Start of year scenarios

Use the Start of Year 2020 Guide (PDF) or see Start of Year 2020 on this website to work through Start of Year processing for your school. These cover the requirements for most employees.

The following tables describe additional scenarios that might arise. If you need help with an individual situation, contact the Novopay Service Centre.

Annualisation

Situation Solution
You have an annualised non-teacher whose start date is earlier than 31 January 2020. Use 31 January 2020 as the employee's start date on the NOVO23nt and then submit timesheets for hours worked before 31 January 2020 if they are already annualised.

If however they are new employee, they will need to be set up as Term Time Only from their start date and then annualised from 31 January 2020.

Allowances

Situation Solution
You have an employee with a Tutor Teacher Allowance (TTA) or Maori Immersion Teaching Allowance (MITA). TTA and MITA allowances automatically end at the end of each year, as these allowances have to be applied for each year. The teacher will be paid holiday pay on their allowance from the end of the year.

Authorised users

Situation Solution
You discover that someone is an authorised NOL user and they should no longer have access. Complete a NOVO5c to cancel their access. Once actioned, this will be confirmed by the Novopay Service Centre.
You are the principal and your authorised user will be returning to school before your start date in 2020.
Make sure you have completed start of year processing for your authorised user before you go on Christmas leave, or they may not be able to access Novopay Online in 2020 and complete start of year processing for your school's employees.

Dates

Situation Solution
You have a teacher aide that you do not want to start until well into the first term, depending on roll numbers. You want to know how to treat them at Start of Year. You can either turn them into a timesheet only employee with a NOVO2nt from 07 February 2020 then turn them back into a Term Time Time Only with a NOVO2nt effective from their start date in 2020 or you can start them from 07 February 2020 in the Start of Year screen then put them on Leave Without Pay until the day before their return.
You have a term-time only employee who finishes ten days after the end of term, and returns before the school starts. This results in an overlap of dates in regard to holiday pay.

Enter the start date in the Start of Year screen as the day after the leave booking ends, then submit a time sheet for the days that overlap with annual leave.

You can check leave bookings in the Pay Period 19 Transaction Report CSV file which can be downloaded from My Reporting > School Reports in Novopay Online.

To find the transaction record easily, you can sort the CSV file by employee name, Leave Type and Leave Dates.

You can also check your PP19 SUE report for the last day of ALTTO.

You have a non-teaching permanent term-time employee who will be working after the School's Term 4 end date, and restarting before the school Term 1 start date. It is acceptable for non-teaching staff to have start and end dates that are outside the school start and end dates.

'Grayed out' employee

Situation Solution
You notice that you cannot change some fixed-term employees in the SoY screen, as the row is grayed out. A message displays, saying that the employee is not active for the current SOY, and to contact the Novopay Service Centre. Make a note of the Employee's End Date. The row is likely to be greyed out because their fixed-term end date is before the school's Term 4 end date.

Complete a NOVO2nt to extend their occupancy dates.
Once the NOVO2nt has been processed, the employee may still appear grey with the same error message. This is due to the occupancy having been extended independently of the EoY/SoY process.

You will still be able to submit the rest of your school's SoY data through the SoY screen. For the greyed out employee, send the appropriate NOVO forms to the Novopay Service Centre.

Reports

Situation Solution
You would like to find out the employment status of your employees, and what employment agreement they are on. You can download the Appointment Summary Report, via My School > Appointment details > Appointment summary, which gives details of start and end dates, and agreements, grades and steps.