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EdPay and forms

Tasks that should be completed in EdPay – listed in the first table below
Tasks that need a form – with links to Smart forms and EdPay forms
Back-up smart forms – use only if EdPay is unavailable

1. Tasks that should be completed in EdPay

Name	for
Deferring automatic salary increments (for support staff)	support staff who are eligible to receive annual automatic salary increments within the next 90 days will now appear on the Auto Increments screen under the heading for their collective agreement. See Deferring automatic salary increments for non-teachers Teachers, and non-teachers who are not eligible to receive annual auto increments, will still have to be reviewed on the Attestation report and confirmed or deferred manually.
Employee details change	name email address phone number address See Change personal details
Funding/department code change	add a new funding or department code change or check the description of an existing code See Change or add funding/department codes Changes to funding code 11340 and 11320 – use a NOVO21
Financial details changes	main bank account tax code KiwiSaver See Change financial details Use a NOVO29 for KiwiSaver enrolment and savings suspensions
Individual employment agreement (IEA) pay change for all employees	staff who have signed the latest IEA following a newly ratified collective agreement See IEA change screen New IEAs will be added to EdPay as they are promulgated. For any agreement that is not available in EdPay an EP22 form can be used.
Leave bookings	See Booking leave For ACC leave bookings use a NOVO12acc For timesheet-only employees and secondary principals use a NOVO12
Leave reversal	some employees' leave can be reversed in EdPay, if so you will see a minus next to the name in the Leave dashboard in EdPay. See Reverse leave To reverse or change non-eligible bookings, use a NOVO12r
New appointments for teachers and non-teachers	all new teaching and non-teaching appointments See Add an employee
Pay details change for teachers and non-teachers	teachers changing hours employed support staff changing hours employed permanent and fixed-term allowances retrospective date changes fixed-term employees changing contract end dates tenure changes See Change pay details For advising higher duties, Communities of Learning, Maori immersion, tutor teacher, service increment allowances, see tasks that require a form from the list below.
Termination/end of employment	when an employee: resigns from, leaves or ends a job transfers to another school leaves the education service See Terminate job For terminating annualised employees – use a NOVO6
Timesheets for caretakers/ cleaners/ canteen workers/ ground staff individual relief teachers non-teachers	advising casual & fortnightly timesheet hours or allowances or additional fortnightly hours worked by staff not on timesheet advising timesheet hours (in part days) worked by relief teaching staff for the week advising weekly, casual & fortnightly timesheet hours worked by, or allowances due to, non-teachers on timesheet & additional fortnightly hours worked by, or additional allowances due to, non-teachers not on timesheet See Submitting timesheets

2. Tasks that need a form

PLEASE NOTE: If you're using a form, download and save the form to your desktop or another place on your computer. If you don't save it before filling it in, you will lose your data. The School Account Team will return out of date, incorrect, illegible or incomplete forms to you for re-submission.

Name	Use for	Smart Form
EdPay service authorisation / changes to details	authorising an employee to administer schools' payroll through the EdPay, including employees not paid by EPL changing an authorised employee's details NOTE: use EdPay to on-board any new staff member who will also complete your school's payroll work	EP5
Cancel service authorisation	to cancel an employee's service authorisation in the payroll system	EP5c
Termination/ end of employment for annualised employees		NOVO6 NOVO6 instructions
Termination reversal	Request cancellation of a termination of employment	NOVO6r NOVO6r instructions
Salary assessment for teachers	determining a teacher's pay if: this is their first position they have not taught in a state or state integrated school for two years	NOVO7t – download form & instructions from the Salary Assessment page
Statement of service request for teachers	requests for: a statement of service pay history salary cards for teaching staff the last 5 years' service for registration or certification purposes NOTE: for leave, retirement, or redundancy checks use an EP31	NOVO9t NOVO9t instructions
Timesheet for out-of-hours music & art staff	advising the timesheet hours worked when you cannot enter the details into EdPay	NOVO10nt NOVO10nt instructions
ACC leave & ACC partial duties bookings Note: advise all other leave using in EdPay or on a NOVO12	booking all ACC leave, including future-dated ACC leave advising changes to a leave period advising any hours worked while on ACC	NOVO12acc NOVO12acc instructions
Timesheet for adult/ community education staff	advising weekly hours worked when you cannot enter the details into EdPay	NOVO14nt NOVO14nt instructions
Teacher or principal at a communities of learning role Note: submit the confirmation letter from the New Appointment National Panel for all leadership and across community & between schools teacher role appointments		NOVO16c
Teaching unit/ payment allocation/ allowance change for teachers	when you & your teacher have formally agreed to change the unit, payment or allowance details for their position when Ministry approval is required, or when it covers retrospective dates	NOVO16t Complex examples
New/ improved/ additional qualifications for teachers	when a teacher has received new, additional or improved qualifications that payroll has not yet assessed	NOVO17t – instructions on the Salary Assessment page
Service increment for teachers	requesting application of a service increment for an employee	NOVO18t – instructions on the Salary Assessment page
Childcare credit for teachers	a permanent or fixed-term teacher who has previously resigned, or taken leave from a permanent teaching position, to care for their own child	NOVO19t – instructions on the Salary Assessment page
Additional hours/allowances for teachers	advising additional fortnightly hours worked by part-time teaching staff who are not relievers; & additional one-off allowances to teaching staff, if you're unable to enter the details in EdPay	NOVO20t NOVO20t instructions
Individual employment agreement (IEA) pay change for all employees	staff who have signed the latest IEA following a newly ratified collective agreement. Please note the new EP22 replaces the NOVO22t and NOVO22nt forms. IEA changes can now be made on the IEA change screen in EdPay.	EP22 EP22 instructions
Annualisation for 2023 is now closed 2023 Annualisation agreement for support staff	permanent and fixed-term, term-time only support staff to have their projected earning for a 12-month period spread across the whole year	EP23nt – 2023 EP23nt instructions
Annualisation agreement change of hours/pay rate for non-teachers Note: please use the correct form for the appropriate year	advising that you have changed an annualised non-teacher's regular hours of work or pay rate	EP24nt – 2023 EP24nt – instructions EdPay24nt – 2022 NOVO24nt – 2021 NOVO24nt – 2020 NOVO24nt – 2019 NOVO24nt – 2018
	The NOVO25nt is no longer required when cancelling an annualisation. Details can now be provided on the NOVO2nt (pay details change for non-teachers) & on the NOVO6 (termination/end of employment).	NOVO25nt
Collective agreement arrears request	claiming backdated arrears to previous employees	NOVO26 NOVO26 instructions
Paid parental leave grant	advising that an employee is entitled to receive a maternity grant or ex-gratia parental payment	EP27 EP27 instructions
Higher duties allowance for teachers	advising of a teacher acting in a higher position	NOVO28t NOVO28t instructions
Higher duties allowance for teachers or principal acting in a communities of learning role	advising of acting in a higher position	NOVO28a
Higher duties allowance for a teacher or principal covering for another teacher or principal in a communities of learning role	advising of a teacher acting in a higher position – one-off time sheeted payment	NOVO28b
KiwiSaver enrolment and savings suspensions		NOVO29
SUE report corrections / Advice of changes General enquiries	requesting a SUE adjustment or out of cycle payment advising of an overpayment request service information for the purposes of leave checks/balances, retirement or reduncancy checks All other enquiries	New: EP31 (updated version of NOVO31) EP31 instructions
Deduction by school	For all event-based deductions made to an employee's pay by your school	NOVO33
Annual leave cash-up	requesting an annual leave cash-up for non-teachers, and secondary principals who are employed as 52-week employees	NOVO35 NOVO35 instructions
Tutor teacher allowance form Mentor teacher allowance form	for teachers employed under the Area School Teachers' Collective Agreement for teachers employed under the Primary School Teachers' Collective Agreement	NOVO36t NOVO36m NOVO36m instructions
Maori immersion teacher allowance form (area, primary, and secondary)	applying for a Maori immersion teacher allowance for teachers and principals employed under the Area, Primary and Secondary School Teachers' Collective Agreement & Area, Primary & Secondary School Principals' Collective Agreement	EP37t
Maori immersion teacher –additional allowance form (area and primary)	applying for a Maori immersion teacher additional allowance for teachers employed under the Area & Primary Teachers' Collective Agreements	NOVO38t
Bus controllers' allowances claim		NOVO39t

