Novopay News 23 February 2018

News for School Payroll Staff

Tena koutou,

We are currently working hard on Pay Period 24, which is traditionally our busiest time of year. Last pay period was much bigger than anticipated though, which means that many of you are getting your payroll instructions in early - thank you for this.

Start of Year (SoY) has been very successful. Thank you for submitting your forms and instructions on time as it helps everything run smoothly.

In this edition of Novopay News we talk about Salary Assessment Applications and remind you of everything you need to get these processed as quickly as possible.

Also in this edition:

  • Form Updates - NOVO7t
  • Reminder - Forms Sent After Cut-off
  • Special Tax Codes
  • ACC Reimbursements
  • Smart Form Tips
  • Handy Hint - Novopay Email Address

Nga mihi

Donna Delaney, Manager - School Account Teams

Form Updates


As of 13 February, there are updated versions of the Salary Assessment for Teachers NOVO7t form and accompanying Instructions. The updated form outlines the new requirements for teachers who hold qualifications gained overseas.

NOVO7t forms and certified copies of documents for salary assessment need to be posted to the address at the top of the application form:

Salary Assessment Unit

PO Box 9290

Christchurch 8149

Please ensure that you are always using the most up-to-date version of the Novo forms by downloading them directly from the forms page on the website.

Salary Assessment Applications

This time of year is an extremely busy one for the Salary Assessment Unit (SAU) with many new teachers commencing employment. The SAU have noticed an increased number of assessments they are unable to process as the forms received are incomplete or incorrect. Some of the common reasons for being unable to process an assessment are:

  • Certified copies of qualifications not included. Any documents that are not originals must be certified. Certified copies must contain the following:
    • The statement "This is a true copy of the original document."
    • Position of the person certifying the copy e.g. Principal, Solicitor or Justice of the Peace
    • Signature of the person certifying the copy
    • If the person certifying the copy is the Principal; the school stamp (if available).
    • All portions of the certification must be original
    • All pages of every document must be certified
  • Teachers are claiming service (either Private Teaching, Overseas Teaching or Relevant Work Experience) and there are no Statements of Service included or these Statements of Service are incomplete. Statements of Service must contain the following:
    • Description of service
    • A start date and end date (dd/mm/yyyy)
    • If the work was full time or part time
    • If part time service, the total hours or hours per week must be detailed in full
    • Be on an official letterhead
    • Signed by the writer
    • If the writer's signature is not original, the document must be certified
  • There are not original signatures on the application form, by either the applicant or the Principal. If signatures are scanned or typed, a letter will be sent to the applicant advising we cannot proceed with the application. The applicant will need to resend an application form with original signatures

Please note that the Salary Assessment Unit process applications in strict date receipt order and have 15 working days to complete an application from the date that all the correct documents have been received. This means if an applicant has to resubmit further documentation, the 15 days begins again when the new documents are received.

Reminder - Forms Sent After Cut-off

If you send in forms after the published cut-off time for the pay period, they may not be processed until the next pay period and could result in an overpayment. If your instruction is to terminate, decrease hours, stop allowances, book leave without pay, or other scenarios that could result in an overpayment, please attach a signed authorisation letter from the employee to offset the overpayment against the employee's next pay or final pay.

For more information, please see the Overpayments section of the Novopay website.

Special Tax Codes

Employees with a Special Tax Code (STC) need to correct their tax code with Inland Revenue and Education Payroll before the end of the tax year. If this is not completed, their tax code will default to a no-notification code - which is currently taxed at 45%.

Please send the Service Centre a NOVO4 (Tax Details Change) form with every tax instruction you receive as soon as possible. This will ensure that your employees' correct tax codes take effect in PP01.

If your employees have any questions or concerns regarding this process, please ask them to contact Inland Revenue on 0800 227 774.

ACC Reimbursements

Every week, the ACC Team process the reimbursement of ACC payments to schools. Once payments are made, an ACC Remittance letter advising details of the payment is sent to the school principal's email address.

Should you require a copy of the letter, please contact your principal. Alternatively, you can contact the ACC team via 0508 NOVOPAY (0508 668 6729) and choose Option 4 or send an email to with the Subject: ACC Reimbursement Letter.

Smart Form Tips

  • Smart Forms are designed to work by first saving them to your computer before filling them in
  • Use Adobe Reader 9 or later to open Smart Forms. If you're unsure of your version, you can always download the latest from the Adobe website
  • If you're using a Mac computer, make sure you've enabled JavaScript - details of how to do this are on the Novopay website

Handy Hint - Novopay Email Address

Please make sure you send all fresh instructions to This will ensure a new ticket is generated. Responses to emails about tickets need to be sent to - which prepopulates in the address field when you click "reply."

Some email clients automatically generate recently used email addresses and so fresh instructions can accidentally get sent to - which is only used when replying to emails about tickets. Please double-check your fresh instructions are being sent to the correct address.