Payroll update 15 October 2026 – special edition about the End of Year process

News for School Payroll Staff


 

Kia ora koutou

This is our special edition payroll update about the End of Year (EOY) process. It contains information on the ‘what, why, when and how’ of the End of Year process. It also contains links to key resources to help you with your End of Year tasks.

 

Completing the EOY process ensures employees are paid correctly over the holidays

The purpose of the End of Year process is to make sure all your employees are paid correctly over the term four holidays. By following the process, you can ensure your employees are paid accurately and on time.


The End of Year screen will open on 28 October

The End of Year screen opens in EdPay on Wednesday 28 October. It closes at 4.30pm on Thursday 26 November.

The End of Year process is later this year because we have to include an extra pay period every 11 years. This pushes dates out later than usual. However, we’ve done our best to make the dates for End of Year as workable as possible despite the later date.


Answering these four questions will help you prepare for the EOY process

This year’s End of Year process is very similar to last year. So if you completed the process last year, you’ll have a good understanding of what’s required.
  1. Is your school’s term four end date correct in EdPay?
  2. Which employees’ jobs are terminating (ending) in term four this year?
  3. Which continuing employees (employees still employed by the school next year) have a last day of duty this year that is different to your school’s term four end date?
  4. Have you booked annual leave for your 52-week workers?

We’ve created resources to help you with your End of Year tasks

Key resources include our:

These resources are also available in the EOY toolbox on our website.


Keep these things in mind when completing your End of Year tasks

  1. Make sure your term four end date for this year is correct before the EOY screen closes. You cannot change this date after the EOY screen closes.
  2. Before you begin terminating a job, make sure the employee is not returning to that same job next year.
  3. End of Year processing happens in real time – the information updates as soon as you enter it into the screen. EdPay does not have an ‘End of Year complete’ button. You can download the EOY report as many times as you like to check your progress through EOY.
  4. All the changes you need to make (school term dates, last day of duty, or terminations) must be made by 4.30pm on Thursday 26 November. You cannot make changes after this date.

The End of Year guide includes all this information and more.


We’ve improved how you terminate jobs in the termination screen

We’ve made it easier to choose the right termination date

We’ve changed the termination screen so you can only select valid dates. If you choose an invalid date, you’ll get the message, ‘Invalid date entered. Please select a valid date from the date picker’.

We’ve added a tick box to help you with part-time teacher terminations

In the termination screen, part-time teachers will have a tick box option next to the termination date column. Teachers who aren’t part-time will have ‘N/A’ in this column (see below).


For part-time teachers whose jobs you are terminating:

  • tick the box if they are completing all their usual hours in their last week of work – this will change the termination date to make sure they are paid correctly
  • leave the box unticked if they aren’t completing all their usual hours in their last week of work – this won’t change the termination date, and they’ll be paid based on the date you’ve already selected.

Here are the key dates for the End of Year process



You still have time to complete our EOY/SOY survey

Thanks to those of you who have already answered our EOY/SOY survey. For those of you who haven’t, there’s still time.

The survey closes 5pm this Friday 16 October. You can answer it by using the personalised link we emailed you on 22 September. The survey asks:

  • if you would like extra support from us during EOY/SOY
  • who we can contact at your school if a payroll emergency happens when the school is closed over the term four holidays.

Your responses will help us improve the information, guidance, and support we provide for EOY/SOY.

 


Ngā mihi

Education Payroll