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Ask us anything

We think we've got most questions covered in the sections below. Don't forget there's a search too!

  • Can I fill in the IR330 form online?
    Yes, your staff can fill in the IR330 form electronically online. The IR330 form is a tax code declaration form used in New Zealand to declare a person's tax code to their employer. The form can be accessed and completed online through the Inland Revenue website. It is included in PICMI - we embed it in their employment application. . To fill in the form electronically, you will need to have a PICMI account and log in to your account. From there, follow prompts to complete and submit information and answers electronically. Alternatively, workers can download a printable version of the IR330 form from the Inland Revenue website and fill it out manually. Once completed, they can then submit the form to you (their employer). However, submitting the form electronically can be more efficient and convenient, and may result in faster processing times.
  • Can IR330 forms be paperless?
    Yes, all the tax status information on an IR330 form can be processed and held electronically. Through the PICMI system no paper copies need be held. The PICMI service allows employers to submit their IR330 details and other payroll information electronically to the employer. The information can also be sent to payroll systems in a paperless format. This service is available to businesses that use PICMI. Submitting IR330 form tax status information electronically through the PICMI service can help to streamline the payroll process, reduce errors, and save time and money by eliminating the need for paper forms and manual data entry. It can also provide a more efficient and secure way of submitting payroll information to Inland Revenue.
  • Do I always need to have a paper copy of the IR330 form?
    No, you do not always need to have a paper copy of the IR330 form. Inland Revenue accepts both paper and electronic versions of the IR330 form. If you fill out the IR330 form electronically, you don’t need to save a copy of the form. Instead the data is securely saved by employers and allows for later updates.
  • Do I really need to complete an IR330 form?
    If you work in New Zealand, you are required to complete an IR330 form if you are a new employee, or if you change jobs or tax codes. The IR330 form is used to provide your employer with your tax code and other personal details. They use it to calculate the correct amount of tax to deduct from your wages. If you don't complete the IR330 form, your employer may not know what your tax code is, which could result in the wrong amount of tax being deducted from your pay. This could lead to issues such as underpayment or overpayment of tax, which may need to be corrected at a later date. Completing the IR330 form is important to ensure that your tax is calculated correctly. It's also a legal requirement under New Zealand tax law, and failure to provide accurate and up-to-date information could result in penalties or fines. If you have any questions or concerns about completing the IR330 form, you may wish to consult with a tax professional or contact the Inland Revenue for guidance.
  • Can I avoid downloading and printing IR330 forms?
    Yes, you can avoid downloading and printing IR330 forms by completing the information required electronically through PICMI. It meets all the requirements to store information exclusively electronically without the need to store a paper copy. Information is then sent digitally to payroll systems who process your pay run.
  • Can an employment agreement be legally issued without meeting face to face?
    Yes, PICMI meets all the requirements of employment and contract law to enable employers to comply with their obligations. It is the employers responsibility to fulfill their obligations and ensure the employment agreements between them and their employees are valid and enforceable. PICMI enables employment in the legal areas of: Offer and acceptance Bargaining in good faith Meeting the requirements of employment agreements Retaining and providing an employment agreement Electronic signatures PICMI also enables employment offers and agreements to be withdrawn, terminated or re-issued where appropriate.
  • How does PICMI meet the requirements of offer and acceptance?
    An employment relationship is formed when an employer offers a job seeker a job and they accept. Often this is done by signing an agreement, but not always. While the law requires all employees to have a written employment agreement, this is not a requirement for an employment relationship to exist. As long as a job seeker has enough information about what they are accepting, a verbal acceptance is enough. In New Zealand, once they accept, a job seeker becomes a “person intending to work” and has the same rights and responsibilities as an employee for the purposes of the Employment Relations Act (ERA 2000). Employers should not look to accept an offer outside PICMI as there is no record in this case.
  • How is there bargaining in good faith?
    In New Zealand, employment agreements are required to be negotiated in “good faith” under the Employment Relations Act (ERA 2000), including ensuring employees are given sufficient information and an adequate opportunity to seek advice before entering into an agreement. To fulfil their good faith obligations, employers are required to do at least the following things: Provide to the employee a copy of the intended agreement under discussion Advise the employee that he or she is entitled to seek independent advice about the intended agreement Give the employee a reasonable opportunity to seek that advice Consider any issues that the employee raises and respond to them There is no set time frame for a “reasonable opportunity to seek” advice, nor how much back and forth is required for an employer to adequately consider issues raised and respond to them. What “good faith” means for a particular negotiation/employment agreement will depend on the circumstances, including the operational environment and resources available to the employee and employer. PICMI caters for good faith through: Providing the intended agreement Advising the right to seek advice Allowing the job seeker time to “pause” on an offer before accepting—in the meantime their job will remain open (“reserved”) and not offered to others unless expressly withdrawn by the employer
  • How does PICMI meet the requirements of an employment agreement?
