Novopay News - 6 April 2018

News for School Payroll Staff

Tena koutou,

I hope everyone had a safe and happy Easter. The year is flying by fast and so too are the changes to the way we are receiving payroll instructions from schools.

In this edition of Novopay News we have a reminder about switching to Smart Forms.

Also in this edition:

  • School Caretakers, Cleaners and Canteen Staff Collective Agreement changes

  • SUE Report GL Description fix

  • Leave for 52 week Non-teaching Employees during school holidays

  • Reminders

  • Smart Form Tips

  • Handy Hint: Entering Codes in Novopay Online

Nga mihi

Donna Delaney, Manager - School Account Teams

Switching to Smart Forms

On 12 February 2018 you received an email about the benefits of Smart Forms and why we're planning to only use them for payroll processing going forward. Since then, you may have had a conversation with your payroll adviser about them.

This is just a reminder that from 30 April 2018, we will no longer accept handwritten forms if they can be submitted as a Smart Form.

If you are still hand writing forms or need assistance in using Smart Forms, we have plenty of resources to help with the transition. Visit the Smart Forms page on the Novopay website for more information and tips for getting the most out of their usage.

If you need any further help, please do not hesitate to talk to your payroll adviser.

School Caretakers, Cleaners and Canteen Staff Collective Agreement changes

For Caretakers: Effective from the 8th of May 2018, Caretakers paid under the School Caretakers, Cleaners and Canteen Staff Collective Agreement, or latest IEA, will have their pay grades and steps automatically updated in line with the new Caretakers scale.

These new grades are located in the Payroll Codes section on the Novopay Website.

We have included an example of the agreed rules for translation to the new pay scale below. These are located under Appendix D of the School Caretakers', Cleaners' and Canteen Staff Collective Agreement. We suggest you read this and contact NZSTA if you have any questions.

Example of a Caretakers translation:

Step one: First identify the step equivalent to or closest above the employee's pre-translation rate on the applicable translated scale.

Pre-Translation rate is the combination of the employee's base salary, together with any of the following allowances: Service pay cl.4.1 and/or ITO Qualification Payment cl 4.9

Step Two: Identify the next step on the translated scale. This is the employee's translated step and applicable remuneration.

This translates as follows:

Shirley is a part-time Grade 2 caretaker (PTCG2) on $18.24 per hour. Shirley is also currently being paid a qualification Level 2 allowance worth $0.30 per hour.

Pre-translation rate: $18.54

Equivalent step on the new scale: Step 15- $18.55

Next step above and Shirley's new Step and remuneration: Step 16- $18.64

Your schools Draft SUE report on the 3rd May 2018 will show your Caretakers new grades, steps and pay rates for your affected employees. Service and Qualification allowances will cease to be paid separately as of the 8/5/2018 for any of your Caretakers affected by this translation.

 NB: At this stage the Cleaners and Canteen workers translation is on hold while NZSTA work through the impact of the minimum wage increase on the new scale.

Any Caretakers who are not party to the latest CA and IEA will not be party to this translation. They will need to sign the latest IEA or join the union to be paid on the new grades and steps.

For more information on the new pay scales, please contact NZSTA.

SUE Report GL Description Fix

Last month we fixed an outstanding issue on the SUE Reports. Previously the General Ledger (GL) Account Description did not always display correctly as per what your school may have advised through the 'Fund Management' tab on Novopay Online.

This issue has now been resolved and going forward your SUE Reports will have your GL Descriptions showing correctly.

Leave for 52 week Non-Teaching Employees during school holidays

If you have a 52 week non-teaching employee who will be absent during the school holidays, you must book the leave via Novopay Online or complete and submit a NOVO12 form.

If the leave is ACC related, you must complete and submit a NOVO12acc form.

To ensure that your employees are paid accurately during the school holidays, instructions must be received within the cut off times. Payroll cut off times can be found in in the Novopay website - Payroll Calendar


  • The cut off time for submitting instructions through Novopay Online is Wednesday (Day 8) at 3:00pm.
  • Terminations for the following reasons must be processed using a Novo6 and not through Novopay Online.
    - Medical retirement
    - Redundancy
    - Deceased
    - Retirement

Smart Form Tips

  • We do not need to see a signature on Smart Forms as they are considered approved when sent from an Authorised User's email address
  • Save time and avoid delays by sending Smart Forms through to as soon as they're complete. You can still print and sign them afterwards if required for your own records

Handy Hint: Entering Payroll Codes into Novopay Online

Please make sure you are using the correct codes in Novopay Online. They are case sensitive and you need to enter in capitals. If any lowercase letters are used, the code cannot be recognised.

 If you've entered incorrect codes previously, the system will often remember and auto-populate the field. Please type over any incorrect codes so the system remembers the correct code for next time.

The list of Payroll Codes can be found on the website.