Cut-off times for pay instructions

It is good practice to enter pay instructions in EdPay as they arise, so that payroll information is kept current and to avoid pay errors. Some instructions that are entered in EdPay (such as timesheets and leave) are effective immediately unless future dated. Requests that need to be processed by a payroll advisor (such as new hire requests) are treated as a manual instruction, and follow those cut-off rules.

Some instructions cannot be entered in EdPay, and must be submitted using a form. When sending forms to the Education Payroll Service Centre, you need to allow more time for the instructions to be processed. See Forms.

Cut-off times for instructions

It is important that instructions for a pay period appear in that period's 1st draft SUE report, to allow time to check and correct them before the pay is run. To ensure this, the following cut-off times for instructions apply.

Day Time Cut-off
Day 1 Wednesday New pay period begins
Day 6 Monday 5pm Cut-off for manual instructions sent via NOVO form or for EdPay requests submitted to the pay centre
Day 8 Wednesday 5pm Cut-off for online instructions (such as timesheets or leave requests) to be entered in EdPay
See EdPay or form?
Day 9 Thursday 9am The 1st draft SUE is available for checking. See Check 1st draft SUE report

Be prepared for SUE report checking to be more complex when collective agreement changes are made, or during End of Year/Start of Year processing


From time to time instructions submitted after the cut-off time may be processed, but this cannot be relied upon.

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Cut-off times for corrections

It is important that any corrections appear in the 2nd draft SUE report, to allow time to check them before the pay is run. The following cut-off times for correcting instructions apply.

Day Time Cut-off
Day 9 Thursday Noon Cut-off for manual corrections to be emailed via NOVO31 form to the Education Payroll Service Centre with subject line:
SUE REPORT CORRECTION (name, MOE number)
See Correct pay errors.
Day 13 Monday 9am The 2nd draft SUE report is available for checking. See Check 2nd draft SUE report


Corrections submitted after the cut-off time may be processed, but this cannot be relied upon.

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Cut-off times for urgent adjustments

Day Time Cut-off
Day 13 Monday 11am Cut-off for urgent adjustments to be emailed via NOVO31 form to the Education Payroll Service Centre with subject line:
STOP PAY ADJUST (name, MOE number)
See Check 2nd draft SUE report
Overnight Monday
The pay is run to generate payments for employees
Day 14 Tuesday
9am
The final SUE report is available
This report reflects the actual pay run and forms part of the school's financial records. See Check and file final SUE report.
Day 14 Tuesday
10am
Cut-off for stop pay requests to be emailed via NOVO31 form to the Education Payroll Service Centre with subject line:
FULL STOP PAY (name, MOE number)
See Stop pay.


Instructions that are entered in EdPay on Tuesday (day 14) will not take effect until the next pay run.

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Cut-off times changes to financial information


Day Time Cut-Off
Day 10 Friday 5pm Cut-off for changes to Bank account details on EdPay.
To have an employee's bank account updated in time for the employee to be paid into the new bank account on payday, all changes must be submitted in EdPay by Friday 5pm.

If you submit a manual NOVO4 form via email, this must be submitted by Monday Day 6, as per the manual forms cut-off day so that it can be processed in time.
Day 6 Monday 5pm Tax code change for Relievers, or for a Special Tax code (STC)
Special tax codes (STC), and tax code changes for relievers must be advised on a NOVO4 by cut-off for manual forms. 
For a STC please also attach the confirmation letter from IRD
Day 10 Friday 5pm Cut-off for changes to Tax code on EdPay (STC not available on EdPay)
To have an employee's tax code updated in time for payday calculations, please make all changes on EdPay under the Financial details tab by Friday cut-off.

Changes can only be made from the start date of the current or future pay periods. 
Day 10 Friday 5pm Cut-off for changes to Kiwisaver contribution rate on EdPay
To change the employee's contribution rate to Kiwisaver, please update this on financial details tab by Friday for it to be calculated correctly for payday

To request a contribution holiday or enrol an existing employee in Kiwisaver, Please provide a NOVO29 with any supporting documentation - cut off for manual forms is Monday Day 6


Related links

How to:

Resources:

Reports:

Ministry of Education website: