Payroll Update 18 January 2021

News for School Payroll Staff


18 January 2021

Payroll Update

Tena kotou

Happy New Year. We hope you all found some time to relax over the holiday break and are ready for the busy start of the year.

In this payroll update:

  • Key dates coming up
  • Start of Year 2021
  • Check your school and employee start dates
  • SUE report date change
  • Updated NOVO22nt now available
  • EdPay enhancements in response to feedback
  • Updated grade and step codes for support staff
  • Using EdPay saves time and increases accuracy
  • EdPay team working with schools
  • Sick leave for short-term relievers
  • 2020 audit reports available soon
  • Annualisation top-up will be in Pay Period 24 - reminder
  • Salary assessment for 2021 - reminder
  • Employees on continuous ACC leave

Key dates coming up

  • 18 January - cut-off date for forms and EdPay at 5pm
  • 20 January - Novopay online cut-off at 3pm
  • 21 January - draft SUE day for PP22 (includes the termination pay)
  • 23 January - final SUE report for PP22
  • 26 January - stop pay
  • 27 January - pay day for PP22
  • 5 February - reports audit reports available soon

Start of Year 2021

Start of Year (SOY) screens opened in Novopay Online on Wednesday 9 December 2020.
The orange SOY Tool Box on the Novopay home page contains links to guides and training including:

Check your school and employee start dates

Term-time-only employee start dates
Please use your employee's actual start date for term-time-only employees and they cannot start on a weekend or a public holiday.

Term-time-only employees, who do not return at the school's start date also need to have LWOP booked from 7 February 2021 until the day before the employee is due to return. Not completing this step could result in overpayments.

Returning fixed-term teacher start dates

Regardless of what date the school opens for instruction, if a returning fixed-term teacher is employed in your school for the full year, please enter 28 January as their start date in the Start of Year screen, provided it is on or before 9 February. If a fixed-term teacher is starting after 9 February, still enter 28 January as their start date, but book LWOP from 28 January until the day before they return.

School start dates Please be aware of any national or regional public holidays when entering your school's start date for 2021. For example, if your school is in Auckland or Nelson, the start date cannot be 1 February 2021 as it is anniversary day for both regions. Schools cannot start on a public holiday or a weekend.

Note: in order to make changes to an employee's hours, allowances, funding etc, you must first submit their start and end dates in the SOY screen.

SUE report date change

Dates for the SUE report have been changed for pay period 22 because of Wellington Anniversary Day (Monday 25 January). Our School Account Team will still be on the phones and able to answer your queries that day.

Updated NOVO22nt now available

We've simplified our NOVO22nt form. The NOVO22nt can now only be used for Individual Employment Agreement changes for non-teachers. For increment requests, please use EdPay, and for changes to annualised employees, use a NOVO24nt form. The updated NOVO22nt can be found here.

EdPay enhancements in response to feedback

In response to feedback, we've added these enhancements to EdPay:

  • validations that enable more non-teacher on-boarding transactions to be processed immediately
  • science technician S89 code in the designation code drop-down list
  • employment agreement drop-down lists for on-boarding and new hire pages
  • removal of the KiwiSaver question 'Was the selected rate a change from your current contribution rate?'
  • terminated employees' status showing as 'terminated' rather than 'lapsed'.

Updated grade and step codes for support staff

Following the recent TAPEC changes, grades and steps for support staff, including teacher aides, can be found in the codes section of Novopay, or click here.

Using EdPay saves time and increases accuracy

EdPay has been in schools since October 2019 and most schools are using EdPay in preference to the smart forms where EdPay is available. Most of the commonly used forms are now available - if you're not using it already, give it a go!

EdPay has for the most part replaced the NOVO1t, NOVO1nt, NOVO2t, NOVO2nt, NOVO3, NOVO4, NOVO6, NOVO21, NOVO22nt (increment requests only) and NOVO29 forms. If you're still using the smart forms, log into EdPay today and give it a go - it's easier, faster and more accurate.

