Kia ora koutou
This week we’ve put together some refresher tips for the fortnightly pay cycle. We also want to give you advance notice of your school’s ACC levy invoice, and to celebrate how many of you have already completed the EdPay-ESL linking.
Congratulations – most of you have already linked EdPay to your ESL account
One week after going live for all schools, most authorised users have successfully completed the linking process and are now accessing EdPay via ESL’s single sign on. Ka rawe ō mahi!
If you haven’t linked your accounts yet, please make some time to do it soon. Once we remove the temporary workaround that lets you log in to EdPay directly, the next time you log in you will have to link your accounts before you can access EdPay. We encourage you to complete the linking process within the next two weeks.
Protect your login details
If you share a device with a colleague, please double check you’re using your own login credentials to link EdPay to ESL. You must not share your login details with anyone else or allow someone else to use your login.
Reminder for ESL Delegated Authorisers
Now that we access EdPay via ESL, it is important that ESL is set up correctly for each authorised user. If you’re the Delegated Authoriser for your school, please go into ESL and check you have added EdPay to all your school’s authorised users of EdPay.
2025 ACC levy invoice - available in EdPay on 13 August
We will put a banner on EdPay on 13 August to remind you that your school’s ACC levy invoice is available. To download the invoice, go to EdPay > Reports tab > ACC EoY report > 2025 invoice.
The ACC levy will be deducted from your school’s account on 9 September 2025. Please let your principal know, and make sure there are enough funds in the account on that date.
Pay cycle refresher - cut-off dates and other reminders
Fortnightly pay cycle
We've added information about submitting timesheets and bank changes to the fortnightly pay cycle graphic.
You can download a printable version of this from our website.
See our website for more information about Cut-off times for pay instructions and the Payroll calendar.
Pay-affecting changes – update straight away (you don’t have to wait until the deadline 😊)
Please update EdPay as soon as you can with any changes that will affect someone’s pay. Pay-affecting changes include:
- change of hours
- taking leave without pay, and
- when someone is leaving or changing jobs.
Letting us know these changes promptly helps make sure that employees’ pay is correct and prevents overpayments that employees will need to pay back.
ACC forms and medical certificates
Please send ACC leave & ACC partial duties bookings (EP12ACC) forms as early as possible, including any necessary medical certificates, to prevent overpayments.
Overpayments and offset letters
If there is an overpayment, please talk to the employee concerned. They will need to sign a letter to authorise Education Payroll to deduct the overpayment amount from their next pay.
Please follow these steps:
- Download and print the Authority to deduct OP from next pay offset letter.
- Ask the employee to sign the letter.
- Scan the letter and email to: support@novopay.govt.nz
If you have any questions about an overpayment, please call your Payroll Advisor.
Email subject lines – key words
When you email your Payroll Advisor, please include key words in your email subject lines, particularly “SUE adjustment” and “Out of Cycle”. When you call us with a query, these key words help us find your email quickly.
We hope you find these pay cycle reminders useful. Thank you for all the work you do to help us pay employees correctly and on time.
Ngā mihi
Education Payroll