Kia ora koutou
Here is our last payroll update for term three. At the end of each term, we like to remind schools about these recurring events:
- holiday pay reductions
- updating EdPay when employees have resigned or their contract ends
- checking the Auto Increments screen
- teachers’ salary increments.
We also wanted to let you know that EdPay will no longer accept CSV timesheet uploads using the secondary part-time additional hours pay code (SPTAH). This is because the SPTAH code is no longer available.
Holiday pay reduction for some teachers
It is a condition of teacher’s employment agreements that if unpaid leave is taken during a school term, this may reduce their holiday pay as they have worked less hours.
At the beginning of each term break, Education Payroll will calculate whether holiday pay reductions are needed for all teachers who have taken unpaid leave during the term just ended.
If a holiday pay reduction is applied, this will show up on the Staff Usage and Expenditure (SUE) report as code ‘HPR’, which stands for holiday pay reduction.
The employee’s payslip in the pay period before the reduction, will include a line that says: ‘Future Tchers HP Reduction’ and the number of days of holiday pay that will be reduced eg three days.
Education Payroll will apply any holiday pay reductions from the employee's next pay. This will be the pay that falls over that term break.
Please advise teachers who are taking leave without pay, that it may affect their holiday pay.
If employees want to find out how these deductions are calculated, they can refer to the remuneration section of their employment agreement under holiday pay, as sometimes different agreements calculate these deductions differently.
There is more information on our website: EdPay | Tools to help you | A-Z | H | Holiday pay reduction for teachers
Please update EdPay if employees are resigning, or their contract ends at the end of term
Please terminate employee’s jobs at the end of term if they have resigned, or their fixed-term contract has finished, and they will not be returning next term. This will prevent any overpayments.
Reminder to check the Auto Increments screen
Employees covered by these agreements can automatically progress to a higher salary step on their work start date anniversary:
- Support Staff in Schools Collective Agreement (SSSCA) 2022–24 or Individual Employment Agreement, or
- Librarians and Library Assistants, Science Technicians, Teacher Aides or Administrators Pay Equity Settlements.
The Auto Increments screen in EdPay shows the staff at your school who are due to receive a salary increment in the next 90 days. The screen is here: EdPay > My School > Administration > Progression > Auto Increments
Increments will happen automatically and there is nothing you need to do, unless the increment needs to be deferred.
If an employee hasn’t met performance standards or their work remains solely within their current grade, their increment may need to be deferred (postponed).
Any deferrals need to be discussed with the employee two months before the increment is scheduled.
If an increment needs to be deferred, please follow these instructions on our website: Deferring automatic salary increments for support staff
The work matrix table in the remuneration section of the Support Staff in Schools Collective Agreement 2022–24 explains the work that falls in each grade for the different types of employees.
Jobs on Grade D have their salary reviewed annually via a manual process
For jobs on Grade D (GRDD), where the employee isn’t covered by a pay equity settlement, automatic salary increments do not apply. Their salary needs to be reviewed annually. To request a change in their pay rates you can either make a pay details change in EdPay, or send us an Annualisation agreement change of hours/pay rate for non-teachers (EP24nt) for annualised staff.
Teachers' salary increments also need to be checked and confirmed using the Attestation School report
The report can be downloaded from EdPay > Reports and selecting Attestation School report.
Please check this report regularly as schools need to confirm whether teachers’ salary progression should go ahead. The progression will not happen automatically.
If a teacher you believe is due for salary progression is missing from the report, please write their name and MOE number on the report and then attest them and send it Education Payroll. We will then check if the teacher is due an increment.
Payroll administrators can check the report, but principals will need sign the report. School auditors will check that attestation reports have been signed, so please retain a copy of the signed report for your audit files.
Please go to our website for more information on the Attestation School report
EdPay will not accept CSV timesheet uploads using the SPTAH code
The Secondary Teachers’ Collective Agreement 2023–2025 includes a change to the way part-time teachers are paid for additional hours worked.
From the beginning of term three, the secondary part-time additional hours pay code (SPTAH) has no longer available. The SPTAH code hasn’t been available to select on individual timesheets in EdPay since the beginning of term three.
We’re pleased to let you know that the final part of this change has been completed, and EdPay will no longer accept CSV file timesheets that include the SPTAH code.
How to pay part-time teacher’s additional hours
If a part-time teacher works additional hours, their Full Time Teacher Equivalent (FTTE) should be increased, or this work should be coded using the short-term reliever (DDR) pay code, depending on the type and length of work they are undertaking.
Please read the joint guidance from the Ministry of Education and the PPTA, which has several examples showing when to use the DDR code and when to increase FTTE.
Part-time secondary teacher's additional hours
That’s all from us. Thank you for all work that you do to help us keep payroll timely and accurate. Have a great break!
Ngā mihi
Education Payroll