Payroll update 2 September 2026

 

Kia ora koutou

We hope you are starting to enjoy some brighter days as spring arrives.

This newsletter contains information about your school’s ACC levy and the forms portal, along with reminders about preparing for the term break, and submitting timesheets for relievers.

 

Your school’s 2026 ACC levy will be deducted soon

Your ACC levy will be deducted on 8 September

Your school’s 2026 ACC levy will be deducted from your school’s account on 8 September 2026. Please make sure you have enough funds in your account on this date.

You can download your ACC levy invoice from EdPay

To download your school’s 2026 ACC levy invoice from EdPay, go to EdPay > Reports tab > ACC EOY report > 2026 invoice.

 

The new forms portal is coming to all schools

All schools will get access to the forms portal on 8 September

If you’re an EdPay authorised user, you’ll be able to use the forms portal when it goes live for all schools on Tuesday 8 September.

In the forms portal, you can submit forms online instead of having to attach a PDF to an email. This should be quicker and easier, and you’ll be able to see the progress of your request. 

Our special edition payroll update lets you know how to get ready

You should have received a special edition of the payroll update yesterday. This lets you know everything you need to do to get ready to use the forms portal.

Beta schools are continuing to successfully use the forms portal

Beta schools have had access to the forms portal since 11 August, and they’ve now successfully submitted over 1,000 forms. They’ve also given us useful feedback as we prepare to release the forms portal to all schools. Thanks again, Beta schools – we appreciate you!

 

Please complete these checks before term break

Check your school’s Pay Ending Report

Please check the Pay Ending Report at the end of the term to see if you need to extend, restart or terminate any jobs in EdPay.  The Pay Ending Report shows:

• employees whose jobs are due to end in the next 90 days
• employees who have left but whose jobs haven’t been terminated yet.

To view the report, go to EdPay > Reports > Pay Ending Report.

For more information, see the Pay Ending Report page on the EdPay website.

Check the ‘My Employees’ page and help prevent overpayments

The end of term is also a good time to go to the ‘My Employees’ page in EdPay and check you have terminated jobs in the system at the right time.

Out of all the payroll overpayments this year, 49% related to job terminations and unpaid leave. By notifying us about these early, you can help prevent overpayments.

 

We’ll calculate holiday pay reductions soon

At the beginning of term break, we’ll calculate holiday pay reductions

Holiday pay reductions affect teachers who have taken unpaid leave during this term and/or previous terms. For example, some teachers may have taken leave without pay (LWOP) or sick leave without pay (SLWOP).

Holiday pay reductions will be applied in the term break

If a holiday pay reduction is needed, it will affect the pay that falls within the term break. It will appear in the school update and exception (SUE) report as code HPR.  

If teachers want to know how their reductions are calculated, they can check their employment agreement’s remuneration / holiday pay section.

For more information, see the Holiday Pay Reduction page on the EdPay website.

 

Remember to use accurate dates on reliever timesheets

Please enter the actual date worked on reliever timesheets

Enter the actual date a reliever worked when you complete the timesheet for that reliever. If you enter a different date, this can cause issues for other schools when they try to enter hours for the same reliever.

Contact us if you can’t enter the actual date worked

Please call us if you’ve tried to enter the actual date worked on a timesheet for a reliever and you’ve received an error message that says, ‘total hours exceeded for this work day’. This may mean another school has incorrectly entered hours on this date, and we can help sort this out for you.

 

Thank you!

We understand this is a busy time of term, and we really appreciate everything you do to help us make sure your staff are paid correctly and on time.

 

 

Ngā mihi
Education Payroll