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 Allowance changes


Use EdPay to make allowance changes for employees

Note: some allowances must be submitted via form. eg tutor teacher see EdPay and forms. Salary loading allowances (SALLO) must be amended using a Pay Details change.

Step 1 Go to your My Employees screen

Step 2 Click on the name of the employee, and select the relevant job number


 

Step 3 Click the + button for allowance entitlements to bring up the list of eligible allowances


Once you have expanded this list, you can see which allowances are able to be added or changed within EdPay, and which allowances need to be submitted via a form.


Note: EdPay will only show you the allowances that your school or the employee are eligible for, as part of their collective agreement.

Add an allowance

Step 1 Click on the ‘Add / Update’ button for the allowance you want to add for the employee.

You will only be able to view allowances that your school is eligible for (eg Isolation allowance) or that are included in the employee’s collective (eg First Aid Allowance).

Some allowances need to be added via form. EdPay will show you which these are.


Step 2 Enter in the allowance details.

Enter in the start and end date for the allowance to pay, as well as any other requested information (eg type of qualification, number of units) Press CONTINUE

Note: the payroll dates for teachers who work a full year should be from 28 Jan of the current year until 27 Jan of the next year. To load a UFT01 for a teacher for 2023, the allowance should be entered from 28/01/2023 until 27/01/2024.



Step 3 Confirm final details.

Check all details are correct for the allowance. You may need to enter a funding code for some allowance types. Press SUBMIT.


You can see the request in your Activity History. Submitted means it has been sent to your payroll advisor to process manually. Successful means it has been loaded immediately.

If the allowance is loaded before the start date, check the Job History tab to see details of all current and future allowances. The job details screen will only show allowances that are currently active.

Stop an allowance

You can stop an allowance using EdPay. For example, for a teacher aide who is receiving the TIAKI allowance, no longer completes this as part of their duties, and is no longer eligible to receive this allowance.

Step 1 Press Stop for the relevant allowance.


Step 2 Enter the end date, then press Send.

Note: this may be processed immediately, or sent to your payroll advisor to process.

If you stop the allowance as a retrospective change, (prior to the current pay period’s cut-off date) there will be an overpayment to be processed by your payroll advisor.

To cancel an incorrect allowance

If you have entered an allowance incorrectly, you can cancel the allowance and re-enter it correctly.

Step 1 Press the red trash button on the incorrect allowance


Step 2 Confirm Yes to delete.

Note: This can only be actioned if the allowance has not yet paid to the employee, and before the online cut-off for the pay period.

If the employee has been already been paid an incorrect allowance, you need to Stop the allowance, and contact your payroll advisor if an overpayment has occurred.

Change an allowance


Step 1 Click on the ‘Add / Update’ button for the allowance you want to change for the employee.


Step 2 Enter details of the change.

The start date will be the effective date of the change.

When changing the number of units (eg. Salary units for a teacher) the allocation you enter is the total allocation you want the teacher to have, effective from the start date.

Eg. If a Teacher has UFT04 from 28/01/2022 until 27/01/2023, and you would like to give them an additional unit for term 3+4, for total of 5 units (UFT05) Select 5 as the allocation as this is the total units required, with 25/07/2022 as the start date and 27/01/2023 as the end date (Salary unit allowances should run through the term breaks).


Step 3 Confirm final details. Check all details are correct, then press SUBMIT.

EdPay will show you an on-screen confirmation.


You can see the request in your Activity History. 

Submitted means it has been sent to your payroll advisor to process manually. Successful means it has been loaded immediately.

If the allowance is loaded before the start date, check the job history tab to see details of all current and future allowances. The job details screen will only show allowances that are currently active.