EdPay and NOVO forms

EdPay is being built to eliminate NOVO forms. Forms that should now be completed in EdPay are marked on this page with the EdPay logo. If you are an EdPay Beta user please continue to use your EdPay Beta login for those tasks.

When you need to use a NOVO form, you must always download the original from this page to ensure you have the most up-to-date version. Follow the instructions provided with each form.

PLEASE NOTE

  • The table below has been updated with the form number column on the right. Items are in the same order as previously.
  • If you're using a NOVO form, download and save the form to your desktop or another place on your computer. If you don't save it before filling it in, you will lose your data.
  • The Schools Account Team will return out of date, incorrect, illegible or incomplete forms to you for re-submission.
This replaces the NOVO5C form
Name Use For Available In EdPay Novopay Smart Form
New appointment for non-teachers All new non-teaching appointments


Log in to complete


EdPay instructions

NOVO1nt

(PDF 761KB)
V5.10 updated 11/2/21

NOVO1nt instructions

V5.4 updated 19/9/18

New appointment for teachers
All new teaching appointments


Log in to complete

NOVO1t

(PDF 1MB)
V5.10 updated 1/11/19

NOVO1t instructions

V5.4 updated 19/9/18

Pay details change for non-teachers

  • support staff changing hours employed
  • permanent and fixed-term allowances for non-teachers
  • retrospective date changes
  • fixed-term employees changing contract end dates.


Log in to complete

NOVO2nt

(PDF 1.02 MB)
V5.2 updated 17/4/19

Note: if your employee is working reduced hours due to an accident, use a NOVO12acc Smart Form not a NOVO2nt Smart Form

Pay Details Change for Teachers
  • teachers changing hours employed
  • permanent and fixed term allowances for teachers
  • retrospective date changes
  • fixed term employees changing contract end dates
  • NOT for advising higher duties, Communities of Learning, Maori immersion, tutor teacher, service increment allowances for employers

Log in to complete
NOVO2t

(PDF 250KB)
V5.6 updated 11/3/20

Note: if your employee is working reduced hours due to an accident, use a NOVO12acc Smart Form not a NOVO2t Smart Form

Employee Details Change
When your employee's personal details have changed
Log in to complete

NOVO3

(PDF 994KB)
V1.3 updated 13/11/18

NOVO3 instructions

V1.1 updated 1/6/18

Tax Details Change
For all tax detail changes

Log in to complete

NOVO4

(PDF 144KB)
V2.1 updated 15/1/18

NOVO4 instructions

EdPay service authorisation / changes to details
To authorise an employee to administer schools' payroll data and information through the EdPay Service, including employees not paid by Education Payroll.
Use EdPay to on-board any new staff member who will also complete your school's payroll work
EdPay5
(PDF, 1.18MB)

This replaces the NOVO5 form


Cancel service authorisation
To cancel an employee's service authorisation in the payroll system EdPay 5C
(PDF, 1.8MB)

This replaces the NOVO5C form



Termination/End of Employment
  • resigns from, leaves or ends a job
  • transfers to another school
  • leaves the education service

Log in to complete

NOVO6

(PDF 536KB)
V3.3 updated 17/4/19

NOVO6 instructions

V3.1

Termination Reversal
Request cancellation of a termination of employment
NOVO6r

(PDF 149KB)
V1.1updated 15/1/18

NOVO6r instructions

Salary Assessment for Teachers

To determine a teacher's pay if:

  • this is their first position
  • they have not taught in a state or state integrated school for two years

NOVO7t

Download form and instructions from the Salary Assessment Forms page

Statement of Service Request for Teachers

To request:

  • a statement of service
  • a copy of pay history
  • salary cards for teaching staff.
  • the last five years' service for registration or certification purposes
  • NOT for leave, retirement, or redundancy checks -use a NOVO 31 for this

NOVO9t
(PDF 462KB)

V5.2updated 1/6/18

NOVO9t instructions

V5.2 updated 1/6/18

Timesheet for Out-of-Hours Music & Art Staff
To advise the timesheet hours worked by out-of-hours music and art staff when you are unable to enter the details directly into Novopay Online
NOVO10nt
(PDF 101KB)
V1.1 updated 15/1/18

