Pay cycle changes FAQs

These FAQs give answers to the questions we have had from authorised users about the new streamlined pay cycle, beginning 20 April 2022. 

  • Q. When is the pay cycle changing?
    A. The first streamlined pay period is PP03, which starts on Wednesday 20 April, during the first week of the school holidays. The first payday under the new cycle will be Tuesday 3 May, during the first week of term. We are doing it then to minimise the impact of the changeover.

  • Q. Why is the pay cycle changing?
    A. Our bank is moving to bank file technology which no longer supports 'stop-pays' and manual payments. These were both very manual processes. We've worked with the Ministry of Education to streamline the pay cycle, in line with payroll best practice. This new streamlined approach will lessen the need for adjustments and be more accurate. Visibility will improve – for the first time the SUE Reports will show all payroll payments for the pay period.

    Currently, around 25,000 transactions are submitted between the first draft SUE on Thursday (day 9) and close of business on Monday (day 13). This puts immense pressure on our team to get your employees paid accurately, and on time. The new cycle cut-off will be on Thursday, which will allow more time to correct errors and submit out-of-cycle payments, resulting in more accurate and timely pay and fewer overpayments. 

    With the increase in visibility that EdPay provides, the majority of pay transactions that are entered are processed immediately and can therefore be checked for accuracy as soon as they have been entered. For example, all timesheets that are submitted via EdPay can immediately be viewed from the Timesheet Overview screen and key details like date worked, pay code, hours and funding can all be checked and confirmed correct before the SUE report is even available. To find out which types of EdPay transactions ar processed immediately and which generate a ticket, click here.

  • I want to provide feedback about this. Who do I contact?
    Please email feedback@edpay.nz

​The first SUE report (day 10)

  • Why is the SUE report moving to Friday (day10)?
    The SUE report has moved to Friday to ensure accuracy, as it needs to show all transactions (entered prior to the 5.30pm Thursday cut-off). The purpose of this report is to provide an accurate record of the payments made in a pay period, while also giving you sufficient time to check and correct any errors before the pay is run.

    Previously the first SUE report (Thursday) was not accurate, as a considerable number of transactions were entered after it was produced. By the time the second SUE report (Monday) was available, there often was not enough time to process error adjustments before the pay was run.

    In the new streamlined pay cycle most transactions need to be completed by Thursday 5.30pm, so that the first SUE, issued on Friday, is an accurate record of payments for the pay period. You then have a full day to check and identify any errors which can then be corrected in time for payday. 

  • If I spot an error on the first SUE (eg 22 hours paid instead of 2 hours) how do I go about fixing this?
    Use an EP31 (formerly NOVO31) to submit an adjustment. You have from 9am – 5pm Friday (day 10) to submit the EP31. For information about making SUE adjustments, visit the first draft SUE report page or click here.

  • If I look at the first SUE and realise I’ve forgotten to pay someone, what are my options?
    This may qualify as an emergency payment where you can use the out of cycle (OOC) pay option, by submitting an EP31. The deadline for this is 12pm Thursday (day 2 of next pay period), to be paid Friday (day 3 of the next pay period).

    How to submit an out-of-cycle payment 
    How to submit a SUE adjustment 

  • I used to do input checking, using the first SUE on Thursday (day 9). It's now available on Friday. What if this doesn't suit the way our office works?
    If you don't work that day you may need to arrange for another authorised user to check what you have entered. Alternatively, remember that the timesheet and leave histories show transactions that have been processed, just as the SUE report does, and you don't have to wait for Friday to view them. So, for timesheets and leave, you could use their histories for input checking, as they will match the SUE report and are live, up-to-date and can be printed. 

  • What adjustments can I submit once I've checked the first SUE (day 10)?
    The only adjustments that can be made to the Friday SUE via EP31 are those that correct errors that are showing on the SUE. For late or forgotten transactions, an out of cycle (OOC) payment should be considered.
    How to submit an out-of-cycle payment 

Deadlines and cut-offs

  • I used to save all my timesheets up and enter them on the Friday before payday (day 10). But if I do that with the new pay cycle, my staff won’t get paid until the next pay period. Is this correct?
    That’s correct. They need to be submitted before 5.30pm on Thursday (day 9). Timesheets from Friday (day 10) – Tuesday (day 14) can be entered in advance to be paid, so long as this is before 5.30pm on Thursday (day 9).

  • I forgot to submit a timesheet and it's past the Thursday cut off. If I send a NOVO11nt in, is it possible for it to be processed in time for payday?
    This is very unlikely as our school account teams will be working on processing EP31 SUE adjustments, as a priority.

  • If I enter timesheet hours and relief hours online via EdPay on a Friday (day 10). Will these payments be paid in that current pay period?
    No, the new cut-off for EdPay transactions that are automatically processed (all timesheet & leave entries in EdPay) is 5.30pm on the Thursday (day 9). Entries made after this will be accepted but not paid out until the following pay period. Timesheet hours can be entered in advance for the Friday – Tuesday (day 10–14) if these are set hours and the school is confident they will be worked. As long as these payments are entered before 5.30pm Thursday (day 9), they will be paid in the current pay period.

  • Will LWOP submitted after Thursday cut-off, for days 10–14, be processed but deducted next pay period?
    Yes.

  • Will LWOP reversed after Thursday cut-off, for days 10–14, be processed but reversed next pay period?Yes.

Relievers

  • Will day-to-day relievers who work on Friday (day 10), Monday (day 13) and Tuesday (day 14) have to wait till the subsequent payday to get their pay?
    Yes, they will be paid on the following payday, unless you know they will be working in advance and can submit their hours before 5.30pm on Thursday (day 9).
  • Implications for relievers and timesheet employees 
    Once the changes are in effect the timeframe for submitting timesheets for day-to-day relievers and timesheet employees will still be 14 days in length. 
  • How do the pay cycles compare?
    Previous pay cycle
    The timeframe for submitting hours for these employees to be paid on the upcoming payday started on day 14 (previous pay period) and ended day 13 (current pay period). 

    New streamlined pay cycle
    The timeframe for submitting hours for these employees to be paid on the upcoming payday starts on day 10 (previous pay period) and ends on day 9 (current pay period). 

    As this timeline shows, 
    the previous timeframe for submitting EdPay transactions (up until day 13), allowed little time for the required checks to take place before employees are paid (day 14), leading to errors. The new streamlined timeframe will remedy this. 

Termination pay

  • An employee can't see termination pay on their payslip. Are they being paid it?
    Termination pay is now being processed and paid separately to normal salary payments. Employees who are due termination pay will receive a separate payslip with the details of their termination pay with the termination pay paid on day 1 (Wednesday) of the following pay period.
  • I submitted terminations before the cut-off, but I cannot see it on the SUE report 
    Termination payments will first show on the subsequent day 10 (Friday) SUE report. These payments will be easily identified and shown separate to the payments due to be paid in that pay period.
  • I want to know the details of my employee's termination pay before it's paid.
    Please contact your payroll advisor.
  • An employee has questioned their termination pay. It will be on the next SUE so I can't check it. What do I do?
    Please contact your payroll advisor.

Straight through processing

  • How will I know which of my entries are straight through processes (STPs or processed immediately), and which aren't – so I know which deadline or cut-off applies? 
    We have published a list on our EdPay submissions page to advise you which entries are processed immediately and which create a ticket.

What do I tell employees if asked about the changes?

I need more information – what do I do?

If you have a question that's not covered here, please email feedback@edpay.nz