Novopay News - 30 November 2018

News for School Payroll Staff


Tena koutou,

End of Year screens have now closed for 2018 - thank you to everyone who completed the process before the deadline. Well done! We know completing End of Year is a big responsibility for schools and I want to acknowledge and congratulate you for all the effort put in to ensure your employees are paid accurately over the holiday break.

In this edition of Novopay News we have some important information about changes to the last pay period of the year (Pay Period 20).

Also in this edition:

  • Start of Year Screens open Wednesday 12 December
  • Industrial Action - Pay Deductions
  • New Annualisation form (NOVO23nt)
  • NOVO12acc form - employees working partial hours
  • Salary Assessment switching to Smart Forms

Nga mihi

Donna Delaney, Manager - School Account Teams


Changes to Pay Period 20

There are some key changes to Pay Period 20 (begins 19 December). The pay day for all employees has been brought forward to Friday 28 December.

Because of the earlier pay day, we need to make some further changes to our cut-offs and SUE reports:

  • The cut-off for manual forms for this pay period will be 5pm Monday 17 December.
  • The cut-off for entering instructions in Novopay Online will be 3pm Wednesday 19 December.
  • The first draft SUE report will be available Thursday 20 December (as usual), but the final SUE will be available Saturday 22 December. There will be no second draft SUE report.

If you miss these cut-offs, the instruction may not be processed until the next pay period.

There are no changes to Pay Period 19 (begins 05 December) and Pay Period 21 (begins 02 January).


Start of Year Screens open Wednesday 12 December

Make sure you check out our Start of Year Special Edition of Novopay News which contains information to help get you started. There's also a blue SOY Tool Box on the Novopay homepage which has links to all relevant guides and training.


Industrial Action - Pay Deductions

Employees who participated in industrial action between 12 - 16 November 2018 will not be paid for the hours they were on strike.

We will process strike deductions based on the information supplied in the Industrial Action Spreadsheet that was returned by schools. This is visible on your SUE reports for pay period 18.

Thank you to the schools that promptly returned their spreadsheets.


New Annualisation form (NOVO23nt)

Our new Annualisation form and instructions are 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.

Term-time only employees whose employment includes periods of time when they do not have paid work available (school breaks) may have their annual earnings annualised.

Please note that any additional hours a term-time only employee does during school holidays need to be paid as extra hours via timesheet and cannot be included in an employee's annualisation calculation. If a collective agreement increase occurs, additional hours worked after the increase need to be paid at the new rate. This can only be done via timesheet - if the hours have already been annualised, the employee will not benefit from the increase.

Based on your feedback, we've updated the form from last year and the numbers of weeks worked will be automatically calculated for you. It also includes the public holidays that fall during term break (such as ANZAC day, Christmas day etc.) in the calculation of weeks worked.

Last year 82% of the NOVO23nt forms received needed to be returned to schools for being either incomplete or incorrect. We hope the new form will help reduce the amount of errors and take you less time to complete.

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


NOVO12acc form - employees working partial hours

It is important that if you advise 'Yes' in field 21 of the NOVO12acc form (PDF), you also provide detailed information in field 23. This will ensure that ACC will reimburse your school for the extra staffing requirements.

If you require support in completing the form, please contact the ACC Team on 0508 NOVOPAY (0508 668 6729) and select Option 4.


Reminder: Salary Assessment Switching to Smart Forms

As mentioned in the 02 November Novopay News, Salary Assessment will not accept handwritten Salary Assessment Forms from 03 December 2018.

If you are still sending in handwritten forms, please visit the Smart Forms page on the Novopay website for more information.