Novopay News 29 June 2018

News for School Payroll Staff

Tena koutou,

Welcome to the latest edition of the Novopay News.

Over the past month our team have received some great feedback from schools about our payroll advisors - thank you for these positive comments - our staff really appreciate it.

In this edition:

  • Checking SUE Reports

  • ACC - Booking leave with low sick leave balance

  • Handy Hint - Understanding your fortnightly pay cycle and cut-off times

Nga mihi

Donna Delaney, Manager - School Account Teams

Checking SUE Reports

The Staff Usage and Expenditure (SUE) report is generated as part of a pay run. Each SUE report cycle provides you with an opportunity to check that the pay you intended matches the pay in your report.

It shows the gross pay details of a school's employees in a pay period. Three versions of the SUE report are generated in the fortnightly pay cycle:

  • 1st draft SUE report - Available on the Thursday before pay day (day 9).
  • 2nd draft SUE report - Available on the Monday before pay day (day 13).

  • Final SUE report - Available on the Tuesday after the pay is run (day 14). This reflects the actual pay run and forms part of the school's financial records.

How to read your report:

Employee Summary - This section displays your data alphabetically by employee surname. The detail of an employee's gross pay is consolidated by pay code for each job. This helps you to quickly scan for amounts that stand out as being incorrect.

Department/Funding Detail - This section displays the employee summary data by the funding code (e.g. Teachers' Salaries, Bulk Grant, Other) and the department code (e.g. Music, Special needs staffing, etc.) that the payments are applied to. This section gives a line-by-line description of staff usage and expenditure by pay code.

Year-to-date totals summary - This table shows payments from all funds for each pay period in the current financial year. The current pay period is the last row in the table. The amount in the Direct Debit column is the amount that will be debited from your school's bank account on pay day.

Key tasks:

Check the 1st draft SUE report as soon as it is available on the Thursday before pay day to ensure that employees will be paid correctly in the current pay period.

If errors are found, correct these either in Novopay Online or via a Novo31 Smart Form before the cut-off times.

Check the 2nd draft SUE report on the Monday before pay day to ensure that errors have been corrected.

Check the final SUE report and action stop pays, if required, before 10am on Tuesday.

Download the PDF version of the final SUE report. A signed copy must be kept as part of each school's financial records.

Holiday Pay Reduction for Teachers

If a teacher takes unpaid leave during a school term, a holiday pay reduction 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 Holiday Pay Reduction calculation rules, we have created a useful table with links to each collective agreement.

For more information please follow this link:

Booking ACC Leave for Employees with low sick leave balance

If you have an employee who is away due to ACC work or non-work related and has low sick leave balance, it is very important to complete and submit a NOVO12acc Form. If the leave is not processed or advised in a timely manner, complications can arise between all parties.

A medical certificate is not required when completing and submitting a NOVO12acc Form. If you require more information, please visit our ACC page: Novopay Home > Tools to help you > A-Z of payroll > A. Alternatively, you contact one of our ACC Advisers via 0508 NOVOPAY (0508 668 6729) and choose option 4.

Handy Hint - Understanding the fortnightly pay cycle and cut-off times

The key to successful payroll is managing the fortnightly pay cycle.

This involves getting information from your school's decision-makers and completing payroll instructions in good time, checking the Transaction and SUE reports as soon as possible, and confirming details or correcting pay errors before cut-off times.

  • It is crucial to have good processes within your school that gets payroll information to your payroll administrator in time to meet pay run cut-offs.
  • Just as important is understanding that using Novopay Online gives you more time to get your instructions into each pay run. Instructions that are entered in Novopay Online are effective immediately, and best practice is to enter pay instructions in Novopay Online as they are known, so that your payroll is kept current and pay errors are avoided.

  • Use the helpful 'Novopay Online or form?' guide to quickly find out if the instruction you want to send can be done online.

  • If you do need to send in a Smart form, be sure to get it emailed to before cut-off.

Identify the days and cut-off times in the fortnight pay cycle below: