Payroll Update - 15 November 2019

News for School Payroll Staff

Tena koutou

End of Year screens close 5pm Monday 25 November, so there's little over a week to finish entering instructions in Novopay Online.

We will be sending reminder emails next week to those who haven't finished. If you need further assistance, please use the resources on the Novopay website or ask your dedicated payroll adviser.

Please click the 'EOY Complete' button to confirm you're finished - even if you have no changes to make.

Start of Year screens open 11 December

Once we've completed the processing for Pay Period 19 (using the End of Year information you provide), we will open the Start of Year screen on Wednesday 11 December. These screens are used to provide information for employees returning in 2020.

The Start of Year Tool Box is now up on the Novopay homepage and has all the help you may need. We recommend you start with the SOY Road Map (PDF) to get an overview of what's needed.

Key dates over the holiday period

Annualisation 2020

Our new Annualisation form and instructions for 2020 are now available on the Novopay website.

Annualisation allows permanent and fixed-term, term-time only Support Staff to have their projected earnings for a 12 month period spread across the whole year. This means they receive equal fortnightly pay.

More information can be found on our Annualisation page.

Pay must be deposited to a bank account in the employee's name

The Ministry of Education has identified that some schools are disbursing a portion of their employees' net pay into the school's bank account. The Wages Protection Act (section 9(1)) requires that an employee's wages must be paid into a bank account in the employee's name (or joint names) under the control of the employee.

The Ministry has written directly to those schools that have loaded a portion of an employee's net pay to the school's bank account.

If this practice is identified, the amount to be disbursed into the school's bank account will not be accepted and the employee's full net pay will be paid into the account in the employee's name. Schools are asked to make alternative arrangements with their employees.

Start your Salary Assessments for 2020 as soon as possible

New teachers will begin graduating soon so please remember to start the salary assessment process for 2020 teachers as early as you can.


  • Salary assessments can be done even if the employee doesn't yet have a Ministry of Education number, or IRD or NZ bank account number
  • You can avoid your new teachers getting only the minimum grade and step if they have been assessed before they start at your school
  • Salary Assessment may require several supporting documents, so it's good to allow plenty of time to gather them all.

The Salary Assessment page on the Novopay website has more information about the process - including Frequently Asked Questions and a checklist to assist with sending in applications. We've written a short pocket manual to help you too.

Have you had a chance to log in to EdPay?

EdPay is now available to all Principals and school-wide administrators.

You can login by clicking the tiles (pictured right) found on the Novopay and Education Payroll websites or by going to

Schools are telling us how easy EdPay is to use and are providing great feedback about what they'd like to see in the future. We take on board all feedback. You can give us your views anytime through

If you haven't had a chance to look at EdPay, we recommend finding some time to log in and take a tour of what it can do. Once in EdPay, click on Eddy the kereru in the right-hand corner for more information.

Reminder: we need your school's out-of-hours contact details

Thank you to those schools who have sent in their out-of-hours contact details. We rarely need to use them, but it's essential we are able to reach someone who can authorise a change to an employee's pay over the holiday period.

Please send us the name, email address, and phone number of the Principal or payroll administrator we can contact for your school to with the subject heading "Out-of-hours Contact".