Annualisation
Annualisation is the process of spreading out the earnings of support staff who work during term-time only, into equal fortnightly pays throughout the year (including during school holidays).
The fortnightly calculation is based on the employee's standard hours per week, excluding additional hours. Annual leave is built into these fortnightly payments. Annualised employees are paid for public holidays if they fall on a day of the week they normally work.
Eligibility
Employees need to agree to having their payments annualised and must:
- be intending to work for at least a full school year and
- not be planning to take more than two consecutive weeks of unpaid leave.
Note: Employees on a school caretakers, cleaners, canteen and ground staff agreement cannot be annualised.
How to annualise an employee
You will need to complete an annualisation form EP23nt each year for each employee who wants their pay annualised. This is because the annualisation percentage calculations change depending on when public holidays and term dates fall.
New hires
Enter the new hire's details in EdPay (+New Employee / Onboarding). If this creates a ticket number, reply to the ticket with the EP23nt form so the new hire and the annualisation can be processed together.
Employees starting work before 31 January
If you have a term-time only employee starting before 31 January, you'll need to timesheet those hours.
Key dates
| Deadline |
Date |
Description |
Annualisation year start and end dates
|
31 January – 30 January
|
Annualisation year start and end dates are 31 January to 30 January of the following year.
(Support Staff in Schools' Collection Agreement - Clause 3:15)
|
EP23nt form – authorised users
|
The last day of your school’s term 4
|
Authorised users who have annualised their pay must update their agreement each year before mid-January. This is to make sure they do not lose access to EdPay when their current annualised year ends on 30 January.
|
EP23nt form – all other employees
|
End of January each year
|
All other employees must update their agreement and submit EP23nt forms before the end of January.
|
2025 final date for EP23nt form
|
27 January 2025
|
All EP23nt forms must be submitted by the form cut-off for pay period 23 on 27 January 2025.
|
Annualisation screen
There is a screen in EdPay that shows information you will need to complete the EP23nt annualisation form. You can find the screen in EdPay on the Employee Dashboard tab. Select the green Annualisation button.
Currently the screen only shows your school’s employees who had their pay annualised in 2024.
Please use the annualisation screen to help you complete the EP23nt form, even if you are familiar with the process. The screen will make it easier to complete the form and to get all the details right first time.
Changes during the year
If your employee's pay rate, hours or allowances change during the annualised year, or they sign a new employment agreement, complete an EP24nt for the appropriate year, or a NOVO24nt form for years between 2018-2021. Go to EdPay and forms for links to forms and instructions.
Ending annualisation
| If the employee... |
then... |
chooses to stop having their pay annualised before the end of the year
|
change their employment type on their EdPay Job screen. They can then be paid term-time only or by timesheet.
|
takes unplanned leave without pay for more than two weeks
|
their annualisation will need to stop.
Book their leave (as Leave Without Pay) in EdPay, and change their employment type in the Job screen.
|
has completed all the agreed
weeks on the annualisation agreement (EP23nt)
|
complete a NOVO6 form (do not terminate their role in EdPay).
|
| If they want... |
then... |
|
| the remainder of their annualisation paid as a lump sum |
write their actual last day of duty on the form and write in the comments that the remainder should be paid as a lump sum. |
|
| to continue receiving their pay at the annualised amount through to the end of the year |
write 30 January as their last day of duty. |
|
|
Record keeping
Keep a copy of forms in the employee's file. See Payroll record keeping for more details.
Learn more
Click here for more information about annualisation including sample calculations.
Annualisations video 2mins (Opens in Vimeo.com)