Novopay Newsletter 8 May 2015

News for School Payroll Staff


Novopay News

8 May 2015

A message from Education Payroll Services

Welcome to the latest edition of the Novopay News. 

In this edition we announce a number of changes we're making to employee leave management this year and remind you that the new Secondary and Area School Groundstaff Collective Agreement, effective 1 May 2015, will be paid out in PP05, on 27 May 2015.

Training Services has released another new product, a self-paced module, called What is payroll? that provides comprehensive background information for new payroll administrators to better understand payroll practice in schools. Great for new administrators or for seasoned authorised users looking for a refresher.

Happy reading

Deb Moran

Associate Deputy Secretary 
Education Payroll Service

Leave management

We know that managing employee leave has been an issue for schools since before Novopay go-live and we thank you for your continued patience. 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. 

Over the next few months we're implementing leave management changes to sick and annual leave. This includes system improvements, new reporting and guidelines, and training in leave management. These changes have been discussed with sector organisations and we have held workshops with a number of schools to get their input into how to roll out these activities in a way that works best for schools.

The first step is to improve the leave entitlement calculation function in the Novopay payroll system and correct related data issues. As we implement these changes during May and June, employees may notice their sick leave balance fluctuate on their payslip starting in PP05. You will also notice employee leave balances changing in NOL.

These changes are part of planned data cleansing activities. There is no action for you to take at this time and we appreciate your understanding as we implement these improvements.

Principals will receive an email in the next week explaining these changes in more detail, followed by more comprehensive communications and guidelines to both principals and authorised users to keep you informed as this work progresses.

Secondary and Area School Groundstaff Collective Agreement increase in PP05 

This is a reminder that the settlement of the Secondary and Area School Groundstaff Collective Agreement takes effect from 1 May 2015. Employees covered by this collective agreement who are also members of the Amalgamated Workers Union will have their base rate increase automatically applied in PP05 on pay date 27 May 2015. 

Employees receiving a Salary Loading (SALLO) or Salary Loading - Paid on Extra Hours (SALLT) allowance will have their base salary increased to the new rate, but their allowance will be decreased by the same amount.

If the combined current salary and current SALLO or SALLT is less than the new salary, the employee's base rate will be increased and the allowance ceased.

To increase the salary for these employees please complete a NOVO2nt (Pay Details Change for Non-Teachers) and submit to the Service Centre.

Pay instructions received by 18 May 2015 will be processed in PP05, on 27 May 2015, from your school's operational grant funding.

For employees on IEAs based on this CA, please complete a NOVO22nt form (Annual Increment/Individual Employment Agreement Pay Change for Non-Teachers) and submit it to the Novopay Service Centre. Increases for these employees will also be processed starting in PP05 and onwards as received by the Novopay Service Centre.

Please refer to the Ministry of Education website for more information.

What is payroll? Self-paced module

Training Services have developed a new self-paced learning module, What is payroll?, that provides comprehensive background information for new payroll administrators to better understand payroll practice in schools. It explains where funding for schools comes from and why it is important to know this. You'll also learn how the different types of employment agreements govern the allowances employees are eligible to receive. The final part of the recording looks at the two week payroll cycle and steps you through the task deadlines for this period. 

Self-paced modules present information and activities that you can complete at your own pace, at a time that suits you.

CES conference, Dunedin

As mentioned in the last Novopay News, we'll be attending the Canterbury Education Services (CES) conferences this year, with the first event taking place in Dunedin on Tuesday 19 May, 2015. The team will be there to present about general payroll issues and to answer any questions you may have about Novopay and more general payroll queries. We look forward to seeing you there.


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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.