Payroll update 11 November 2026
Kia ora koutou
We hope you’ve had a good fortnight.
This payroll update focuses on annualisation, End of Year (EOY) and Start of Year (SOY) information, along with some other reminders.
The annualisation form is now available
Annualisation spreads employees’ pay evenly over the year
As most of you already know, annualisation spreads pay evenly across the year for support staff. This allows employees who only work part of the year (such as term-time-only staff) to receive regular pay during both term time and the school holidays.
Use the annualisation form for new employees
The annualisation form (EP23nt) is now available. This is the form you use to annualise new employees.
If you’re appointing a new employee and want to annualise them, you can reply to your request for a new appointment (onboarding or new hire) in the forms portal and attach your EP23nt. This will mean you don’t have to create a new request.
Use the annualisation screen and/or SOY screen in EdPay for existing employees
For employees who are already annualised, use the annualisation screen in EdPay.
For current term-time-only employees who want to be annualised, wait for the SOY screen to open in EdPay and tick ‘To be annualised’. You can then annualise these employees in the annualisation screen in EdPay.
Use these key resources for the EOY process
We’ve created resources to help you with the EOY process
We thought we’d share these key resources for EOY again so you have them handy.
These resources are also available in EdPay (select ‘EOY 2026 Key info’ at the bottom left of your screen), and in the EOY Toolbox on our website homepage.
EdPay also has an EOY walkthrough tour
If you select ‘EOY 2026 Key info’ in the EOY screen in EdPay, you’ll also have access to an EOY walkthrough tour. This gives you a tour of each tab in the EOY screen.
We’re extending our phone hours to help you with EOY
Our extended phone hours will be:
- 9am to 4pm on Wednesday 25 November
- 9am to 4.30pm on Thursday 26 November (the day the EOY screen closes).
The SOY special edition will be coming your way next week
Keep your eye out for our Start of Year special edition. It should land in your inbox next Wednesday 18 November.
Please give us your school’s emergency contact for the holidays
If you’ve already given us your school’s emergency contact for the summer holidays, thank you very much! For those of who haven’t, please submit an EdPay assistance request in the forms portal to let us know your emergency contact’s:
- name
- phone number (home or mobile)
- email address.
Thanks for all your help
Ngā mihi for completing the forms portal survey
Thank you to our 550 payroll administrators and principals who completed our forms portal survey. We really appreciate your feedback – it will help understand what’s working well and what can be improved.
A shout out from us to you
A massive thank you to all of you who have worked alongside to us bring in significant changes over the last 12 months. You’ve helped us by:
- checking changes after they go live every fortnight
- reviewing user guides
- being pilot and Beta testers for the new forms portal
- trialling new Beta features
- responding to surveys
- emailing suggestions and compliments.
We really appreciate the time and effort you put into making sure things run smoothly in EdPay!
Here’s a reminder of key dates for the next four weeks
We thought it might be good to include a little reminder of key days for the next four weeks at the bottom of our payroll updates during this busy period. We’ll include these reminders throughout EOY/SOY.
All the best for the rest of the week. We’ll be back with the SOY special edition next Wednesday.
Ngā mihi
Education Payroll