Kia ora
This update provides further details around the upcoming changes to the pay cycle, partly in response to feedback we have received from you.
We know the adjusted deadlines may mean a process change for some schools, and hope that early communication of the changes has given you time to be ready for the first streamlined pay cycle, PP03 beginning 20 April.
This follows our 3 March Payroll Update, where we introduced the upcoming streamlined pay cycle and outlined the key changes. If you missed it, or want to check it out again, it’s here [www.edpay.govt.nz]
We've outlined the key themes and changes below, but you can find more information on the EdPay website using the links below – and we'll be providing more information closer to the 20 April date.
The SUE reports
One significant change people have had questions about is role of the first SUE report. The key purpose of this report is to provide an accurate record of the payments made in a pay period, while also giving you sufficient time to check and correct any errors before the pay is run.
Currently the first SUE report (Thursday) is not accurate as a considerable number of transactions are entered after it is produced. By the time the second SUE report (Monday) is available, there often is not enough time to process error adjustments before the pay is run.
In the new streamlined pay cycle, most transactions need to be completed by Thursday 5.30pm so that the first SUE, issued on Friday, is an accurate record of payments for the pay period. You then have a full day to check and identify any errors, which can then be corrected in time for payday.
Input checking using the EdPay transaction histories alongside the first SUE report
With the increase in visibility that EdPay provides, the majority of pay transactions are processed immediately and can be checked for accuracy as soon as they have been entered, without having to wait for the first SUE report. For example, all timesheets that are submitted via EdPay can immediately be viewed from the Timesheet Overview screen and key details such as date worked, pay code, hours and funding can all be checked and confirmed correct, then printed and signed off when convenient.
Implications for relievers and timesheet employees
Once the changes are in effect, the timeframe for submitting timesheets for day-to-day relievers and timesheet employees will still be 14 days in length. A comparison of the two pay cycles follows:
Current pay cycle
The timeframe for submitting hours for these employees to be paid on the upcoming payday starts on day 14 (previous pay period) and ends day 13 (current pay period).
New streamlined pay cycle
The timeframe for submitting hours for these employees to be paid on the upcoming payday starts on day 10 (previous pay period) and ends on day 9 (current pay period).
As this timeline shows, the current timeframe for submitting EdPay transactions (up until day 13), allows little time for the required checks to take place before employees are paid (day 14), leading to errors. The streamlined timeframe will remedy this.
The timing
The new cycle will impact day-to-day relievers and timesheet employees during the very first streamlined pay period. That is why we have chosen to bring this change in during the school holidays (PP03), when most of these employees will not be working and should not be adversely affected. From PP04, relievers and timesheet employees (whose hours have not been submitted by Thursday cut-off) will still be paid for two weeks, on payday, as they are now.
SUE adjustments (from PP03)
Following the first SUE being available at 9am on Friday (day 10), you will have until 5pm to correct any errors, by submitting a EP31 (formerly NOVO31) form. Adjustments are limited to those that correct errors that are listed on the first SUE report. For late or missed transactions, an out of cycle payment should be considered. We will provide more details about this soon.
Out of cycle payments (from PP03)
We know that sometimes, despite best efforts, there will be instances where urgent payments need to be made to employees’ pay after cut-off. That is why we have added an out of cycle (OOC) pay option. Out of cycle payments can be made to:
- correct an error made by Education Payroll Limited
- prevent employee financial hardship
More details soon.
Want to know more?
Links to resources on www.edpay.govt.nz – applicable from PP03 (20/4/22)
To provide feedback about the new pay cycle, please email feedback@edpay.nz
Ngā mihi
Education Payroll