Kia ora koutou
- Check your Pay Ending report before end of term
- Holiday pay reduction for some teachers
- Short-term relievers are always on the latest individual employment agreement
- Changes to collective agreements
- Are your employees’ details correct?
- Download the latest version of forms from the website
1. Check your Pay Ending report before end of term
Please check your Pay Ending report before the end of term to see if you need to extend or terminate any jobs. This report shows employees whose jobs are due to end in the next 90 days. These employees will not receive pay after the job-end-date shown. It also shows jobs that have ended where the school has not terminated the job (this is known as lapsed).
Go to EdPay > Reports > Pay Ending report
Lapsed fixed-term jobs will automatically terminate two pay periods after the employee's job-end-date. Schools will need to terminate permanent jobs. A fixed-term job will show as lapsed in EdPay if the employee's end date is in the past. If the employee’s job is continuing, extend their fixed term end date using EdPay.
For more information, go to Pay Ending report (EdPay.govt.nz).
2. Holiday pay reduction for some teachers
If a teacher has taken unpaid leave during a school term, they may require a holiday pay reduction. EPL calculates these at the beginning of each term break and applies the reductions in the pay that falls during that term break. Different sectors may have different rules for this, see the links to each collective agreement from the holiday pay reduction page (EdPay.govt.nz).
3. Short-term relievers are always on the latest individual employment agreement (IEA)
Short-term relievers are always on the latest IEA. There is no need to update EdPay or send an EP22 form.
4. Changes to collective agreements
There have been lots of payroll changes this year due to the new collective agreements. The Ministry of Education has created some information pages to help you communicate these changes to your employees. See the table at bottom of each page for change timeframes. We recommend you bookmark these pages as easy reference guides.
Changes to the Secondary Teachers' Collective Agreement 2022-25 – Education in New Zealand
Changes to the Area School Principals' Collective Agreement 2023-25 – Education in New Zealand
Changes to Primary Teachers' Collective Agreement 2023-25 – Education in New Zealand
Changes to Primary Principals' Collective Agreement 2023-25 – Education in New Zealand
5. Are your employees' details correct?
Making sure that EdPay has accurate personal and contact details helps to prevent errors and meet legal requirements under the Privacy Act. It’s recommended that schools check these employee details every six months:
- name
- physical (postal) address
- phone contact
- email address.
Employees can check on their payslips that their name and postal address or email address are correct and let you know if any changes are needed.
6. Download the latest version of forms from the website
From time to time our forms are updated to include new codes, fixes or improvements. To ensure you are using the most up-to-date form, download it from the EdPay and forms page.
These forms have been updated recently:
- EP12 (was the NOVO12) Leave bookings – use for timesheet, casual employees and short-term reliever
- EP12r (was the NOVO12r) Leave changes and reversals (use if booking can’t be reversed in EdPay)
- EP16t (was the NOVO16t) Allowance changes (use if change can’t be made in EdPay)
- EP16c (was the NOVO16c) Kāhui Ako/Communities of Learning (includes new KAHRW allowance code)
- EP7t (was the NOVO7t) Salary assessment for teachers (use only if the new salary assessment application portal isn’t available)
- EP17t (was the NOVO17t) Additional qualifications for teachers
- EP18t (was the NOVO18t) Service increment for teachers
- EP19t (was the NOVO19t) Childcare credit for teachers
Leave bookings and reversals for some employees can be made in EdPay. For more info read about the tasks that can be completed in EdPay at the top of the EdPay and forms page.
Ngā mihi
Education Payroll