Payroll Update 14 December 2022

News for School Payroll Staff


Kia ora koutou

In this payroll update:

  1. We are here to help–please be patient
  2. Key dates in pay period 20
  3. Our hours over the break
  4. Start of Year 2023
  5. Remittance advice
  6. ACC claims
  7. Holiday pay reduction for some teachers
  8. Updates to EPL's privacy statement
  9. Management changes for Education Payroll    

1. We are here to help – please be patient

This is one of the busiest times of the year for our School Account Teams and we know it is also a really busy and stressful time for schools. We understand it can be frustrating, especially when there is an EdPay issue, people need to do a password reset, or are dealing with a staff member who is learning-on-the-job. Recently we have had a few instances when authorised users have been rude to our staff. Usually everyone our School Account Teams deal with is awesome, so this is just a gentle reminder to please be patient when things need sorting out.

We are still working from home and temporary offices after our building was evacuated in November due to flood damage. If possible, please check the website for answers first before calling for non-urgent queries, to reduce pressure and call volumes. Please do call if something cannot be resolved easily or is urgent.

2. Key dates in pay period 20

14 December

Cut-off for manual instructions sent via email or EdPay

20 December

Cut-off for EdPay online instructions

21 December

Draft SUE report

23 December

Final SUE report

Main pay day

30 December

Termination pay run

3. Our hours over the break

Our phone lines will be open between 9.30am – 3.30pm from 28–30 December and will reopen on 4 January 2023.

4. Start of Year 2023

The Start of Year screen is open until 5pm 24 February 2023, when all of your processing must be completed. For everything you need to know, check out our website: EdPay | How to | Start of Year

5. Remittance advice

We processed school repayments using the reference: OPSTOPTAXREF TEACHERS PAY MIN OF EDU, into school bank accounts on Tuesday, 6 December 2022. This payment is a refund for PAYE, student loan and KiwiSaver deductions charged on school-funded overpayments. These only include schools who are due repayments for overpayments paid until pay period 11.

A remittance advice with all the details of the payment will be mailed to schools next week.

6. ACC claims

For employees who will be on ACC leave during term 4 holidays:

  • if they are still unfit to return to work throughout the holidays, they should ensure they continuously provide ACC with a medical certificate
  • if they are receiving weekly compensation directly from ACC and will also receive holiday pay from the schools' payroll in pay period 19/20, they need to inform ACC about these payments
  • if they are a 52-week employee who is still on ACC leave, the school will need to continue to submit a NOVO12acc leave booking form, see EdPay and forms

For information about ACC claims for employees, please see the website: EdPay | Tools to help you | A-Z | A | ACC claims 

7. Holiday pay reduction for some teachers

If a teacher takes unpaid leave during a school term, a holiday pay reduction may be needed. At the beginning of each vacation period, required holiday pay reductions are calculated for all teachers who have taken unpaid leave during the term just completed. In some instances, further holiday pay reductions are required resulting from prior terms.

The holiday pay reduction will be made from the employee's pay that falls in that vacation period. As each sector has its own set of holiday pay reduction calculation rules, there are links to each collective agreement on the EdPay website: EdPay | Tools to help you | A-Z | H | Holiday pay reduction for some teachers

8. Updates to EPL's privacy statement

Our privacy statement explains how we collect, manage and use the personal information of school employees that is provided to us for the purpose of running the payroll.  The statement was recently updated to provide more detail in two areas.

What has changed?


Updated content

We collect information from school staff. 

We collect information from school staff including:

·       personal information

·       contact details

·       banking information

·       employment/job information

·       payment information

·       tax/superannuation/deduction information

·       records of phone calls

We share this information with the Ministry of Education.

The Ministry of Education can use the information for:

·       reporting

·       education workforce related research and statistics 


The Ministry of Education may also share the information where legally required to do so by law.


Some paragraphs have been re-ordered and headings have been added to make the statement easier to read, but the information remains the same. Our privacy statement is on here: EdPay | Privacy

9. Management changes for Education Payroll

Lara Ariell, our new Chief Executive, started at Education Payroll on 5 December. Lara joins a new Board Chair, Naomi Ferguson, who took over as Board Chair at the end of October. Our former Chief Executive, Arlene White, retired at the end of November after almost five years, and Sandi Beattie stepped down as Board Chair after six years with Education Payroll. You can read more about Lara and Naomi here: Rārangi Utu-ā-Mātauranga – Education Payroll Ltd Our people | Ō mātou tāngata

From the team at Education Payroll, we wish you very happy holidays with your whānau me hoa.

Ngā mihi

Education Payroll