Payroll Update EOY special edition - 20 September 2019

News for School Payroll Staff

Tena koutou,

The End of Year process ensures that we have accurate information to calculate and pay holiday pay to your employees. It involves entering information into a special screen in Novopay Online which is available from 09 October until 25 November.

If this is your first time doing End of Year, we have plenty of resources available to help you. We recommend having a look at the End of Year Road Map (PDF) to get an overview of the process.

For those who have been doing End of Year for a while now, the process remains largely the same. The End of Year Self-Paced Learning Module is helpful for remembering what is required.

EdPay cannot be used for End of Year. You still need to access the screens in Novopay Online.

Thank you to everyone who completed the EOY/SOY Survey we sent out - your feedback is always appreciated. The majority of respondees have been doing End of Year/Start of Year for over four years and are very confident in completing the process. However, if you're new or still not confident, we have some hints in this newsletter, and your dedicated Payroll Adviser is always here to help.

Check your access to Novopay Online

Novopay Online passwords expire every 60 days. If it has been a while since you logged in, you may find your access has expired. If you need to reset your password, please contact your Payroll Adviser.

End of Year 2019 Tool Box

This is found on the Novopay homepage for easy access, and has all the resources you need to help with End of Year.

EOY Overview

A hub for all the pages with information and links for preparing and processing.

EOY/SOY Key Dates

A flyer outlining key dates and actions from September 2019 through to March 2020.

Training - Self-Paced Learning Module

This module is available on the Training Services site. It's easy to run and you can complete in your own 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 2019 Guide

This guide provides more detail to help complete the process.

EOY Road Map

A good way to keep track of where you're up to and what you need to do next.

Terminations Decision Tree

This was a new document last year and schools told us they found it helpful, while having plenty of good feedback to improve the 2019 version. It's a clickable PDF that you can download to your computer and use as needed.

Principals - please talk to administrators about End of Year

We recommend Principals find time to sit down with school payroll administrators and go through with the End of Year report together.

This report can be downloaded in Novopay Online at any time. Go to My School > Employment Changes > Employee Changes. Select End of Year in the Change Category field and click Download EOY Report.

You can then use this report to note any changes that need to be made, such as who is leaving and whether anyone is due to finish earlier than your school's last day of Term 4.

While many Principals complete EOY themselves, for other schools, it's important for Principals to pass on information early.

End of Year Terminations

Terminating employees in the End of Year screen will remove them from the payroll. If you have used the EOY screen to process your termination, do not also send in a NOVO6 form or complete the termination in EdPay.

Please note: the following terminations cannot be processed in the EOY screen and you must submit a NOVO6 form:

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

Please use the updated Terminations Decision Tree (PDF) to guide you through this process.

Supply your Out-of-hours contact details

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

Please send through the name and phone number of the Principal or payroll administrator we should contact for your school to with the subject heading "Out-of-hours Contact".

Click the EOY COMPLETE button before 5pm 25 November

Once you are confident that you have input all the changes you need for End of Year, click the EOY COMPLETE button.

You still need to click this button to complete the process, even if your school does not have any changes for End of Year.