    In New Zealand, all employment agreements must be in writing with the provision that it may be in electronic form if the information is readily accessible so as to be usable for subsequent reference. Employment agreements must also include certain terms and any specific conditions (not listed here). PICMI facilitates employers to make an electronic form of the employment agreement that meets the requirements of the law. The agreements themselves are then viewable by the business and jobseeker at any time.
  • How does PICMI retain and provide employment agreements?
    Employers must keep a signed copy of the employment agreement with the provision that it may be in electronic form if the information is readily accessible so as to be usable for subsequent reference. Employers must be able to provide the employment agreement to employees as soon as reasonably practicable, if it is requested—again this can be in electronic form. PICMI enables employers to comply with these requirements: All employment agreements are retained and easily accessible by both the employer and the job seeker/employee The integrity is assured by the notarising step (see Code of Compliance) Should a job seeker/employee be unable to access PICMI for some reason, the employer can easily download and email it to them Should the employee not consent to receiving an electronic copy, the employer can easily print the employment agreement for them
  • Can you electronically sign an employment agreement?
    Yes, an employment agreement is a contract. See FAQs on eSignatures.
  • What is Seasonal Hiring?
    It is attracting and recruiting temporary staff for periods on a part or full-time basis and can be with either casual or fixed-term contracts.
  • What is the nature of Seasonal Hiring?
    It comes in burst and troughs through the year that can be hard to manage. It is particularly hard when there is high demand for a workforce. Most employers are swamped with the work of finding and attracting workers through emails, local newspapers, phone calls and job posting boards. Usually, employers are ensuring that there are enough people arriving at a place and time for a job. Sometimes this can be planned ahead and sometimes it is only the night before. In signing up the people you need, you also need to cater for people you don't want back, ensuring people fit the job at hand, people not turning up and repeating a induction over and over again as well as ensuring they get paid.
  • How does Standard Hiring work?
    Standard Hiring is tailored to finding the best person or candidate for a role. Usually, employers are asking which person will be hired for the role? Standard hiring is usually recruiter-focused, is often too slow for job seekers, working at the speed of the recruiter, and is costly because it requires CVs/resumes assessments and face-to-face meetings with candidates.
  • Why is Seasonal Hiring different from Standard Hiring?
    Employing seasonal workers requires no face-to-face interview as part of the criteria to offer a job. The employee an application and receives an employment agreement immediately if they met the written criteria and are willing. All requirements for information are provided upfront and no personal information is disclosed until the application is accepted.
  • What the major parts of a Seasonal Hiring process?
    The design requires removing barriers for job seekers through ensuring that once you contact a job seeker they can complete the process. There are many ways to reduce the need for—and often remove—interviews. ​ Work out the simplest set of critical hiring criteria (personal, health & safety, payroll) Provide all requirements upfront to the job seeker including your expectations like induction material Let the job seeker make the decision if they can meet your standards and issue a legally binding contract Send out invites and ensure that applications can be completed in one sitting! (eg 30 mins) Save all this information such that it can be easily accessed by both the employer and employee Ensure that any information is automatically shared with other systems to be available when the person starts Use this information as historic data for future staffing decisions (returnees, timings, levels)
  • Is there a setup fee?
    Nope. There are no other charges. We don't like those sorts of surprises.
  • Do I have to pay a monthly subscription?
    No. You pay as you go for signed contracts. You don't need costs when you aren't hiring.
  • Can I cancel at any time?
    Yes absolutely. You can just stop using PICMI at any time. We recommend that you export your data.
  • Can I get my data out?
    Of course. You can export all job seeker contracts and the information they saved while completing an application.
  • Do I have to pay per business user?
    Nope. There's nothing hidden in our pricing, we only charge for signed contracts.
  • Do I have to pay for job seekers that don't turn up?
    You do. We like keeping it simple and our pricing is based on time saved and you haven't invested real time in the person to get them to arrive.
  • Do I have to pay per application?
    No. You only pay per signed contract. You aren't charged for anyone that does not accept a job offer.
  • Are taxes included in the price?
    No. The pricing is exclusive of local taxes. In NZ, Goods and Services Tax (GST) is 15%.
  • How safe is our data?
