Payroll Update 1 February 2021

News for School Payroll Staff

1 February 2021

Tena koutou

Term 1 has begun or is about to start for most schools, so please ensure Start of Year (SOY) has been completed. If you're unsure whether your school has finished SOY, check the Pay Ending and SOY reports to ensure the dates, hours and allowances for the employees at your school are correct.

Key dates coming up

  • 1 February - last day to submit NOVO23nts to annualise employees for the 2021 school year
  • 1 February - cut-off date for forms and EdPay at 5pm
  • 3 February - Novopay online cut-off at 3pm
  • 4 February - first draft SUE for PP23
  • 5 February - audit reports available
  • 8 February - second draft SUE report for PP23 (includes termination pay)
  • 9 February - stop pay for PP23
  • 10 February - pay day for PP23
  • 24 February - annualisation top-up pay paid in PP24

Start of Year changes

Start of Year 2021 changes can be made in EdPay, Novopay Online or by forms, so please use the Start of Year actions tool to ensure that changes to your employees' pay details are made in the correct format. SOY screens in Novopay Online will close on Friday 26 February.

Reminder: use the Pay Ending Report to help with SOY

Please check your Pay Ending Report in Novopay Online (My School > Employment Changes > Employee Changes > Change Category: Start of Year) to see if any of your employees need to be restarted in Start of Year to be paid for the 2021 school year.

IMPORTANT: You must restart all term-time only auto-paid non-teachers (including permanent) and fixed-term teachers who are returning to your school in the Start of Year screens in Novopay Online.

If any employees are still showing on the Pay Ending report that have already left your school, please use EdPay to terminate their job.

Check your employee and school start dates

Term-time-only employee start dates
Please use your employee's actual start date for term-time-only employees. Note 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 at 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.

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 Start of Year screens in Novopay Online.

School start dates - public holidays
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, Northland or Nelson, the start date cannot be 1 February 2021 as it is anniversary day for these regions. Schools cannot start on a public holiday or a weekend.

Annualisation 2021 - last day 1 February

The last day to submit Novo23nts to annualise employees for the 2021 school year is Monday 1 February (today). Thank you to everyone who sent in their complete NOVO23nt forms early.

The NOVO24nt - 2021 Annualisation Agreement Change of Hours/Pay Rate (Excel) is now available.

Pay Period 23 will include the end of the 2020 annualisation

Any employee who was annualised for the 2020 year and has chosen to be annualised for 2021 will need to be aware of the split that will occur in Pay Period 23 (27 January - 9 February).

Annualisation for the 2020 year was complete on 30 January 2021. Annualisation for 2021 is effective from 31 January 2021. For pay purposes, this will result in:

  • 4 days at the 2020 annualisation rate
  • 10 days at the 2021 annualisation rate.

Note: for any employee who has not been previously annualised, the above will not apply.

Reminder: Annualisation top-up will be in Pay Period 24

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

School Annual Accrual Report (SAAR), Leave Liability Reports and Error Schedules

This is a reminder that Error Schedules with information on Stop Pays, Overpayments and Funding Code error and the Leave Liability Reports will be available on Friday 5 February. To access them, go to the tab My Reporting > School Reports > School Annual Accrual or > Other Reports respectively and click on PDF (for SAAR) or CSV (for Leave Liability Reports) to download the reports. Note the SAAR report has been delayed.

You will need this information to complete the payroll section of your 2020 School Financial Statement.

More information on the school financial statement process, and instructions on how to reconcile the SAAR, leave liability reports and error schedules in the financial statement, are available from the Ministry of Education's website.

You can also check the Novopay website for information about the annual school audit.

Auto-terminations from 28 January 2021

When a fixed-term employee's position ends, you must terminate the job so that they receive their correct pay. This can be done in EdPay or by using a NOVO6 form. From 28 January, if a fixed-term job has ended but hasn't been terminated by the school within two pay periods of the end-date, the job will be automatically terminated. In the case of a permanent employee leaving, their occupancy must be terminated in EdPay or by using a NOVO6 form.

EdPay allowances enhancements

We've made some enhancements in the EdPay allowances screen.

The changes are:

  • Most future-dated allowances will now show in the employee's allowance list.
  • Many allowance changes will no longer need to be processed by your payroll advisor as they will be processed immediately.
  • Allowance types will display (with pay codes still being shown in job history).
  • The edit icon has been replaced by a stop button, which is to be used if you want to stop an allowance earlier than its end date.

Reminder when updating a current allowance

When increasing or decreasing the allocation of a current allowance, you don't need to stop or end date the current allocation. Just click on the '+', then Add/Update and choose the new amount.

Useful tips for sending a Salary Assessment Application

  • Download a new Salary Assessment Application form from the website (to ensure you have the most up-to-date version).
  • Please type all the details required into the form (handwriting can lead to errors).
  • Check the frequently asked questions, application manual, and quick checklist on the Salary Assessment page before sending the application.
  • Please do not reply to closed tickets, as Education Payroll staff won't see the email. Instead, please contact our team on 0508 668 6729, option 3 for queries or concerns. This service is available to both school authorised users and non-authorised users/the public between 9.30 and 3.30 Monday to Friday.

Special Tax Codes

Employees with a Special Tax Code (STC) need to correct their tax code with Inland Revenue and Education Payroll before the end of the tax year. Please update your employee's tax code in EdPay for every tax instruction you receive. This will ensure that your employees' correct tax codes take effect in Pay Period 1.

Select the employee then Financial Details in EdPay on the left-hand menu. Scroll down to Other Financial Details and click the (+) symbol (below) to change a tax code.

Note: please ignore the start and end date that displays when you click save - your payroll advisor will update it.

For more information on Special Tax Codes (or tailored tax codes), please check the Inland Revenue website.

Reminder: sick leave for short-term relievers

Short-term relievers are entitled to sick leave. If you book a reliever and they're 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.