3. Back-up smart forms – use only if EdPay is unavailable

Name	Use when EdPay unavailable	Novopay Smart Form
New appointment for non-teachers	all new non-teaching appointments	NOVO1nt NOVO1nt instructions
New appointment for teachers	all new teaching appointments	NOVO1t NOVO1t instructions
Pay details change for non-teachers	support staff changing hours employed permanent and fixed-term allowances for non-teachers retrospective date changes fixed-term employees changing contract end dates	NOVO2nt Note: use a NOVO12acc Smart Form if your employee is working reduced hours due to an accident
Pay details change for teachers	teachers changing hours employed permanent and fixed-term allowances for teachers retrospective date changes fixed-term employees changing contract end dates NOTE: not for advising higher duties, Communities of Learning, Maori immersion, tutor teacher, service increment allowances for employers	NOVO2t Note: use a NOVO12acc Smart Formif your employee is working reduced hours due to an accident
Employee details change	changes to an employee's personal details We are phasing out the use of NOVO3 for all changes except for day-to-day relievers. If a NOVO3 is submitted for employees other than day-to-day relievers the school will be asked to make the change in EdPay instead.	NOVO3 NOVO3 instructions
Tax details change		NOVO4 NOVO4 instructions
Termination/ end of employment	when an employee: resigns from, leaves or ends a job transfers to another school leaves the education service	NOVO6 NOVO6 instructions
Timesheet for caretakers/cleaners/canteen workers/ground staff	advising casual and fortnightly timesheet hours or allowances or additional fortnightly hours worked by staff not on timesheet, if can't enter the details into EdPay	NOVO11nt NOVO11nt instructions
Leave bookings (other than ACC leave bookings) Note: advise ACC leave bookings using a NOVO12acc Smart Form		NOVO12 NOVO12 instructions
Leave booking reversal	reversing leave when you cannot enter the details into EdPay	NOVO12r
Timesheet for non-teachers	advising weekly, casual and fortnightly timesheet hours worked by, or allowances due to, non-teachers on timesheet; and additional fortnightly hours worked by, or additional allowances due to, non-teachers not on timesheet, if you can't enter the details into EdPay	NOVO13nt NOVO13nt instructions
Timesheet for individual relief teachers	advising timesheet hours (in part days) worked by relief teaching staff for the week, if you're unable to enter the details into EdPay	NOVO15t NOVO15t instructions
Funding/department code change	changing the funding or department code for employees for future dates or within the last 2 pay periods, if you're unable to enter the details directly into EdPay	NOVO21
Individual employment agreement (IEA) pay change for all employees	staff who have signed the latest IEA following a newly ratified collective agreement Please note the new EP22 replaces the NOVO22t and NOVO22nt forms.	EP22 EP22 instructions
KiwiSaver enrolment & changes		NOVO29

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Forms

EdPay and forms

1. Tasks that should be completed in EdPay

2. Tasks that need a form

3. Back-up smart forms – use only if EdPay is unavailable