Payroll Update 19 February 2021

News for School Payroll Staff

Payroll Update - 19 February 2021

Key dates

  • 22 February - second draft SUE report for PP24 (includes termination pay and annualised top up)
  • 24 February - annualisation top-up pay paid in PP24
  • 26 February - Novopay Online SOY screens close

Tena koutou

It is important you complete Start of Year (SOY) tasks by Friday 26 February when Novopay Online SOY screens close. Please check your SUE report to ensure dates, hours and allowances for school employees are correct. Changes to employee pay details can be made in EdPay, Novopay Online or by forms. Use the Start of Year actions tool to determine which of these to use.

Using the Pay Ending Report for SOY tasks

Check the employees in your Pay Ending Report in Novopay Online to see if any need to be restarted in Start of Year to be paid for the 2021 school year.

Visit My School > Employment Changes > Employee Changes > Change Category: Start of Year

Pay ending screen

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.

Use EdPay to terminate jobs for any people showing on the Pay Ending report who are no longer employees.

Check employee and school start dates

In order to make changes to an employee's hours, allowances, funding, you must first submit their start and end dates in the Start of Year screens in Novopay Online first.

Term-time-only employee start dates

Actual start dates must be used for term-time-only employees. They cannot start on a weekend or a public holiday.

Term-time-only employees who do not return at your 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.

Fixed-term teachers employed for full year - start dates

If your teacher is starting on or before 9 February:

  • enter 28 January as the start date in the Start of Year screen.

If your teacher is starting after 9 February and they are taking leave:

  • enter 28 January as the start date in the Start of Year screen
  • book LWOP from 28 January?until the day before?they return.

School start dates - public holidays
School start dates in Novopay online cannot be on a public holiday or a weekend. Ensure you are aware of any national or regional public holidays 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.

Annualisation 2020 - Pay Period 24 top-up

Employees annualised for the period ending 30 January 2021 will receive a top-up amount 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.

SAAR reports now available

The School Annual Accrual Reports (SAAR reports) for the 2020 school year are now available. We apologise for any inconvenience caused by the delay, which was due to technical issues.

You will need your SAAR, Leave Liability and Error Schedule reports to complete the payroll section of your 2020 School Financial Statement.

A number of variances were identified related to the "Estimated annual earnings for your school principal(s) are:" line item at the bottom of the SAAR reports. Impacted schools will be notified where this variance will cause the school to report an incorrect principal salary band in their annual accounts.

Error schedules

The error schedules are provided to your school via the Secure Data Portal as per the SAAR reconcilliation instructions. To ensure this information is provided securely, the file is password protected with your principal's 7 digit MoE number. If your principal's number is fewer than 7 digits, use the principal's MoE number as provided. Do not add preceding zeros to increase to 7 digits.

If an employee shows as having been paid in 28 pay periods, it is because they have received pay from 28/01/2020 to 27/01/2021. This is because 28/01/2020 is in pay period 202022 and 27/01/2022 is in pay period 202123, so the date range encompasses 28 pay periods.

Teacher Aide Auto-increments

The auto-increment process for Teacher Aides (S86) and Kaiawhina (S88) will take effect from pay period 24. Deferrals to the auto-increment process submitted and processed before 15 February will also take effect from pay period 24. Deferrals for future-dated increments can still be made and will follow payroll cut-off dates. For any urgent deferral requests, please submit a NOVO 31 with subject line: URGENT DEFERRAL and we'll do our best to process them within the pay period.

Minimum adult wage and training/starting out rate increase

The new minimum wage rate and training/starting out increases take effect from 1 April 2021. Anyone currently paid an hourly rate below the new minimum wage rate will automatically have their pay rate increased to $20 per hour. These increases will be reflected in the first pay period of the new financial year (pay day is 7 April).

Auto-terminations reminder

You must terminate fixed-term employees in EdPay or by using a NOVO6 form so they receive their correct pay. Fixed-term employees past their end date who are not terminated in the payroll system by the school within two pay periods will be automatically terminated in the system.

When a permanent employee leaves they must also be terminated in EdPay or by using a NOVO6 form.

EdPay allowances enhancements

During the last month we made some enhancements in the EdPay allowances screen.

  • The stop button is to be used if you want to stop an existing allowance earlier than its end date.
  • For newly added allowances, the red delete symbol will be visible until day 10 of the pay period in which an allowance is to be first paid. This is to be used if you want to delete an allowance before its first payment. To delete a newly added allowance between days 11-13, please use a Novo31 form.
  • Many allowance changes no longer need to be processed by your payroll advisor as they will be processed immediately.
  • Allowance types display (with pay codes still being shown in job history).

Edpay allowances screen

Reminder when updating a current allowance:

Add button

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.

Financial details screen

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.