Payroll Update 20 February 2023

News for School Payroll Staff

Kia ora koutou

Our thoughts are with the communities affected by Cyclone Gabrielle. If schools and kura are closed due to serious weather events, all employees should continue to be paid as normal. See Weather events for more information.

In this update:

  1. Key dates
  2. Start of Year 2023
  3. Annualisation top-up will be in this pay
  4. Two new features in EdPay
  5. Authorised User report coming soon
  6. 2022 audit reports available now
  7. Tax calculations
  8. Salary assessments

  1. Key dates

  • 21 February – pay day for pay period 24
  • 22 February – termination pay day for pay period 24
  • 24 February – Start of Year screen closes at 5pm

2. Start of Year 2023

The Start of Year screen closes this week, on Friday, 24 February 2023 at 5pm.

Please make sure you’ve completed all of your processing in EdPay before the screen closes.

For everything you need to know:

Start of Year restart job tab should be zero

Check that you have restarted all your term-time-only employees and fixed-term teachers for the 2023 school year in the Start of Year Restart job tab.

Click the Add employee to be restarted box to see which employees still have jobs to be restarted.

The job counter along the bottom of your screen needs to be at zero.

Term-time-only employee start dates

Use your employee’s actual start date for term-time-only employees. They cannot start on a weekend or a public holiday.
Term-time-only employees who do not return at the school’s start date also need to have leave without pay booked from 7 February 2023 until the day before they are due to return. Not completing this step could result in overpayments.

Returning teacher start dates

Regardless of what date the school opens for instruction, if a returning fixed-term teacher is employed at your school, 28 January is their start date in the Start of Year screen.
If a fixed-term teacher is starting after your school’s start date, please see page 6 of the Start of Year Guide 2023 to see whether leave should be booked.
To make changes to an employee’s hours, allowances, funding etc, you must first submit their start and end dates in the Start of Year screen.

Employees not returning

If any employees who have left your school are still showing in the Add employee to be restarted box, please use EdPay to terminate their job.

3. Annualisation top-up will be in this pay

Any 2022 annualised employees who completed the annualisation period (which ended on 30 January 2023) and are owed a top-up amount, will receive it in the pay day on 21 February.
Top-up amounts may include a holiday pay top-up for additional hours worked throughout the year, or a percentage of gross earnings for pay periods 19 to 22 if someone was term-time-only in 2021, but annualised in 2022.

4. Two new features in EdPay

Individual Employment Agreement (IEA) screen
You can now use the IEA change screen in EdPay to let us know when your employee has signed a new IEA.  This takes the place of the EP22 form.
The IEAs that are currently available in EdPay are the:

  • Support Staff in Schools’
  • School Caretakers’, Cleaners’ and Canteen Staff
  • Secondary and Area School Groundstaff

New agreements will be added to EdPay over time. For any agreement that is not available in EdPay an EP22 form can still be used.

The IEA screen is under My school > Administration > IEA change tab

To update the date your employee signed the new IEA, you will need to:

  • select the appropriate IEA from the dropdown list
  • find the employees name in the list of employees
  • enter the date the employee signed the new agreement in the Date Signed column
  • enter Submit

For an IEA change training guide go to Training | IEA Change

Disregarded sick leave
You can now book disregarded sick leave in EdPay for School Caretakers’, Cleaners’ and Canteen employees who are on the collective agreement or latest individual employment agreement in EdPay. The disregarded sick leave option is in the Leave Booking screen, or via Bulk Upload in the Leave section of EdPay.
For more information about disregarded sick leave for employees on this agreement, see the Ministry's website: School Caretakers', Cleaners' and Canteen Staff Collective Agreement 
Need a refresher about booking leave in EdPay? See the Training section on EdPay | Training | Booking leave

5. Authorised User report coming soon

We're pleased to let you know that an Authorised user report will be available soon in the EdPay Reports tab. You will be able to download a CSV file listing the EdPay authorised users in your school.  We hope to have this available by the end of this month, and we'll let you know in EdPay and in this newsletter when it is available.  

6. 2022 audit reports available now

The 2022 audit reports, which schools require to complete their financial statements, are available.
The School Annual Accrual Report and Leave liability reports are available for download from EdPay.
The Overpayments, Stop pays, and Funding code error schedules are available for download from the Ministry of Education Secure Data Portal.

  • 31 March – financial statements should be with auditors
  • 31 May – annual reports to be submitted to the Ministry

For more information see Audit requirements for payroll records

The Ministry has prepared detailed instructions on their website: 2022 Annual reporting guidelines - Accounting for school payroll

If you need help with these instructions or have specific questions about preparing the 2022 annual financial statements, contact your regional Ministry school financial advisor:

Tai Tokerau
Corrine Gillum
Phone: 09 436 8908

Lesley Winstanley
Phone: 09 638 2850

Daryl Stewart
Phone: 07 850 8996

Hawke's Bay / Tairāwhiti
Nneka Okonta
Phone 06 833 8471

David Hyland
Phone: 04 463 8673

Hannah Levy
Phone 03 474 6695

Carmel Riordan
Phone: 09 632 9440

Bay of Plenty / Waiariki
Adrian Edwards
Phone 07 349 7460

Taranaki / Whanganui / Manawatu
Peter White
Phone 06 757 6496

Nelson / Marlborough / West coast, Wellington
Andrew Seagar
Phone 04 463 4825

Alex Dieudonne
Phone 03 378 7362

7. Tax calculations

We have recently had some tax calculation queries. Tax is calculated based on the earnings an employee has had in the pay period to date. This means that if an employee receives pay in more than one of the three pays run each pay period (termination pay, out of cycle pay or main pay) the second and third payments will have their tax calculated based on the total earnings in the pay period.


An employee on tax code M was paid $2,145.95 in their main pay

The PAYE is calculated as follows:

Out-of-cycle pay


Main pay


Pay period's total earnings




PAYE for (5,814.89)


Less  PAYE deducted in OOC


PAYE in main pay


You may also use the IR’s PAYE calculator: Use our PAYE calculator to work out salary and wage deductions (, please note: some payments may be considered as lump sum or ordinary earnings

8. Salary assessments

Submit salary assessments for new teachers as soon as possible. Thank you to everyone who sent in applications last year for new teachers in 2023 – early applications mean we can give you better service.
Please note:

  • salary assessments can be submitted even if the employee doesn’t yet have a Ministry of Education number, IRD number or NZ bank account number
  • your brand new teachers will be started on the minimum grade and step by default, if they have not been salary assessed before they start at your school
  • salary assessment may require several supporting documents, so allow plenty of time to gather them all
  • for more information see our website: | Salary assessment

Ngā mihi

Education Payroll