Novopay News 29 January 2018

News for School Payroll Staff

Kia ora,

Term one is upon us and by now you will have completed the Start of Year (SoY) tasks required for employees starting back at work in Pay Period 22.

In this edition of Novopay News we will give you more information about the 2017 Audit Report, which will be available soon.

Also in this edition;

  • 2018 Annualisation deadline

  • SoY screen in Novopay Online

  • Term time only auto-paid non-teaching start dates for 2018

  • Collective Agreement tranche increases

  • Updates to Novo forms

  • Handy Hint

Noho ora mai

Donna Delaney, School Account Teams Manager

2017 Audit Reports will be available soon

The 2017 Payroll Reports, that schools require in order to complete their Financial Statements, will be available on Monday, 5 February 2018.

The following reports will be available for download from Novopay Online - as soon as we have enabled the reports, we will send out a Novopay Alert to schools:

  • School Annual Accrual Report (SAAR)
  • Leave Liability Reports

The following reports will be sent to your school's principal by email:

  • Overpayments Error Schedule

  • Stop Pays Error Schedule

  • Funding Code Error Schedule

Support available

Please contact your Payroll Adviser if you have any queries about the payroll data provided.

There is also some information about the annual School Audit on the Novopay website (click here).

The Ministry of Education have prepared a detailed Instructions document, which you can download from their website (click here).


Annualisation for 2018 - deadline is 5 February

The deadline for submitting Novo23nt annualisation forms for 2018 is February 5. A new Novo23nt form must be filled out for each year that the employee wishes to have their pay annualised.

To assist you with completing Novo23nts for 2018, a handy flyer can be found here. It shows you how to use the Payroll Calendar on the second tab of the Novo23nt Excel Spreadsheet to count the days that the annualised employee is entitled to.

Further information regarding annualisation can be found here on the Novopay website (click here).

SoY screen open until March

The Start of Year screen will remain open in Novopay Online until 27 March to enable you to make payroll changes for staff starting back at work in February or March.

If you are unsure whether you have completed SoY for your school, you can check your Pay Ending and SoY reports to ensure that the dates, hours and allowances for the employees at your school are correct.

Term time only auto-paid non-teaching start dates for 2018

Term-time only employees who do not return within 10 days of the school's start date need to have LWOP booked from the school's start date until the day before the employee is due to return to work. If this is not completed, it may result in overpayments of public holidays and holiday pay for 2018 during End of Year 2018.

NOTE: You need to enter your employee's start and end dates in SoY before you can proceed with booking LWOP.

Effective 28 January 2018:
Secondary and Area Groundstaff 2nd tranche pay increase
Adult and Community Education (ACE) Staff in Schools 2nd tranche

Those employees who are current union members, or are on the latest IEA, will have their pay increased to the new rates.

Any employees eligible for the new rates that are receiving a Salary Loading (SALLO) and/or Salary Loading - Paid on Extra Hours (SALLT) allowance, will have these allowances decreased by the value of the rate increase unless schools inform us otherwise.

If the combined old salary and old SALLO or SALLT allowance is less than the new salary, the employee's rate will be increased and the allowance ceased.

To increase the salary for these employees, please complete a Pay Details Change for Non-Teachers form (NOVO2nt) and submit to the Novopay Service Centre.

Updated Novo forms

Privacy statement

Education Payroll Limited (EPL) is responsible for managing the payroll records and payments of both teaching and non-teaching employees across the New Zealand State integrated schooling sector.

We have recently updated our privacy statement on the Novopay website (click here to view) and have been updating the Novo forms to include a link through to the privacy statement.

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.

Novo5 and Novo5c - change of address

The address to send completed Novo5 and Novo5c forms to has changed. The address to send these forms to can be found at the top of the form.

The correct address to send these types of form to is;

Novopay Service Centre, P O BOX 9352, Tower Junction, Christchurch, 8149

Handy Hint - Teachers can go on a higher step with a permanent unit or ACET allowance

Teachers on Grades 1 and 2 can be placed on a higher step if they hold a permanent unit or ACET allowance. Your school principal needs to complete the attestation process to make this change.

Please note: the employee's step will revert back to the maximum step (without the permanent unit) if the teacher relinquishes the permanent unit or ACET allowance.

Below is a table for your guidance.