Novopay News - 19 October 2018

News for School Payroll Staff


Tena koutou,

I hope you all had a good break and are settling in to Term 4. End of Year screens opened last week and we're happy to see that many of you have already started entering instructions. Remember: the earlier you start, the more time you give yourself later on.

Your dedicated Payroll Adviser is here to help if you get stuck or need anything clarified, but please first check the End of Year resources available on the Novopay website.

In this edition of Novopay News:

  • End of Year screens are now open
  • Emailed payslips update
  • New Annualisation form (NOVO23nt) available now
  • Out-of-hours contact over holiday break

Nga mihi

Donna Delaney, Manager - School Account Teams


End of Year screens are now open

End of Year screens opened 10 October. The annual End of Year/Start of Year (EOY/SOY) process is under way, and you are now able to enter employees' pay change details.

Resources to help are available on the Novopay website - including PDF guides and links to self-paced learning modules. There's also a new "Terminations Decision Tree" - a clickable PDF that guides payroll staff to the information they need.

Screens close 5pm Monday 26 November, by which time all instructions must be entered and the "EOY Complete" button pressed.

Frequently Asked Questions:

What happens if a school does not complete EOY before the deadline?

If schools do not complete EOY in time, they may cause under- and overpayments for their staff over the holidays. It is the school's responsibility to ensure the process is complete before the deadline.

What if a school has no changes to any of their employees' details between 2018 and 2019?

Even if a school has nothing to input in the End of Year screens, they still need to click the "EOY Complete" button.

When do Start of Year screens open?

Once the EOY screens have closed and the data processed, Start of Year screens will open Wednesday 12 December.


Emailed payslips update

We will soon be discontinuing paper payslips and solely sending them out via email.

We originally forecast 10 October as the last pay day for which employees receive a paper payslip, however some employees may receive a final paper one for Payday 201915 (Thursday 24 October). This will ensure we have enough time to process the large amount of instructions we've received. Thank you for your patience.

Please note as part of our privacy and security measures, we will not load an email address against an employee's name unless we are also provided their MoE number.

Send the employee's full name, MoE number, and email address to support@novopay.govt.nz with "Email Address" as the subject.


New Annualisation form (NOVO23nt) available now

Our new Annualisation form and instructions are now available on the Novopay website.

Annualisation allows permanent and fixed-term, term-time only Support Staff who meet the criteria for annualisation to have their projected earnings for a 12 month period spread across the whole year. This means they receive equal fortnightly pays for the equivalent of a year.

Based on your feedback, we've updated the form from last year. These changes will help:

  • reduce the amount of errors
  • reduce the amount of time to complete the form
  • increase accuracy of weeks worked.

The number of weeks worked during the year will now be automatically calculated for you, and hours and minutes no longer need to be converted into a decimal.

Please read the NOVO23nt Instructions (PDF) for more information and have a look at our Annualisation page in the A-Z of payroll.


Reminder: supply Novopay with your Out-of-hours contact details

It's essential that we're able to contact an Authorised User from your school over the Christmas break should there be any issue with an employee's pay that needs corrective action.

If you still need to update your school's details, send them through on an email to support@novopay.govt.nz with the subject heading "Out-of-Hours Contact".