Payroll Update Start of Year special edition
Kia ora koutou
- Start of Year opens on Monday 4 December
- Key dates
- Guides and help
- No 'Complete' button in Start of Year
- Annualisation form EP23nt ready now
- Restarting employees
- Māori Immersion Teaching Allowance and Pacific Bilingual Immersion Teaching Allowance
- Tell us who to contact in case of a payroll emergency
1. Start of Year opens on Monday 4 December
A big thank you for sending your school’s End of Year information. Congratulations on getting that job ticked off your list.
Soon it will be time to complete your school’s Start of Year actions.
The Start of Year screen will be open in EdPay from 04 December 2023 until 01 March 2024.
Go to EdPay > My Employees > Start of Year
Schools need to tell us their Start of Year info to make sure their employees are paid correctly from the beginning of the new school year. We need you to focus on five things:
- Are your school’s term dates correct for 2024?
- Have you restarted all fixed-term teachers and term-time-only non-teachers?
- Do you need to make changes to your existing teacher and non-teachers' pay details,
e.g. hours, employment status, allowances, funding source, leave or annualisation?
- Do you need to onboard any new staff in 2024?
- Do you need to terminate any jobs?
Has the Start of Year process in EdPay changed from last year?
Some of the dates have changed, and we have added a ‘Reason for Restart’ column for fixed-term teachers who started after 07 February 2023 (and therefore do not meet the full-year test).
2. Guides and help
3. Key dates
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04 December (Monday)
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Start of Year screen opens in EdPay.
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Your school’s last day of term
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Please send us your EP23nt forms for EdPay authorised users whose pay will be annualised in 2024 before your last day of school to prevent losing access to EdPay.
The last day to submit an EP23nt for all other employees who are being annualised is 29 January 2024.
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12 December
(Tuesday)
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Pay period 19 main pay day
Lump sum holiday pay is paid for:
- term-time only employees
- timesheet only employees
- returning teachers who started after 7 February 2023 and therefore didn’t pass the full-year test.
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13 December (Wednesday)
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Last day to submit forms so they are included in pay period 20 (pay day 22 December).
Last day to submit changes in EdPay that can create a ticket (eg terminating roles or pay details changes) so they are included in pay period 20.
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15 December
(Friday)
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Out-of-cycle and termination pay day for pay period 19:
- termination pay is paid for employees whose roles were terminated on or before 12 December 2023
- out-of-cycle payments.
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5pm, 19 December
(Tuesday)
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Last day to submit EdPay changes that process immediately (eg leave and timesheets) so they are included in pay period 20.
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22 December
(Friday)
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Main pay day for pay period 20:
- public holidays paid for eligible timesheet-only employees
- termination pay paid for employees whose roles were terminated on or before 26 December 2023 and where we were notified in time to include in pay period 20.
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29 December
(Friday)
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Out-of-cycle pay day for pay period 20.
.
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29 January
(Monday)
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Last day to submit EP23nt Annualisation forms
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1 February
(Thursday)
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Last day to restart term-time only non-teaching employees and fixed-term teachers starting in pay period 23 (24 January–5 February).
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15 February
(Thursday)
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Last day to restart term-time only non-teaching employees who are starting in pay period 24 (between 7–20 February 2024)
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01 March
(Friday)
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Start of Year screen closes at 5pm.
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Download a printable key dates flyer (PDF, 150KB)
4. No 'Complete' button in Start of Year
There is no Start of Year complete button, as all information updates in real time. Start of Year closes for all schools on Friday 01 March at 5pm.
5. Annualisation form EP23nt ready now
Annualisation is the process of spreading out the earnings of support staff who work during term-time only, into equal fortnightly pays throughout the year (including during school holidays).
To apply for annualisation for your employees use the 2024 Annualisation form EP23nt, found here: EdPay and forms (EdPay.govt.nz)
Annualisation doesn’t roll over, it requires a new EP23nt to be sent each year. Remember to submit EP23nts for your employees who are continuing to have their pay annualised.
If you are annualising a new job, submit the New Hire/Onboarding in EdPay. If it creates a ticket number, reply to the ticket with the EP23nt so they can be processed together.
Please complete your own form before the end of term 4
Please submit all of your school’s EP23nt forms for EdPay authorised users (school administrators and school business managers) who are annualised before the end of the term 4, to make sure you don’t lose access to EdPay when you return to work in 2024.
Forms for all other employees who are being annualised must be submitted by Monday 29 January 2024.
6. Restarting employees
You’ll need to restart fixed-term teachers and term-time-only non-teachers who are returning to your school in 2024 in the ‘Restart Job’ tab. This needs to happen before you can make their other pay details changes. Permanent part-time teachers do not need to be restarted.
Reason for restart
You will need to choose a ‘reason for restart’ for fixed-term teachers who started after 07 February 2023 (and therefore do not meet the full-year test). You’ll need to select either:
- Continuing/extending existing contract – their current contract is continuing in 2024 or the employee has signed a contract to extend the fixed-term end date of the same position. For example, a fixed-term teacher with a contract covering a parental leave period). Their one-year contract was from the start of term 3 2023 until end of term 2 2024. When they are restarted, this is continuing/extending an existing contract, so no new documentation is signed for 2024.
OR
- New contract – the employee has signed a new contract for 2024 (different position).
Holiday pay may be adjusted based on the restart reason chosen.
Restarting a fixed-term teacher who is becoming permanent
If your fixed-term teacher is becoming permanent in the 2024 school year, then restart them as permanent from 28 January 2024 in the employee’s Job screen. These employees do not get restarted in the Restart Job tab.
Why do we need to restart permanent term-time only employees?
We need to know which day these employees are returning to work so they can be paid correctly in 2024.
7. Māori Immersion Teaching Allowance and Pacific Bilingual Immersion Teaching Allowance
Employees may be eligible for allowances in their employment agreement. Some allowances are renewed automatically, and others need to be restarted or added in EdPay or by sending a form.
The Māori Immersion Teaching Allowance (MITA) and the new Pacific Bilingual Teaching Allowance (PBITA) need to be restarted each school year.
The MITA and PBITA allowances will be bookable in EdPay from the beginning of term 1, 2024.
Please wait until these allowances are showing in EdPay, rather than sending a request to start or restart one of these via a form. We will let you know, via the Payroll Update, when this functionality is available in EdPay.
To check which allowances renew automatically once an employee has been restarted, go to Start of Year allowance information (EdPay.govt.nz).
8. Tell us who to contact in case of a payroll emergency
We need to know who we can contact if there is a payroll emergency when your school is closed. This is especially important when your school is closed over the term 4 holidays.
Please let us know the name, phone number and email address of your school’s designated emergency contact (who must be an authorised user) by emailing support@novopay.govt.nz with 'Emergency contact' in the subject line.
If you've already told us who your contact will be, thank you - you don't need to do anything.
Ngā mihi
Education Payroll