Novopay Newsletter 12 December 2014

News for School Payroll Staff


Novopay News

12 December 2014

A message from Education Payroll Services

Hello

We are nearly at the end of Term 4 and I am sure, you are all looking forward to relaxing with friends and family over the holiday season, as I am.

This time of year is particularly demanding for schools and I thank you for your effort in completing End of Year on time and preparing for Start of Year 2015.

Before you leave for the holidays, please remember to process any information that you have for your employees in the week before you go, if you can. This will give the Novopay Service Centre time to contact authorised users if they need further information to process instructions.

And most important of all, please don't forget to submit a Novo23 form if you are an annualised employee. This will ensure you retain access to NOL in 2015.

We also recommend taking advantage of the support available for Start of Year so you feel confident with the process when you come back to school in the New Year. Although the trainer led e-workshops are full until 13 January 2015, you can still book a training slot from 14 -22 January 2015. Alternatively, the self paced training modules are still available on the Novopay website.

In this edition, we have reminders on how to read your payslip, NOL access and an important reminder for support staff about the stipulations of their collective agreements regarding the day after Boxing Day this year.

We also provide reminders of key dates for EoY/SoY and the upcoming pay periods and provide tools to prepare you for SoY screens that opened this week.

Happy reading

Deb Moran,
Associate Deputy Secretary, Education Payroll Services

Updated payroll dates for PP20, PP21, and PP22

As mentioned in the last Novopay News, payroll activity dates for PP20, PP21, and PP22 have been confirmed and are as follows:

PP20
10 December 2014 (Wednesday): Start of Pay Period 20
12 December 2014 (Friday): Manual forms cut-off, 5pm
15 December 2014 (Monday): Novopay Online cut-off, 3pm
15 December 2014 (Monday): Draft SUE report available
18 December 2014 (Thursday): Final SUE report available
19 December 2014 (Friday): Bank stops must be advised for PP20
20 December 2014 (Saturday): Pay day

PP21
24 December 2014 (Wednesday): Start of Pay Period 21
29 December 2014 (Monday): Manual forms cut-off, 5pm
31 December 2014 (Wednesday): Novopay Online cut-off, 3pm

No draft SUE available for PP21

5 January 2015 (Monday): Final SUE report available
6 January 2015 (Tuesday): Bank stops must be advised for PP21
7 January 2015 (Wednesday): Pay day

PP22
7 January 2015 (Wednesday): Start of Pay Period 20
12 January 2015 (Monday): Manual forms cut-off, 5pm
14 January 2015 (Wednesday): Novopay Online cut-off, 3pm
15 January 2015 (Thursday): Draft SUE report available
19 January 2015 (Monday): Final SUE report available
20 January 2015 (Tuesday): Bank stops must be advised for PP22
21 January 2015 (Wednesday): Pay day


The calendar on the Novopay website has been updated to reflect these changes.


An important reminder about payroll processing dates for PP20


As PP20 is a shorter pay period, some forms received on Friday 12 December, prior to the cut-off, may not be processed in time for inclusion on the draft SUE report. However, they will be included on the final SUE on Thursday 18 December.

In the meantime, to confirm your tickets have been received, please refer to your Daily Status report on Monday 15 December.

For a full list of payroll processing dates, please refer to the payroll calendar on the homepage of this website.

Contact points for questions about your pay

We are conscious that employees may have questions about their pay over the upcoming holiday period. You are their first point of contact as payroll administrator, but we realise you may not be available to assist them over this time.

To support this, employees can contact the Ministry directly about their payroll issues by calling 0800 663 772 during regular business hours, if they are unable to get in touch with you.

For additional support in PP20 and PP21, our teams will be available at the above number as follows:

. Over the weekend of 20 December and 21 December, Ministry staff will be available to take calls between the hours of 10am and 3pm

. From 29 December to 31 December, Ministry staff will be available to take calls between the hours of 9am and 3pm.

We have also set up an Issue Resolution Centre as a dedicated team ready to assist you with payroll issues in instances where you would normally contact Resourcing. Now you can email us directly at the Issue Resolution Centre for assistance with escalated payroll matters. If you have already raised your question with Resourcing, there is no need to resend it to the Issue Resolution Centre-we have it already.

