Payroll Update - 29 November 2019

News for School Payroll Staff


Tena koutou

Congratulations on completing the End of Year process.

Start of Year screens open 11 December

Start of Year screens open Wednesday 11 December, but you can get a head start now by gathering information about who is returning to your school in 2020.

There's a Start of Year module you can complete on the Training Services website that gives a good overview of what schools need to do. Once you've logged in, go to Browse Training > Modules > Novopay. Be sure to also check the Start of Year Tool Box on the Novopay homepage.



EdPay - Add Employee

In the last month, we've had over 600 teachers and support staff added to schools' payroll using the Add Employee feature in EdPay.

We've had plenty of feedback about how easy it is to use Add Employee, along with some great suggestions for the future. While building additional features, we continue to enhance the current ones - we've added more dropdown boxes and tools (look for the symbol) for handy tips. Upcoming features and enhancements will mean certain fields will pre-populate for you if we already have the information.

Do you need a form for collecting new employees' details? NZSTA's Personal Details Form has a payroll section that matches the flow of EdPay.

EdPay - Terminate Job

Forget filling out the NOVO6 - in most cases an employee's job can be terminated with a couple of clicks in EdPay. Just select the employee whose contract you need to end and click Terminate Job on the left-hand side.

You then need to only enter the last date of duty and the reason for ending the contract. If we need any further information, your payroll adviser will be in touch.


If you need any help in EdPay, click on Eddy the Kereru. In the last month, schools have done over 1,700 Eddy tours.

Check any tool tips marked with a as those contain an important note about the field you're completing, while ones with a contain useful tips for using EdPay.


Service Design team visit schools across New Zealand

We have a service design team that listens to schools to help us design future features in EdPay. The team works months ahead of the build team to make sure new features are right for schools.

Last month the team went out and visited schools across Hamilton, Rotorua, Queenstown, Arrowtown, Cromwell and Dunedin to hear from Principals and payroll administrators about booking leave.

We heard that overall our leave process does not cause a huge amount of pain for schools. However, increasing the visibility of leave information within EdPay and creating a more streamlined process to submit leave requests online would be an improvement.

The team is working through the next steps of the design and will test some screen concepts out with schools early next year - watch this space.


Reminder: key dates over the holiday period



Leave for timesheet employees

A reminder to schools - when entering leave for timesheet employees please send a NOVO12 stating how many hours leave should be booked for. If you try to book leave for timesheet employees in Novopay online, the system defaults to a set number of hours and this may result in an overpayment.


We still need your school's out-of-hours contact details

We are currently at around 50% of schools having provided their out-of-hours contact details and we really need your help to get this to 100% before the Term 4 holiday break starts.

It's essential we have this information so we are able to reach someone who can authorise a change to an employee's pay over the holiday period. It's rare we need to ring the out-of-hours contact, but it's best for us to have the information on hand.

Please send us the name, email address, and phone number of the Principal or payroll administrator we can contact for your school to support@novopay.govt.nz with the subject heading "Out-of-hours Contact"