Payroll Update 1 December 2023

News for School Payroll Staff

 

Kia ora koutou

  1. Key dates
  2. Temporary extended phone hours
  3. Upcoming payments and changes in pay period 19
  4. Timesheet-only employees and public holidays
  5. Please don’t reply to closed tickets
  6. Information for former exiting employees (support staff, therapists and/or Kaiārahi i te Reo
  7. Sick leave deductions for weekends for teachers and principals

1. Key dates

04 December

(Monday)

Last day to submit forms so they are included in pay period 19, pay day 12 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 19.

07 December

(Thursday)

 

Last day to submit EdPay changes that process immediately, eg leave and timesheets, so they are included in pay period 19.

08 December

(Friday)

SUE report for pay period 19

For help with reading your SUE report go to Holiday pay codes (EdPay.govt.nz)

For help with explaining how an employee’s holiday pay is paid over the term 4 holiday go to Holiday pay guide 2023/24 (EdPay.govt.nz)

12 December

(Tuesday)

Pay period 19 main pay day

Lump sum holiday pay is paid for:

  • term-time only employees
  • timesheet only employees
  • returning teachers who started after 7 February 2023 and therefore didn’t pass the full-year test.

See also: Upcoming payments and changes in pay period 19

13 December

(Wednesday)

Last day to submit forms so they are included in pay period 20, pay day 22 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.

15 December

(Friday)

Pay period 19 out-of-cycle and terminations pay day

  • termination pay is paid for employees whose roles were terminated on or before 12 December 2023, and
  • out-of-cycle payments.

5pm, 19 December

(Tuesday)

Last day to submit EdPay changes that process immediately, eg leave and timesheets, so they are included in pay period 20.

20 December

(Wednesday)

SUE report for pay period 20.

22 December

(Friday)

Main pay day for pay period 20

  • public holidays paid for eligible timesheet-only employees
  • termination pay paid for employees whose roles were terminated on or before 26 December 2023, and we were notified in time to include in pay period 20.

29 December

(Friday)

 Out-of-cycle pay day for pay period 20:

  • out-of-cycle payments.

2. Temporary extended phone hours

To assist during pay period 19, our phones will be open from 9am–4pm from 8–13 December.

3. Upcoming payments and changes in pay period 19

These are the additional payments and changes occurring in pay period 19, pay day 12 December. 

For people on an IEA, both the employee and employer need to have signed the latest IEA and have this change recorded in EdPay or by form to receive the lump sum payment and pay rate increases under these agreements.

Area school teachers

  • $5,000 payment to non-union teachers, where the teacher and employer have signed the IEA and updated the IEA Change Screen in EdPay by 30 November.
    Primary principals (NZEI)

Primary principals (NZEI)

  • $1,000 payment to union members bound by the Primary Principals’ (NZEI) Collective Agreement as at 01 December 2023 (pro-rated for part-time).

Area school principals

  • $1,000 payment to union members who were bound by the Area School Principals’ Collective Agreement as at 01 December 2023 (pro-rated for part-time).

Secondary principals

  • Principals on the Secondary Principals’ Collective Agreement or IEA will be paid the new rates as per the 01 December 2023 increase.
  • $1,500 payment to all on the Secondary Principals’ Collective Agreement or IEA who were employed as at 01 December 2023 (pro-rated for part time).

Primary principals (PPCBU)

  • Primary principals on the PPCBU Collective Agreement or IEA will be paid the new rates as per the 01 December 2023 increase. The new rates out of the variation will be paid in a future pay period.

Primary principals (PPCBU) variation

  • $1,500 payment to all primary principals on the PPCBU Collective Agreement or IEA who were employed as at 01 December 2023 (pro-rated for part-time).

Support staff

  • Support Staff in Schools’ Collective Agreement or IEA will be paid on the new rates effective from 01 December 2023 as per the variation. This does not include the backdated rates effective 01 December 2022 – these will be paid 05 March 2024.
  • $500 payment to those on the Support Staff in Schools’ Collective Agreement and IEA who were employed as at 01 December 2023 (pro-rated for part-time and casual staff).

School caretakers, cleaners, canteen and ground staff

  • $500 payment to those on the School Caretakers’, Cleaners’, Canteen and Ground Staff Collective Agreement or IEA who were employed as at 01 December 2023 (pro-rated for part-time and casual staff).

Secondary and area school ground staff

  • $500 payment to all secondary and area school ground staff on the IEA who were employed as at 01 December 2023 (pro-rated for part-time).

Te Aho o Te Kura Pounamu early childhood teachers

  • Teachers on Te Aho o Te Kura Pounamu Early Childhood Teachers’ Collective Agreement will be paid the new rates as per the 01 December 2023 increase. The new rates out of the variation will be paid in future pay period.

