Start of Year scenarios

Use the Start of Year 2022 Guide (PDF, 1.63MB) or the step-by-step process to guide you through the Start of Year tasks.

These tables cover scenarios that might arise. If you still need help, your dedicated payroll adviser can assist.

Annualisation

Situation Solution
You have an annualised non-teacher whose start date is earlier than 31 January 2022. Use 31 January 2022 as the employee's start date on the NOVO23nt and then submit timesheets for hours worked before 31 January 2022 if they are already annualised.

If they are a new employee, they will need to be set up as term-time only from their start date and then annualised from 31 January 2022.
- The New Hire will need to show their correct start date. You will also need to send in their NOVO23nt so your payroll advisor can process the annualisation.

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.

MITA - send in a NOVO37t or NOVO38t
TTA - send in a NOVO36m (prim) or NOVO36t (Area)

Authorised users

Situation Solution
You discover that someone is an authorised user and they should no longer have access. Complete a EdPay5c to cancel their access. Once actioned, this will be confirmed by your payroll adviser.
You are the principal and your authorised user will be returning to school before your start date in 2022.
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 EdPay in 2022 and complete start of year processing for your school's employees.

Start and end dates

Fixed-term teachers

If a fixed-term teacher is starting: Then
before 28 January.  update their start date in EdPay. They will be paid from the start date advised by the school in EdPay. If the start date overlaps with holiday pay, they will be paid from the day after holiday pay ends.
(Only for new teachers who did not work the previous year)
between 28 January and 8 February.

enter 28 January as their start date in the Start of Year screen. Also enter their end date. Their pay will be backdated to 28 January.

Note: If the teacher is new to the payroll, starting on or after 9 February, they will be paid from the start date advised by the school in EdPay. If the start date is 8 February or earlier, it will default to 28 January.

after 8 February because they are taking leave without pay. enter 28 January as their start date in the Start of Year screen. Also enter their end date. Book leave without pay (LWOP) from 28 January to the day before they return.
They will be paid from the day after their LWOP ends.
after 8 February and is not taking leave without pay. terminate them in EdPay. Restart them in a new job in EdPay


Non-teachers

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. Complete a pay details change to make them a timesheet only employee from 07 February, 2022, then on their actual start date in 2022, change them back to a term-time only employee using another pay details change.
Or
Start them from 07 February 2022 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 EdPay Leave History screen. You will see a booking record for Annual Leave. (This is loaded by Education Payroll Holiday process and can't be amended)

To find the leave booking record easily, you can search the page by employee name. You can also search the CSV by employee name/number, 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.

Leave without pay (LWOP)

Situation Solution
If an employee is taking LWOP from the start of 2022. Book the LWOP from their start date to the day before the day they return
If an employee is on LWOP at the end of 2021 and will be returning in 2022 later than the date booked. Book additional LWOP
If an employee is on LWOP at the end of 2021 and will be returning in 2022 earlier than the date booked. Complete a NOVO12r form to reverse the leave days booked.


Funding and department codes

You can change the employee's funding or department code in EdPay using the funding details changes. Use the appropriate 'effective date' for them. If you need to create new department codes, send the list through to your payroll advisor to support@novopay.govt.nz