Payroll Update End of Year special edition

News for School Payroll Staff

 

Kia ora koutou

  1. End of Year screen is now open
  2. 2023 key dates
  3. Check your EdPay access
  4. Payroll emergency contact
  5. Terminating jobs
  6. Term 4 end date 2023 must be checked in the End of Year screen
  7. No End of Year complete button
  8. Help to complete your End of Year tasks
  9. Survey

1. End of Year screen is now open

End of Year is an annual payroll process that ensures your employees are paid correctly over the term 4 holidays. If you completed last year’s End of Year, this year’s will be very similar.

It comes down to four questions:

  1. What are your school’s end date for 2023 and start and end dates for 2024?
  2. Which employees' jobs are ending (terminating) in term 4 2023?
  3. Which continuing employees will have a last day for 2023 that is different to your school's term 4 end date?
  4. Have you booked annual leave for your 52-week workers?

2. 2023 key dates

  • 18 October – End of Year screen available in EdPay.
  • 5pm, 22 November – End of Year processing must be completed.
  • 12 December – Main payday for pay period 19 – lump sum holiday pay is paid for term-time only and timesheet only employees, teachers who started after 7 February 2023 and therefore failed the full-year test, and teachers who are returning in 2024.
  • 15 December – Second payday for pay period 19 – termination pay is paid for employees whose roles were terminated on or before 12 Dec 2023, and out of cycle payments.
  • 22 December – Main payday for pay period 20 – public holidays are paid out for eligible timesheet only employees.

3. Check your EdPay access

EdPay passwords expire every 60 days and yours may need re-setting before you can complete the End of Year tasks.
Use the 'Forgot my password' link on the EdPay log in screen to reset your password, or your payroll advisor can help with this if needed.

4. Payroll emergency contact

Who can we contact if there is a payroll emergency when the school is closed? This is especially important when the school is closed over the term 4 holidays.

Please let us know the name, phone number and email address of your school’s designated emergency contact (who must be an authorised user) by emailing support@novopay.govt.nz with 'Emergency contact' in the subject line.

If you've already told us who your contact will be in the End of Year/Start of Year survey, you don't need to do anything.

5. Terminating jobs

If an employee is not continuing at your school in 2024, you will need to terminate their job. When their job is terminated, these employees won't receive any payments after their contract ends.

Please make sure they are not returning to the same job in 2024 before terminating their job.

Use the End of Year report to note all information on terminated jobs, and have these checked and approved, if necessary, before beginning the termination process. Keep resignation letters for auditing purposes.

If the employee is an authorised user, also complete a EP5c form to remove their authorised user access.

To change or reverse a termination after it has been submitted, send a NOVO6r form to your payroll advisor.

Termination pay dates

If the job termination date is between 29 Nov–12 Dec 2023, the termination pay will be paid on 15 December 2023.

Go to our website for more information about End of Year terminations

6. Term 4 end date 2023 must be checked in the End of Year screen

Please make sure that your term 4 end date for 2023 is correct before the End of Year screen closes.  You cannot change this end date after the screen closes.

7. No End of Year complete button

There is no ‘End of Year complete’ button. All information you enter will update in real time.

All the changes you need to make (school term dates, last day of duty, or terminations) must be made by 5pm, 22 November. They won’t be able to be changed after this point.

8. Help to complete your End of Year tasks

There is a range of resources to help you complete your End of Year tasks. 

End of Year video

End of Year website information (EdPay.govt.nz)

End of Year printable guide (PDF, 1.19MB)

9. Survey

Thank you for answering the End of Year/Start of Year survey. We're working through the feedback and will be adding more guidance where we can. We hope to have this year's annualisation information available for schools next month.

Ngā mihi
Education Payroll team