Te Aho o Te Kura Pounamu early childhood teachers variation

  • $1,416 payment to teachers, head teachers and senior teachers on the Te Aho o Te Kura Pounamu Early Childhood Teachers’ Collective Agreement who were employed as at 01 December 2023 (pro-rated for part time and casual staff).
  • $710 payment to teachers, head teachers and senior teachers on the Te Aho o Te Kura Pounamu Early Childhood Teachers’ Collective Agreement who were employed as at 01 December 2023 (paid at the full rate for all teachers).

Te Aho o Te Kura Pounamu specialist and support staff

  • Support staff on the Te Aho o Te Kura Pounamu Specialist and Support Collective Agreement will be paid the new rates as per the 01 December 2023 increase.
  • $500 payment to those on the Te Aho o Te Kura Pounamu Specialist and Support Collective Agreement who were employed as at 01 December 2023 (pro-rated for part-time and casual staff)

Specialist residential schools

  • Non-teaching employees (as specified in the agreement) on the Specialist Residential Schools’ Collective Agreement or IEA will be paid the new rates as per the 11 December 2023 increase.
  • $500 payment to those on the Specialist Residential Schools’ Collective Agreement or IEA who were employed as at 01 December 2023 (pro-rated for part-time).

Kaiārahi i te Reo and therapists

  • Employees on the Kaiārahi i te Reo and Therapists’ Collective Agreement and IEA will be paid on the new rates effective from 01 December 2023 as per the variation.  This does not include the backdated rates effective 01 December 2022  – these will be paid 05 March 2024.
  • $500 payment to those on the Kaiārahi i te Reo and Therapists’ Collective Agreement and IEA who were employed as at 01 December 2023 (pro-rated for part-time and casual staff).

Community education

  • Employees on the Community Education Collective Agreement will be paid the new rates as per the 01 December 2023 increase.
  • $500 payment to all on the Community Education Collective Agreement or IEA who were employed as at 01 December 2023 (pro-rated for part-time).

The special payments and rate changes that will be paid in pay periods 19 and 20 are summarised here: Pay periods 19 & 20 (EdPay.govt.nz)

4. Timesheet-only employees and public holidays

Timesheet-only employees who are eligible for public holidays (Christmas Day, Boxing Day, New Year’s Day, and Day after New Year’s Day) will be paid these in pay period 20, pay day 22 December, based on their timesheets paid in pay period 18 and 19. This is the only time we automatically pay public holidays to these employees.

5. Please don’t reply to closed tickets

After a payroll request has been closed, any further messages from the school on the closed ticket, will not be seen  by a payroll advisor. Instead, please send through a new request or contact your payroll advisor to discuss a closed ticket.

6. Information for former/exiting employees (support staff, therapists and/or Kaiārahi i te Reo)

On 05 March 2024, employees on the Support Staff in Schools’ and Kaiārahi i te Reo and Therapists collective agreements (and IEAs) will receive the pay rate increase effective 1 December 2022.

This will be paid to all employees who are eligible, even if they are no longer working in a school. The Ministry of Education will be contacting affected former employees to let them know that this increase will be paid into the last bank account on record. 

It is important for employees to let the Ministry of Education know if their bank account details have changed. If your school has support staff, therapists and/or Kaiārahi I te Reo finishing between now and March 2024, please share this information with them before they leave.

If bank account information has changed, please contact Ohumahi Support Ohumahi.Support@education.govt.nz  or phone 0800 114 117.

7. Sick leave deductions for weekends for teachers and principals

New sick leave conditions and entitlements were introduced in the latest collective agreements and IEAs for all teachers and principals.

A key change is that when sick leave is booked, only the days a school is open for instruction will be deducted from an employee’s sick leave balance.
For teachers and principals on the latest agreements, EdPay will automatically disregard any weekends and public holidays from a period of sick leave that is booked.

This change came into effect:

  • from 03 July 2022 for secondary teachers
  • from 01 December 2022 for secondary principals and primary principals on the PPCBU agreement
  • from 03 July 2023 for primary teachers, area teachers, area principals and primary principals on the NZEI agreement.

Sick leave that was booked between the time this change came into effect until 21 November (the date the technical solution was put place) that included deduction for a weekend, has been credited back to the teacher’s or principal’s leave balance. These employees will see an increase in their sick leave balance on their payslip in pay period 19, pay day 12 December. There is nothing schools need to do.

For teaching employees on older IEAs, there are no changes taking place to sick leave bookings or entitlements.

There will be more changes to improve sick leave entitlements for teachers and principals coming into effect from 28 January 2024.

Ngā mihi

Education Payroll