Novopay News - 25 January 2019

News for School Payroll Staff

Tena koutou,

Term 1 begins next week for many schools and by now you should have completed the Start of Year process for employees starting before 30 January (Pay Period 22). We have more information about SOY below and be sure to check our 11 January newsletter if you were still enjoying your holiday when it was published.

We're heading into one of the busiest periods for both schools and schools' payroll so please ensure you submit instructions as early as possible to allow plenty of time for processing.

In this edition of Novopay News:

  • Start of Year Screens close 28 February
  • 2018 Audit Reports will be available soon
  • Reminder: NOVO5 and NOVO5c accepted by email
  • Annualisation for 2019 deadline is 04 February
  • Pay Period 23 will include the beginning of the 2019 annualisation

Nga mihi

Donna Delaney, Manager - School Account Teams

Start of Year screens close 28 February

Start of Year screens will remain open in Novopay Online until Thursday 28 February to enable you to make changes for other employees who start back at work in the 2019 school year.

If you are unsure whether you have completed SOY for your school, you can check the Pay Ending and SOY reports to ensure the dates, hours, and allowances for the employees at your school are correct.

Please remember to enter start and end dates in the SOY screen to ensure that term-time only non-teachers and fixed-term teachers are paid from the correct date. More information about this featured in our previous newsletter and you can also consult the Start of Year 2019 Guide (PDF).

2018 Audit Reports will be available soon

The 2018 Payroll Reports, that schools require in order to complete their Financial Statements, will be available on Thursday 07 February 2019.

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 provided.

There is also some information on the School Audit page of the Novopay website.

The Ministry of Education is preparing a detailed Instructions document, which you will be able to download from its website.

If you need help with these instructions or have specific questions about preparing the 2018 Annual Financial Statements, contact your Regional Senior Financial Advisor in the Ministry:

Northern Region
Carmel Riordan
Phone: 09 632 9440

Central North Region
Margaret Pattullo
Phone: 06 833 6734

Chad Britton
Phone: 07 837 3145

Central South Region
David Hyland
Phone: 04 463 8673

Andrew Seagar
Phone: 04 463 4825

Southern Region
Alex Dieudonne
Phone: 03 378 7362


Reminder: NOVO5 and NOVO5c accepted by email

If you need to set up a new Authorised User for your school, or cancel access for someone who no longer administers your school's payroll, NOVO5 and NOVO5c forms can be sent via email.

Download the latest version from the website and email the completed form through to

Please note that both the NOVO5 and NOVO5c still needs to be signed.

Annualisation for 2019 deadline is 04 February

The deadline for submitting NOVO23nt annualisation forms for 2019 is Monday 04 February. A new NOVO23nt form must be filled out for each year that the employee wishes to have their pay annualised.

Further information can be found on the Annualisation page of the Novopay website.

Pay Period 23 will include the beginning of the 2019 annualisation

For any employee who has not been previously annualised the below will not apply.

Any employee who was annualised for the 2018 year and has chosen to be annualised for the 2019 year will need to be aware of the split that will occur in Pay Period 23.

Pay Period 23 this year has a date range of the 30 January 2019 - 12 February 2019. Annualisation for the 2018 year is complete on the 30 January 2019. Annualisation for 2019 is effective from the 31 January 2019.

For pay purposes this will result in:

  • 1 day at 2018 annualisation rate
  • 13 days at 2019 annualisation rate

Pay Period 24 will be as normal and will show a full fortnightly pay at the 2019 annualisation rate, matching the amount showing on the "Wage Calculation" section of the NOVO23nt form.

Reminder: annualisation top-up in Pay Period 23

Any annualised employee owed a top-up amount will receive it in Pay Period 23 (instead of Pay Period 22 as in previous years).