Payroll update 28 October 2026

News for School Payroll Staff


 



Kia ora koutou

We hope your week is going well.

This payroll update includes information about the opening of the End of Year (EOY) screen, our survey on the forms portal, and when and how to do your annualisations.



The End of Year screen is now open

The End of Year screen opened this morning in EdPay, so you can now get started on your End of Year tasks. The screen closes at 4.30pm on Thursday 26 November.

See the EOY special edition of the payroll update for more information about the End of Year screen, as well as links to key resources.



Let us know your thoughts about the forms portal

Our survey on the forms portal is open until this Friday 30 October. We’d really appreciate your feedback – it will help us to make improvements in the future.

Use this link to complete the survey.



The annualisation screen will open soon for all schools

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.

All schools will get access to the annualisation screen on 3 November

The annualisation screen will open in EdPay on Tuesday 3 November. This is the screen that allows you to annualise employees at your school. The screen will close at 5pm on Monday 25 January.

You’ll be able to annualise employees who are currently annualised

When the annualisation screen opens, you’ll be able to annualise employees who are currently annualised and want to be annualised again in 2027.

You’ll need to wait until the Start of Year (SOY) screen opens to annualise term-time-only employees who are not currently annualised. We’ll give you more information about how to do this before the SOY screen opens on 9 December.

We’ve made some improvements to the annualisation screen

We listened to the feedback you gave us in the survey for the Start of Year process, and we’ve done the two top things you asked for.

Employees’ grades, steps and allowances will now be filled in automatically

When you open an employee’s annualisation agreement in the annualisation screen, their grade, step and allowance details will already be filled in.

Some annualisations will be processed immediately

An annualisation will be immediately processed if the employee was already annualised in 2026 and has no changes to their:

  • tenure
  • work pattern
  • grade, step and pay rate
  • allowances.

If the annualisation is immediately processed, you’ll get a message on the screen saying, ‘Employee annualised successfully’. If the annualisation isn’t immediately processed, you’ll get the message, ‘Annualisation submitted for review’. You can then track your request in the forms portal.

Here’s how to annualise different employees

This flowchart shows you how to annualise different 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.

You’ll need to book leave without pay for Easter Tuesday for some annualised employees

For employees you have annualised, you’ll need to book leave without pay for Easter Tuesday (30 March 2027) if the employee meets all three of the conditions below.

  1. They have five weeks of annual leave.
  2. They are not in Southland.
  3. They are not working Easter Tuesday.

If your annualisation request is immediately processed, you can book this leave in EdPay immediately afterwards. If your annualisation request isn’t immediately processed, you’ll need to book this leave by replying to your annualisation request in the forms portal and attaching an EP12.

Find out more about annualisation on our website.

If you’re from a Beta school, remember to log in to EdPay Beta

If you’re an authorised user from a Beta school, you already have access to the annualisation screen. However, you need to log in to EdPay Beta to use it.

A big thank you from us to Beta Schools for helping us make sure the annualisation screen is running smoothly before it is released to all schools.

　



Thanks for reading, and we hope you have a great rest of the week.

Ngā mihi

Education Payroll