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

What is a contractor?

A contractor is an independent worker who provides services to a business under a contract for services, rather than being employed by them. As a contractor, you manage your own tax, ACC levies, and insurance.

How is contracting different from being an employee?

You’re responsible for your own tax and GST (if applicable).
You don’t receive employer-funded leave (e.g. annual or sick leave).
You often have more flexibility in when and how you work.
You can work for multiple clients at the same time.

How can I contract?
‍
‍You can operate as:
‍A sole trader – You trade under your own name or a business name. You are personally liable, and your business income is taxed as personal income.
‍A partnership – Two or more individuals share profits, liabilities, and business operations. Each partner is taxed individually.
‍A company (limited liability) – A separate legal entity, meaning the company (not you personally) is liable for debts. This can provide tax benefits.
‍A trust – A legal structure that holds assets or income-producing activities, often used for tax and asset protection.

For advice, visit Business.govt.nz.

Do I need to register for GST?

If you earn over $60,000 per year from contracting, you must register for GST with Inland Revenue.
If you earn under $60,000, GST registration is optional. Registering for GST is straightforward—learn how on the Inland Revenue website.
‍
Do I need to pay withholding tax, and at what rate?

Yes. The payments you receive from Cultivate as a contractor are called schedular payments, which means withholding tax (WT) applies.
‍
• Unlike salaried employees (who have PAYE deducted by their employer), contractors must have WT deducted from their payments.
• We deduct this tax and pass it on to Inland Revenue on your behalf.

Before you start, we’ll send you an IR330C form to complete, which includes guidance on choosing the correct tax rate.

How can I manage my taxes efficiently?

Managing tax and admin as a contractor can feel overwhelming, but we’ve partnered with Hnry to make it easy.

Hnry is a fully managed tax service designed specifically for contractors. They take care of:

‍• Income tax, GST, and ACC levies – calculated and paid automatically
• Invoicing and payment tracking – send invoices or get paid without admin hassle
• Tax filings – no more end-of-year tax surprises

Signup through our partnership with Hnry here and get started today. Want to chat with Hnry first? Book a free call with their team to see how they can help.
‍
What about ACC levies?
‍
‍As a contractor, you are responsible for paying your ACC levies. ACC will invoice you directly based on your earnings. More details are available at ACCNZ.‍

Do I need insurance?

Yes. As a contractor working with Cultivate, you must have appropriate insurance during your assignment. This helps protect you from unexpected events and ensures peace of mind while you work.

We recommend checking with an insurance provider to find the right coverage for your industry and work type.

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.

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.

What paperwork do I need to complete?

We’ll send you everything digitally, including:

‍Contractor Agreement – To be signed before your assignment starts.
‍Bank details form – So we can process your payments.
‍IR330C form – Required for withholding tax deductions.

Do I need to send an invoice? When will I be paid?

No! We remove the admin hassle for you. Instead of you invoicing us, we create a Buyer-Created Invoice (BCI) for you each week via Karmly. This invoice is based on your approved hours and includes your entity name and GST number (if applicable). Your invoices will be stored in Karmly for easy access.

When will I be paid?

If your timesheet is submitted and approved via Karmly by 6pm Monday, you’ll be paid on Wednesday. For more info on Buyer-Created Invoices, check out Inland Revenue’s guide.

Need more help?

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

Timesheets

Cultivate Contractor and Temp Resource Centre

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