Annualisation
Annualisation is the process of spreading out the earnings of support staff who work during term-time only, into equal fortnightly pays throughout the year (including during school holidays).
Employees need to agree to having their payments annualised. Caretakers and cleaners cannot be annualised.
To be annualised, employees must:
- be intending to work for at least a full school year and
- not be planning to take more than two consecutive weeks of unpaid leave.
Annualisation year start and end dates are set in the Support Staff in Schools' Collection Agreement - Clause 3:15 and are from 31 January of any year to 30 January of the following year.
The fortnightly calculation is based on the employee's standard hours per week, excluding additional hours. Annual leave is built into these fortnightly payments. Annualised employees are paid for public holidays if they fall on a day of the week they normally work.
Authorised users must update their agreement each year before mid-January
EdPay authorised users, who have annualised their pay, need to update their annualisation agreement each year (on an EP23nt form) before mid-Jan, or they will lose access to Education Payroll services when their current annualised year ends on 30 January.
How to annualise an employee
Complete an EP23nt (links to form and instructions). You need to do this each year before the employee starts as the annualisation percentage calculations change depending on when public holidays and term dates fall.
If you have a term-time only employee starting before 31 January, you'll need to timesheet those hours.
For 2024, all EP23nt forms have to be submitted by the form cut-off for pay period 23 on 29 January 2024.
Changes during the year
If your employee's pay rate, hours or allowances change during the annualised year, or they sign a new employment agreement, complete an EP24nt for the appropriate year, or a NOVO24nt form for years between 2018-2021. Go to EdPay and forms for links to forms and instructions.
Ending annualisation
| If... |
then... |
the employee chooses to stop having their pay annualised before the end of the year
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use EdPay to change their employment type on their Job screen. They can then be paid term-time only or by timesheet.
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the employee takes unplanned leave without pay for more than two weeks
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their annualisation will need to be stopped.
Use EdPay to book the leave, and then change their employment type in the Job screen. Select leave without pay (LWOP) as the reason.
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the employee has completed all the weeks agreed to on the annualisation agreement (EP23nt)
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complete a NOVO6 form (do not terminate their role in EdPay).
If they want the remainder of their annualisation paid as a lump sum, write their actual last day of duty on the form and write in the comments that the remainder should be paid as a lump sum.
If they want to continue receiving their pay at the annualised amount through to the end of the year, write 30 January as their last day of duty.
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Record keeping
Retain a copy of any forms in the employee's file. See Payroll record keeping for more details.
Learn more
Click here for more information about annualisation including sample calculations.
Annualisations video 2mins (Opens in Vimeo.com)