News for School Payroll Staff


Novopay News for 3 July 2015

Welcome to the latest edition of the Novopay News.

We hope you've had a productive term, and can enjoy the quieter period during the school holidays.

In this edition, we provide important reminders about changes to Support Staff Collective Agreement 2nd tranche and information about long term leave without pay for teachers. We also included updates on leave management and Holiday Pay Reduction (HPR).

Please remember to regularly check the Novopay website for alerts during the holidays. Alerts are used to provide the sector with new or last minute updates to the payroll, so checking the website frequently will ensure that you have up-to date payroll information at your disposal. For instance, if you find a discrepancy on your SUE report or experience and problems accessing Novopay Online (NOL), we recommend that you check for an alert first, before contacting the service desk, as information about the issue may already be on the Novopay website. We hope that this course of action will save you time during your holiday break. Please find a list of all current and archived Novopay Alerts here.

Happy reading

The Novopay Service Centre team

Reminder of Support Staff Collective Agreement 2nd tranche changesOn 25June an alert was posted on the Novopay website and an email was sent to all authorised users regarding changes to the Support Staff Collective Agreement 2nd tranche.These automatic changes were displayed in the first draft SUE report of PP2608, on Wednesday 2 July 2015. The alert can be viewed in full here.

Kaiarahi i te Reo, Therapists', ATSSD and Special Education Assistants' Collective Agreement Collective Agreement - 2nd tranche changesOn 29 June 2015 employees paid under the Kaiarahi i te Reo, Therapists', ATSSD and Special Education Assistants' Collective Agreement Collective Agreement (including those on the latest IEAs) will have their pay grades automatically updated in line with the new single merged scale in PP2608. These automatic changes were displayed in the first draft SUE report of PP2608, on 2 July 2015.

Leave management website updateTo help you to determine the correct leave code to use when booking leave, we have provided a new Leave codes and reasons filter tool in the Codes section on the Novopay website. This tool allows you to select an employee's collective agreement and the leave type, and see the code or codes to use when booking the leave. For detailed information about when you can and cannot use NOL to book leave, please see the Book leave page on the website.

The Leave programme page in the News section of the Novopay website homepage has also been updated and now includes additional resource links and updated timelines.

Leave Management Training

At the beginning of next term, training on the leave balance confirmation process will begin. Your school will receive an email with instructions to check that sick leave bookings are up to date for teachers and principals who have worked at more than one school since Novopay go-live. The email will explain why this step is required and will provide a full set of instructions. The email will also include a list of the 'multi-school' teachers and principals who currently work at your school; this is the first set of employees that you will need to work with to confirm leave bookings.

A reminder about the Holiday Pay Reduction for Teachers

If a teacher takes unpaid leave during a school term, a holiday pay reduction (HPR) 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 HPR calculation rules, we have created a table below with links to each collective agreement for more information.

Collective:

Clause No:

Covers:

Includes:

Area School Teachers' Collective Agreement

3.24.1(c) and 3.24.3

Holiday Pay

Includes Leave Without Pay and holiday pay deductions

3.24.2(c)

Holiday Pay after sick leave without pay

When are holiday pay deductions applied

3.27.7

Long Term Relievers (Fixed Term)

Treated the same as permanent teachers for holiday pay purposes

Secondary Teachers' Collective Agreement

4.8.1(c) and 4.8.3

Holiday Pay

Includes Leave Without Pay and holiday pay deductions

4.8.2(c) and Appendix E: 1.6.1

Holiday Pay after sick leave without pay

When are holiday pay deductions applied

4.8.4(b)

Long Term Relievers (Fixed Term)

Treated the same as permanent teachers

Primary Teachers' Collective Agreement

3.26

Holiday pay (Permanent and Long Term Relieving Teachers (Fixed Term)

Includes Leave Without Pay and holiday pay deductions

Long Term Leave without Pay for Teachers

Teachers who take Long Term Leave without Pay will be paid out the holiday pay that they are due at the beginning of their Long Term Leave without Pay period. If a teacher returns to work earlier than their original intended return date, this will most likely result in an overpayment, because the leave paid out is specific to the original leave booking dates. If this is the case, the teacher will be sent a letter explaining the details of the overpayment along with repayment options.

If a teacher is on Long Term Leave without Pay and returns at an earlier date than they originally booked, you must complete two NOVO forms: a NOVO12r (Leave Booking Reversal) form to cancel the original booking, and a NOVO12 (Leave Booking) form to submit the updated actual leave dates. Please submit these forms to the Novopay Service Centre as soon as you can to ensure the teacher is automatically paid on their early return.

If a teacher is booking Long Term Leave without Pay up to the end of Term 4, you must lenter their leave end date as 27 January, the last day of the school year. If another leave date is entered then the employee is likely be overpaid. This is because the leave paid out at the beginning of their LTLWOP period has been calculated as up to and including 27 January.

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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.