Payroll Update - 17 January 2020

News for School Payroll Staff

Tena koutou

Welcome to 2020! We've an exciting year ahead of us as we continue adding new features in EdPay to make payroll easier. We'll talk more about EdPay developments in a separate newsletter soon. If you haven't logged in to EdPay yet, why not click the image to the right and take a quick tour to see how it can help you.

Start of Year 2020

Start of Year (SOY) screens opened in Novopay Online on Wednesday 11 December. The blue SOY Tool Box on the Novopay homepage contains links to guides and training including:

Cut-off dates for Pay Periods 22 and 23

A reminder about cut-off dates to ensure your employees are paid accurately when they return to work:

Cut-off dates for employees starting in Pay Period 22 (15 - 28 Jan):

  • Start of Year/Novopay Online cut-off is 3pm 22 Jan
  • EdPay/NOVO forms cut-off is 5pm 20 Jan

Cut-off dates for employees starting in Pay Period 23 (29 Jan - 11 Feb):

  • Start of Year/Novopay Online cut-off is 3pm 05 Feb
  • EdPay/NOVO forms cut-off is 5pm 03 Feb - this includes the NOVO23nt Annualisation form

Use the Pay Ending Report to help with Start of Year

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 2020 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.

If any employees are still showing on the Pay Ending report that have already left your school, please use EdPay to terminate their job. It's an easy one-click in EdPay.

Start and End dates in SOY

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.

Term-time only non-teachers and fixed-term teachers have a default start date of '07-FEB-2020' and this will not be correct for all your term-time only employees.

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 07 February. If a fixed-term teacher is starting after 07 Feb, still enter 28 January as their start date but book LWOP from 28 January to the day before they return.

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

Wellington Anniversary - January 20

Our Wellington office will be open for processing payroll instructions and answering your calls on Wellington Anniversary Day, January 20.

2019 Audit Reports will be available soon

The 2019 Payroll Reports, which schools require in order to complete their Financial Statements, will be available on Friday 07 February 2020.

The following reports will be available for download from Novopay Online - as soon as we have enabled the reports, we will send out an alert to schools:

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

The following reports will be sent to your school's principal by email:

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

Please contact your Payroll Adviser if you have any queries about the payroll data.

Support available

There is information about the annual School Audit on 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 2019 Annual Financial Statements, contact your Regional Senior Financial Advisor in the Ministry:

Northern Region

Tai Tokerau, Auckland
Carmel Riordan
Phone: 09 632 9440

Tai Tokerau, Auckland
Rebecca Cook
Phone: 09 632 9481

Central North Region

Waikato, Bay of Plenty, Hawke's Bay and Gisborne
Alan Smith
Phone: 07 850 8984

Waikato, Bay of Plenty
Chad Britton
Phone: 07 837 3145

Central South Region

Taranaki to Wellington
David Hyland
Phone: 04 463 8673

Nelson, Wellington, West Coast
Andrew Seagar
Phone: 04 463 4825

Southern Region

Canterbury, Southland/Otago, West Coast
Alex Dieudonne
Phone: 03 378 7362

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

Any 2019 annualised employees who complete the annualisation period (which ends 30 January 2020) 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 2018, but annualised in 2019.

Reminder: Salary Assessment for 2020

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 2020 - 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.