Payroll Update 6 November 2024
Kia ora koutou
This Payroll Update contains some key dates and reminders, plus information about extended phone hours, annualisation and an addition to the teacher onboarding screen.
Key dates
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5pm Wednesday
20 November
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End of Year screen closes. End of Year processing must be complete.
When the screen closes you need to have entered:
- school term dates
- last day of duty, and
- terminations.
You cannot change end of year information after the screen closes.
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Monday
2 December
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Start of Year screen opens in EdPay
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Your school’s last day of term
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Please send us EP23nt forms for EdPay authorised users whose pay will be annualised in 2025 before your school’s last day of term to prevent losing access to EdPay. (For more information, see the Annualisation section below.)
(Last day to submit an EP23nt for all other employees who are being annualised is 27 January 2025.)
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Tuesday
10 December
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Main payday for pay period 19 – lump sum holiday pay is paid for:
- term-time only employees
- timesheet only employees, and
- fixed-term teachers who started after 7 February 2024 and who are returning in 2025.
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Friday
13 December
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Second payday for pay period 19.
Termination pay is paid for employees whose roles were terminated between 27 November - 10 December 2024 and out-of-cycle payments.
Our website has more information about End of Year terminations
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Monday
16 December
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- Last day to submit forms so they are included in pay period 20 (pay day 24 December).
- Last day to submit changes in EdPay that can create a ticket (eg terminating roles or pay details changes) so they are included in pay period 20.
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Thursday
19 December
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Last day to submit EdPay changes that process immediately (eg leave and timesheets) so they are included in pay period 20.
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Tuesday
24 December
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Main payday for pay period 20.
Public holidays are paid out for eligible timesheet only employees.
Termination pay is paid for employees whose roles were terminated between 11 December – 24 December 2024.
Our website has more information about End of Year terminations
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5 pm Friday
27 December
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Cut off for out-of-cycle pay day for pay period 20
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Monday
30 December
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Out-of-cycle pay day for pay period 20
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Monday
27 January
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Last day to submit EP23nt annualisation forms
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Thursday
30 January
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Last day to restart term-time only non-teaching employees and fixed-term teachers starting in pay period 23 (insert date)
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Thursday
13 February
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Last day to restart term-time-only non-teaching employees who are starting in pay period 24
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Friday
21 February
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Start of Year screen closes at 5pm
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Reminders
Resources for End of Year tasks
End of Year website information (EdPay.govt.nz)
End of Year Guide 2024 (PDF, 756KB)
End of Year/Start of Year key dates flyer 2024-25 (PDF, 149KB)
End of Year special payroll update (25 September)
Emergency contact details
Please let us know your school’s designated emergency payroll contact (who must be an authorised user) for when your school is closed. Please email the emergency contact’s name, phone number and email address to support@novopay.govt.nz with 'Emergency contact' in the subject line.
If you have already told us who your contact will be; thank you, you don't need to do anything.
Extended phone hours
We will extend phone hours on two days in November to give you more time to call us if you need assistance with End of Year processes.
- 9am to 4pm Thursday 14 November to Tuesday 19 November
- 9am to 5pm Wednesday 20 November (closing date of the End of Year screen)
We will also extend phone hours in December. We will inform you of the dates closer to the time.
Annualisation
Annualisation is the process of spreading out the earnings of support staff who work during term-time only, into equal fortnightly pays throughout the year (including during school holidays).
Reminders about annualisation
- Current employees: Annualisation does not roll over. You need to submit a new EP23nt form each year for continuing employees to have their pay annualised.
- New hires:You will need to submit the New Hire/Onboarding in EdPay. If this creates a ticket number, then reply to the ticket with the EP23nt form, so the new hire and the annualisation can be processed together.
- Due dates:
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- Authorised EdPay users at your school whose pay is annualised: Please send us their EP23nt forms before your school’s last day of term four. This is to make sure they do not lose access to EdPay when they return to work in 2025.
- All other employees whose pay is annualised: Forms must be submitted by Monday 27 January 2024.
Annualisation form EP23nt
You can access the 2025 Annualisation form EP23nt here: EdPay and forms (EdPay.govt.nz)
Annualisation screen
We have created a new screen in EdPay that shows information you will need to complete the EP23nt annualisation form. You can find the screen in EdPay on the Employee Dashboard tab. Select the green Annualisation button.
Currently the screen only shows your school’s employees who had their pay annualised in 2024.
Please use the annualisation screen to help you complete the EP23nt form, even if you are familiar with the process. The screen will make it easier to complete the form and to get all the details right first time.
Teaching Council number - change to teacher onboarding screen
When onboarding a new teacher in EdPay, you need to enter personal and employment details including their Teaching Council number. Sometimes this number is not entered, particularly if the teacher is in the process of applying for Teaching Council registration.
Teaching Council registration can have a significant impact on teachers’ pay and therefore it is important to enter the registration number to make sure the teacher’s initial pay is correct. To support this we have added more information to the onboarding screen:
“Important: To avoid potential salary impact, please enter the number even if the Teaching Council application is not yet processed.”
If your teacher hasn’t supplied the number, you may need to ask them for their application number (which will become their registration number).
Thank you for all the work you do. We will send you more reminders, key dates and information over the next few weeks. Please do not hesitate to get in touch with us if you have any questions.
Ngā mihi nui
Education Payroll