Start of Year scenarios

Use the Start of Year 2021 Guide (PDF) or the step-by-step process to guide you through the Start of Year tasks.

These tables cover scenarios that might arise. If you still need help, your dedicated payroll adviser can assist.

Annualisation

Situation Solution
You have an annualised non-teacher whose start date is earlier than 1 February 2021. Use 1 February 2021 as the employee's start date on the NOVO23nt and then submit timesheets for hours worked before 1 February 2021 if they are already annualised.

If they are a new employee, they will need to be set up as term-time only from their start date and then annualised from 1 February 2021.

Allowances

Situation Solution
You have an employee with a Tutor Teacher Allowance (TTA) or Maori Immersion Teaching Allowance (MITA). TTA and MITA allowances automatically end at the end of each year, as these allowances have to be applied for each year. The teacher will be paid holiday pay on their allowance from the end of the year.

Authorised users

Situation Solution
You discover that someone is an authorised NOL user and they should no longer have access. Complete a NOVO5c to cancel their access. Once actioned, this will be confirmed by your payroll adviser.
You are the principal and your authorised user will be returning to school before your start date in 2021.
Make sure you have completed start of year processing for your authorised user before you go on Christmas leave, or they may not be able to access Novopay Online in 2021 and complete start of year processing for your school's employees.

Start and end dates

Fixed-term teachers

If Then
a fixed-term teacher is starting before 28 January. update their start date in EdPay. They will be paid from the start date advised by the school in EdPay. If the start date overlaps with holiday pay, they will be paid from the day after holiday pay ends.
a fixed-term teacher is starting between 28 January and 9 February.

enter 28 January as their start date in the Start of Year screen. Also enter their end date. Their pay will be backdated to 28 January.

Note: If the teacher is new to the payroll, they will be paid from the start date advised by the school in EdPay if it is after 9 February. If the start date is 9 Febuary or earlier, it will default to 28 January.

a fixed-term teacher is starting after 9 February because they are taking leave without pay. enter 28 January as their start date in the Start of Year screen. Also enter their end date. Book leave without pay (LWOP) from 28 January to the day before they return.
They will be paid from the day after their LWOP ends.
a fixed-term teacher is starting after 9 February and is not taking leave without pay. terminate them in EdPay. Restart them in a new job in EdPay


Non-teachers

Situation Solution
You have a teacher aide that you do not want to start until well into the first term, depending on roll numbers. You want to know how to treat them at Start of Year. Use EdPay to make them a timesheet only employee from 07 February, 2021, then turn them back to term-time only from their start date in 2021. Use the change pay details.
Or
Start them from 07 February 2021 in the Start of Year screen, then put them on Leave Without Pay until the day before their return.
You have a term-time only employee who finishes ten days after the end of term, and returns before the school starts. This results in an overlap of dates in regard to holiday pay.

Enter the start date in the Start of Year screen as the day after the leave booking ends, then submit a time sheet for the days that overlap with annual leave.

You can check leave bookings in the Pay Period 19 Transaction Report CSV file which can be downloaded from My Reporting > School Reports in Novopay Online.

To find the transaction record easily, you can sort the CSV file by employee name, Leave Type and Leave Dates.

You can also check your PP19 SUE report for the last day of ALTTO.

You have a non-teaching permanent term-time employee who will be working after the School's Term 4 end date, and restarting before the school Term 1 start date. It is acceptable for non-teaching staff to have start and end dates that are outside the school start and end dates.

'Grayed out' employee

Situation Solution
You notice that you cannot change some fixed-term employees in the SoY screen, as the row is grayed out. A message displays, saying that the employee is not active for the current SOY, and to contact the Novopay Service Centre. Make a note of the Employee's End Date. The row is likely to be greyed out because their fixed-term end date is before the school's Term 4 end date.

Extend their occupancy dates in EdPay. Once the EdPay Pay Details Change has been processed, the employee may still appear grey with the same error message. This is due to the occupancy having been extended independently of the EoY/SoY process.

You will still be able to submit the rest of your school's SoY data through the SoY screen. For the greyed out employee, make the appropriate changes for SoY in EdPay.

Leave without pay (LWOP)

Situation Solution
If an employee is taking LWOP from the start of 2021. Book the LWOP in the Start of Year screen.
If an employee is on LWOP at the end of 2020 and will be returning in 2021 later than the date booked. Book additional LWOP in the Leave Bookings Entry screen
If an employee is on LWOP at the end of 2020 and will be returning in 2021 earlier than the date booked. Complete a NOVO12r form to reverse the leave days booked.


Funding and department codes

If required, new department codes need to be set up in Novopay Online prior to making funding changes in the Start of Year screen.