Novopay News 09 March 2018

News for School Payroll Staff

Tena koutou,

It's hard to believe it is already March! Most schools will have settled back into their routines and here at Education Payroll, we are currently working on Pay Period 25. Thank you for your continuing use of Smart Forms.

In this edition of Novopay News we talk about a new section that will be added to the School Annual and Sick Leave Report.

Also in this edition:

  • Reading Your School Annual Accrual Report (SAAR)
  • End of Year/Start of Year Survey
  • Smart Form Tips
  • Handy Hint - Setting up Day Reliever Roles

Nga mihi

Donna Delaney, Manager - School Account Teams

School Annual and Sick Leave Report

A new section has been added to the School Annual and Sick Leave report. The section is named 'Non Teachers - Long Service Leave'. This section will be displayed in the report prior to the section named 'Employees with Future leave without pay bookings'.

What will be displayed in this section?
Where you have employees that have a Long Service Leave balance, these employees will be displayed in this section. If your school has no employees with a Long Service Leave balance the headings of this section will be displayed but no employee details will be presented.

Examples: Below is an extract from the Leave report where a school has employees with a balance.

Below is an example where a school has no employees with a Long Service Leave balance, so only the headings of the section will be displayed.

Long Service Leave entitlements
The eligibility to receive Long Service Leave is based on the collective agreement that the employee is on. Below is a list of the non-teacher collective agreements and the types of Long Service Leave that can be applicable. Also noted is the entitlement/adjustment amount that is to be awarded when the appropriate level of service is reached.

Renaming of the report
As the report now includes sick leave, annual leave and also long service leave information the name of the report is being altered from 'School Annual and Sick Leave report' to 'School Leave report'.

If you have any questions about the balances that are displayed in this section of the report please contact your School Account Team Representative.

When this will occur
The change to the report name and the presentation of the long service leave information will be able to be viewed in the report generated on 13 March 2018 (Pay Period 25).

End of Year/Start of Year Survey

With the End of Year/Start of Year process coming to a close, we're seeking feedback on how it went for you and what we can do to improve things in the future. On Monday 12 March we will be emailing you a short survey. Responses are anonymous and you will have the opportunity to provide suggestions for future End of Year/Start of Year periods.

Please complete the survey by Monday 19 March.

Reading Your School Annual Accrual Report (SAAR)

We have received a few questions about how to reconcile the information in the SAAR report with the SUE report totals. The SAAR report summarises the payroll data for the school year from 28 January 2017 to 27 January 2018, which means that only a part of Pay Period 22 (on either end) is applicable for the SAAR.

  • The beginning pay period (PP201722) covers 18 January to 31 January 2017, so an apportionment calculation has been made, based on the earnings in PP201722 to include only the 4 days from 28 January to 31 January 2017.
  • The ending pay period (PP201822) covers 17 January to 30 January 2018, so the daily rate has been calculated using amounts from the previous pay period (PP201821) to calculate the relevant prorated salary from 17 January to 27 January 2018 (11 days).

Please note:

  • If no payments were made in PP201821, no accrual will have been calculated for PP201822.
  • If an employee shows as having worked 27 pay periods, it is because they have received pay in both pay period 201722 and 201822 - apportioned as explained above.
  • Any large and unusual transactions during PP201722 or PP201821 (e.g. Termination pay) could have a material impact on the accrual calculation. These should be taken into consideration and the accrual adjusted appropriately based on normal costs incurred in the period.

This is explained in detail on page 8 of the SAAR Reconciliation 2017 Instructions, which you can download from the Ministry of Education website.

Smart Form Tips

  • Email all Smart Forms through to
  • Mac computers often default to the built-in PDF viewer called Preview - please ensure you're opening forms in Adobe Reader as they were specifically designed to work using this software
  • You can make Adobe Reader your default PDF viewer by following the instructions below:

MAC OS Users

  1. Select any PDF file saved to your computer. Control-click to open the menu and choose File > Get Info
  2. From the Open with: drop-down menu, select Adobe Reader
  3. Click the Change All button, and then click Continue


  1. Select any PDF file saved to your computer. Right-click to open the menu and select Open with: > Choose Default Program.
  2. A list of Recommended Programs will appear and Adobe Reader will appear if installed - select it
  3. Always use the selected program to open this kind of file should be automatically ticked. Click OK

Some operating systems may be slightly different - talk to the person who manages your IT if you require additional help.

Handy Hint - Setting up Day Reliever Roles

Recently we have noticed that some schools are sending NOVO1t forms in order to set up day-to-day reliever (DDR) roles for teachers that have previously been processed. In an attempt to minimise extra work for Authorised Users, we encourage you to check in Novopay Online (NOL) to see if the DDR role is in place. To do this using NOL, enter the staff details (MOE number and Position for DDR) into the timesheet screen. If you receive an error that the role has not been set up, then please complete a NOVO1t. If you can enter these details without an error then the role is in place and ready to be used.

In the case where the day relief employee's MOE number is unknown, please contact your Payroll Advisor and they can search to see if we have the details for them. From there, they will be able to advise if a NOVO1t is required.

It may still be necessary for personal details to be updated or amended. If this is the case, please complete and send in the necessary forms.