Payroll update 3 September 2025

 

Kia ora koutou

EdPay-ESL single sign on - 90% and counting!

Congratulations. 90% of active authorised users have linked EdPay to ESL and are now using single sign on. Thank you very much for working with us to implement this change which provides extra security for our payroll system.

To keep the momentum going, please check in with other authorised users at your school, particularly those who don’t use EdPay very often, and let us know if anyone needs extra support to complete the linking process. We will be removing the direct access workaround link soon. If you have any questions, contact the Education Sector Service Desk on 0800 422 599, option 2.

Your school’s 2025 ACC levy will be debited on 9 September

On Tuesday 9 September 2025, Education Payroll will debit your ACC levy amount from your school’s account. Please make sure there are enough funds in your account on that date to cover this payment.

You can download the levy invoice from EdPay > Reports tab > ACC EOY report > 2025 invoice.

Primary Principals – collective agreement change for existing employees

The collective agreement for the Primary Principals' Collective Bargaining Union (PPCBU) expired on 5 May. We have now moved PPCBU members to agreements that mirror the expired one, based on guidance from the Ministry.

Please see the Ministry’s guidance which shows the different membership and employment terms that determine members’ agreements.

New PPCBU members – from 6 May

Principals who left NZEI and joined the PPCBU after the collective agreement expired will continue to be employed on an Individual Employee Agreement (IEA) based on the PPCA-NZEI unless they and their employer sign the PPCBU IEA.

Newly employed principals

Principals are covered by the NZEI agreement for the first 30 days of their employment. If they join PPCBU they can move to the PPCBU IEA.

What we need from you

Principals

Please complete an Individual Employment Agreement (IEA) change (EP22) form and send it to your Payroll Advisor if you:

• joined the PPCBU from the 6 May 2025, and
• signed the PPCBU IEA.

We can then update our system with the correct agreement.

School administrators

Please bring this item to your school principal’s attention if it’s relevant.

Surveys

End of Year/Start of Year and emergency contact survey

Our End of Year (EOY) and Start of Year (SOY) processes ensure that employees are paid correctly over the term four break and from the beginning of the school year. Schools submit information in EdPay’s EOY screen during October-November and the SOY screen from December to February.

Earlier this week we emailed schools a link to a survey asking:

• if you would like extra support from us during EOY/SOY, and
• who can we contact at your school if there is a payroll emergency when the school is closed.

We would like the person who will be doing the EOY/SOY processing to complete the survey. Please only send one response for your school.

Thank you if you have sent your survey back already.

Customer Satisfaction Survey

Our April - June Customer Satisfaction Survey is now live. The survey goes out to a sample of school users from the address feedback@edpay.nz and if you received an email this week, we would really appreciate you taking the time to complete the survey.

Over the course of a year, we give all schools an opportunity to provide feedback via our Customer Satisfaction survey. The feedback we receive plays a vital role in understanding your needs and making improvements.

Term break reminders

Check your school’s Pay Ending report before term break

The Pay Ending report shows employees whose jobs are due to end in the next 90 days and employees who have left but whose jobs haven’t been terminated yet. Please check this report regularly (eg, the end of every term) to see if you need to extend, restart or terminate any jobs in EdPay. Go to EdPay > Reports > Pay Ending report.

Overpayments

Checking your school’s Pay Ending report regularly and making sure jobs are terminated in the system at the right time will help reduce overpayments to your employees. 38% of payroll overpayments this year related to job terminations and unpaid leave. The earlier you can notify us about these will really help reduce the likelihood of an overpayment.

For more information, see the Pay Ending report page on EdPay.govt.nz.

Holiday pay reduction

At the beginning of each term break, we calculate holiday pay reductions for teachers who have taken unpaid leave during the term that just ended. If a holiday pay reduction is needed, it will happen in the pay that falls over the term break. It will appear on the SUE report as code HPR. If employees want to know how their reductions are calculated, they can check their employment agreement’s remuneration / holiday pay section.

For more information, see the Holiday Pay Reduction page on our website.

The next payroll update newsletter will be a special edition with information about the End of Year process. Kia tino pai tō wiki, have a great week.

Ngā mihi

Education Payroll