Other Start of Year changes

As part of Start of Year processing, update payroll information for employees with changes to employment status, funding or hours, effective from the start of 2019; or for employees who are taking leave without pay (LWOP) in 2019.

Funding and department codes

You must record any changes to your employees' funding and department codes that will take effect from the start of the year.

You can add or update only the following funding codes in the Start of Year screen:

  • Bulk Grant (11010)
  • Teacher Salaries (11900)
  • Community Education (11020)

For all other funding code changes, complete a NOVO21 form.

If required, new department codes need to be set up in Novopay Online prior to making funding changes in the Start of Year screen.

Note: You can enter the funding and department codes in the Start of Year screen from 12 December 2018. See Start of Year screen.

Employment status

Use the following table to determine what action to take to change an employee's status.

If Then
If the employee is changing from fixed term to permanent, and is staying in the same position Complete a NOVO2t form for teachers or a NOVO2nt form for non-teachers.
If the employee is changing from fixed term to permanent, and is moving to a new position Complete a NOVO6 form to terminate them.

Restart them using a NOVO1t form for teachers, or NOVO1nt form for non-teachers.
If the employee is changing from permanent to fixed term Complete a NOVO6 form to terminate them.

Restart them using a NOVO1t form for teachers, or NOVO1nt form for non-teachers.

Note: If this is a correction backdated to the start date of the position, complete a NOVO2t form for teachers, or a NOVO2nt form for non-teachers.

Hours worked

Use the following table to determine what action to take for permanent or fixed-term employees whose hours are changing in 2019.

If Then
If you need to update the hours of a part-time non-teacher with a work pattern Complete a NOVO2nt form.
If you need to update the hours of a part-time employee, where the change in hours retains the part-time status Update the hours worked in the Start of Year screen.
If you need to update the hours of any employee, where the change in hours takes them from part-time to full-time, or full-time to part-time Complete a NOVO2t form for teachers or NOVO2nt form for non-teachers.


Note:
You can enter the hours worked in the Start of Year screen from 12 December 2018. See Start of Year screen.

Leave without pay (LWOP)

If an employee is taking LWOP from the start of 2019, book this in the Start of Year screen.

If an employee is on LWOP at the end of 2018, and will be returning in 2019:

  • later than the date booked, book additional LWOP in the Leave Bookings Entry screen.
  • earlier than the date booked, complete a NOVO12r form to reverse the leave days booked.

Note: You can enter the LWOP in the Start of Year screen from 12 December 2018. See Start of year screen.