Payroll Update - 01 November 2019

News for School Payroll Staff

Tena koutou

EdPay is now available to all schools!

Principals and school-wide administrators can access EdPay by clicking the log-in tiles (pictured above) found on the Novopay and Education Payroll websites or by going to

If you were an EdPay early adopter school, please update any bookmarks you have saved, as the address has changed.

Our telephone system is being updated

As part of our commitment to providing the best possible service to schools, our telephone system will soon begin recording calls answered by Education Payroll staff.

We can use these recordings to help with staff training - ensuing all of our advisers provide consistent and accurate advice. The new system will also help us report on the types of calls we receive.

Our privacy statement has been updated to reflect these changes and you can read it on the privacy page of the Novopay website.

NOVO1t and NOVO2t now includes Learning Support Coordinator code

Learning Support Coordinator is a new role beginning in January 2020. We have updated our forms now for those getting a head start on their Term 1 appointments.

The new code is S13 - Learning Support Coordinator.

For more information (including FAQs) the Ministry of Education has the following information on Learning Support Coordinators.

End of Year screens are open

End of Year screens opened on 9 October. Log in through Novopay Online.

Resources to help are available on the Novopay website, including PDF guides and links to self-paced learning modules.

Screens close 5pm Monday 25 November, by which time all instructions must be entered and the "EOY Complete" button pressed.

New Annualisation form now available

Our new Annualisation form and instructions are now available on the Novopay website.

Annualisation allows permanent and fixed-term, term-time only Support Staff to have their projected earnings for a 12 month period spread across the whole year. This means they receive equal fortnightly pay.

Thank you to those who provided feedback on the 2019 form. The main differences for 2020 are:

  • You can now add days worked outside of term time
  • 2020 is a leap year so the annualisation period is 366 days
  • The day after Boxing Day falls on a Sunday in 2020 so is not included in annualisation (this public holiday is not Mondayised).

Please note: The earliest the annualisation start date can be for 2020 is 31 January.

Existing annualised employees starting before 31 January will need timesheets submitted.

New annualised employees starting before 31 January will need to be term-time only, then changed to annualised from 31 January.

Please read the NOVO23nt Instructions for more information and have a look at our Annualisation page in the A-Z of payroll.

Reminder: Salary Assessment for 2020

As we approach the end of a 2019, it's beneficial to start the salary assessment process for new 2020 teachers as soon as possible.


  • Salary assessments can be done even if the employee doesn't yet have a Ministry of Education number, 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 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 the process - including Frequently Asked Questions and a checklist to assist with sending in applications. We've just written a short pocket manual (PDF) to help you too.

Reminder: we need your school's out-of-hours contact details

It's essential that we're able to contact an authorised user from your school over the term break should there be any issue with an employee's pay that needs correcting.

Please send us the name, email address, and phone number of the Principal or payroll administrator we should contact for your school to with the subject heading "Out-of-hours Contact"