Novopay Newsletter 13 January 2017

News for School Payroll Staff


Novopay News

13 January 2017

Happy New Year to all our payroll colleagues from us here at Education Payroll. We hope you had an enjoyable Christmas and a relaxing holiday break.

Start of Year (SoY) preparation is everyone's priority at the moment. Please make use of the helpful SoY tools available on the website.

The Ministry of Education has a reminder in this issue about Annualised Employees on 26 Pay Periods where there will be a pay period in January 2017 (pay period 22 - pay date 1 February 2017) in which staff covered by the collective agreement whose pay is annualised will not receive a payment. For more information please see their website.

Also attached to the email notifying Authorised Users of a new edition of Novopay News there is a flyer on annualisation from the Ministry please distribute this to your affected staff.

Kind regards,

Mathew Gordon, Manager, School Account Teams, Education Payroll Ltd

Start of Year (SoY)

SoY Screens opened on the 14 December. All Start of Year tasks which can be completed online should ideally be completed in the Start of Year screens by 25 January, 2017.

As you will appreciate at this time of year it's important to meet the deadlines so that staff returning to work in January are paid correctly. For staff coming back in February SoY screens will still be open until late March.

We have published some SoY Helpful Hints on the Novopay website. Click here. We have Start of Year Instructions available and you can access the SoY Self-paced Learning Module at any time to assist you.

SoY - Confirming job start dates for your fixed term and term time only (TTO) employees

The pay period 23 deadline to process job start dates for your fixed term and TTO employees is 6 February (Waitangi Day). Please submit instructions as soon as possible, if you haven't already, to ensure employees are paid correctly this year.

Please refer to your Pay Ending report for employee occupancy dates and complete one of the following actions, as soon as possible:

1. If they are returning to the same job, and their start date falls in the current or a future pay period, you can complete this step in the Start of Year screens. If you need to backdate the request, please complete a NOVO2t/nt form (Pay Details Change for Teachers and Non Teachers) and submit to the Novopay Service Centre.

2. If they are starting a new job at your school, please complete a NOVO6 form (Termination/End of employment) to terminate the previous job and then complete a NOVO1t/nt form (New Appointment) to start the new job and submit both to the Novopay Service Centre.

3. If they are not returning to your school in the New Year please complete a NOVO6 form (Termination/End of employment) and submit to the Novopay Service Centre. Completing this step ensures departing employees receive any Holiday Pay owed on termination.

4. If you terminated an employee at the end of last year but they are returning to a new job, please complete a NOVO1t/nt form (New Appointment) and submit it to the Novopay Service Centre. If they're returning to the same job, please complete a NOVO6r form (Termination Reversal) to reverse the termination, and a NOVO2 form (Pay Details Change for Teachers and Non Teachers).

Please remember you can use the Start of Year screen through February and March for payroll changes for employees who are returning within the current pay period.

Pay Ending Report

This is a reminder that the pay ending report can be used to:

  • identify employees whose occupancies are due to end soon, and who will not be paid after their occupancy ends
  • terminate employees who have already left your school, but have not been terminated.

If you need to check which employees you still need to process for Start of Year, the Pay Ending report is a useful tool. If an employee, regardless of their status, is displayed on the Pay Ending report and is not restarted, their pay will cease on the date displayed on the Pay Ending report.

Please see the Start of Year Instructions for more information on this.

Annualisation

IMPORTANT: Reminder from the Ministry of Education - Annualised Employees on 26 Pay Periods

In pay period 22 - pay date 1 February 2017 staff covered by the collective agreement whose pay is annualised will not receive a payment. This also includes those employees on individual employment agreements who chose to move to 26 pay periods. You may recall this is the outcome of recent court action. Earlier, the Ministry structured annualised payments across the full 27 pay periods, but to comply with the court ruling, the Ministry has had to reduce that to 26 pay periods. All support staff will still be paid what they are entitled to over the course of a year. For more information click here.

Please inform your affected staff.

Annualisation for 2017 and Anniversary days

Annualisation is a method of payment and it is an employee's choice. We have prepared more information which you can access here.

Annualised employees are due a holiday pay top up payment in pay period 22

Each year annualised employees are due a holiday pay top up payment in pay period 22 (18 January 2017 to 31 January 2017). This is for additional gross taxable payments received by annualised employees for the 2016 annualised period pay period 23 (20 January 2016) to pay period 22 (31 January 2017).

Holiday pay on additional gross taxable payments made from pay period 23 to pay period 21 (17 January 2017) will show on your first draft SUE report, 12 January 2017. Additional gross taxable payments loaded in pay period 22 (up to and including 11 January 2017) will have holiday pay generated, however the holiday pay will not show until your second draft SUE report on Monday 16 January.

Adult Community Education Collective first tranche pay period 22

As of 28 January 2017 the pay rates applicable for employees under the ACE Collective will increase. Those who are party to the collective (union member) will be automatically paid under the new rates. Staff who are on an Individual Employment Agreement (IEA) will need to sign a new IEA to be paid on the new rates and then submit the Novo22t/22nt for the increase to take effect to the Pay Centre. The IEA form can be located on the MoE Website.

MITA Allowance changes pay period 22

As of 28 January 2017 the payment of the Additional Allowances for MITA will be changing. Under the latest Primary Teachers Collective and Area Schools Teachers Collective, the Additional payment, upon attestation, is applicable after three years at $2000 pa and, six years at $4000 pa.

Employees who are party to the collective (union member) will be automatically paid under the new rates. Those who are on an Individual Employment Agreement (IEA) will need to sign a new IEA to be paid on the new rates. These can be located on the MoE Website. We have placed updated Novo37t and 38t forms up on the Novopay Website to capture the changes.

Principals do not lose your Novopay OnLine (NOL) password

A timely reminder that Principals must be an authorised Novopay Online user with current access. This is to ensure that you can fulfil your delegated management accountabilities. Over the New Year period, it sometimes happens that a principal's Novopay Online login and password expires (these expire after 60 days if not used). A simple way to remain current and active is to login and view regular reports like the SUE Report, or check progress on your Start of Year Report.

If your password has expired please contact the Novopay Service Team for a new one.

Remember too, that passwords for Novopay Online are like banking PIN numbers and should be treated in the same way. Do not allow anyone to know or use your password.

Banking Staffing Rates 2017, pay period 23

From 1 February 2017 (pay period 23) your banking staffing report will calculate the estimated value of staffing using the 2017 banking staffing rates.

The 2017 banking staffing rates are:

. Recovery rate $69,500 + GST. (increased from $68,500 in 2016)

. Reimbursement rate $55,500 + GST. (increased from ($54,500 in 2016)

The 2017 banking staffing year will have 26 banking staffing periods. For forward planning of your banking staffing, you can find a copy of the Ministry's Banking Staffing Modelling Spreadsheet on the Ministry's website - click here.