News for School Payroll Staff

5 June 2015

Welcome to the latest edition of the Novopay News.

In this edition of the newsletter we present a video message about leave management-what it is, why it's important, and what you can expect over the coming months as we make changes to employee leave management. We also outline details about the Holiday Pay Reduction process and Long Term Leave without Pay.

Happy reading

The Novopay Service Centre team

Leave management update and video message

As part of an ongoing commitment to improve services to schools, the Ministry, Education Payroll Limited, and the New Zealand School Trustees Association are working together to make a number of changes to employee leave management this year.

Our work on leave management changes so far is progressing well. System adjustments have been made and we are currently correcting related data issues. As we make these changes, please remember you will notice variations to employee leave balances in Novopay Online and employees may notice fluctuations to their sick leave balance on their payslip.

To ensure all employees are aware of this, we've added a note about these fluctuations to payslip emails starting in PP06. Please be assured these changes are part of planned data cleansing activities and there is no action for you to take at this time.

To tell you more about our work on leave management, Chris Randall, Ministry of Education, Mathew Gordon, Education Payroll Limited and Lorraine Kerr, New Zealand School Trustees Association, have a video message for you.

In their message they talk about what leave management is and why it's so important, and they take you through each step of the leave management work we're undertaking over the coming months.

View their video message here

If you need assistance accessing or playing this video, please contact the Training Services team at 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 update you on this work in subsequent newsletters. For more information about leave management changes for you and your employees, please visit the Novopay website.

A reminder about the Holiday Pay Reduction (HPR) for Teachers

If a teacher takes unpaid leave during a school term, a holiday pay reduction 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.


Clause No:



Area School Teachers' Collective Agreement

3.24.1(c) and 3.24.3

Holiday Pay

Includes LWOP and holiday pay deductions


Holiday Pay after sick leave without pay

When are holiday pay deductions applied


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 LWOP 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


Long Term Relievers (Fixed Term)

Treated the same as permanent teachers

Primary Teachers' Collective Agreement


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

Includes LWOP and holiday pay deductions

Long Term Leave without Pay for Teachers

Teachers who go on Long Term Leave without Pay will be paid out holiday pay 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 on Long Term Leave without Pay does return earlier than 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 you have a teacher booking Long Term Leave without Pay up to the end of Term 4, you must to enter their leave end date as 27 January, the last day of the school year. If another leave date is entered they will 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.

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.