EdPay submissions
Some EdPay submissions are
- processed immediately (like leave and timesheets)
- some create a ticket (pay details changes)
- some submissions can be processed immediately OR generate a ticket, depending on the timing of the submission or specifics of the request. (eg some allowances, terminations)
Although we are working to increase immediate processing in EdPay, some types of submissions will continue to generate a ticket to the school account team as additional processes and checks need to be made (for example, some types of allowances, or retrospective pay changes).
When do I need to make the changes?
Items that can be processed immediately through EdPay will need to be submitted by the cut-off on Thursday (day 9) at 5.30pm to be included in the current pay period’s payday.
Items that always generate a ticket, or sometimes generate a ticket, need to be submitted by Monday (day 6) 5pm to ensure they are included in the current pay period. This is so the payroll advisors have time to process these tickets before the 1st report on Friday.
See cut-off times for more information
Which EdPay submissions are processed immediately and which generate a ticket?
See the tables below to find out how your submission is treated in EdPay
Submissions that will always validate and process immediately through EdPay
| Type of submission |
Activity history status shows as:
|
ut-off date to be processed for current pay period
|
Timesheet entry (individual or CSV)
|
Successful
|
Day 9 (Thursday) 5.30pm
|
Leave booking (individual or CSV)
|
Successful
|
Day 9 (Thursday) 5.30pm
|
Leave reversal
|
Successful
|
Day 9 (Thursday) 5.30pm
|
Tax code change (except special tax codes)
|
Successful
|
Day 9 (Thursday) 5.30pm
|
Change KiwiSaver contribution rate
|
Successful
|
Day 9 (Thursday) 5.30pm
|
Personal contact details (name/birthdate/phone)
|
Successful
|
Day 13 (Monday) 5pm
|
Email address changes
|
Successful
|
Day 13 (Monday) 5pm
|
Residential + postal address change
|
Successful
|
Day 13 (Monday) 5pm
|
Bank account change
|
Successful
|
Day 13 (Monday) 5pm
|
Note: for
any email address and bank account changes to be applied for the current pay period, they must be changed in EdPay by Monday (day 13) to ensure that payment on day 14 goes to the employee's new bank account, and that the payslip is sent to the new correct email address.
Submissions that will always generate a ticket. Task reference/ticket number will be created
Type of submission
|
Activity history status shows as:
|
ut-off date to be processed for current pay period
|
New hire – teacher
|
Submitted
|
Day 6 (Monday) 5pm
|
Onboarding – teacher
|
Submitted
|
Day 6 (Monday) 5pm
|
New hire – non-teacher
|
Submitted
|
Day 6 (Monday) 5pm
|
| Pay details changes |
Submitted
|
Day 6 (Monday) 5pm
|
| Special tax rate |
Customer action required
|
Day 6 (Monday) 5pm
We will send you an email with your ticket number. Please reply to it and attach documentation from IRD
|
if the information provided is incomplete or your payroll advisor needs additional documentation, tickets may not be processed for the current pay period, even if they are initially submitted by the cut-off.
The following submissions may be processed immediately or generate a ticket, depending on the information provided in the request.
Treat the cut-off for these as Monday (day 6) at 5pm, as you will not know in advance if they will generate a ticket or not.
Submission
|
Activity history status will show as:
|
Example reasons that submission will workflow and create a ticket
|
Cut-off date to be processed for current pay period
|
Job funding
|
Successful or submitted
|
Request includes 11320, 11340, 11020 funding source
Employee has allowances that overlap the change in funding time period
|
Day 6 (Monday) 5pm
|
Terminations
|
Successful or submitted
|
Retrospective termination date
Certain termination reason codes
Employee has an existing leave booking that extends beyond the termination date
Employee has been paid salary beyond their last day of duty, and you have indicated an offset form will be required
|
Day 6 (Monday) 5pm
Note: some terminations will need to be submitted on a NOVO6 (eg secondary principal/special residential schools)
|
Add/change/ stop allowances
|
Successful or submitted
|
Retrospective allowance change
Request has an allocation reduction causing a potential overpayment
Conflict with requested allowance type and an overlapping timesheet entry eg TIAKI
Employee has job share role
Holiday pay has been pre-processed for the vacation period – SAT need to make manual adjustments
|
Day 6 (Monday) 5pm
|
Onboarding – non-teacher
|
Successful or submitted
|
Retrospective start date
Job requested is similar to an existing job
Information has errors, or a mismatch (eg timesheet employee but the request includes a work pattern)
Employee has overlapping jobs that may result in FTE of more than 100%
Job start or end date are during a vacation period
Allowance included in request that needs to be manually loaded
Salary rate needs further approval, or confirmation
Type of employee eg casual or job share
|
Day 6 (Monday) 5pm
|