NOVO10nt instructions
Timesheet for Caretakers/Cleaners/Canteen Workers/Ground Staff
To advise of casual and fortnightly timesheet hours worked by, or allowances due to, caretakers, canteen workers and ground staff on timesheet; or additional fortnightly hours worked by, or additional allowances due to, caretakers, canteen workers and ground staff not on timesheet, if you're unable to enter the details directly into Novopay Online
Log in to complete


EdPay instructions
NOVO11nt
(PDF 96KB)
V1.1 updated 15/1/18

NOVO11nt instructions


Leave Bookings other than ACC leave bookings

Note: advise ACC leave bookings using a NOVO12acc Smart Form

To book leave when you cannot enter the details directly into Novopay Online
Log in to complete

NOVO12
(PDF 653KB)
V4 updated 15/1/18

NOVO12 instructions

ACC Leave and ACC partial duties bookings.

Note: advise all other leave using a NOVO12.

  • To book all ACC leave that your employee has taken, including future-dated ACC leave
  • To advise of changes to a leave period, eg to change the leave end date
  • To advise of any hours worked while on ACC (if applicable)

NOVO12acc
(PDF 1.92MB)
V1.3 updated 19/4/18

NOVO12acc instructions

Leave Booking Reversal
To reverse leave when you cannot enter the details directly into Novopay Online
NOVO12r
(PDF 1MB)
V2.4 updated 19/11/19
Timesheet for Non-Teachers
To advise of the weekly hours worked by, casual and fortnightly timesheet hours worked by, or allowances due to, non-teachers on timesheet; and additional fortnightly hours worked by, or additional allowances due to, non-teachers not on timesheet, if you're unable to enter the details directly into Novopay Online
Log in to complete


EdPay instructions


NOVO13nt
(PDF 93KB)
V1.3 updated 7/8/20

NOVO13nt instructions



Timesheet for Adult/ Community Education Staff
To advise of the weekly hours worked by Adult and Community Education (ACE) staff, if you're unable to enter the details directly into Novopay Online
NOVO14nt
(PDF 190KB)
V1.2 updated 13/4/18

NOVO14nt instructions
Timesheet for Individual Relief Teachers
To advise of the timesheet hours (in part days) worked by relief teaching staff for the week, if you're unable to enter the details directly into Novopay Online
Log in to complete


EdPay instructions
NOVO15t
(PDF 253KB)
V1.1 updated 16/1/18

NOVO15t instructions

Teacher or Principal at a Communities of Learning role

Note: remember to submit the confirmation letter from the New Appointment National Panel for all leadership and across community/between schools teacher role appointments

For all teachers and principals appointed to a Communities of Learning role
NOVO16c
(PDF 431KB)
V1.8 updated 2/9/19

Teaching Unit/Payment Allocation/Allowance Change for Teachers
If you and your teacher have formally agreed to change the unit, payment or allowance details for their position when Ministry approval is required or when it covers retrospective dates.
All other changes should be entered directly into EdPay

NOVO16t
(PDF 927KB)
V5.1 updated 1/6/18

Complex examples

New/Improved/Additional Qualifications for Teachers
Use this form when a teacher has received new, additional or improved qualifications that payroll has not yet assessed
NOVO17t

Download this form and instructions from the Salary Assessment Forms page

Service Increment for Teachers
To request application of a service increment for an employee
NOVO18t

Download this form and instructions from the Salary Assessment Forms page

Childcare Credit for Teachers
For a permanent or fixed-term teacher who has previously resigned, or taken leave from a permanent teaching position, to care for their own child
NOVO19t

Download this form and instructions from the Salary Assessment Forms page

Additional Hours/Allowances for Teachers
To advise of additional fortnightly hours worked by part-time teaching staff who are not relievers; and additional one-off allowances to teaching staff, if you're unable to enter the details directly into Novopay Online
NOVO20t
(PDF 199KB)
V1.2 updated 23/5/18

NOVO20t instructions
Funding/Department Code Change
To change the funding or department code for employees for future dates or within the last two pay periods, if you're unable to enter the details directly into EdPay
Log in to complete

NOVO21
(PDF 469KB)
V2.1 updated 16/1/18
Individual Employment Agreement Pay Change for Non-Teachers
For non-teaching staff who have signed the latest individual employment agreement (IEA) following a newly ratified collective agreement appropriate to their job

NOVO22nt
(PDF 291KB)
V3 updated 15/01/21
NOVO22nt instructions
Individual Employment Agreement Pay Change for Teachers
For teaching staff who have signed the latest individual employment agreement (IEA) following a newly ratified collective agreement appropriate to their job

NOVO22t
(PDF 142KB)
V2 updated 1/10/19
NOVO22t instructions
2021 Annualisation Agreement for Support Staff
Annualisation for 2021 is now closed
To allow permanent and fixed-term, term-time only Support Staff to have their projected earning for a 12-month period spread across the whole year

NOVO23nt instructions

NOVO23nt-2021

Annualisation Agreement Change of Hours/Pay Rate for Non-Teachers

Note: please use the correct form for the appropriate year


To advise that you have permanently changed a non-teacher's annualised hours of work or pay rate

NOVO24nt - 2021

updated 29/1/21

NOVO24nt instructions

For help completing the form download these instructions


The NOVO25nt is no longer required when cancelling an annualisation.

Annualisation details can now be provided on theNOVO2nt (Pay Details Change for Non-Teachers) and on the NOVO6 (Termination/End of Employment).


NOVO25nt
Collective Agreement Arrears Request
To claim backdated arrears to previous employees

NOVO26
(PDF 1MB)
V1.2 updated 16/1/18
NOVO26 instructions
Paid Parental Leave Grant
To advise that an employee is entitled to receive a maternity grant or ex-gratia parental payment

NOVO27
(PDF 183KB)
V1.4 updated 6/9/19
NOVO27 instructions

Send this form to support@novopay.govt.nz along with scanned copies of certified documentation

Higher Duties Allowance for Teachers
To advise of a teacher acting in a higher position

NOVO28t
(PDF 142KB)
V1.2 updated 16/3/18

NOVO28t instructions

Higher Duties Allowance for

Teachers or Principal acting in a Communities of Learning role

To advise of a teacher acting in a higher position

NOVO28a
(PDF 481KB)
V1.7 updated 16/1/18
Higher Duties Allowance for a Teacher or Principal who is covering for another Teacher or Principal while they are in a Communities of Learning role
To advise of a teacher acting in a higher position. One-off time sheeted payment

NOVO28b

(653KB)
V1.6 updated 16/1/18

KiwiSaver Enrolment and Changes
To enrol an Employee in KiwiSaver. Changes can also be made for Employees already enrolled with KiwiSaver using EdPay or this form.

Log in to complete

NOVO29

(PDF 395KB)
V4.2 updated 1/4/19


Transaction Report Discrepancies/Advice of Changes

To report payroll errors on the SUE or transaction report that cannot be made directly into Novopay Online.

To request service information for the purposes of leave checks/balances, retirement or redundancy checks


NOVO31
(PDF 187KB)
V2.1 updated 16/1/18
NOVO31 instructions
Deduction by School
For all event-based deductions made to an employee's pay by your school

NOVO33
(PDF 237KB)
V4.2 updated 16/1/18
Annual Leave Cash-Up
To request an annual leave cash-up for non-teachers, and secondary principals who are employed as 52-week employees

NOVO35
(PDF 116KB)
V1.1 updated 16/1/18
NOVO35 instructions
Tutor Teacher Allowance Form




Mentor Teacher Allowance Form
NOVO36t: to apply for a tutor teacher allowance for teachers employed under the Area School Teachers' Collective Agreement

NOVO36m: to apply for a mentor teacher allowance for teachers employed under the Primary School Teachers' Collective Agreement

NOVO36t
(PDF 1MB)
V1.2



NOVO36m
(PDF 1MB)
V1.0 updated 2/9/19
NOVO36m instructions

Maori immersion Teacher Allowance Form
(Area, Primary, and Secondary)
To apply for a Maori immersion teacher allowance for teachers and principals employed under the Area, Primary and Secondary School Teachers' Collective Agreement and Area, Primary and Secondary School Principals' Collective Agreement

NOVO37t
(PDF 851KB)
V1.6 updated 16/1/18
Maori Immersion Teacher -Additional Allowance Form (Area and Primary)
To apply for a Maori immersion teacher additional allowance for teachers employed under the Area and Primary Teachers' Collective Agreements

NOVO38t
(PDF 1.3MB)
V2.2 updated 2/9/19
Bus Controllers' Allowances Claim
To apply for the Bus Controller Allowance

NOVO39t
(PDF 1.4MB)
V1.2 updated 16/1/18