Kia ora
In response to requests from schools for guidance around payroll controls and approvals, the Ministry of Education and Education Payroll Ltd have collaborated to produce resources for schools. These outline best practice payroll controls and processes, as formulated by Ministry of Education financial advisors, along with an approach for transaction checking in EdPay.
There are three resources:
1. School internal processes and controls – payroll [PDF, 1.17MB, 8 pages]
This checklist of best practice payroll controls includes:
- access to EdPay
- authorising, checking and segregation of duties
- retention of documents
- guidance for pay period checking.
2. How to use EdPay transaction histories (for checking and approving transactions) [Video, opens in Vimeo, 3 mins]
This video shows:
- how to display a selected list of timesheet transactions then download as a CSV file
- how to prepare and print the transaction list for checking and approval.
3. Checking transactions using the activity history and timesheet and leave histories [PDF, 978KB, 3 pages]
This printable ‘how to’ guide has screen shots showing the transaction checking process.
These resources can be viewed on the EdPay website's training page [EdPay website]
Questions about payroll controls and audit
Any questions around school payroll controls or audit should be directed to your Ministry of Education financial advisor.
Their contact details can be found on the Ministry of Education website: https://www.education.govt.nz/school/funding-and-financials/school-finances/#contact
Ngā mihi
Education Payroll