News for School Payroll Staff

Welcome to the latest edition of the Novopay News.

28 August 2015

In this edition of the newsletter we provide an update on:

· Leave Management
· Support Staff in Schools Collective Agreement
· Designation and Class codes
· Holiday Pay Reduction for Teachers
· Your 2015 ACC annual levy will be deducted on 8 September 2015
· Attestation Report

Leave Management

We are now halfway through the Leave Balance Confirmation process. All CSV files need to be completed and returned to the Service Centre by 14 September.

All files must be completed by 14 September as this still leaves the Service Centre with only 10 days to address any CSV related questions prior to the school holidays.

We recognise that during the next school holidays there is very limited opportunity to finish the Leave Balance Confirmation process, particularly with school employees being unavailable. We also recognise that after the school holidays focus will increasingly turn to EoY/SoY.

By now you should have raised any queries with the Service Centre, to ensure both you and the Service Centre have sufficient time to address these before the CSVs are due. If you haven't yet done so, please raise queries as per the Leave Balance Confirmation instructions (1.33MB).

Remember, you can send the CSV file more than once, if you're still checking the information for some employees. If you have employees for whom you can confirm leave balances straight away, please send these in. Receiving CSVs early will ease processing peaks for the Service Centre and provide both you and the Service Centre with more time to focus on any remaining employees.

Refer to Tips and tricks (PDF, 484KB) on the Novopay website which includes examples of common CSV errors and tips to help you work through the process.

Support Staff in Schools Collective Agreement

On 29 June 2015 employees paid under the Support Staff in Schools Collective Agreement(including those on the latest IEAs) had their pay grades updated, in line with the new single merged scale in PP2608.

Due to this Collective change, new Designation Codes were created to help distinguish between the Associate and Administration positions within the grades on the new scale.

Designation codes

These new Designation Codes and pay scales are located in the Payroll Codes.

Support Staff who did not sign the 2014 Individual Employment Agreement were not affected and remained on the old scale and Designation Codes.

Please note, the EMGRR pay scale for Executive Management has not changed, only the Designation Code.

For more information on the merged pay scale, please refer to the NZSTA website.

Holiday Pay Reduction for Teachers

If a teacher takes unpaid leave during a school term, a holiday pay reduction may be needed. At the beginning of each vacation period, required holiday pay reductions are calculated for all teachers who have taken a period of unpaid leave during the term just completed.

In some instances, further holiday pay reductions are required resulting from prior terms. The holiday pay reduction will be made from the employee's pay that falls over that vacation period.

As each sector has its own set of Holiday Pay Reduction calculation rules, we have created a useful table with links to each collective agreement.

For more information:

Your 2015 ACC annual levy will be deducted on 8 September 2015

This is a reminder that we will deduct the amount shown on your ACC annual levy invoice from your school's bank account on 8 September 2015.

Please ensure you have enough money in your school's bank account to cover this deduction.

To access your invoice, log in to NOL, go to the My Reporting tab and choose ACC EOY (invoice to schools) and select 2015 invoice. If you are already logged in to NOL you may need to log out and login again to access this information.

For more information about payments and rates that make up this year's levy, visit the Novopay website.

Attestation Report

Teachers are required to meet both service and performance requirements to be eligible to receive an increment. Schools must manually confirm that the teachers included in the report have met the performance requirements. The Service Centre will check that the service requirements have been met.

When reviewing your school's attestation report, next to the teacher's name, mark:

· 'Y' for Yes if they have met the performance requirements for an increment

· 'N' for No if they're not entitled to an increment

· 'D' for Defer if they have met the service requirements but have not met performance requirements. Also include the defer date.

The attestation report is an electronic payroll report that shows the names of your teachers due to receive an increment (in other words, due to have their salary increased). The attestation report is available to all schools:

Schools are notified of eligible employees via this report 6 weeks before the salary increment being due, so that professional standards appraisals can be performed and attestation provided before the employee becomes eligible.

Use the School Attestations report to confirm each employee's eligibility for an increment. Send this to the Novopay Service Centre, who will check that the date of eligibility is accurate and load the increments as directed.

Increments cannot be loaded in NOL. They must be requested manually. If you have questions about your attestation report, please contact the Novopay Service Centre on 0508 668 6729.

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