Novopay News 10 August 2018

News for School Payroll Staff


Tena koutou,

Welcome to the latest edition of Novopay News.

This issue of Novopay News has some important information about changes to our Salary Assessment process as well as information about the upcoming industrial action. Please make sure you are familiar with the new process and feel free to contact your payroll adviser if you have any questions.

Also in this edition:

  • Novopay Online (NoL) - Change to School Leave Reports
  • ACC - Levy Invoices Available Soon
  • Reminder - Leave Management
  • Handy Hints - (1) How to read your payslip & (2) Calculating leave across a time period



Nga mihi

Donna Delaney, Manager - School Account Teams



Changes to Salary Assessment Process

As at 23 July 2018, all Salary Assessment applications no longer need to be posted. Please scan and email all applications to SalaryAssessment@novopay.govt.nz.

Please follow the updated instructions and use the updated forms on the Novopay website.

Any mail already sent to the old PO Box will be redirected, but to ensure your requests are processed as soon as possible, please follow the new procedure.



Authorised Users Responsibility during Industrial Action

On the 15 August 2018, those employees covered by the Primary Teachers' Collective Agreement and Primary Principals' Collective Agreement are scheduled to participate in industrial action.

For more information on the strike itself, please visit:

NZEI - http://campaigns.nzei.org.nz/time/

NZSTA - http://www.nzsta.org.nz/media/553908/moe-nzsta_-boards-and-strike-action.docx


As all employees who are NZEI members covered by these Collectives are assumed to be striking, we need to ensure that EPL is notified of all those who do not participate in order for their pay to be reflected accurately.

On the morning of the strike, all schools who have impacted staff will be emailed a spreadsheet of union members to be filled out and returned to the Novopay service centre. This needs to be returned even if there are no changes.

The spreadsheet contains the names of the employees who are NZEI members and a column for the duly delegated representative of the board to mark with an X to indicate if the employee did not participate in the strike. If an employee is part-time, you will also need to indicate the hours normally worked on that Wednesday between 7am and 7pm.

Detailed instructions will be available in the spreadsheet itself. Completed spreadsheets need to be returned via email to returns.industrialaction@edpay.nz by 5pm 16 August 2018.

Please note: this mailbox will not be monitored for feedback. Please only send through the spreadsheet and if you have any questions or concerns, contact your Payroll Adviser.


Novopay Online (NoL) - Change to School Leave Reports

As of Wednesday 15th August you will now have access to your School Leave Reports for the past 26 pay periods (currently only available for 3 pay periods) to assist with any historic leave queries and/or reconciliation requirements.

The additional reports will be located in the same drop down list you currently use to view your leave reports.



ACC - Levy Invoices Available Soon

Your annual ACC levy invoices will be available via Novopay Online (NOL) from 21 August, 2018. To access the invoice, log into NOL, visit the 'My Reporting' tab and choose 'ACC EoY'.

This is your 2018 ACC annual levy invoice. The levy is based on net leviable earnings and will be deducted from your school's bank account on 18 September 2018.

For more information about payments and rates that make up this year's levy visit the Novopay website.


Reminder - Leave Management

Leave management is how boards and their operational delegates establish and follow policy and procedures to monitor and manage employee leave. Leave must be managed appropriately to balance the operational needs of the school with the individual needs of the employee, and to minimise the financial risk and meet legal obligations. For more information, please go to Novopay Home > How to > Leave management.

You can use the Novopay Online screens or the School Annual and Sick Leave report to help manage employees' annual and sick leave balances. If you believe that an employee's leave balance is incorrect, this may mean that leave bookings are missing or incorrect, or the employee may have been incorrectly set up in Novopay, which has affected their entitlements.

If you believe the entitlement is incorrect, complete a NOVO31 form with an explanation of why you believe an error has occurred.


Handy Hints - X2

1. How to read your payslip:


The 'How to read your payslip' is a guide for your employees to understand details shown in their payslip. Your school payroll administrator is their first point of contact for questions and can access Novopay for answers they don't already have.

(Click the below image for an enlarged version.)


2. Calculating leave across a time period:


This Handy Hint comes to you from Rachel at Hutt Valley High School. She has found a clever way to work out how much leave has been taken across the school for a particular time period in Novopay Online, as there are no reports that compile this information.

To find out the amount of leave taken, simply follow the below path in your Novopay Online screen:

My School > School Leave Details > School Leave Bookings

Once on that screen;

  1. Leave the 'Employee Name' blank,
  2. Select the date range you want,
  3. Select the leave type,
  4. Click 'Find'

Great advice, thanks Rachel!