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Check and file final SUE Report

The final SUE report reflects the actual pay run (run overnight on Monday) and shows what the employees will be paid, it also includes details of any termination pay or out of cycle payments that were paid earlier within the pay cycle period. (day 1 and day 3).  
Payment details are sent to the bank to be paid into employees' bank accounts overnight on Tuesday and schools will have the funds deducted from the school's bank account at this time. 

The final SUE report will outline termination payments (day 1) and out of cycle payments (day 3) made earlier within the pay cycle period. These payments will be clearly identified as already being paid out to employees. They will need to be excluded from the Direct Debit balance shown on the final SUE report to see what amount will be deducted from the school’s bank account for the main pay run. 

Timing

The final SUE report is available at 9.00 am on the second Tuesday (day 14) of each pay period. The final SUE report forms part of the school's accounting records. 

Responsibilities

Boards or principals should thoroughly check and monitor the final SUE report each pay period.  

The Ministry of Education strongly recommends that the person who checks the final SUE report is independent of any changes made. If this is not possible (e.g., in a small school), an independent board member should be responsible for checking. For guidance around payroll controls, visit our EdPay training page. 

Check and file the final SUE report

  1. On Tuesday morning after the pay run (day 14) print the PDF version of the SUE report. See Staff Usage and Expenditure (SUE) report for details.

  2. Check for errors that have resulted in an overpayment or underpayment.
    • If an overpayment has occurred, advise your payroll advisor using an EP31
    • If an underpayment has occurred and cannot wait until the next pay period, an our of cycle payment may be appropriate. See How to submit an out of cycle payment (OOC)
  3. Initial the report and give it to your approver to check and sign.

  4. Prepare a voucher for the general ledger for the amount that has been deducted from the school's bank account. The amount deducted on payday for the main payrun is the total amount of the Operational Grant staff payments, as shown on the last page of the report, minus any payments made earlier in the pay period for termination payments and out of cycle payments.

  5. File the approved SUE report, EdPay CSV downloads, and all forms for the pay period. See Payroll record keeping.

Related links

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