Novopay Newsletter 26 September 2014

News for School Payroll Staff


26 September 2014

Novopay News

You are receiving this newsletter because you are set up as a Novopay Authorised User. If you are still a Novopay Authorised User, but have changed your email address, please download and complete a NOVO5/NOVO5n/NOVO5p 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.

A message from Education Payroll Services

Term three has come to a close but we continue our work in preparation for the months ahead. This edition of the Novopay newsletter focuses on what's coming up on the horizon-End of Year/Start of Year (EoY/SoY)-and how you can prepare yourself for the process.

Training for EoY/SoY gets underway on Monday 29 September 2014, with the launch of the 2014-2015 EoY/SoY Overview webinar. It is offered through to 17 October 2014 so you can sign up to attend either over the term break or once you return to school in term four. The 2014-2015 EoY/SoY instructions also go live on Monday 29 September 2014 and will be available on this website.

I acknowledge that the EoY/SoY period comes at an already busy time of year and that it can be challenging given other obligations you have at the same time. The Novopay Service Centre team is committed to getting things right for you and your school. We thank you for your ongoing patience when working together with the Novopay Service Centre team during this peak time.

We will continue to provide tips and tools about EoY/SoY throughout the process in subsequent newsletters.

Happy reading and enjoy the holiday break.

Rebecca Elvy

Associate Deputy Secretary, Education Payroll Services

EoY/SoY

Completing the EoY/SoY process ensures that your employees get paid their correct holiday pay at the end of the year, and that employees who are starting or returning in 2015 are set up correctly on the payroll. If this is your first EoY/SoY, don't worry; there are plenty of opportunities for training and support to help get you through it successfully.

The process is mostly the same as last year, but we are making a few key changes based on feedback schools have provided aimed at making the EoY/SoY process easier to complete. The EoY/SoY instructions have been updated for the 2014-2015 EoY/SoY period, and will include these payroll system improvements and business process updates. These instructions will be available on the Novopay website from Monday 29 September 2014.

Preparing your employee information now will help to ensure that you have a successful EoY/SoY this year.

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.

EoY/SoY Key dates

EoY screens will be available in NOL from 28 October 2014, straight after Labour weekend, and remain open through to 19 November 2014. To ensure the correct and timely payment of your employees' holiday pay, please ensure you complete the updated employee payroll information in NOL by 19 November 2014.

Below are some key EoY/SoY dates to note:

 

Date

Activity

29 September 2014 onwards 

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

29 September 2014 onwards

Prepare for EoY processing

28 October 2014 

EoY screens open

19 November 2014 

Complete End of Year processing by this date 

November 2014

Prepare for Start of Year processing

8 December 2014

Start of Year screens open 


Preparing for EoY: Training available from Monday 29 September 2014

2014-2015 EoY/SoY Overview webinar

The 2014-2015 EoY/SoY Overview webinar is designed to give you a broad overview of the upcoming 2014-2015 EoY/SoY payroll process. The session outlines specific tasks to prepare you for completing your EoY/SoY process accurately and on time.

For more information, and to book your webinar session, visit the Novopay website.

2014-2015 EoY/SoY Instructions

The 2014-2015 EoY/SoY instructions will be available on the Novopay website from Monday 29 September 2014 and can be found under the 'How to' tab. The instructions are divided into a checklist and a guide, which is cross-referenced so you can find the information you need easily. The checklist will help you to complete your EoY/SoY preparation and processing activities, and the guide acts as a reference where more detailed explanations are required.

Access to Novopay Online (NOL)

Before EoY screens open on 28 October 2014, please ensure that your principal and other authorised users have access to Novopay Online. Novopay 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.

Rebecca's message to authorised users

Last week Rebecca Elvy, Associate Deputy Secretary, Education Payroll Services, prepared a message to all authorised users.

In her message she talked about the transfer of the schools payroll service to a government-owned company, the importance of being prepared for the 2014-2015 EoY/SoY period and the tools, training and support available to help you work through the EoY/SoY process. If you haven't had a chance to view it yet, please click the link below:

www.trainingservices.org.nz/user/timetable/videos/novopay/15/NovopayEOYSOY2014_player.html

If you need assistance accessing or playing this video, please contact the Training Services team at Training.Services@minedu.govt.nz or by phone on 04 463 0929.

For Closed Captioning, please click on the 'CC' icon in the bottom right corner of the screen.

We will continue to support you through the EoY/SoY process by sharing information and tips in subsequent newsletters, so stay tuned.

You are receiving this newsletter because you are set up as a Novopay Authorised User. If you are still a Novopay Authorised User, but have changed your email address, please download and complete a NOVO5/NOVO5n/NOVO5p 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.