Authorised user access
Authorised users are authorised to access the Education Payroll Service (ie the Education Payroll Service Centre and EdPay).
Authorised users are the people within schools who have been delegated authority to carry out payroll activities. A school can have as many authorised users as needed. The responsibilities of individual authorised users will vary between schools.
Authorised user roles in EdPay
Some payroll activities require authorised user access. The responsibilities of individual authorised users will vary between schools. EdPay has the following authorised user roles:
| Access type |
A user with this access type can |
Choose this access type when |
| School-wide administrator |
access all employee records for the school |
the administrator is responsible for processing pay for all school employees |
| Timesheet and leave administrator |
access the employee list but not the employee's personal or financial details
submit timesheet and leave instructions (inlcuding relievers) |
the administrator will only access or issue timesheet and leave instructions |
| Principal |
access all employee records for the school |
the employee is the principal of the school |
| University administrator only |
access EdPay reports |
the administrator works for the university |
Other roles have forms-only access:
| Access type |
A user with this access type can |
Choose this access when |
| Community education administrator only |
access community education employee records |
the administrator will only access or issue instructions for community education employees |
| Out-of-hours music administrator only |
access out-of-hours music employee records |
the administrator will only access or issue instructions for out-of-hours music employees |
Request access to EdPay or change EdPay user details
Complete an EP5 form to add an authorised user or change an existing user's details.
The form will need to be signed by the employee requesting access, and by the principal, board of trustee member or board of trustee chair (refer to the form for more details).
Email a copy to support@novopay.govt.nz and keep a copy your records.
The employee will receive an email confirming that they have been set up as an authorised user, and advising them of their password.
Cancel access to EdPay
Complete an EP5c form to cancel access for employees who have no longer work at the school or who no longer require access to EdPay.
Submit the signed original to support@novopay.govt.nz.
The Authorised user report (link to more information) can be downloaded from EdPay to check who your school's current authorised users are.
Log in to EdPay
Authorised users need to enter their user name and password in the EdPay login screen.
Your user name is your 7-digit MoE number (which is not the same as your teacher registration number). If your MoE number is shorter than this, add zeros at the front to make it up to 7 digits, eg 12345 becomes 0012345 and 123456 becomes 0123456.
You will be given a temporary password. You'll be prompted to change your password the first time you log in, then every 60 days.
If you have questions relating to payroll administration at your school, see Contact us for the appropriate contact point.
Reset your EdPay password
To reset your password, you can use the Forgot Password button on the EdPay login screen.
Password security
Passwords for EdPay are like banking PIN numbers and should be treated in the same way. Do not share your passwords with anyone, especially not through unsolicited emails, calls or texts. Remember that EPL won’t ever email or text asking you for your password. Do not allow anyone to know or use your password.
Authorised user email
Information sent from an authorised email address will be processed by the School Account Team as a valid payroll instruction. Do not allow anyone to access your email address.
Acting principal
There can be only one person at a school with Principal access to the Education Payroll Service. If the principal is away for more than two weeks, and another employee is in an 'acting principal' role, see Appoint an acting principal for options to set up access to the EdPay service.