EdPay team working with schools

Our Edpay development team has been visiting schools around Wellington to test new timesheet, reliever and leave functions. Getting the perspective of EdPay users is invaluable to us, and we will be working with more schools over the coming weeks.

Sick leave for short-term relievers

Short-term relievers are entitled to sick leave. If you book a reliever and they are unable to work due to sickness, they are entitled to paid sick leave if they have accrued entitlement. You need to complete a NOVO12 form for the leave booking and advise the hours and funding code in your email request. Do not enter a time sheet.

2020 audit reports available soon

The 2020 Payroll Reports, that schools require in order to complete their financial statements, will be available on Friday 5 February 2021.

The following reports will be available for download from Novopay Online:

  • School Annual Accrual Report (SAAR)
  • Leave Liability Reports

The following reports will be available for download from the Ministry's Secure Data Portal:

  • Overpayments Error Schedule
  • Stop Pays Error Schedule
  • Funding Code Error Schedule.

Key dates

  • 5 February - Reports are available in Novopay Online
  • 31 March - Financial statements should be with auditors
  • 31 May - Annual reports to be submitted to the Ministry.


For more information about audit reports, check the Audit requirements for payroll records page on the Novopay website. To answer questions related to the payroll aspect of audit, we've put together a one-page guide. It can be found on the guides page of the Novopay website.

The Ministry of Education is preparing a detailed Instructions document, which you will be able to download from its website soon.

If you need help with these instructions or have specific questions about preparing the 2020 annual financial statements, contact your regional senior financial advisor in the Ministry:

School finance adviser, area and contact details

Tai Tokerau, Auckland
Rebecca Cook
Phone: 09 632 9481
Email: rebecca.cook@education.govt.nz

Waikato
Alan Smith
Phone: 07 850 8984
Email: alan.smith@education.govt.nz

Hawke's Bay and Tairawhiti
Nneka Okonta
Phone 06 833 8471
Email: nneka.okonta@education.govt.nz

Wellington
David Hyland
Phone: 04 463 8673
Email: david.hyland@education.govt.nz

Canterbury
Alex Dieudonne
Phone 03 378 7362
Email: alex.dieudonne@education.govt.nz

Auckland
Carmel Riordan
Phone: 09 632 9440
Email: carmel.riordan@education.govt.nz

Bay of Plenty / Waiariki
Jodie Hickson
Phone 07 349 7460
Email: jodie.hickson@education.govt.nz

Taranaki / Whanganui / Manawatu
Peter White
Phone 06 757 6496
Email: peter.white@education.govt.nz

Nelson / Marlborough / West coast, Wellington
Andrew Seagar
Phone 04 463 4825
Email: andrew.seagar@education.govt.nz

Southland/Otago
Hannah Levy
Phone 03 474 6695
Email: hannah.levy@education.govt.nz

Annualisation top-up will be in Pay Period 24 - reminder

Any 2020 annualised employees who complete the annualisation period (which ends 30 January 2021) and are owed a top-up amount, will receive it in Pay Period 24 (pay day 26 February).

Top-up amounts may include a holiday pay top-up for additional hours worked throughout the year, or a percentage of gross earnings for Pay Periods 19 to 22 if someone was term-time only in 2019, but annualised in 2020.

Salary assessment for 2021 - reminder

Please submit any salary assessments for new teachers as soon as possible. Thank you to everyone who sent in applications last year for new teachers in 2021 - early applications mean we can give you better service.

Remember:

  • salary assessments can be done even if the employee doesn't yet have a Ministry of Education number, or IRD or NZ bank account number
  • you can avoid your new teachers getting only the minimum grade and step if they have been assessed before they start at your school
  • salary assessment may require several supporting documents, so it's good to allow plenty of time to gather them all.

The Salary Assessment page on the Novopay website has more information about these requirements, and how the assessment is done.

Employees on continuous ACC leave

If your employee is still on continuous ACC Leave or still covered by the Accident Compensation Corporation (ACC) scheme, you will need to continue to submit a NOVO12acc leave booking form (PDF). For more information, please visit our ACC page.