Novopay News 07 September 2018

News for School Payroll Staff

Tena koutou,

Welcome to the latest edition of Novopay News. Spring has arrived and we're already starting to think about the end of the year. In this issue we've some reminders about our End of Year/Start of Year (EOY/SOY) process. Last year's EOY/SOY ran smoothly and we're hoping for this year's to be the best one yet.

As I'm sure you're aware, next week is Maori Language Week. The theme is "Kia Kaha te Reo Maori" and I know a lot of schools will be having events to mark the occasion. We'll be recognising it here in the Education Payroll office too by increasing our use of te reo during our day-to-day activity.

In this edition of Novopay News:

  • All Payslips via Email from 24 October
  • End of Year/Start of Year 2018-19
  • Maintain School Terms
  • Out-of-Hours Contact Details
  • ACC Annual levy to be deducted on 18 September

Nga mihi

Donna Delaney, Manager - School Account Teams

All payslips via email from 24 October

In order for employees to receive their payslips in a more timely, secure and reliable manner each pay period, we will soon be sending them out solely via email. This means we will discontinue sending payslips through the mail.

Employees who are still receiving paper payslips will have notes attached to their next three payslips advising of the change, and encouraging them to contact their school's payroll admin to supply a current email address. Employees will need to provide a working email address in order to have their payslips sent to them.

In order to make it as easy as possible, you can just send us through an email with the details. Put "Email address" in the header, then provide the employee's MOE Number, Employee Name and the email address. Send it through to (On this occasion only, please don't use Novopay Online to change the employee's email address. We'll do that in the system.)

10 October 2018 will be the final pay for which payslips are posted to employees, therefore from 24 October all payslips will be via email.

End of Year/Start of Year 2018-19

The End of Year instructions will be available on the website 19 September. We will be publishing a special edition of Novopay News to help you prepare for End of Year and guide you through some of the tools and resources we have available to help you complete the process.

As with previous years, there will be a self-paced learning module. It will also be made available on 19 September.

If you're new to End of Year, or would like a refresher, we recommend working through the self-paced learning modules and then downloading and reading through the instructions to make sure you are familiar with what needs to be done.

Short Survey

We're also emailing you a short survey that we'd love for all those involved with the upcoming EOY/SOY 2018-19 to complete. Your feedback is invaluable for helping us ensure every school has what they need to complete EOY/SOY.

Please complete the survey no later than Thursday 13 September at 12pm noon.

Maintain School Terms

In order to prepare for the End of Year process, we recommend that schools start to think about maintaining their school terms. These dates are important as they aid us in determining which employees have or have not met the Full Year test at your school.

Under your My School tab, click School Leave Details and then Maintain School Terms on the left-hand side:

Once you're in Maintain School Terms you should see this screen:

The Start of Term 1 date should be the date that your school was first open for instruction. Please note that changing this date will not retrospectively amend an employees' pay and any of your relevant teaching employees will still be paid from the 28/01/2018.

Start dates for Term 1 should be between Monday 29 January at the earliest and Wednesday 7 February at the latest.

The end of Term 4 date should be entered as the last day that your school is open for instruction. If the last day that your school was open is a Friday please enter the following Sunday into the box. For example if your last day of school is Friday 14 December then you should be entering Sunday 16 December.

Note that some employees may be required to work after this date.

Term 4 end dates should be no later than 20 December for Primary, Intermediate and special schools and no later than 18 December for Secondary and Composite schools.

Out-of-hours contact details

As we approach the end of the year, it's a good time to check that we have your school's up-to-date Out-of-Hours contact details.

Next time you talk to your Payroll Adviser, ask them to update your details or send them through on an email to with the subject heading "Out-of-Hours Contact".

ACC annual levy to be deducted on 18 September

We will be deducting your ACC annual levy invoice from your school's bank account on 18 September.

To access the invoice, log into NOL, go to the My Reporting tab and choose ACC EOY (invoice to schools) and select the 2018 invoice. The 2018 ACC annual levy is based on net leviable earnings.

Please ensure that you have sufficient funds to cover this deduction.

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