Novopay Newsletter 21 November 2014

News for School Payroll Staff


Novopay News

21 November 2014

A message from Education Payroll Services

With End of Year (EoY) screens now closing, I want to thank you for completing your school's EoY processing on time. Completing this work during this busy time is no easy feat. I hope the training and preparation materials made available to you were effective in getting you through this process successfully.

In this edition, as our focus shifts to Start of Year (SoY), we remind you of key dates and tools to prepare you for 8 December 2014, the SoY screens opening date.

We also continue to move forward with our programme enhancements. In response to input from schools, the Novopay website will see some subtle updates over the next few months.

We will add more comprehensive how-to information and improve the ways in which you find information on the site. The first of these changes go live 1 December 2014, however, there will be no change to the content or location of EoY/SoY information, including forms and codes at this time.

Finally, last Friday, 14 November 2014, we expanded the Daily Status Report to include ticket information within the last three pay periods. This provides you with a more complete picture of your open tickets. For more information, please visit the Novopay website.

Happy reading

Deb Moran,
Associate Deputy Secretary, Education Payroll Services

EoY/SoY:

We appreciate this is a very busy time of year for schools and that payroll competes with many other demands you face at the end of the year. Entering your school's data is a critical part of the process that enables us to run the End-of-Year payroll.

Now that the EoY period is behind us, our focus shifts to Start of Year preparations.

Getting ready for SoY

To ensure you're well prepared for SoY we recommend you download the Novopay Start of Year 2015 Instructions and review the SoY Checklist, both available on the Novopay website. Please remember to visit the website for the latest version of these documents each time you need them. Once you have completed the preparation tasks on the checklist, you will be ready to enter information in the Start of Year screens that open 8 December 2014.

Submitting your school's instructions early means you can avoid the peak processing period at the start of term one and allow time for any amendments or corrections that might be needed. We realise this might not be practical, as many staffing decisions occur between the end of term four and the beginning of term one. Please aim to do as much as you can as early as possible, especially before you go on holiday.

Remember you must complete SoY processing for each employee before they start in 2015 or they will not be paid on time.

Key dates

To make sure you're on track to complete your school's SoY processing this year, we recommend that you note the following key dates:

EoY/SoY Key Dates

29 September onwards

The 2014-2015 EoY/SoY Overview webinar open and the 2014/2015 EoY/SoY instructions available on the Novopay website

29 September onwards

Prepare for EoY processing

28 October 2014

EoY screens open

28 October to 19 November

Complete EoY processing

November 2014

Review the EoY/SoY Overview webinar; sign up for SoY training

24 November 2014

SoY training available: e-workshop and self-paced learning module

8 December 2014

SoY screens open; assisted data entry sessions available

 


Housekeeping: Tips and reminders

Holiday Pay for Returning Employees

This is a reminder that examples of holiday pay for returning employees calculations can be found in the How To section of the Novopay website. The page includes calculations for permanent, fixed term, term time only, time sheet only and 52 week non teachers.

Updated payroll dates for PP20, PP21, and PP22

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

These dates will be available on the Novopay website home page next week.

Novopay website enhancements

Even though we are in the midst of EoY/SoY processing, we continue to move forward with our programme of website enhancements. Our aim is to improve the information and guidelines available to schools.

As part of our ongoing enhancement programme we are in the process of updating and developing content and improving the site's navigation. This is in response to input from schools on how to make it easier to find what they need, understand what they find, and use what they find to meet their needs.

Over the next four to five months, the Novopay website will change in two ways: We will add more comprehensive how-to information and we will improve the ways in which you find information.

The first changes are set to go live on 1 December 2014. A guide will be available in the News box on the Novopay website from that date to assist you.

What changes will I see on 1 December 2014?

In response to feedback from schools, we are simplifying the tabs at the top of the screen and making changes to a few boxes in the main section of the home page, making content easier to find.

EoY/SoY content

We realise this an extremely busy time of year for schools and that you need to access EoY/SoY content quickly. For this reason, we have made no change to the content or location of EoY/SoY information on the website, including forms and codes.

Current homepage:

Fewer tabs

The News, Calendar, Relievers, and Use Novopay tabs will be removed to reduce information duplication but the pages will still be accessible via boxes on the homepage. The Quick links box will contain links to the information found on the News and Calendar tabs and a link to the Relievers information will sit in the new Information for box.

New homepage as at 1 December:


One new tab

A Contact Us tab will be added to make contact information easy to access quickly.

Current homepage:


Changes to boxes

The Relievers box will be removed and a new Information for box will be added.

New homepage as at 1 December:


The Information for box will detail the responsibilities of authorised users, principals, boards and employees and will provide links to relevant content on the website according to these different roles. Information previously contained in the Relievers box will be incorporated here.

Website feedback

To assist with the ongoing development of the Novopay website, we welcome your feedback and suggestions. Please use the Feedback link at the bottom of the Novopay website's home page to tell us what you think.

We will continue to provide updates on this work in subsequent editions of Novopay News as further enhancements are made.

School Annual Audit Reporting

While the annual reports and associated audits are still a while away, we want to provide a preview of what you can expect in early 2015.

The payroll information provided to you for 2014 annual reporting will be very similar to the 2013 year. You will receive a School Annual Accrual Report (SAAR), Leave Liability Report and several additional schedules indicating known errors with the Novopay data such as Funding Code errors, STOP pays and Overpayments.

Based on your feedback, we are simplifying the process for delivering data to you, ensuring you get all the data you need in one place at the same time.

We plan to release the SAAR, Leave Liability Report and associated schedules via Novopay Online on 27 February 2015.

We will continue to update you on the audit process, including key dates, in subsequent newsletters.


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