST tax invoices (not EFTPOS receipts) in Karmly to support your out-of-pocket expense claim.

We can set up the expense claim function in your Karmly account if required, so please just give us a call if you think you will need it.

Need more help?

Give us a call on 0508 Cultivate or payroll@cultivate.co.nz

Timesheets

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