Payroll Update 23 April 2020

News for School Payroll Staff


Kia ora tatou

The Education Payroll 'home team' will be staying at home next week as the country moves to alert level 3. Although we are an essential service, I've decided it's most practical for the team to continue to work from home during level 3. We hope you've found it helpful to be able to reach your payroll adviser by phone again, and from our point of view that trial has also gone well, and we'll be keeping it going. Our dedicated payroll advisers have said how much they have enjoyed being able to talk in person too.

The Ministry of Education has prepared instructions for schools as we move to alert level 3, and we've linked that below.

Otherwise, things are business as usual here at Education Payroll. We are preparing to retire NOVO forms, starting with NOVO 1 and 1nt. We've asked our 66 test schools to use only EdPay to Add New Employees. Depending on feedback we expect to be asking all schools to stop using these forms soon. The next forms to be retired will likely be NOVO 3, 4 and 29. No form will be retired until all of its functions are available in EdPay.

EdPay continues to progress. We have issued two releases with changes and improvements while we've been in lockdown. You can now print the Add New Employees summary screen, and there are also improved validations and drop downs.

In this issue of Payroll Update, we have some information about ACC and IRD, and also a reminder to complete the termination process for all former employees - it's just a couple of clicks in EdPay.

Keep safe everyone, and all the best

Arlene White
Chief Executive
Education Payroll

Read the Ministry's latest Bulletin, including detailed information about moving to level 3.

Emergency payments complete

Just a reminder that no further Ministry COVID-19 emergency payments will be made for day relief and non-teaching staff paid by timesheet. The Ministry is advising schools to review their arrangements for these staff, and make sure their hours of employment match their regular hours and employment agreements are up to date. They recommend setting up fixed hours so these staff are paid automatically. You can do this in EdPay for non-teachers by updating Job Details to 'term time only' and giving set hours, or for day relievers, you can do this using the Add New Employee feature.

Fixed term arrangements

All fixed term agreements that had been scheduled to end during the lockdown were extended to 5 May. If you wish to re-employ staff and load them into EdPay as usual, this will override the 5 May end date. If an employee resigns before 5 May, terminating them in EdPay with the correct end date will ensure they are paid correctly.

Terminating jobs in EdPay is easy - see our guide below.

ACC reminders

If your employee has an accident or injury covered by ACC:

  • Advise them to contact ACC and request weekly compensation.
  • If the work-related injury is not exceeding five continuous days for a non-teacher and seven continuous days for a teacher, submit a NOVO12acc leave booking form (PDF) advising ACWK1 - WorkRelated W1 for the Leave Code. The first week of injury is considered a stand-down period by ACC, so this cost is covered by the school.
  • Send any forms labelled ACC3, ACC72 or ACC38 that you receive from ACC to support@novopay.govt.nz as soon as possible. We will complete these.

For more information, please visit our ACC page.

TRSS leaving service benefit

During this time we are accepting electronic copies of the TRSS Leaving Service Benefit Form (TRSS Form 2). Please send these to support@novopay.govt.nz. Alternatively, your employees can send them direct to 3p@novopay.govt.nz. If you think a hard copy form might have been delayed in the post by the lockdown, you can send in another electronic copy.

Getting KiwiSaver funds on retirement

If you joined KiwiSaver before 1 July 2019 and were then aged 60-64, you would have been locked into the scheme for 5 years. From 1 April 2020 you can now either:

  • opt out any time after age 65 (and withdraw your savings)
  • keep your funds in KiwiSaver for the full 5-year term (and withdraw them after that).

Learn more

Using EdPay for terminations and setting end dates

When you first log in to EdPay, you are taken to your My Employees page - a list of all the current employees at your school (excluding relievers).

Employees with end dates for jobs have these displayed in the End date column. If the end date is approaching and the employee is due to be terminated, you can click the three dots under Quick Tasks and select Terminate Job. Simply enter the last day of duty and select a reason.

If you filter the Status column by Lapsed, you can also see any employee jobs with an end date which has already passed. These jobs can also be terminated by Quick Tasks.

To extend an employee, update their end date in their job details.