Payroll Update 7 December

News for School Payroll Staff


Kia ora koutou

In the update:

  1. Working from home
  2. Start of Year screen is open
  3. Pay periods 19 and 20
  4. Timesheet-only employees and public holidays
  5. Online security tips
  6. Adding an employee in EdPay
  7. Tell us who to contact in case of a payroll emergency

1. Working from home

Our building was affected by flooding recently and all EPL staff have been working from home for the past week. We have now found temporary workspaces for a third of our people across three different sites, but many people will still be working from home for the foreseeable future while the building is repaired. We have been impacted by this, and if you can, please check our website or one of these updates for information before you call, to reduce pressure and call volumes. Please do call if something cannot be resolved easily or is urgent. Thanks for your patience. 

2. Start of Year screen is open

The Start of Year screen is now open in EdPay to complete your school's Start of Year actions.

The screen will be open until 5pm 24 February 2023. But you can begin your tasks anytime time from today.

Guides and help

3. Pay periods 19 and 20

For help understanding how your employees have been paid in pay periods 19 and 20, please see our Holiday pay guide (  

Some holiday pay calculations display incorrectly in pay period 19 SUE report but gross holiday pay is correct

This may occur where a term-time-only or timesheet-only employee’s holiday pay is based on a percentage of earnings. The system calculates the correct gross holiday pay to notional hours at a notional rate, and the percentage column in the SUE report is blank. This means that the hours and pay rate can display incorrectly. As a result, multiplying hours by the rate will not equal the dollar amount paid or displayed.

Despite how the calculations are showing in the SUE report in these cases, the gross payment for holiday pay is correct.

Key dates

Pay period 19

9 December

Draft SUE report

Extended phone hours 8.30am to 5pm


13 December

Final SUE report

Main pay day


13–15 December

Extended phone hours: 8.30am to 5pm


16 December

(not 14 December)

Termination pay run

Pay period 20

13 December

(not 19 December)

Cut-off for manual instructions sent via email or EdPay


20 December

(not 22 December)

Cut-off for EdPay online instructions


21 December

Draft SUE report


23 December

(not 27 December)

Final SUE report

Main pay day


30 December

(not 28 December)

Termination pay run


4. Timesheet-only employees and public holidays

Timesheet only employees who are eligible for public holidays (Christmas Day, Boxing Day, New Years Day and Day after New Years Day) will be paid these in pay period 20, based on their timesheets paid in pay periods 18 and 19. This is the only time we automatically pay public holidays to these employees.

5. Online security tips

Cyber-attacks on schools worldwide are increasing and there are several things that you can do to keep your information safe. In the lead up to the holidays, internet scammers will be hoping to catch people out. Be extra vigilant in checking the authenticity of any texts or emails you receive that ask you to click on a link. Parcel related scams where you receive a text or email about a parcel delivery with a link for more information are frequent at this time of year.

Always use a New Zealand-based IP address

To make your information more secure, we have limited access to the EdPay login page to New Zealand IP addresses.  An IP (Internet Protocol) address is a series of numbers that identifies any device on a network. If you need to log in to EdPay while you are overseas, you will not be able to connect unless you use a New Zealand VPN (virtual private network). 'Network for Learning (N4L) can provide schools with a VPN to use to access EdPay if you are overseas. Contact or 0800 532 764.

Protect your password

Don’t share your EdPay or any other passwords with anyone, especially not through unsolicited emails, calls or texts. EPL won’t ever email or text asking you for your password.
You will be prompted to change your EdPay password every three months. This is a security measure to make it harder for an attacker to know your password at any given time.
Using a password manager can take the hassle out of selecting and remembering your password.  Here are some useful sites where you can find more information:

Use an updated browser

Make sure you are using the latest version of a web browser when you use EdPay. Older versions may not work properly and can also be a security risk. If possible, check with your school’s IT support that you are using a secure, supported browser and operating system. The Ministry's ICT helpdesk can also help you upgrade your browser. This is a free service available to all schools via the toll-free number 0800 225 542.

6. Adding an employee in EdPay

When you have a new employee starting at the school in 2023, you can use EdPay to add the new employee to your school’s payroll.

If the employee has provided you with their MOE and IRD numbers, then entering these in EdPay will pre-populate the employee’s personal and financial details, and take you directly to the contract details page. Their personal and financial details can be edited once the employee has been added to the school’s My Employee list.

If the employee has not provided their MOE and IRD number, you’ll need to enter the personal, financial and contract details into EdPay.

For more information see the training guide on EdPay | Training | Add an employee

7. Tell us who to contact in case of a payroll emergency

Sometimes we need to contact your school and we cannot get a response via the existing contact details (especially when schools are closed during the term 4 break). We need the name, phone number and email address of your school's designated authorised user. If you've already told us you don't need to do anything. Otherwise let us know the right contact by emailing with 'Emergency contact' in the subject line.

Ngā mihi

Education Payroll