EdPay and forms

EdPay has replaced Novopay Online, which was switched off completely on 20 October.

  1. Tasks that should be completed in EdPay – listed in the first table below
  2. Tasks that need a form – with links to Novopay Smart Forms and EdPay forms
  3. Back-up smart forms – use only if EdPay is unavailable
PLEASE NOTE:
WE HAVE UPDATED THE FORMS PAGE BUT ALL OF THE FORMS ARE STILL AVAILABLE BELOW

1. Tasks that should be completed in EdPay

Name Use for
New appointment for non-teachers all new non-teaching appointments – EdPay instructions
New appointment for teachers
all new teaching appointments
Pay details change for non-teachers
  • support staff changing hours employed
  • permanent and fixed-term allowances for non-teachers
  • retrospective date changes
  • fixed-term employees changing contract end dates
  • tenure changes
Pay details change for teachers
  • teachers changing hours employed
  • permanent & fixed-term allowances for teachers
  • retrospective date changes
  • fixed-term employees changing contract end dates
  • tenure changes

NOTE: not for advising higher duties, Communities of Learning, Māori immersion, tutor teacher, service increment allowances

Employee details change
changes to an employee's personal details 
Tax details change

Termination/ end of employment

when an employee:

  • resigns from, leaves or ends a job
  • transfers to another school
  • leaves the education service

NOTE: not for terminating annualised employees – use a NOVO6

Timesheet for caretakers/ cleaners/ canteen workers/ ground staff
advising casual & fortnightly timesheet hours or allowances or additional fortnightly hours worked by staff not on timesheet – EdPay instructions

Leave bookings

Note: advise ACC leave bookings using a NOVO12acc Smart Form
For  timesheet-only employees and secondary principals, use a NOVO12
Timesheet for non-teachers
advising weekly, casual & fortnightly timesheet hours worked by, or allowances due to, non-teachers on timesheet; & additional fortnightly hours worked by, or additional allowances due to, non-teachers not on timesheet –
EdPay instructions
Timesheet for individual relief teachers
advising timesheet hours (in part days) worked by relief teaching staff for the week – EdPay instructions
Funding/department code change
changing the funding or department code for employees for future dates or within the last two pay periods
KiwiSaver rate changes
use a NOVO29 for KiwiSaver enrolment and savings suspensions 

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2. Tasks that need a form

PLEASE NOTE: If you're using a form, download and save the form to your desktop or another place on your computer. If you don't save it before filling it in, you will lose your data. The School Account Team will return out of date, incorrect, illegible or incomplete forms to you for re-submission.

Name Use For Smart Form
EdPay service authorisation / changes to details
  • authorising an employee to administer schools' payroll through the EdPay, including employees not paid by EPL
  • changing an authorised employee's details
NOTE: use EdPay to on-board any new staff member who will also complete your school's payroll work
EdPay5 

 – this replaces the NOVO5 form


Cancel service authorisation
to cancel an employee's service authorisation in the payroll system EdPay 5C 

– this replaces the NOVO5C form



Termination/ end of employment for annualised employees

NOVO6

NOVO6 instructions


Termination reversal
Request cancellation of a termination of employment NOVO6r  NOVO6r instructions
Salary assessment for teachers

determining a teacher's pay if:

  • this is their first position
  • they have not taught in a state or state integrated school for two years
NOVO7t

– download form & instructions from the 

Salary Assessment page
Statement of service request for teachers

requests for:

  • a statement of service
  • pay history
  • salary cards for teaching staff
  • the last 5 years' service for registration or certification purposes

NOTE: not for leave, retirement, or redundancy checks – use a NOVO31

NOVO9t 
NOVO9t instructions
Timesheet for out-of-hours music & art staff
advising the timesheet hours worked  when you cannot enter the details into EdPay NOVO10nt 
NOVO10nt instructions

ACC leave & ACC partial duties bookings


Note: advise all other leave using a NOVO12

  • booking all ACC leave, including future-dated ACC leave
  • advising changes to a leave period
  • advising any hours worked while on ACC
NOVO12acc 
NOVO12acc instructions
Leave booking reversal
reversing leave when you cannot enter the details into EdPay NOVO12r 

Timesheet for adult/ community education staff
advising weekly hours worked when you cannot enter the details into EdPay NOVO14nt 

NOVO14nt instructions

Teacher or principal at a communities of learning role

Note: submit the confirmation letter from the New Appointment National Panel for all leadership and across community & between schools teacher role appointments


NOVO16c 


Teaching unit/ payment allocation/ allowance change for teachers
when you & your teacher have formally agreed to change the unit, payment or allowance details for their position when Ministry approval is required, or when it covers retrospective dates
NOVO16t 

Complex examples

New/ improved/ additional qualifications for teachers
when a teacher has received new, additional or improved qualifications that payroll has not yet assessed NOVO17t

– instructions on the 

Salary Assessment page 
Service increment for teachers
requesting application of a service increment for an employee NOVO18t

– instructions on the 

Salary Assessment page 
Childcare credit for teachers
a permanent or fixed-term teacher who has previously resigned, or taken leave from a permanent teaching position, to care for their own child NOVO19t

– instructions on the 

Salary Assessment page 
Additional hours/allowances for teachers
advising additional fortnightly hours worked by part-time teaching staff who are not relievers; & additional one-off allowances to teaching staff, if you're unable to enter the details in EdPay NOVO20t 
NOVO20t instructions
Individual employment agreement (IEA) pay change for non-teachers
non-teaching staff who have signed the latest IEA following a newly ratified collective agreement 
NOVO22nt 
NOVO22nt instructions
Individual employment agreement (IEA) pay change for teachers
teaching staff who have signed the latest IEA following a newly ratified collective agreement
NOVO22t 
NOVO22t instructions
2022 annualisation agreement for support staff

permanent and fixed-term, term-time only support staff to have their projected earning for a 12-month period spread across the whole year
NOVO23nt – 2022
NOVO23nt instructions

Annualisation agreement change of hours/pay rate for non-teachers

Note: please use the correct form for the appropriate year


advising that you have changed an annualised non-teacher's regular hours of work or pay rate
NOVO24nt – 2021
NOVO24nt instructions


NOVO24nt – 2020

The NOVO25nt is no longer required when cancelling an annualisation.

