Payroll Update 21 February 2024
Kia ora koutou
We hope term 1 is going well and you have some to time to enjoy the great summer we’re having. Here are a few payroll reminders for you.
- Variations to the Support Staff in Schools’ and Kaiārahi i te Reo and Therapists’ collective agreements
- Adding or removing EdPay authorised users
- Download your Start of Year report before 01 March 2024
- Tailored tax codes
- Employees to review tab
1. Variations to the Support Staff in Schools’ and Kaiārahi i te Reo and Therapists’ collective agreements
We’re pleased to let you know that some remaining actions from the variations to the Support Staff in Schools' Collective Agreement (SSSCA) and the Kaiārahi i te Reo and Therapists' Collective Agreement (KRTCA) will be applied and paid in pay periods 25, 26 & 01.
Former and current employees who are eligible for the variation will receive payment for backdated rates for all hours worked from 1 December 2022 to 30 November 2023. Payment will be made on 05 March 2024 (pay period 25). SUE reports for this pay period will reflect both former and current employees. Schools will receive funding to cover these backdated rate increases for former and current employees.
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05 March 2024
(pay period 25)
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Backdated rates will be paid for all hours worked between 1 December 2022–30 November 2023 and top ups will be paid. SUE reports for this pay period will reflect both former and current employees.
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19 March 2024
(pay period 26)
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Backdated rates will be paid for holiday pay paid between 1 December 2022–30 November 2023 and top ups will be paid.
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02 April 2024
(pay period 01)
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Backdated rates for termination pay will be paid to employees whose roles ended between 1 December 2022–30 November 2023.
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We will use the last known contact details and bank account information we have for former employees. If their information has changed, they can email Ohumahi.Support@education.govt.nz or phone 0800 114 117 with the new details.
For more information about this variation go to the Ministry’s website Variations to the Support Staff in Schools' and Kaiārahi i te Reo and Therapists' collective agreements – Education in New Zealand
2. Adding or removing EdPay authorised users
We sometimes get emails asking for people to be removed or added to the list of people receiving the Payroll Update. Unfortunately, because the newsletter is emailed to all EdPay authorised users, we can’t add or remove people from this list without an official request via an EP form.
To add or change details of authorised EdPay users you will need to send us an EP5 form.
To cancel access for an authorised user you can send us an EP5c form. It is important that you remember to cancel access for any employees who are no longer employed by the school.
Please download the latest version of any form from our website, as forms are updated from time to time. To do this you can go to the EdPay website - EdPay and forms
You can also download the ‘Authorised User’ report from EdPay to check your school’s current list of EdPay authorised users. Go to EdPay > Reports > Authorised User report
3. Download your Start of Year report before 01 March 2024
The Start of Year screen closes at 5pm on Friday 01 March 2024. Thank you for all your work making sure your employees’ start dates and other pay information is correct in the new school year.
To check you have restarted all your term-time-only employees and fixed-term teachers, click the ‘Add employee to be restarted’ box to see if any employees still have jobs that need to be restarted.
The job counter along the bottom of your screen needs to be at zero if you have completed this task.
Download a final copy of the Start of Year report and check all information has been entered correctly for 2024. Keep a copy of the report for your school records. Education Payroll doesn’t need a copy of this report.
To generate this report, go to the Summary tab on the Start of Year screen and select ‘Download SoY Report’.
4. Tailored tax codes
If an employee provides you with a tailored tax certificate from Inland Revenue, please update their tax code in EdPay to STC (Special tax code) before the end of the financial year (31 March 2024).
When the code is changed to STC, we’ll send you a request for a copy of the tailored tax certificate. Please reply to the request with a copy of the tax certificate.
To change an employee’s tax code in EdPay
1. Select the employee.
2. Select Financial details.
3. Scroll down to Other financial details.
4. Select the pencil icon in the right corner.
5. Select the + symbol next to the tax code.
6. Select the new tax code: STC.
7. Select SEND
Please ignore the start and end date that displays when you click save – your payroll advisor will update it.
For more information about tailored tax, please refer to Inland Revenue’s website – Employees with tailored tax codes
5. Employees to Review tab
We have loaded a reminder into the Employees to Review tab for librarians who have been on Grade B Step 7 for 12 months or longer. If there are no employees listed on the screen, then there is nothing you need to do.
Please go to: EdPay > My School > Administration > Progression > Employees to Review
As Step 7 is the highest step in Grade B, librarians will not automatically progress to a higher step. If they should be progressing, then please change them to Grade C in the Job screen in EdPay.
Thanks for reading. We know that payroll is just one of your many jobs, and we appreciate your attention and mahi to ensure the school or kura employees get paid correctly and on time.
Ngā mihi
Education Payroll