Forms and Smart Forms

Question Answer
What is a Smart Form? Smart Forms are NOVO Forms that can be completed electronically by typing the data directly into the PDF then emailed to Education Payroll for processing.
Are all NOVO forms Smart Forms?
No. Some forms still need a handwritten signature, some still need to be posted to us, while others use an excel spreadsheet. Please refer to the forms page on our Website which advises the forms that can be completed as Smart Forms.
If I'm sending a Smart Form through for myself, doesn't my Principal need to sign it?
For payroll instructions relating to yourself, we still accept electronic signatures on our Smart Forms. The Smart Form can be emailed to the Principal who can type their name in the signature field.
How often will NOVO forms be updated? NOVO forms will only be updated if there is a change in the information required, for example if there is a change in the law or employment agreements. If a NOVO form changes there will be an alert placed on our website.
Are the NOVO forms easy to complete? Yes. The NOVO forms are easy to complete. They are PDFs which you can edit on screen, and you can tab through the questions. BUT remember many entries can be done in EdPay and you won't need to use a form.
How do we know what information is mandatory in the NOVO forms, for example ethnicity? The instruction sheet attached to the form tells you what is mandatory. Ethnicity is not mandatory information.
If we have a lot of forms to send can we email them in one lot?

Yes. You can attach a number of NOVO forms to an email to send at once, and you don't need to write anything in the email. BUT you can only attach one type of form to an email and need to follow this format for the subject line:
NOVO form number/school number/employee MoE number/s

However in many cases it is preferable to enter your instructions into EdPay, or to use one of the CSV templates (under the Forms tab on our Website).

Is there a size limit on the files we can email to the Education Payroll Service Centre?

No. There is no size limit on the files you can email in, but we suggest a limit of 3 attachments per email. Large files may be blocked by your outgoing server and could delay processing at the Education Payroll Service centre.

If you are processing a large number of files we suggest you use the CSV templates or enter instructions straight into EdPay.

Where do I send forms to? You can email forms to - or post them to The Education Payroll Service Centre, PO Box 3049, Wellington 6140.
How do I add or change an employee's IRD number and tax code? Send the relevant NOVO form to the Education Payroll Service Centre. You use a NOVO1T or NOVO1nt for new employees, or NOVO4 for change of tax details. You can't change tax codes online (this is an Inland revenue stipulation).
Do the NOVO forms use the same numbering as the old ESP forms? Yes. The NOVO forms have the same numbering format but with NOVO as a prefix, for example NOVO1t.
Can we get hard copies of NOVO forms? All the NOVO forms are on the EdPay website and authorised users can print them out. But many of the payroll instructions can be done in EdPay, which is much more efficient.
What happens if we send the wrong NOVO form - will we have to resubmit it? If the wrong NOVO form is sent you will have to submit a new one - the Education Payroll Service Centre will tell you which form is required.