Start of Year scenarios
This page explains a number of scenarios that schools could have while entering their Start of Year information and their solutions.
Annualisation
| Situation |
Solution |
| You have an annualised non-teacher whose start date is earlier than 31 January 2025. |
Use 31 January 2025 as the employee's start date on the EP23nt and then submit timesheets for hours worked before 31 January 2025 if they are already annualised.
If they are a new employee, they will need to be set up as term time only from their start date and then annualised from 31 January 2025.
The New Hire will need to show their correct start date. You will also need to send in their EP23nt so your payroll advisor can process the annualisation. |
Allowances
| Situation |
Solution |
| You have an employee with a Tutor Teacher Allowance (TTA) or Māori Immersion Teaching Allowance (MITA) or a Pacific Bilingual Immersion Teaching Allowance (PBITA) |
TTA, MITA, PBITA allowances automatically end at the end of each year, and have to be reapplied for each new year. The teacher will be paid holiday pay on their allowance from the end of the year.
MITA and PBITA allowances for teachers can be added in EdPay.
For principals
Please send MITA requests on an EP37t (MITA base allowance) or an EP38t (MITA additional allowance)
TTA - send in a NOVO36m (prim) or NOVO36t (Area)
PBITA - send an EP37p form |
Employees may be eligible for allowances, as specified in their employment agreement. Some allowances automatically renew each year, while others will need to be added. For more information see the Start of Year allowance summary
Authorised EdPay users
| Situation |
Solution |
| There is an employee with EdPay access who no longer requires it for their role, or who no longer works at the school |
Complete an EP5c to cancel their access. Once actioned, this will be confirmed by your payroll adviser. |
You are the principal and the employee with EdPay access is returning to school before your start date in 2025
|
Complete the start of year information for the employee before you go on leave in 2024.
This makes sure they have access to EdPay when they return to work in 2025 and will be able to complete the Start of Year information for the rest of your employees.
|
Start and end dates
Fixed-term teachers
| If a fixed-term teacher is starting: |
Then |
| before 28 January. |
For returning teachers who worked all of 2024:
They will be paid salary from 28 January, even if they began working prior to this, as their paid holiday pay (HPP or HPF) will be booked and paid until 27 January.
For returning teachers who did not work a full year in 2024:
They will be paid from 28 January unless you advise us differently on an EP31. They can only be paid salary prior to 28 January if they have an unpaid holiday pay booking (HPU).
For brand new teachers, who did not work the previous year:
They will be paid from the start date advised by your school in the 'add new employee' form submitted through EdPay. |
| between 28 January and 7 February. |
For returning teachers to your school:
restart the teachers in Start of Year screen. 28 January will be their start date. They will be paid salary from 28 January.
For teachers new to your school:
add an employee in EdPay, and enter 28 January as their start date.
|
| if a part-time teacher is starting after 7 February and they have no normal working days prior to 7 February due to your school start date |
28 January will be their start date in the Start of Year screen
|
| after 8 February because they are taking leave without pay. |
28 January will be their start date in the Start of Year screen. Book leave without pay (LWOP) from 28 January until the day before they return. They will be paid salary from the day after their LWOP ends. |
Non-teachers
| Situation |
Solution |
| You have a term-time-only employee that you do not want to start until well into the first term, depending on roll numbers. |
Start them from 7 February 2025 in the Start of Year screen, then put them on Leave Without Pay until the day before their return. |
| You have a term-time only employee who finishes ten days after the end of term, and returns before the school starts. This results in an overlap of dates in regard to annual leave. |
Enter the start date in the Start of Year screen as the day after the leave booking ends, then submit a timesheet for the days that overlap with annual leave.
You can check your PP19 SUE report for the last day of ALTTO.
|
| You have a non-teaching permanent term-time employee who will be working after the school's term 4 end date and restarting before the school term 1 start date. |
Non-teaching staff can have start and end dates that are outside the school start and end dates. |
Leave without pay (LWOP)
| Situation |
Solution |
| If an employee is taking leave without pay (LWOP) from the start of 2025. |
Book the LWOP from their start date to the day before the day they return. |
| If an employee is on LWOP at the end of 2023 and will be returning in 2025 later than the date booked. |
Book additional LWOP |
| If an employee is on LWOP at the end of 2023 and will be returning in 2025 earlier than the date booked. |
Either reverse the leave in EdPay if possible or complete an EP12r form
|
Funding and department codes
If you need to change the employee's funding or department code in EdPay:
- EdPay > My Employees
- Click the employee's name
- Go to the job funding section in the Job Details screen
- Use the appropriate 'effective date' for them
If you need to create new department codes in EdPay:
- EdPay > My School
- Administration
- Department codes