Payroll Update 19 October

News for School Payroll Staff

Kia ora koutou

In this update:

  • End of Year opens today in EdPay
  • Pay equity claim settlement
  • End of Year tip: Download your End of Year report
  • EPL taking part in Shakeout at 9.30am, 27 October

End of Year opens today in EdPay

End of Year screens opened today in EdPay. The purpose of End of Year is to ensure all your employees are paid correctly over the term 4 holidays. This comes down to just four questions:

  1. What are your school's start and end dates for 2022 and 2023?
  2. Which employees' jobs are ending (terminating) in term 4 2022?
  3. Which continuing employees will have a last day for 2022 that is different to your school's term 4 end date?
  4. Have you booked annual leave for your 52-week workers?

Schools must have submitted this information by 5pm on 21 November 2022, and you can start any time from today.

Note: you cannot change your school's term 4 2022 end date after End of Year screen closes on 21 November 2022. Please make sure that your term 4 2022 end date is correct before the End of Year screens close.

Help guides and videos 

  • You’ll find the 2022 End of Year Toolbox on the home page of our EdPay website, or click here to go to the Everything you need page [EdPay website]
  • You can also watch our End of Year video [opens in Vimeo]

Pay equity claim settlement

The Administration support staff in schools pay equity claim settlement went through in the previous pay period.

This is the translation under the pay equity settlement back to 20 August 2021. People who finished employment on or after 1 September 2022 are included.

The holiday pay portion of the pay equity claim settlement is being calculated separately due to its complexity, and will be included in a future pay period. We apologise for the inconvenience. There is nothing you need to do.

Former employees

Employees whose jobs were terminated on or before 31 August 2022, and who are covered by the claim, need to follow a separate process.

Former employees who were covered by the claim can request their pay equity payment by completing the form through the link below. 

Details on completing the form, as well as common questions about the payment to former employees, are also available through the link.

Schools and kura will not be required to pay covered former employees who finished employment on or prior to 31 August 2022. The Ministry will pay them directly once they have completed the form below.  

Form for former employees to request a pay equity payment (external link)

For more information see the Ministry of Education’s website: Administration support staff in schools pay equity claim

End of Year tip: Download your End of Year report

Now that the End of Year screen is open in EdPay, your End of Year report is available for download from today until the screen closes on 21 November 2022.

Your End of Year report is a working document that shows the relevant information we hold about your employees. You can download the report at any time and as many times as you need. It will show the up-to-date changes you have made, as you enter employee information into the End of Year screen.

To download this report:

1. Go to: EdPay > My Employees > End of Year screen > Summary Tab.
2. Select ‘Download CSV’ to download your End of Year report.
3. Save the file onto your computer and use it as a worksheet to note all the entries you need to make for your employees. This will make it easier to prepare and check during your End of Year process.

How do I interpret my End of Year report?

  • Occupancy end date: the end date loaded for an employee’s job.
  • Employment status: the type of job – fixed or permanent tenure, and if they are term time only, 52 week, timesheet etc.
  • Last day of duty: the day that is entered as their last day of work at your school in term 4, if it is different to the school’s end date.      
  • Termination date: the date that this employee will be paid up to, while working at your school. This is for their job that they are not returning to in 2023.

EPL taking part in Shakeout at 9.30am, 27 October

On Thursday, 27 October at 9.30am EPL will be taking part in New Zealand ShakeOut | Whakahaumaru Aotearoa. If you call us at 9.30am we won’t answer the phone for a few minutes while we take part in the exercise. We appreciate your patience and we’ll be back up and running as usual shortly after that.

Ngā mihi

Education Payroll