Novopay News 23 March 2018

News for School Payroll Staff


Tena koutou,

The end of the financial year is fast approaching and we're working hard to make sure everything is in place for the next one. Thank you so much for a very successful End of Year/Start of Year (EoY/SoY). Thank you also to those who managed to fill out the survey we emailed through last week - your feedback is important to help us prepare for future EoY/SoY periods.

In this edition of Novopay News we have a reminder about Easter Tuesday for your Non-Teaching Employees.

Also in this edition:

  • Form Updates - NOVO16c, NOVO28t
  • Minimum Wage Increase
  • Special Tax Codes
  • Start of Year Screens will close March 27
  • School Financial Statements are due to be provided to your auditor
  • School Based Allowance
  • Smart Form Tips
  • Handy Hint: Entering Codes in Novopay Online


Nga mihi
Donna Delaney, Manager - School Account Teams

Easter Tuesday for 52 week Non-Teaching Employees


Your 52 week employees covered by the following agreements will need to have an annual leave booking submitted for Easter Tuesday (3 April) if:

a) they are accumulating 5 weeks annual leave and

b) they are not working on that day

Caretakers and Cleaners

Employees who have completed 10 years current continuous service are not entitled to Easter Tuesday as an additional paid holiday in their 11th year of work and beyond. This is set out in the collective agreement, Clause 5.5.6(a). This day must be booked as annual leave if the employee is not working on that day.

Ground staff

Employees who have completed 10 years current continuous service are not entitled to Easter Tuesday as an additional paid holiday in their 11th year of work and beyond. This is set out in the collective agreement, Clause 5.2.5(a). This day must be booked as annual leave if the employee is not working on that day.

Support Staff

6.3.7(b) Employees entitled to five weeks annual leave under this clause, shall no longer be entitled to the day after Boxing Day (where provided for in the collective agreement) and Easter Tuesday as additional paid holidays (as outlined in clause 4.1.2.). Notwithstanding clause 6.3.1, employees agree to take the day after Boxing Day and Easter Tuesday as paid annual leave days.

NOTE: Clauses quoted are as per the latest publication of the agreements. Clause numbering may change with new publications, but content for the purposes of this notification has not changed.


Form Updates


We have updated some Smart Forms and Instructions on the website. These forms went live on March 16. Each time you require a NOVO form, please download a new one and save it to your desktop to ensure you have the most up-to-date version.

NOVO16c

The instructions on the form for Teachers or Principals appointed to a Communities of Learning / Kahui Ako Role have been updated.

NOVO28t

The Higher Duties Allowance for Teachers Smart Form and accompanying Instructions have been updated to make it clear which fields are compulsory.

Minimum Wage Increase


From 1 April 2018, the minimum wage will increase by 75c to $16.50 an hour. Employees who are affected by this change will have their pay rates automatically adjusted. These changes will be visible on your first draft SUE report for Pay Period 01.


Special Tax Codes


As mentioned in 23 February's edition of Novopay News, 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%.

There is still time to send in a new tax code to have it changed for Pay Period 01 onwards.

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


Start of Year Screen will close on 27 March


Please be aware that the Start of Year screen in Novopay Online will be closed on 27 March 2018.

The Start of Year Report and the Pay Ending Report will continue to be available throughout the year. You may find these helpful to carry out your day-to-day payroll activities. For example, you could use the Start of Year Report to check which allowances an employee has; you could use the Pay Ending Report to check if there are any employees in your school that need to be terminated.

Remember, you can continue to use NOL to make employee changes and to carry out other payroll activities throughout the year.


School Financial Statements are due to be provided to your Auditor


This is just a reminder that you need to provide your Draft Financial Statements to your auditor by 31 March 2018. All Annual Reports (including the Financial Statements) need to be submitted to the Ministry of Education by Thursday, 31 May 2018.

More information on the School Financial Statement process, and instructions on how to reconcile the SAAR, Leave Liability Reports and Error Schedules in the Financial Statement, are available from the Ministry of Education's website.


School Based Allowances


The confirmed school staffing as of 1 March 2018 is still with the Ministry of Education for review and analysis. Once this is completed, they will send through the 2018 confirmed listing of allowances per school to Education Payroll Limited. Unfortunately until this is received, we must continue to use the provisional listings for 2018.

Any forms received for allowances based on the 2018 confirmed schools staffing will be put on hold, to be processed and backdated once we have the list in mid-to-late April.


Smart Form Tips


  • We do not need to see a signature on Smart Forms as they are considered approved when sent from an Authorised User's email address
  • Save time and avoid delays by sending Smart Forms through to support@novopay.govt.nz as soon as they're complete. You can still print and sign them afterwards if required for your own records

Handy Hint: Entering Payroll Codes into Novopay Online


Please make sure you are using the correct codes in Novopay Online. It is case sensitive and you need to enter in capitals. If any lowercase letters are used, the code cannot be recognised.

If you've entered incorrect codes previously, the system will often remember and auto-populate the field. Please type over any incorrect codes so the system remembers the correct code for next time.

The list of Payroll Codes can be found on the website.