Time sheets

Question Answer
Can I input time sheets at any time? Yes. The system is available 24/7, except when a pay is being run and access to Novopay Online is restricted. Please check your Payroll calendar for cut-off dates.
Can I enter time sheets for future dates? No. You can only enter time sheets for current or previous pay periods.
Where do I enter single time sheets? In the Bulk Timesheet Entry screen under the My School tab in Novopay Online. You can use this for single or multiple employees and entries.
Can I submit payroll instructions for a lot of staff at once? Yes. In the Bulk Timesheet Entry screen (under My School) you can enter a line for every employee in your school. Or you can use the NOVOtsx time sheet template (in CSV format) and upload it to Novopay Online when completed.
Can I print bulk time sheets to check our entries? Yes. But you need to print BEFORE you submit/post your entries - you can't print them after that. Currently the Print Screen button is not functioning for the Bulk Timesheet screen (but you can print using the print button on your keyboard).

Alternatively, use the NOVOtsx time sheet template (in CSV format) and save a copy before uploading it to Novopay Online.
How do I know the time sheet I've sent has been received? You can check your online entries on the Transaction report the following day. If you send an email you get an auto-reply confirming receipt.
How are additional hours or allowances treated? Additional hours and allowances are entered in the Bulk Timesheet Entry screen (under My School). There is a code for additional hours under Paycode. For allowances, the dropdown menu provides the codes for payments the employee may be eligible for.
Can I pay part-time teachers for day relief? Part-time teachers who work extra time in their role are paid additional hours, not day relief. Send a NOVO20t form for additional hours.

If the part-time teacher is relieving in a role other than their own position, you need to send a NOVO15t form to the Novopay Service Centre for these day relief hours. Please note the instruction can't be done online.

If a part-timer temporarily increases their hours, how do I input that? A part-time teacher who works extra time in their role is paid additional hours. Send a NOVO20t form for additional hours.

To change a teacher's base hours, complete a NOVO2t form.

Refer to the employee's employment agreement, as this will vary.
Some relievers have three roles in a day - can I copy information so I don't have to re-enter it? Yes. You can copy the line above when entering the time sheet.
If a time sheet non-teacher works different hours for a period of time how do I enter it? If a time sheet employee is working set hours for a period of time within the same position, submit a NOVO2nt form. If the hours they are working are in a new position, submit a NOVO1nt form.

If they remain a time sheet employee, continue to enter time sheet hours as normal, showing the different hours worked.
Can I change a time sheet if we discover an error? You can amend a time sheet up until the time you submit/post it online. If you need to make a change after it has been posted you need to send a NOVO31 form to the Novopay Service Centre.
I have entered all the details into the time sheet, but Novopay Online won't send or validate it - why? Some part of the time sheet hasn't been completed correctly. First you need to check your entries and the error message (see Information for relievers for more about the 'total hours exceeded' message). If after checking there is still an issue, contact the Novopay Service Centre.
Why can't I use the 'End Date' in the time sheet screen when paying day relief? You can only enter one day at a time for day relief, so there is no need for an end date on the time sheet (it is greyed out to indicate this).
Where can I put the department code, not just the funding code, on the time sheet? In the dropdown menu, you will see a description rather than codes. Your selection incorporates both funding and department codes.