Last day of duty
The last day of duty is the last day an employee works at your school in 2023.
Entering the last day of duty in the End of Year screen ensures holiday pay is paid correctly, it does not remove the employee from the payroll.
Principal’s will need to enter the last day of duty for administrators, as they won’t be able to enter their own.
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 screen - this field can be left blank.
You can enter the last day of duty in the End of Year screen from 18 October until 5pm, 22 November 2023.
Duties extending beyond fixed-term or occupancy end date
If an employee's last day of duty extends beyond their fixed-term end date, you will need to extend their fixed-term end date in EdPay, before continuing the End of Year process for them. The fixed term end date will either update immediately or wait for email confirmation from your Payroll Advisor that this has been actioned, before completing the employee's End of Year information. You will need to delete the date from the last day of duty field while this is processed.
Each fixed-term employee's job end date is listed in your school's End of Year report
Examples for different employee types
Fixed-term full-time teachers
| If... |
Then... |
| 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 field blank. |
| they started on or before 7 February 2023, 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. |
| they started on or before 7 February 2023, 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, terminate their job.
If they are returning in 2024 in a new job, use the Add New Employee feature in EdPay to restart them in their new job.
|
| they started after 7 February 2023, and their last day of duty is different from the school's end date. |
Enter their last day of duty date in the End of Year screen.
|
Permanent full-time teachers
| If... |
Then... |
| their last day of duty is the same as the school's end date |
no action is required - leave their last day of duty field blank. |
| 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 |
| 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, terminate their job.
If they are returning in 2024 in a new job, use the Add New Employee feature in EdPay to restart them in their new job.
|
Term-time only auto-paid non-teachers
| If... |
Then... |
| their last day of duty is the same as the school's end date |
no action is required - leave their last day of duty field blank. |
| their last day of duty is within 14 calendar days of the school's end date |
enter their last day of duty date in the End of Year screen. |
| 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 2024 |
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 situation, don't 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. |
| 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 2024 |
do not enter a last day of duty in the End of Year screen.
Instead, terminate their job.
Use the Add New Employee feature in EdPay to restart them in their new job. |
|
their last day of duty is more than 14 calendar days prior to the school’s end date, and they are not returning in 2024
|
do not enter a last day of duty in the End of Year screen.
Instead, terminate their job in the End of Year screen Termination tab.
|
Part-time teachers
| If... |
Then... |
| 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 field blank. |
| 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 field blank. |
| 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 their last day of duty date in the End of Year screen. |
a part-time teacher has no usual hours in the week of the school’s term 4 end date eg they usually work Thursdays only, but the school finishes on a Wednesday; their last day of duty will be the same as the school's term 4 end date
|
no action is required - leave their last day of duty field blank.
|