Novopay News 18 May 2018

News for School Payroll Staff



Tena koutou,

Welcome to the latest edition of the Novopay News.

Now that Term 2 is underway, it is a great time to ensure that any employees who finished up at the end of Term 1 have been terminated from the system. This will allow for any outstanding holiday pay to be paid out. Did you know that although the Pay Ending Report is located under 'Employment Changes- employee changes- start of year' in NOL, this is a function that is available throughout the year? For best payroll practice, we recommend that you use this tool at the beginning of each term.

In this edition of Novopay News we provide information about Queens Birthday and the arrangements for stop pays.

Also in this edition:

  • Annual Reports for School Financial Statements are due
  • Primary Principals' Collective Expired 16 May 2018
  • School Caretakers', Cleaners' and Canteen Staff Collective Agreement changes


Nga mihi

Donna Delaney, Manager - School Account Teams



Queen's Birthday - Arrangements for Stop Pays

Monday, 4 June, is Queen's Birthday. As this is a Public Holiday, we would like to advise you that only full Stop Pays will be able to be processed on Tuesday, 5 June - no partial Stop Pays can be processed on Monday, 4 June.

Final SUE Reports for Pay Period 5 will be available on Saturday, 2 June instead of Tuesday, 5 June.

All requests for a Stop Pay must be submitted on a NOVO31 before 10 am on Tuesday 5 June. Please enter STOP PAY as your email subject line so we can recognise it quickly and act on it.

Once the Stop Pay has been recalculated, the funds will then be released to the affected employee.

Cut-offs for Pay Period 5 remain the same as the usual fortnightly pay cycle - the cut-off for submitting instructions via forms is 5 pm, Monday 28 May and the online cut-off in Novopay Online is 3 pm, Wednesday 30 May.

No adjustments will be able to be made in Novopay Online after the 3 pm cut-off.

Below is an amended pay cycle calendar to reflect the Public Holiday and change to the day that the Final SUE will be available.


Annual Reports and School Financial Statements are due

This is just a reminder that you need to submit your school's Annual Report (including the audited financial statement) to the Ministry of Education by Thursday, 31 May 2018.

More information on the School Financial Statement process is available from the Ministry of Education's website here.


Primary Principals' Collective Expired 16 May 2018

A reminder that although this collective and matching IEA expired on 16 May 2018, its terms and conditions still apply until bargaining is complete and a new collective agreement is signed and a new IEA promulgated.


School Caretakers', Cleaners' and Canteen Staff Collective Agreement

For Cleaners' and Canteen Staff: Effective from the 8th of May 2018, Cleaners and Canteen Staff paid under the School Caretakers', Cleaners' and Canteen Staff Collective Agreement, or latest IEA, will have their pay grades and steps automatically updated in line with the new Cleaners' and Canteen Staff scale.

These new grades are located in the Payroll Codes section on the Novopay Website.

We have included an example of the agreed rules for translation to the new pay scale below. These are located under Appendix D of the online School Caretakers', Cleaners' and Canteen Staff Collective Agreement. We suggest you read this and contact NZSTA if you have any questions.

Example of a Cleaner or Canteen worker translation:

Step One: First identify the step equivalent to or closest above the employee's pre-translation rate on the applicable translated scale.

Pre-Translation rate is the combination of the employee's base salary, together with any of the following allowances: Service pay cl.4.1, ITO Qualification Payment cl 4.9 and/or In-Charge Allowance cl 2.3.

Step Two: Identify the next step on the translated scale. This is the employee's translated step and applicable remuneration.

This translates as follows:

1. A Supervisor Cleaner or Canteen staff member, currently on an hourly rate of $16.50, with an In Charge Allowance of 34 cents/hour, and Service Pay of 15 cents/hour (for more than 3 years' service) currently earns $16.99 all up.

The translated rate in this case is $17.17.

2. A Supervisor Cleaner or Canteen staff member, currently on an hourly rate of $16.50, with an In Charge Allowance of 34 cents/hour, and Service Pay of 26 cents/hour (for more than 5 years' service) currently earns $17.10 all up.

The translated rate in this case is $17.27

3. A Supervisor Cleaner, currently on an hourly rate of $16.50, with an In Charge Allowance of 78 cents/hour, and a Level 2 Qualification payment of 30 cents/hour currently earns $17.58 all up.

The translated rate in this case is $17.69 (within the Range of Rates, calculated by multiplying $17.58 by 0.6%).

This backdated change will occur in Pay Period 5 and your schools Draft SUE report on the 31st May 2018 will show your affected Cleaners and Canteen Staff new grades, steps and pay rate. The changes and pay increases will be back paid to the 8th May 2018. Service, Qualification and In-Charge allowances will cease to be paid separately as of the 8th May 2018 for any of your Cleaners and Canteen Staff affected by this translation.

Any Cleaners or Canteen Staff who are not party to the latest CA and IEA will not be party to this translation. They will need to sign the latest IEA or join the union to be paid on the new grades and steps.

For more information on the new pay scales, please contact NZSTA.