Appoint non-teaching staff

Complete a NOVO1nt form to create a new appointment for a non-teaching employee who is either new to the school or who is starting a new job at the school.

The new employee may also require:

  • authorisation to access the Novopay Service (i.e. the Education Payroll Service Centre and Novopay Online)
  • enrolment in KiwiSaver
  • annualisation (only for term-time only staff on the Support Staff in Schools' Collective Agreement, who start their job at the beginning of the school year).

Send employee forms in good time

It is recommended that you send any required forms to the employee with their appointment letter, to ensure they are paid correctly on their first pay day. Include a covering letter that explains what to complete, and provide a timeframe for them to return the forms.

  • Read through the following checklist to determine which forms to send.
  • See the Payroll calendar to determine the cut-off date for instructions in their first pay period.

Checklist of tasks

  • Complete all sections on the NOVO1nt form for the new employee.
  • Print a copy of the NOVO1nt form and obtain the employee's and principal's signature. It is recommended that you file the signed form in the employee's file.
  • Send the completed NOVO1nt form to the Education Payroll Service Centre.
  • Check the fortnightly Transaction/SUE reports to ensure the employee is added correctly.
    See Manage tickets.
  • If the new employee requires access to the Novopay Service in order to carry out payroll duties, complete a NOVO5 form and post the signed original to the Education Payroll Service Centre.
    See Request access to Novopay Service.
  • If the new employee is term-time only, their position starts at the start of the school year, and they are on the Support Staff in Schools' Collective Agreement, they may choose to have their pay annualised.
    See Annualisation.

If you have more than one NOVO form to email to the Education Payroll Service Centre for this employee, attach each form to a separate email. See Sending forms.

Need help?

If you have questions relating to new appointments, see Contact us for the appropriate contact point.

Record keeping

Keep the following forms in the employee's file:

  • Signed original of the NOVO1nt form
  • Original IR330 tax declaration form
  • Copies of the NOVO5, NOVO23nt and KiwiSaver forms (KS1 and KS2), if applicable.

See Payroll record keeping for more details.


See NOVO forms to download NOVO forms, and for guidance on completing forms.

PamphletInformation for new employee

Related links

How to:

A-Z of payroll:

Reports: website:

Ministry of Education website:

NZSTA website: