Payroll Update - 05 February 2020

News for School Payroll Staff


Tena koutou

Term 1 has begun for most schools, so please ensure Start of Year (SOY) has been completed. If you are unsure whether your school has finished SOY, check the Pay Ending and SOY reports to ensure the dates, hours and allowances for the employees at your school are correct. Screens will close early March - we will announce the date soon with an Alert on the Novopay website.

Start of Year 2020 is not available in EdPay, so make sure you complete it in Novopay Online.

We have had a huge surge in schools using EdPay, which is fantastic to see! We sent an EdPay newsletter (PDF) in January that gave an overview of what's available and what's happening next. Thank you to everyone who has sent in feedback about the current features. You can email us at any time via feedback@edpay.nz.


Pay Increases for non-teaching staff

As announced in the Ministry of Education's School Bulletin (PDF), the new pay rates, including back pay, will be paid on Wednesday 25 March for those on the following Collective Agreements:

  • Support Staff in Schools' Collective Agreement
  • Kaiarahi i te Reo, Therapists', ATSSD, Special Education Assistants' Collective Agreement
  • School Caretakers', Cleaners' and Canteen Staff Collective Agreement
  • Te Aho o Te Kura Pounamu Specialist and Support Staff Collective Agreement
  • Adult and Community Education Staff in Schools' Collective Agreement

Any employees who are on an Individual Employment Agreement should have had the opportunity to accept a new IEA with the new rates of pay. If you haven't already offered the new IEA to them, you should do so.


Annualisation 2020

Applying for Annualisation 2020 has now closed. Thank you to everyone who sent their complete NOVO23nt forms early.

A very early version of the NOVO23nt form had a rounding error of 0.01%. This has been corrected by Education Payroll - no further action is required.

The NOVO24nt - 2020 Annualisation Agreement Change of Hours/Pay Rate (excel) is now available. If you need to make a change to an employee's agreement in 2019, please use the NOVO24nt - 2019 (excel).

Pay Period 23 will include the end of the 2019 annualisation

For any employee who has not been previously annualised the below will not apply.

Any employee who was annualised for the 2019 year and has chosen to be annualised for 2020 will need to be aware of the split that will occur in Pay Period 23 (29 Jan - 11 Feb).

Annualisation for the 2019 year is complete on the 30 January 2019. Annualisation for 2020 is effective from the 31 January 2019. For pay purposes this will result in:

  • 2 days at 2019 annualisation rate
  • 12 days at 2020 annualisation rate

Reminder: Annualisation top-up will be in Pay Period 24

Any 2019 annualised employees who complete the annualisation period (which ended 30 January 2020) and are owed a top-up amount, will receive it in Pay Period 24 (pay day: 26 February).

Top-up amounts may include a holiday pay top-up for additional hours worked throughout the year, or a percentage of gross earnings for Pay Periods 19 to 22 if someone was term-time only in 2018, but annualised in 2019.


School Annual Accrual Report (SAAR), Leave Liability Reports and Error Schedules available Friday

SAAR and Leave Liability reports will be available in Novopay Online this Friday 07 February. We will place an Alert on the Novopay Website when they are ready. Error Schedules will be sent directly to the school's principal in the afternoon.

You need this information to complete the payroll section of your 2019 School Financial Statement.

More information on the School Financial Statement process, and instructions on how to reconcile the SAAR, Leave Liability Reports and Error Schedules in the Financial Statement, are available from the Ministry of Education's website.


Special Tax Codes

Employees with a Special Tax Code (STC) need to correct their tax code with Inland Revenue and Education Payroll before the end of the tax year. Please update your employee's tax code in EdPay for every tax instruction you receive. This will ensure that your employees' correct tax codes take effect in Pay Period 01.

Select the employee then Financial Details in EdPay on the left-hand menu. Scroll down to Other Financial Details and click the (+) symbol (below) to change a tax code.


Please ignore the Start and End Date that displays when you click save - your payroll adviser will update it.

For more information on Special Tax Codes (aka tailored tax codes), please check the IRD website.


Useful Tips before sending a Salary Assessment Application

  • Download a new Salary Assessment Application form from the website, to ensure you have the most up-to-date version
  • Please type all the details required into the form - handwriting can lead to errors!
  • Check the Frequently Asked Questions, Pocket Manual, and Checklist on the Salary Assessment page before sending the application
  • Please do not reply to closed tickets as Education Payroll staff won't see the email

Reminder: Use the Pay Ending Report to help with Start of Year

Please check your Pay Ending Report in Novopay Online (My School > Employment Changes > Employee Changes > Change Category: Start of Year) to see if any of your employees need to be restarted in Start of Year to be paid for the 2020 school year.


IMPORTANT: You must restart all term-time only auto-paid non-teachers (including permanent) and fixed-term teachers who are returning to your school.

If any employees are still showing on the Pay Ending report that have already left your school, please use EdPay to terminate their job. It's an easy one-click in EdPay.