    Keeping our users' data safe is a core concern for us. We believe the privacy regulations like General Data Protection Regulation (GDPR) and Privacy Act (NZ) are great and ensure we review how we collect and process user data. This page describes what data PICMI collects and what we use it for. Here’s the short boil down: You own the data we collect from you. You have the rights to have your data: Deleted, Rectified and Returned. Data that is required by employers from the employee are governed by other legislation (eg employment and contract) and may not be able to be returned. On the public website and application, the personal data we collect generally concerns: Location, IP address and any details you fill in in the Contact Forms, including but not limited to Name, Contact Details and details about your business. When we collect it and how we process it is described below. We limit the data we collect to a minimum and only collect data that has a specific purpose. The main purpose is to provide better customer support. In the application, for job seekers all of the information recorded as part of the application is personal data. However, this data is not shared with the employer until the job seeker explicitly consents to sharing this data. PICMI is hosted in the AUS but also uses third party data processors which are located both in the US. We collect your consent to process your data when you sign up and when applications are set up and agreed. We are obliged to notify you in case we have any breach of your data.
  • How secure is your transport?
    Because PICMI is a web application, we’ve made sure we are up to date with all basics (and a bit more). We actively ensure we get the best grades! A+ SSL Labs A+ Security Headers
  • Who are the 3rd parties with whom personal information is shared?
    Xero Personal data disclosed: Name, Email, Payment card, IP Address and user location (only in case of dispute) Purpose: Process payments Compliance: Link Hosting Location: AU Wix Personal data disclosed: Name, Email, Phone number User location, IP address, Advertising ID, User id Purpose: Marketing activities Compliance: Link Hosting Location: Global AWS Personal data disclosed: Name, Email, Phone number, User location, Advertising ID, IP address, User id, authentication data, transaction data, usage data, web browsing data. This includes tools Cognito, CloudWatch, RDS Purpose: Store and analyze data Compliance:Link Hosting Location: AU Google LLC Personal data disclosed: Name, Email, Phone number, User location, IP address, Advertising ID, User id, rental data, usage data, web browsing data. This includes the tools OAuth, Analytics and Ads Purpose: Authentication, Marketing activities & Store and analyze data Compliance: Link 1, Link 2 Hosting Location: Global
  • What is an electronic signature?
    Like a signature written on paper, it is a means used to identify a person and to indicate that person’s approval of that information. PICMI uses electronic signatures for both the jobseeker and the business on employment agreements. Just to give you a flavour of an electronic signature it actually can be as varied as: A scanned image of an ink signature An electronically drawn signature on a tablet using a finger or stylus A video or voice signature Any other form of electronic medium to indicate acceptance of an agreement More specifically, PICMI uses for authenticated users: A typed name as signature The selection of a checkbox at point of application for approval
  • What are the benefits of electronic signatures?
    PICMI uses them to: Ensure contracts are signed by both parties Sign documents from anywhere (and not need to go onsite) Collect secure and legally binding signatures
  • Are electronic signatures legally binding?
    Yes. Electronic Signatures are recognised internationally under the Global and National Commerce Act of 2000 (ESIGN), the Uniform Electronic Transactions Act (UETA) and local Acts such in New Zealand under the Contract and Commercial Law Act of 2018 (CCLA). These Acts state that electronic signatures have the same legal standing as pen-and-ink signatures on a piece of paper. More technically, an electronic signature is presumed reliable whes the signature is: Linked to the person and only that person (ie users don’t share accounts!) Any changes after signing are detectable to either the signature or the information (see Certificate of Completion)
  • Can employment agreements be e-signed?
    Yes. Employment agreements are in the broad set of documents that can be signed. In fact, there is only a limited set that cannot be signed. Examples of documents that can’t be e-signed include wills, adoption or divorce.
  • What is a Certificate of Completion (CoC)?
    In its simplest form, a Certificate of Completion is are details about the agreed documentation, such as date of signing. More specifically, it records a value that ensures any changes to the document—which includes who signed, when and the content—after signing are detectable. At a practical level, this is PICMI being a notary and providing you with a record of this service.
  • Do I have to install anything to sign the document?
    No. PICMI makes it easy to add your signature and accept.
  • How is the document actually signed?
    There are two parts in practice. The legal part is as explained above that you have agreed and been in control. The other part is that we ensure that the document has changed since you signed it which is explained in the Certificate of Completion.
  • Is it possible to revoke my e-signature?
    No. Once a signature has been applied it can’t be removed. But if you have the authority you can terminate a contract which may be what you are trying to achieve.
  • Why is there a virtual signature on the document and not my scanned handwritten signature?
    A handwritten-looking signature is only one of the ways to have an electronic signature. PICMI has chosen to exclusively use virtual signatures.
  • Do contracts also have to be printed and signed?
    No. Not to be legally binding. Let’s save more paper!
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