Novopay News 27 July 2018

News for School Payroll Staff

Tena koutou,

Welcome to the latest edition of Novopay News.

Welcome back to the new school term. This issue of Novopay News has some important information about a change in process for the Salary Assessment Unit, as well as other helpful reminders. Please make sure you are familiar with the new process and feel free to contact your payroll adviser if you have any questions.

Also in this edition:

  • Holiday Pay Reduction for Teachers

  • ACC - Levy Invoices Available Soon

  • Reminder - Get NOVO Forms From Novopay Website

Nga mihi

Donna Delaney, Manager - School Account Teams

Changes to Salary Assessment Process

We previously mentioned in the 13 July 2018 Novopay News that we are making improvements to how the Salary Assessment process will be managed.

As at 23 July 2018, all Salary Assessment applications no longer require hard copies to be sent via postal mail.

The required NOVO form and all supporting documentation still need to be certified and signed by the Principal or an authorised notary, but school Authorised Users are able to scan and send by email for processing.

In order to guarantee the application is assessed as soon as possible, please ensure:

  • The NOVO form has been fully completed and signed by both the applicant and Principal.
  • Certified copies contain the statement "This document is a certified, true copy of the original" (or words to the similar effect), along with the position of the person certifying the document, e.g. Principal, Solicitor or Justice of the Peace, and their signature.

  • All Statements of Service are on an official letterhead from the previous employer, signed by the writer, and have an exact start and end date with a day, month and year. They must have a description of the service and advise whether the work was full time or part time. They also need to be certified as detailed above.

A checklist has been created which supports Authorised Users to ensure that the application being submitted is correct. The checklist can be found on the Salary Assessment Forms page of the Novopay Website

The key changes with moving to email include ensuring the documents are scanned in colour and that no single attachment is larger than 10 MB.

Please note that going forward, all salary assessment forms are to be submitted via an Authorised User of Novopay.

Please download a new form from the website each time you require one, to ensure you have the most up-to-date version and instructions.

When the application is complete and ready for submission, all documents should be colour scanned and emailed to

Any mail that has already been sent to the old PO Box will be redirected, but to ensure your requests are processed as soon as possible, please follow the new procedure.

Holiday Pay Reduction for Teachers

If you have a teacher who has taken unpaid leave during a school term, a holiday pay reduction (HPR) may be needed. At the beginning of each vacation period, required holiday pay reductions are calculated for all teachers who have taken a period of unpaid leave during the term just completed.

In some instances, further holiday pay reductions are required resulting from prior terms. The holiday pay reduction will be made from the employee's pay that falls over that vacation period.

As each sector has its own set of HPR calculation rules, we have created a table below with links to each collective agreement for more information.

Please find the table here on our Novopay Website.

Leave Bookings for 52 Week Employees

If required, book annual leave in Novopay Online for 52 week employees that were on annual leave during the recent term break, or submit a Novo12 form for retrospective leave dates.

This helps to maintain good leave records for these employees. You can check leave details on your school's fortnightly leave report.

ACC - Levy Invoices Available Soon

Your annual ACC levy invoices will be available via Novopay Online (NOL) from 21 August, 2018. To access the invoice, log into NOL, visit the 'My Reporting' tab and choose 'ACC EoY'.

This is your 2018 ACC annual levy invoice. The levy is based on net leviable earnings and will be deducted from your school's bank account on 18 September 2018.

For more information about payments and rates that make up this year's levy visit the Novopay website.

Reminder - Always fill in NOVO Forms from the Novopay Website

Based on your feedback, NOVO forms are often updated to assist and make things easier for you to get school payroll information to us.

Because forms are frequently updated, it is important that you download and fill in the NOVO forms from the Novopay website EACH and every time you need to update payroll instructions. In particular, the NOVO1t and NOVO1nt can often be updated to make things easier for you. We have recently added a declaration field to those forms (field #31). This field needs to be filled in, otherwise your payroll adviser cannot action it and will return it to you. This field does not appear on older versions of this form.