News for School Payroll Staff

Novopay News

13 March 2015

A message from Education Payroll Services

Welcome to the latest edition of the Novopay News.

As I mentioned in the last newsletter, Start of Year is almost over and I'd like to thank you again for your extra efforts to make sure things ran as smoothly as possible this year.

The Start of Year screen will close on 31 March 2015 but, as usual, you can continue to use Novopay Online (NOL) throughout the year to make employee changes and to carry out other payroll activities.
In this edition we provide the answer to a common school audits question we've received from many users about leave liabilities for Term Time Only (TTO) employees, and provide more tips and reminders about completing NOVO forms and terminations.

Happy reading

Deb Moran
Associate Deputy Secretary
Education Payroll Service

The Start of Year screen closes 31 March 2015 at 12pm

The Start of Year screen will close at 12pm on 31 March 2015.
The Start of Year Report and the Pay Ending Report will continue to be available throughout the year. You may find these very helpful to carry out your day to day payroll activities. For example, you could use the Start of Year Report to check which allowances an employee has; you could use the Pay Ending Report to check if there are any employees in your school that need to be terminated.
Remember, you can continue to use NOL to make employee changes and to carry out other payroll activities throughout the year. 

Information about leave liabilities for TTO employees on the Leave Liability Report

We have received a question from some users about leave liability amounts for TTO employees on the School Audits Leave Liability Report. This relates to holiday pay received in PP19 and how it is accounted for in relation to leave liability.

Leave liabilities must be accrued for the full year, through the end of PP21. Even though TTO employees are paid holiday pay in PP19 for their earnings up to and including PP18, they still accrue leave liabilities for their earnings from PP19 through PP21. In compliance with the Holidays Act, the holiday pay they receive in PP19 is included in their earnings from PP19 through PP21 and therefore has an influence on their leave liability for this period.

We are committed to supporting you throughout the school audits process. If you experience difficulties downloading your reports or converting the CSV files, or if you have questions regarding the data itself, please contact the Ministry at with "School Audits" in the subject line.

If you have questions about preparing the annual financial statements, please contact your Regional Senior Financial Advisor in the Ministry.

For further information about the school audit process, please refer to the detailed SAAR Reconciliation 2014 Instructions available on the Ministry's Finance page.

Tips for using NOVO forms

When using forms, we recommend completing them electronically by downloading the PDF file, saving it, and filling it in on your computer, when possible. This allows you to take advantage of drop down menus that guide you to input the right information into form fields.

We also recommend you take advantage of the Tools to help you section of the Novopay website that includes Allowance, Department and other codes for use when filling in forms. Inputting the correct codes will reduce the chance of re-work later.

Detailed instructions on how to complete each NOVO form are available on the forms page of the Novopay website.

Here are some general tips to follow for all NOVO forms:

  • Remember to save the form to your desktop first before you begin entering data.
  • If you have more than one NOVO form to email to the Novopay Service Centre, attach each form to a separate email. See Sending forms.
  • Remember that not all fields on a form are mandatory, but if you are updating a certain section of the form, there may be other dependent fields that must be completed as a result. For example, when making changes to an employee's allowances, the allocation field is mandatory if you provide us with a payment type.
  • When you provide tenure details for an employee who is job sharing, make sure you also provide the name and MoE number of the employee they are sharing the job with.

Terminations Reminder

If you have employees leaving your school, you can terminate their job in NOL using the 'Bulk Terminate Employee' function.
For Retirements, Medical Retirements, Redundancies and employees transferring to another school, you need to complete the NOVO6 form for each terminating employee and submit it to the Novopay Service Centre.
Remember to complete the termination before the cut-off date for the pay period in which the employee's last day falls.
Completing this step on time ensures departing employees receive any holiday pay owed on termination, and also prevents overpayments due to late notification of termination.
If an employee has already left your school, you cannot terminate them in NOL. Please complete a NOVO6 form and send it to the Novopay Service Centre as soon as possible.

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.