Please remember the Novopay Service Centre is still your first point of contact for your payroll issues. You can email the team at support@novopay.govt.nz or call 0508 668 6729 from 8:30am to 5:00pm weekdays.

For more information about contact points for Novopay authorised users, school employees and relievers, including information about how to contact the Issue Resolution Centre, please visit the new Contact Us tab on the Novopay website.

SUE Report

Please remember there will be no draft SUE report in PP21 but you will receive a final SUE on Monday 5 January and the final final SUE on Tuesday 6 January.

Payslips

As you know, at the end of the school year when employees finish contracts or prepare to start new jobs, there are often one-off payments that occur. Seeing these one-off payments on their payslip may cause confusion, particularly for payments like holiday pay, which was paid out this week in PP19 on 10 December 2014.

To assist you in guiding your employees through this process, remember you can refer to the updated How to read your payslip fact sheet, found in the Top 'How To' topics section on the Novopay website.

The How to read your payslip fact sheet outlines each section of the payslip and the information contained within it, and important things to look out for. The fact sheet also includes information about End of Year holiday pay calculations for your reference.

EoY/SoY

A big part of SoY processing is updating the payroll with accurate information for employees who have changes to their employment status, funding, or hours. To ensure you're well prepared for SoY, we recommend you download the Novopay Start of Year 2015 Instructions and review the SoY Checklist from the Novopay website.

Once you have completed the preparation tasks on the checklist, you will be ready to enter information in the Start of Year screens.

Training

For a reminder on SoY processes you may wish to sign up to our SoY e-workshops or you can review the Start of Year Self Paced Learning Module on the Training Services website.

Bookings for Start of Year Assisted Data Entry sessions are still available online. The sessions are designed to guide you step by step through data entry into NOL.

To book into a SoY e-workshop, Regional Assisted Data Entry (if applicable to your location) or Online Assisted Data Entry session please contact training.services@minedu.govt.nz or call 04 463 0928.

Start of Year report

The Start of Year report was available from Monday 8 December. When you download your Start of Year report from NOL, you may see incorrect date values for your employees in the Last Duty Day column. Please disregard these values. The incorrect dates do not affect Holiday Pay bookings. For accurate Holiday Day booking records, please refer to your SUE report. There's no action for you to take at this time.

Annualisation

As this time of year is particularly busy, we recommend that you submit annualisation forms for all employees you already have complete information for in the week before you go on holiday, if possible. This will help the Novopay Service Centre by providing ample time for them to contact you if they need further information in order to process forms correctly.

Please remember that if you are an annualised employee you must submit a NOVO23nt form to the Novopay Service Centre by 12 January 2015. This will ensure you retain access to NOL in 2015 so you can complete Start of Year processing for your employees.

Thank you to those of you who have already submitted your annualisation forms to the Novopay Service Centre.

Housekeeping: Tips and reminders

NOL access

NOL passwords expire every 60 days. If you need to reset your password, please contact the Novopay Service Centre at support@novopay.govt.nz or on 0508 668 6729. For more information about access for authorised users, please visit the Novopay website.

If you have an employee with NOL access who is leaving your school, please ensure you remember to ask that employee to log into NOL and complete or cancel any actions that they undertook before they leave. This prevents any records from being locked under their username. Also remember to submit a NOVO5c form to the Novopay Service Centre to end their NOL access before they leave.

You will also need to send in a NOVO5c if an employee is changing position within your school and no longer needs access to NOL.

Reminder for support staff under the Support Staff CA and Kaiarahi te Reo, Therapists', ATSSD and Special Education Assistants CA

This is a reminder that your support staff will not receive payment for 27 December as the day falls on a Saturday this year. As the day after Boxing Day is an additional paid holiday and not a public holiday it is not transferable to a Monday. This policy is confirmed under clause 4.1.3 of the Support Staff CA and clause 4.5.3 of the Kaiarahi te Reo, Therapists ', ATSSD and Special Education Assistants CA.

You are receiving this newsletter because you are set up as a Novopay Authorised User. If you have received this newsletter in error, please delete it and accept our apologies.

If you are a Novopay Authorised User, and would like to update your email address, please download and complete a NOVO5 form and post it to the Novopay Service Centre. If you are no longer a Novopay Authorised User, please download and complete a NOVO5c form and post it to the Novopay Service Centre. It can take up to two weeks to process these changes. We thank you for your patience.