Payroll update 15 October 2025

News for School Payroll Staff


Kia ora koutou

This payroll update includes an EdPay cut-off change and the information you’ll need to complete annualisations for your term-time-only support staff for next year.

The End of Year screen is open!

The EOY screen is available in EdPay from today until 19 November. Please visit EdPay to download your EOY report and to access the resources we've created to help you complete the End of Year tasks. Click on the EOY 2025 Key info button for the EOY guide, video and key dates, or see the End of Year Toolbox on our website.

SUE adjustments in PP16 - change to cut-off time

Due to the public holiday on Monday 27 October, we have changed the cut-off for SUE adjustments on 24 October from 5pm to 12pm. We will remind you about this next week with a notice on EdPay.

2026 annualisations

What is annualisation?

Annualisation spreads out the earnings of term-time-only support staff into equal fortnightly pays throughout the year, including school holidays. Around 11,000 employees are annualised each year.

Employees need to agree to have their payments annualised and must:

  • be intending to work for at least a full school year and 
  • not be planning to take more than two consecutive weeks of unpaid leave.

An employee’s annualisation only lasts for one school year and it must be renewed before each new school year begins.

What’s new this year?

Announcing a new EdPay screen and form

We have created a new screen in EdPay to make it easier for you to re-annualise employees.

When the new annualisation screen opens (20 October for Beta schools and 4 November for all schools) you will be able to use EdPay instead of the EP23nt form for employees who are currently annualised in 2025.


Benefits of the new screen

Submitting annualisations in the EdPay screen will be faster and easier than using the form. Many of the fields are pre-populated and you submit the form with one click instead of by email. You will also be able to track the progress of all applications in EdPay.

Which employees can you annualise via the EdPay annualisation screen?

Use the EdPay screen to annualise continuing employees whose jobs are currently annualised in 2025.


You will need to use the EP23nt form to annualise:

  • new employees
  • current employees with new jobs, and
  • current timesheet and term-time-only employees whose jobs are not currently annualised.

Changes to the annualisation calculation

From 2026, the annualisation percentage will be calculated based on hours worked rather than weeks worked. This calculation method allows for complex individual work patterns and will make the application easier to get right the first time and reduce the need for corrections.

The calculation is automated in both the new EdPay screen and the 2026 Annualisation form (EP23nt), and you only need to provide or confirm the same information as in previous years: the employee’s start and end dates, their work pattern, their pay grade and step, and their entitlements.

How to use the Annualisation screen in EdPay

Before you begin

For each employee you want to annualise, you will need to know their:

  • work pattern
  • term one start date and term four end date
  • term break hours, if any
  • pay grade, step and rate, and
  • allowances/entitlements, including long service leave.

Notes:

You won’t be able to complete your own annualisation, another authorised user will have to do this for you.

A small number of currently annualised employees cannot be re-annualised in the EdPay screen. If any of the read-only fields are not what you expect or need for that employee, please use the EP23nt form for that employee instead of the screen.


Next steps

You will be able to track the submission’s progress either in EdPay’s Activity History screen or the Annualisation screen.

More information

For more detailed instructions, see the Annualisation page on our website and the Annualisation video.


Ngā mihi

Education Payroll