Novopay News 6 October 2017

News for School Payroll Staff

Novopay News 6 October 2017

Kia ora,

Welcome to the latest edition of Novopay News

With winter coming to an end and spring upon us, it is time for the annual End of Year event. Screens for End of Year open next week on Wednesday 11 October - hopefully you have checked out the self-paced learning modules and information available in the red End of Year Tool Box on the front page of the Novopay website and are raring to go. This resource has lots of helpful information, and includes the flyer with key dates for End of Year and Start of Year and a new, one-page Road Map to guide you through the process.

This issue of Novopay News contains information and tips for End of Year, including some help with managing occupancy end dates. We also have some information on collective agreement changes that come into effect in Pay Period 14 and what these mean for the staff at your school on Collective Agreements and Individual Employment Agreements.

There is a section on some changes that have been made to the call routing system and how these changes will improve your experience when dialling 0800 NOVOPAY to get in contact with your School Account Team Payroll Adviser and the ACC Team.

Finally, we have our regular features - Handy Hints, which this fortnight gives you advice on getting payroll help when you need it and a Payroll Advisor profile.

Nga mihi,

Donna Delaney, Manager School Account Teams Education Payroll Limited

End of Year (EoY) Screens open soon

The EoY screens will open next week on Wednesday 11 October. Completing the End of Year/Start of Year (EoY/SoY) process ensures that your employees get paid their correct holiday pay at the end of the year, and that employees who are starting or returning in 2018 are set up correctly on the payroll.

If this is your first EoY/SoY, don't worry; there are plenty of opportunities for training and support to help get you through it successfully. For those of you that have gone through EoY/SoY before, you will be glad to know the process is very similar to last year, with updated instructions for the 2017-2018 period.

There is a lot that you can do to get prepared before the EoY screens open on 11 October. It's a good idea to collect payroll information as early as possible so that from 11 October your time is spent on entering data rather into the EoY screens.

Preparing your employees' information now will help to ensure that you have a successful EoY/SoY. Submitting your school's instructions early also means you can avoid the peak processing period at the start of term one and allows time for any amendments or corrections that might be needed.

We realise this might not be practical, as many staffing decisions occur between the end of term four and the beginning of term one. Please aim to do as much as you can as early as possible.

The EoY process must be completed by 5pm Monday 27 November to ensure that your employees get paid their correct holiday pay at the end of the year.

EoY/SoY: Key activities

To make sure you're on track to complete your school's EoY processing by Monday 27 November, we recommend that by now you have:

. Reviewed the updated Novopay End of Year 2017 Instructions to assist you through the EoY process
. Reviewed the new, one-page Road Map
. Run through the self-paced learning module
. Printed off your End of Year report from Novopay Online and reviewed it with your Principal or school leader to check that the data is correct. Use this report to gather employee information for your end of year processing, including employee Last Day of Duty and termination information. For more information refer to the Novopay End of Year 2017 Instructions.

Also, please remember to:

. Ensure that your school's Authorised Users of Novopay have access to Novopay Online and check that yours and their passwords are still valid as they expire every 60 days. If you need to reset your password, please contact the Novopay Service Centre at or on 0508 668 6729.
. Check that your computer's browser is up to date. For best results, use version 10.0 or higher if using Internet Explorer, and version 23 or higher for Firefox. If your school uses a different browser, we recommend using either Internet Explorer or Firefox, at least for EoY/SoY processing. Google Chrome works but is not formally supported by Novopay. If you have problems while using Chrome, please change to Explorer or Firefox.

End of Year - Tips and Tricks

Updating occupancies

Update the occupancy end date for Fixed Term employees whose end date is earlier than their last day of work at the school for 2017.

If the Last Day of Duty for a Fixed Term employee is later than their occupancy date (the end date of their Fixed Term), you will have to update their occupancy end date by submitting a NOVO2t for teachers or a NOVO2nt for non-teachers.

The "occupancy end date" is the end date loaded in Novopay for an employee's job. The "Last Day of Duty" is the last day on which an employee will work in 2017.

Send this as soon as possible, so it can be processed before you need to complete End of Year processing.


The school's Term 4 end date is now Thursday, 14th December 2017, so NOVO2ts need to be submitted to extend these Jobs occupancy to Thursday, 14th December 2017

In the End of Year screens:

If the employee's Last Day of Duty is the same as the school's Term 4 end date, then no action is required.

If their Last Day of Duty is different from the school's Term 4 end date, then see Last Day of Duty on page 10 -11 in End of Year instructions for the action you need to take.

Entering a Last Day of Duty does not automatically terminate an employee.

Permanent Term-Time Only auto-paid non-teachers

The occupancy end date for these employees shows 31 Dec 2017 in the End of Year report.

As they finish their duties for the year, the last day of duty is to be entered into the EoY screen. This is done so that the Novopay system can recognise that the employee should be paid holiday pay after their last day of duty.

Their record will still be available in the Start of Year (SoY) screens to restart them in 2018.

Collective changes in Pay Period 14

Secondary Principals Collective Agreement variation

As of 25 August 2017, those appointed to the Community Leadership role under the Secondary Principals Collective Agreement can now be appointed under one of two arrangements as per clause 3.7.

We have updated the Novo16c on the Novopay website - this is the form used to advise that a teacher or a principal is in a Communities of Learning Kahui Ako role. The form has been updated to include two new allowance codes to accommodate this variation within the collective agreement;

  • SPCLE - Community of Learning Leadership Expertise
  • SPRLE - Recognition of Leadership Expertise

Special Residential Schools Collective Agreement third tranche

On 2 October 2017 an automated pay increase was applied to employees who are paid under the Special Residential Schools Collective Agreement. Salary Loading payments have been adjusted to accommodate this pay increase.

Support Staff in Schools Collective Agreement & Kaiarahi i Te Reo, Therapists', ATSSD, Special Education Assistants' Collective Agreement

In Pay Period 14 a backdated pay increase has been applied to all union members employed under the above agreements. The pay increase is backdated to 16 June 2017.

All employees who are on an Individual Employment Agreement (IEA) will need to sign a new IEA to receive the new rates. Those who have already signed the new IEA that was promulgated on 22 August 2017 will have their salary records updated from Pay Period 14 and back dated to the date they signed the new IEA.

Calling Novopay - improvements to our phone system

As part of the continuous improvements to our service, we are planning the following changes to our telephone system, which will make it easier for you to speak to the right people:

  • We will be adding an option to the Welcome Menu to speak to a member of the ACC Team, so you don't need to call their individual direct numbers anymore.

  • We will also improve the system so you won't need to remember your dedicated Payroll Adviser's 4-digit queue number; instead you will be asked to enter your MOE number, which will then automatically transfer you to them.

These changes will come into effect in a few weeks' time. We'll give you more details in our next newsletter.

Handy hint - getting help when you need it

When calling 0800 NOVOPAY with payroll queries, you can currently contact your Payroll Advisor working within a School Account Team directly on their 4-digit extension number (until the changes noted above come into effect). Behind the scenes, the phone system will try to contact your Payroll Advisor first, but if they are on the phone or away from their desk on a break, after a few rings the call will be redirected to one of their colleagues within their School Account Team who will be able to assist with any queries that you have.

Their colleagues are also able to take a message and pass it on to your dedicated Payroll Advisor, who will then contact you on their return. Therefore, the handy hint for this fortnight is; hold on for a few rings and your call will be answered.

Payroll Advisor profile - meet Natalie