Novopay News 11 August 2017

News for School Payroll Staff


Kia Ora,

In this issue we feature stories on the ACC invoices and a pay increase, plus a very positive Customer Satisfaction Survey result. Your ACC levy invoice is now available please ensure that your school's bank account has funds available for the debit on 5 September. Also coming up in September is the third secondary school teachers' tranche pay increase.

Lately we have seen a significant jump in our customer satisfaction surveys which is a great endorsement of our school account teams and thank you all for your positive feedback. Finally, we have a very useful handy hint on managing your SUE reports.



Noho ora mai.

Mathew Gordon, School Account Team Manager


ACC - Levy invoices available

Your annual ACC levy invoices are now available via Novopay Online (NOL). To access the invoice, log in to NOL, visit the My Reporting tab and choose ACC EoY. This is your 2017 ACC annual levy invoice. The levy is based on net leviable earnings and will be deducted from your school's bank account on 5 September 2017. For more information about payments and rates that make up this year's levy visit the Novopay website.


Secondary Teachers third tranche pay increase PP12

As of 4 September 2017 secondary teachers have a pay increase will be applied to their base salary. Union members and those on the latest Individual Employment Agreement will be updated automatically to these rates. As a result your staff who are union members will find their one percent union subsidy will be increasing to a maximum of $29.92 per pay due to the pay increase.

ACC - Low sick leave balance and making a timely payroll decision

If you have an employee away from work we suggest you decide whether to book it as paid leave or leave without pay in time for the pay period cut off. You can download a printable payroll calendar here. It is best if you do not wait for a medical certificate before you process the leave or submit a Novo12 leave booking form, especially when there is a low sick leave entitlement. The issue is that if leave is not processed or advised in a timely manner, complications can arise between all parties involved in the claim management. Your leave decision can be changed after the leave has been processed if you need to. Medical certificates can also be used for audit files if required.


Significant rise in customer satisfaction

Our latest customer satisfaction surveys have revealed a significant increase in customer satisfaction over the last two quarters. To date six quarterly surveys have been undertaken. The first quarter survey for 2017 found there had been a 28% increase in the last 14 months. There was 79% satisfaction with the statement that schools were totally satisfied with "Overall quality of service" compared to 51% cent in January 2016. The second quarter 2017 results have just been completed and confirm this significant increase in customer satisfaction at 78%. This shows that our customers are now consistently ranking our performance as totally satisfied with the "overall quality of service" in the high 70's.The survey found that Education Payroll's performance across all metrics has shifted considerably from 2016. For example, people finding Novopay easier to use rose from 37% in January 2016 to 63% in July this year.

UMR undertake the survey of a random sample of 200 to 300 schools each quarter ranging from small, medium to large schools.

Profile Education payroll staff: Meet Karna


Karna works in Education Payroll's Debt Management Unit based in Christchurch.

The team are advised of overpayments made to school employees and send out letters seeking a repayment of the overpaid amount. "I would say in the majority of cases most people don't have a problem with repaying their overpayments," he says.

Karna came to New Zealand six years ago from the Indian state of Gujarat. He has worked for Education Payroll (and previously Talent2) for a total of four and half years. Karna holds a Bachelor of Commerce degree and post graduate diplomas in business administration and a human resource management. The best thing he says about the job is the people he works with and in his spare time he is a keen cricketer.


Handy Hint # 1: Getting funding approvals for higher duties allowances

When a principal or teacher takes study or sabbatical leave there are often other changes in the school to provide cover for the temporary vacancy. Here are a few things to consider:

  • The principal or teacher's approved leave should be granted a Funding Notice from TeachNZ
  • The principal or teacher will still be paid their standard salary from the school. The funding codes provided by TeachNZ cover the relief costs (Higher Duties) that are incurred as a result of the temporary vacancy
  • The leave period start and end dates are provided by TeachNZ
  • It is mandatory for the funding notices to be submitted along with payroll instructions (NOVO28t) notifying Novopay of the relief cover

Please see this link for further details of funding and Higher Duties Allowances


Handy Hint # 2 Staff usage and expenditure (SUE) report

The Staff Usage and Expenditure (SUE) report is generated as an output of a pay run. It shows the gross pay details of a school's employees in a pay period.


Three versions of the SUE report are generated in a pay cycle, as shown in this table:

Purpose

The draft SUE reports allow administrators and principals to check details and correct pay errors before each pay run. After the pay is run, the final SUE report forms part of the school's accounting records.

Formats

This report can be downloaded as either a CSV file or a PDF file.

These display slightly different information, as follows:

  • The CSV version contains Department/Funding Detail, and a totals summary.

This provides an easy format to check draft SUE reports using a spreadsheet program.

e.g. Excel, to identify pay errors.

  • The PDF version provides data in a printable format, and forms part of the school's financial records. The only difference between the data in the PDF and CSV versions is the inclusion of the Employee Summary in the PDF version, which can be used to see the total pay for each employee.

Responsibilities

Only school-wide administrators and principals can access this report.

The Ministry of Education strongly recommends that the person who checks the SUE reports is independent of any changes made.

Download the report

1. Download the SUE report in Novopay Online using the following menu path:

My Reporting tab > School Reports > Staff Usage and Expenditure (SUE)

2. Select the end date of the period you want to view.

3. Click file format (PDF or CSV) that you would like to download.

Reading the report

The SUE reports have three sections, as follows:

Employee Summary - Note: The Employee Summary is only available in the PDF version of the report.

This displays the SUE data alphabetically by employee surname. The detail of an employee's gross pay is consolidated by pay code for each job. This helps you to quickly scan for amounts that stand out as being incorrect.

If you need more detail on the transactions that make up each line in the Employee Summary, refer to the Department/Funding Detail section of the report.

Department/Funding Detail

The Department/Funding Detail section uses the same data as the Employee Summary, but displays it by the funding code (e.g. MoE Teachers' Salaries, Bulk Grant, Other) and the department code (e.g. Music, Special needs staffing, etc.) within your school that the payments are applied to. This section gives a line-by-line description of staff usage and expenditure by pay code.

Year-to-date totals summary

At the end of the report is a table showing payments from all funds for each pay period in the current financial year. The current pay period is the last row in the table. The amount in the Direct Debit column is the amount that will be debited from the school's bank account on pay day. In some circumstances, this may be a credit.

The adjustment summary below the year-to-date totals summary will only show detail in exceptional circumstances.

This table describes some of the columns in the SUE reports.


Key tasks

  • Check the first draft SUE report as soon as it is available on the Thursday before pay day to ensure that employees will be paid correctly in the current pay period.
  • If errors are found, correct these either via form or in Novopay Online before the cut-off times.
  • Check the second draft SUE report on the Monday before pay day to ensure that errors have been corrected.
  • Check the final SUE report and action stop pays, if required, before 10 am on Tuesday. Download the PDF version of the final SUE report.

A signed copy must be kept as part of your financial records.

Retention

It is recommended that you keep a, checked and signed, PDF version of final SUE reports until the year's financial audit is completed.

To meet legal requirements, SUE reports must be kept for seven years.

Note: SUE reports for the past 15 months can be downloaded from Novopay Online.

(For older versions, contact the Novopay Service Centre).