News for School Payroll Staff

15 December 2015

This is the last edition of Novopay news for the year. In this edition, I update you on arrangements for PP20, the Christmas holiday break and Start of Year.

Thursday, 17 December is draft SUE for Pay Period 20. Included below is some important information on public holiday pay calculations for time sheet employees (non teachers) and when it will appear on the SUE reports. Please take the time to read it.

If you need to get hold of us over the Christmas break, or if your employees need to contact us in a payroll emergency during the break, I have included our opening hours.

Remember - if there is a payroll emergency, in most cases we will need your approval to complete a payroll instruction, so if you haven't already, please send us your alternative contact details for the break period.

Also in this newsletter is information about the change of process for ACC reimbursement confirmation.

I am aware that some of you are concerned about annualisations over 27 pay periods in 2016. Please be assured this issue is related to the number of pays in the year and is not a Novopay policy or system issue.

Ideally, complete all the Start of Year work that you can before the Christmas break, and by 25 January at the latest. Please note if you are an annualised Authorised User, we need to process your form by 13 January 2016.

On behalf of everyone at Education Payroll, I'd like to acknowledge all your hard work over the year, and thank all of you for this.

I wish you season's greetings and happy holidays for you and your families.

If you need any assistance, remember we are here to help.


Mathew Gordon
Manager Service Desk and Support Education Payroll Limited

PP20 - Public Holiday Pay Calculations for time sheet employees (non teachers)

The public holiday pay calculations for time sheet employees will not be reflected in the Draft SUE report of 17 December, but it will be in the 2nd Draft SUE report on 21 December.

The employees eligible for this payment are time sheet employees that received payment in PP20 and the time sheet date is within 10 working days of school end date.

Time sheet employees will have public holiday calculation processed for 25 December, 28 December, 1 January, and 4 January in PP20.

It is important that time sheets for PP19 and 20 are entered no later than Friday 18th December.

The details of this calculation are:

Average time sheet earnings per hour (A) * Hours for public holidays based on paid hours of the last two PPs (B)

A = Earnings from PP20 (2014) to earnings PP19 (2015) / hours worked.

B = Hours paid in PP18 (2015) + hours paid in PP19 (2015) / 20 days.

Contacting Novopay between 29 - 31 December 2015

The Novopay Service Desk will operate as normal between 29 - 31 December and we will be happy to receive your call to 0508 NOVOPAY, if you are an Authorised User.

However, we also know a lot of you will be on your break during this period, so we have agreed that we will accept calls from your staff if they have a payroll emergency. Please make your staff aware that Novopay will accept calls to the freephone number 0800 663 772, during standard business hours on the 3 non statutory days of 29 - 31 December.

Employees should only contact us if they have a payroll emergency, and we will only be able to discuss their pay with them if we get two confirmations of identification - their MoE number and one other piece of personal information.

In most cases, we cannot take a payroll instruction from an employee without authorisation from your school, which is why we are collecting an 'alternative Authorised User' contact from you.

Alternative contact details for payroll emergencies 29 - 31 December 2015

If you have provided us alternative contact details for payroll emergencies over Christmas, thank you. If you haven't, please do the following:

  • Decide who in your school will be the emergency contact during the term 4 vacation period.
  • Using an authorised email address, email with the telephone number and email address of your nominated emergency contact for the Term 4 vacation period. Set the subject line of your email to "Emergency Contact details for [insert your school's name here]".

If we cannot make contact with you, your principal, or your nominated emergency contact person, and there is a problem with an employee's pay which requires instruction, we may not be able to take necessary steps to correct the employee's pay.

Please provide an updated contact for your principal if they are the nominated Payroll Emergency Contact.

Start of Year (SoY) 2016

The Start of Year screens are now open in Novopay Online.

All Start of Year tasks that can be completed online should be completed in the Start of Year screens by 25 January 2016. As you will understand, at this time of year it's important to meet the deadlines, so that staff are paid correctly.

If you are an annualised Authorised User, we need to process your form by 13 January 2016. Remember: if you are not renewed in time, you will lose your Authorised User access to NoL and will be unable to process payroll online for all your staff until your own instruction is received and processed.

The aim of SoY is to process all information necessary to ensure your staff are paid correctly and on time. This information consists of start and end dates, leave information and all other changes to payroll information effective from the start of 2016.

Here is a list of key resources to assist you with this:

Annualisation and Anniversary days

Annualisation is a method of payment, and it is an employee's choice. We have prepared more information which you can access here.

Please note it is possible that employees could have both the 2016 and 2017 anniversary day included in the 2016 annualisation period if the person is employed in the Wellington, Auckland or Nelson regions. See here for the explanation of when this could happen.

ACC Reimbursement Confirmation

We have recently changed the process for ACC reimbursement confirmations.

We are now emailing school principals the ACC reimbursement confirmations, instead of attaching a letter to your ticket.

We would like to provide you with some clarification on the ACC reimbursement process.

The Accident Compensation Corporation (ACC) pays Earnings Related Compensation (ERC) to school boards, via the Novopay pay centre, if a staff member is injured.

The ERC is calculated, by ACC, based on the employee's assessed salary.

If the accident was work related, the compensation is paid into the board's bank account.

If the accident was non-work related:

  •  the compensation is paid to the board for any employee at a school with sick leave available.
  • for employees with no sick leave available:
    • Non-teaching staff are paid the compensation directly from ACC and are placed on ACC leave without pay.
    • Principals' and teachers' compensation is paid to the Board who continue to pay them as per their collective agreement.

Once the money has been paid in, a reimbursement confirmation email will be sent to the principal of your school.

Make sure your administrative processes for ERC are the same for all board employees on ACC, whether they are paid through teachers' salaries or operational funding.

In order for Novopay to correctly claim this ERC funding, Novo12 Leave booking forms must be submitted to confirm days your employee was unable to work. For more information please visit:

Should you have any queries, please do not hesitate to contact the Novopay Service Desk on 0508 NOVOPAY (0508 6686729) or email In the subject line include: ACC Reimbursement.