Payroll Update 18 January 2023
Kia ora koutou
- Key dates
- Annualisation top-up will be in pay period 24
- Start of Year 2023
- Check your employees' start dates
- Schools' start dates cannot be on a regional or public holiday
- Employees on continuous ACC leave
- Submit salary assessments for teachers ASAP
- 2022 audit reports available soon
- Always use a NZ-based IP address
- EdPay.govt.nz refresher
1. Key dates
- 30 January – Annualisation forms (EP23nt) need to be submitted by 5pm
- 2 February – employees restarting in pay period 23 need to be restarted in the Start of Year screen in EdPay
- 6 February – Waitangi Day
- 24 February – Start of Year screen closes at 5pm
2. Annualisation top-up will be in pay period 24
Any 2022 annualised employees who complete the annualisation period (which ends 30 January 2022) and are owed a top-up amount, will receive it in pay period 24 (payday 21 February). Top-up amounts may include a holiday pay top-up for additional hours worked throughout the year, or a percentage of gross earnings for pay periods 19—22 if someone was term-time-only in 2021 but annualised in 2022.
3. Start of Year 2023
The Start of Year screen is open until 5pm 24 February 2023. All of your processing must be completed by this date.
For everything you need to know:
4. Check your employees' start dates
Term-time-only employee start dates
Use your employee's actual start date for term-time-only employees. Please note they cannot start on a weekend or a public holiday.
Term-time-only employees who do not return at the school's start date also need to have Leave Without Pay (LWOP) booked from 8 February 2023 until the day before the employee is due to return. Not completing this step could result in overpayments.
Returning teacher start dates
Regardless of what date the school opens for instruction, if a returning fixed-term teacher is employed at your school, 28 January is their start date in the Start of Year screen.
If a fixed-term teacher is starting after your school's start date, please see page 6 of the Start of Year Guide to see whether leave should be booked.
Note: in order to make changes to an employee's hours, allowances, funding etc, you must first submit their start and end dates in the Start of Year screen. Employees need to be restarted by the pay period that they return. Please make sure your counter in the Restart employees tab in the Start of Year screen is zero when the Start of Year screen closes at 5pm, 24 February 2023.
5. Schools' start dates cannot be on a regional or public holiday
Please be aware of any holidays when entering your school's start date for 2023, as schools cannot start on a regional or public holiday or a weekend. For example, if your school is in Auckland or Nelson, the start date cannot be 30 January 2023 as it is the anniversary holiday for both regions.
6. Employees on continuous ACC leave
If your employee is still on continuous Accident Compensation Corporation (ACC) leave or still covered by the ACC scheme, you will need to continue to submit a NOVO12acc leave booking form. For more information see on EdPay.govt.nz: ACC claims
7. Submit salary assessments for teachers ASAP
Please submit any salary assessments for newly graduated teachers, overseas teachers and teachers returning to the profession, as soon as possible.
Please note:
- salary assessments can be submitted even if the employee doesn't yet have a Ministry of Education number, IRD number or NZ bank account number
- your brand-new teachers will be started on a the minimum grade and step by default, if they have not been salary assessed before they start at your school.
Assessments are likely to require teachers to provide several supporting documents, so we advise them to start the process now. For more information see on EdPay.govt.nz: Salary assessment
8. 2022 audit reports available soon
The 2022 audit reports, which schools require to complete their financial statements, will be available from 3 February 2023.
These reports will be available for download from EdPay:
- School Annual Accrual Report (SAAR)
- Leave liability reports
These reports will be available for download from the Ministry of Education (the Ministry) Secure Data Portal:
- Overpayments error schedule
- Stop pays error schedule
- Funding code error schedule
Key audit dates
3 February – reports are available in EdPay
31 March – financial statements should be with auditors
31 May – annual reports to be submitted to the Ministry
For more information see on EdPay.govt.nz: Audit requirements for payroll records
The Ministry is preparing a detailed instructions document, which you will be able to download from their website soon.
If you need help with these instructions or have specific questions about preparing the 2022 annual financial statements, contact your regional Ministry school financial advisor:
9. Always use a New Zealand-based IP address
To make your information more secure, we have limited access to the EdPay login page to New Zealand-based IP addresses. An IP (Internet Protocol) address is a series of numbers that identifies any device on a network. If you need to log in to EdPay while you are overseas, you will not be able to connect unless you use a New Zealand VPN (virtual private network). 'Network for Learning (N4L) can provide schools with a VPN to use to access EdPay if you are overseas. Contact by emailing info@n4l.co.nz or phoning 0800 532 764.
10. EdPay.govt.nz refresher
Welcome back to the first payroll update of 2023. For principals and school administrators new to the schools’ payroll, here is a quick refresher on the information you can find on EdPay.govt.nz. EdPay is an intuitive payroll system, and if you need help with EdPay or payroll processes, the EdPay website is a knowledge base for all things payroll. Here are a few of the frequently visited pages:
Payroll tasks that can be completed in EdPay and those that require sending in a form, with links to download each form.
Guidance for completing payroll tasks such as Start of Year, fortnightly pay, school audit, leave management, payroll record-keeping and salary assessment .
Resources to help you manage the payroll such as codes, payroll calendar, A-Z of payroll and the fortnightly pay cycle.
Videos and guides to help get you started in EdPay, make employee details changes, manage leave, timesheets, allowances, transaction checking and approval, codes and funding management.
News
Newsletters are emailed to authorised EdPay users as required, so there may be newsletters weekly, fortnightly or less often, depending on what is changing in the payroll.
Previous versions of the newsletter are on EdPay.govt.nz under News and from the Home page.
Alerts are brief, short-term notifications on the Home page and on the EdPay login screen with urgent information affecting the payroll or EdPay.
Authorisation
EdPay authorised users’ additions, cancellations and changes need to be formally notified by the school via an:
EdPay5 Authorisation changes
EdPay5c Cancel authorisation
Ngā mihi
Education Payroll