End of Year Novopay News 19 September 2018

News for School Payroll Staff

Novopay News End of Year Special Edition

Tena koutou,

Welcome to a special edition of Novopay News. I am very pleased to launch our End of Year/Start of Year period. This newsletter focusses entirely on End of Year, providing you with information, links, and tips for completing the process. Thank you to everyone who completed the EOY/SOY Survey we sent out - your feedback is always appreciated.

End of Year screens open 10 October, but all training material and guides are available now. If you go to the Novopay website you'll see our Red EOY Tool Box which links to all relevant resources throughout the site.

The key to a successful EOY is to start early - we know it gets extremely busy for schools around this time of year, so allowing yourself plenty of time will ensure you don't have to rush at the last minute.

And remember: your dedicated Payroll Adviser is always here to help.

In this special edition of Novopay News:

  • Check your access to Novopay Online (NOL)
  • End of Year Tool Box
  • Principals - please supply administrators with details
  • End of Year Terminations
  • Supply Novopay with your Out-of-hours contact details
  • Click the EOY COMPLETE button before 5pm 26 November


Nga mihi

Donna Delaney, Manager - School Account Teams

Check your access to Novopay Online (NOL)

For security reasons, NOL passwords expire every 60 days. Some users who do not access NOL regularly often find their access has expired. If you need to reset your password, please contact your Payroll Adviser.

End of Year 2018 Tool Box

Located on the Novopay homepage for easy access, you can find all the resources you need for End of Year.

EOY Overview

All the Novopay pages with information and links for preparing and processing.

EOY/SOY Key Dates

We have a flyer outlining key dates and actions from 19 September 2018 through to 26 March 2019.

Training - Self-Paced Learning Module

Schools have told us that this module has been the most useful tool for introducing and explaining the End of Year process. It's easy to run and you can complete it at your own pace, whenever you can find time. It can be paused and rerun whenever you need a refresher. Once you've logged into Training Services, click Browse Training then Modules to find the Novopay folder.

End of Year 2018 Guide

After completing the Self-Paced Learning Module, the End of Year Guide provides more detail to help complete the process. Based on feedback from schools, we have made the instructions less cluttered this year - please let us know if this is an improvement!

EOY Road Map

We've updated our Road Map from last year to make it even simpler to follow. It's a good way to keep track of where you're up to and what you need to do next.

Terminations Decision Tree

This is our brand new document to help decide whether an employee needs to be terminated in the EOY screen and how to record it. It is a clickable PDF that you can download to your computer and use as needed. Please see below for more information about EOY Terminations.

Principals - please supply administrators with information

Principals are vital for ensuring EOY runs smoothly. Many hold all the information on staffing, end dates, and contract changes.

While many Principals complete EOY themselves, for schools who have a payroll administrator completing the process, it's important for Principals to pass on information early.

A popular (and successful!) method based on school's feedback is for a payroll admin to download the End of Year Report in NOL, then clear some time to go through it with the Principal, noting any changes that need to be made.

End of Year Terminations

Terminating employees in the End of Year screen will remove them from your payroll. If you have used the EOY screen to process your termination, do not also send a NOVO6 form unless their last day of duty changes from the date you enter online.

There are some terminations that you cannot process in the EOY screen and you will need to submit a NOVO6 form:

  • Retirement
  • Medical Retirement
  • Redundancy
  • Fixed Term teachers transferring to another school

Remember: If you are unsure whether an employee needs to be terminated, it is always preferable to simply not do anything.

The payroll system has in-built failsafes to prevent employees from receiving undue payments due to End of Year processes, whereas unnecessary terminations can cause complications.

Please use the new Terminations Decision Tree (first page pictured below) to help guide you through this process.

Supply Novopay with your Out-of-hours contact details

It's essential that we're able to contact an Authorised User from your school over the Christmas break should there be any issue with an employee's pay that needs corrective action.

Thank you to those who contacted us after the reminder in the last Novopay News. If you still need to update your details, send them through on an email to support@novopay.govt.nz with the subject heading "Out-of-Hours Contact".

Click the EOY COMPLETE button before 5pm 26 November

Once you are confident that you (and any other Authorised Users completing EOY at your school) have input all the changes you need for End of Year, click the EOY COMPLETE button.

You still need to click this button even if you do not have any changes to implement for End of Year.