Details can now be provided on the 

NOVO2nt (pay details change for non-teachers) & on the NOVO6 (termination/end of employment).
NOVO25nt
Collective agreement arrears request
claiming backdated arrears to previous employees
NOVO26
NOVO26 instructions
Paid parental leave grant
advising that an employee is entitled to receive a maternity grant or ex-gratia parental payment
NOVO27 
NOVO27 instructions

– send completed form & scanned certified documentation to 

support@novopay.govt.nz 
Higher duties allowance for teachers
advising of a teacher acting in a higher position
NOVO28t 
NOVO28t instructions

Higher duties allowance for

teachers or principal acting in a communities of learning role

advising of acting in a higher position
NOVO28a 

Higher duties allowance for a teacher or principal covering for another teacher or principal  in a communities of learning role
advising of a teacher acting in a higher position – one-off time sheeted payment
NOVO28b
KiwiSaver enrolment and savings suspensiions
NOVO29
Transaction report discrepancies/ advice of changes

reporting payroll errors on the SUE or transaction report that cannot be made directly into EdPay.

To request service information for the purposes of leave checks/balances, retirement or redundancy checks

NOVO31
NOVO31 instructions
Deduction by school
For all event-based deductions made to an employee's pay by your school
NOVO33 

Annual leave cash-up
requesting an annual leave cash-up for non-teachers, and secondary principals who are employed as 52-week employees
NOVO35 
NOVO35 instructions
Tutor teacher allowance form


Mentor teacher allowance form
for teachers employed under the Area School Teachers' Collective Agreement

for teachers employed under the Primary School Teachers' Collective Agreement
NOVO36t 


NOVO36m
NOVO36m instructions

Māori immersion teacher allowance form
(area, primary, and secondary)
applying for a Māori immersion teacher allowance for teachers and principals employed under the Area, Primary and Secondary School Teachers' Collective Agreement & Area, Primary & Secondary School Principals' Collective Agreement
NOVO37t 

Māori immersion teacher –additional allowance form (area and primary)
applying for a Māori immersion teacher additional allowance for teachers employed under the Area & Primary Teachers' Collective Agreements
NOVO38t 

Bus controllers' allowances claim

NOVO39t

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3. Back-up smart forms – use only if EdPay is unavailable

Name Use when EdPay unavailable  Novopay Smart Form
New appointment for non-teachers all new non-teaching appointments NOVO1nt NOVO1nt instructions
New appointment for teachers
all new teaching appointments NOVO1t NOVO1t instructions
Pay details change for non-teachers
  • support staff changing hours employed
  • permanent and fixed-term allowances for non-teachers
  • retrospective date changes
  • fixed-term employees changing contract end dates
NOVO2nt


Note: use a NOVO12acc Smart Form if your employee is working reduced hours due to an accident

Pay details change for teachers
  • teachers changing hours employed
  • permanent and fixed-term allowances for teachers
  • retrospective date changes
  • fixed-term employees changing contract end dates

NOTE: not for advising higher duties, Communities of Learning, Māori immersion, tutor teacher, service increment allowances for employers

NOVO2t


Note: use a NOVO12acc Smart Formif your employee is working reduced hours due to an accident

Employee details change
changes to an employee's personal details 
NOVO3

NOVO3 instructions

Tax details change
NOVO4

NOVO4 instructions


Termination/ end of employment

when an employee:

  • resigns from, leaves or ends a job
  • transfers to another school
  • leaves the education service
NOVO6 NOVO6 instructions


Timesheet for caretakers/cleaners/canteen workers/ground staff
advising casual and fortnightly timesheet hours or allowances or additional fortnightly hours worked by staff not on timesheet, if can't enter the details into EdPay NOVO11nt
NOVO11nt instructions

Leave bookings (other than ACC leave bookings)

Note: advise ACC leave bookings using a NOVO12acc Smart Form


NOVO12
NOVO12 instructions
Leave booking reversal
reversing leave when you cannot enter the details into EdPay NOVO12r

Timesheet for non-teachers
advising weekly, casual and fortnightly timesheet hours worked by, or allowances due to, non-teachers on timesheet; and additional fortnightly hours worked by, or additional allowances due to, non-teachers not on timesheet, if you can't enter the details into EdPay NOVO13nt
NOVO13nt instructions


Timesheet for individual relief teachers
advising timesheet hours (in part days) worked by relief teaching staff for the week, if you're unable to enter the details into EdPay NOVO15t
NOVO15t instructions
Funding/department code change
changing the funding or department code for employees for future dates or within the last 2 pay periods, if you're unable to enter the details directly into EdPay NOVO21
KiwiSaver enrolment & changes

NOVO29

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