End of Year terminations

If an employee is leaving your school at the end of the year, or is finishing a job and starting in a new job, you must terminate them. This removes them from your payroll.

Use EdPay for some terminations

If an employee's termination date is on or after 20 October 2020, you can use the End of Year screen to do most terminations, but you must use EdPay for:

  • Retirement
  • Medical retirement
  • Redundancy
  • Fixed-term teachers transferring to another school
  • Annualised employees

If the employee is an authorised user, also complete a NOVO5c form to revoke their authorised user access.

Employees returning to a new job

If the employee is returning to a new job in 2020, you need to restart them in their new job using EdPay's Add New Employee feature.

Termination date for part-time teachers

If a part-time teacher's last day differs from your school's Term 4 end date, enter the termination date as either their last day if they worked fewer than their usual hours for the week, or the Sunday following their last day if they worked all of their usual hours for the week or your school's end date (which ever is earlier).

For example:

  • Employee A works Monday, Tuesday and Wednesday and the last day they work in the year is Wednesday 9 December. The school's end date is Sunday 13 December. The termination date for this employee would be 13 December.
  • Employee B works Monday, Tuesday and Wednesday and the last day they work is Wednesday 9 December. The school's end date is Thursday 10 December. The termination date for this employee would be 10 December.
  • Employee C works Monday, Wednesday and Thursday and the last day they work in the year is Wednesday 9 December. The school's end date is Sunday 13 December. The termination date for this employee is 9 December because they didn't work their usual full week.

Retrospective terminations

If your End of Year Report includes an employee who has left your school but hasn't been terminated, don't terminate them in the End of Year screen. Instead use EdPay. This is because these are retrospective terminations and using the End of Year screens could cause an incorrect holiday payment.

If you have already terminated an employee, but they are still showing on the report as not terminated, contact your dedicated Payroll Advisor.