Last day of duty

The last day of duty is the last day on which an employee will work at your school in 2021. Entering the last day of duty in the End of Year screen ensures the correct calculation and payment of holiday pay, but does not remove the employee from the payroll. The last day of duty is calculated differently depending on the type of employee. This page details these differences.

If the employee's last day of duty is the same as the school's Term 4 end date, then you do not need to enter a last day of duty in the End of Year screens - It can be left blank.

Duties extending beyond occupancy end date

However, if the last day of duty for an employee extends beyond their occupancy end date, you will need to extend the occupancy to match their last day of duty. You can do this in EdPay by extending the fixed-term end date. Before continuing your End of Year process, wait for email confirmation from your dedicated payroll adviser that this instruction has been actioned.

Note: Each employee's occupancy end date is listed in your school's End of Year Report.

Fixed-term teachers

If Then
If their last day of duty is the same as the school's term 4 end date No action is required - - leave their last day of duty blank.
If they started on or before 7 February 2021, and their last day of duty is different from the school's end date because they are taking leave. Do not enter a last day of duty in the End of Year screen.

Book leave as normal in EdPay
If they started on or before 7 February 2021, and their last day of duty is different from the school's end date because they are terminating their current job.

Do not enter a last day of duty in the End of Year screen.

Instead, treat them as a termination.

If they are returning in 2022 in a new job, use the Add New Employee feature in EdPay to restart them in their new position.

If they started after 7 February 2021, and their last day of duty is different from the school's end date .

Enter a last day of duty in the End of Year screen.


Permanent teachers

If Then
If their last day of duty is the same as the school's end date No action is required - leave their last day of duty blank.
If their last day of duty is different from the school's end date because they are taking leave Do not enter a last day of duty in the End of Year screen.

Book leave as normal in EdPay
If their last day of duty is different from the school's end date because they have completed their job Do not enter a last day of duty in the End of Year screen.

Instead, treat them as a termination.

If they are returning in 2022 in a new job, use the Add New Employee feature in EdPay to restart them in their new position.

Term-time only auto-paid non-teachers

If Then
If their last day of duty is the same as the school's end date No action is required - leave their last day of duty blank.
If their last day of duty is within 14 calendar days of the school's end date Enter a last day of duty in the End of Year screen.
If their last day of duty is more than 14 calendar days prior to the school's end date because they are taking leave, and they are returning to the same job in 2022 Book leave without pay to cover the period from their last day at the school to the school's Term 4 end date.

In this case, you will not need to enter their last day of duty in the End of Year screen, as the school's Term 4 end date will become their last day of duty.
If their last day of duty is more than 14 calendar days prior to the school's end date, and they are returning to a different job in 2022 Do not enter a last day of duty in the End of Year screen.
Instead, treat them as a termination.
use the Add New Employee feature in EdPay to restart them in their new position

If their last day of duty is more than 14 calendar days prior to the school’s end date, and they are not returning in 2022.


Do not enter a date in the Last Day of Duty tab.
Instead, treat them as a termination and enter them in the End of Year screen Termination tab


Part-time teachers

If Then
If a part-time teacher has completed all their hours for the week and the school's Term 4 end date is the same day as their last day of duty No action is required - leave their last day of duty blank.
If a part-time teacher has completed all their hours for the week and the school's Term 4 end date is in the same week as their last day of duty and is after their last day of duty No action is required. - leave their last day of duty blank.
If a part-time teacher has not completed all their hours for the week and the school's Term 4 end date is after their last day of duty Enter a last day of duty in the End of Year screen

Note: You can enter the last day of duty in the End of Year screen from 20 October 2021 until 22 November 2021