Payroll Update 7 July 2022

News for School Payroll Staff


Kia ora koutou

  • Collective agreement changes
  • Updates in payroll following pay equity settlements
  • Holiday pay reduction for teachers
  • Check your Pay Ending report before the end of term
  • EdPay website and Payroll Update survey
  • EdPay defect fixed
  • Getting started in EdPay

Collective agreement changes

Education Payroll will be applying the collective agreement changes for support staff in pay period 10 (starting on 27 July). This will be available to view on the SUE report on 5 August 2022. The switch to the new rates will occur automatically.

For now, all you need to do is check your employee’s status and designation is correct (see Updates in payroll following pay equity settlements advice below).

If your support staff member has signed a new Individual Employment Agreement (IEA), you can complete a NOVO22nt and we will process these after pay period 10, backdated to the date that they signed.

Please note that the pay equity changes will be implemented in October. Please do not attempt to move existing Administration staff / Kaiārahi i te Reo into the new grades as this will also happen automatically. 

We ask that you do not send in any pay change detail requests for these new hourly rates until after the new pay rates have been applied in October.

We will send further information out about the pay equity changes before they are implemented in October.

Updates in payroll following pay equity settlements

On 4 July 2022, the Ministry of Education and NZEI Te Riu Roa settled the Administration support staff in schools pay equity claim and the Kaiārahi i te reo pay equity claim.

For now, all that principals and authorised payroll users need to do is check your employees' status and designation codes are correct.  This will ensure that your employees will receive the correct rates once the settlements are implemented in October.

Employment status in EdPay

Make sure all affected employees’ employment status is correct in EdPay.

Designation codes

For employees to receive payment following the settlement, they must be on the correct payroll designation code in EdPay. To check the codes, view your My Employees tab in EdPay.

If an employee is performing multiple different and separate roles, they should have separate designation codes and job numbers for each role.

See an example of an employee on separate designation codes on

Holiday pay reduction for teachers

If a teacher takes unpaid leave during a school term, a holiday pay reduction may be needed. At the beginning of each vacation period, required holiday pay reductions are calculated for all teachers who have taken unpaid leave during the term just completed. (In some instances, further holiday pay reductions are required resulting from prior terms.) The holiday pay reduction will be made from the employee's pay that falls over that vacation period. As each sector has its own set of holiday pay reduction calculation rules, there is a useful table with links to each collective agreement on the Edpay website: Holiday Pay Reduction (HPR) for Teachers page

Check your Pay Ending report before end of term

Please check your Pay Ending report before the end of term to see if there are any jobs needing to be extended or terminated. The Pay Ending report shows employees whose jobs are due to end in the next 90 days, and who will not be paid after the job end date shown. It also shows jobs that have ended but have not been terminated. It is available on the EdPay portal with your other reports.

Reports, Pay ending report screen capture

Lapsed jobs will be automatically terminated two pay periods after the employee's job end date. A job will show as lapsed in the EdPay portal if the employee's end date is in the past. It can still be extended at this point. There is more information about this on the EdPay website here: Pay ending report 

EdPay website and Payroll Update survey

We are currently running a survey to gather feedback around our EdPay website and our Payroll Update. The survey can be accessed through EdPay on the Employee Dashboard and if you haven’t already had your say, we’d encourage you to complete the survey. We’ll be keeping the survey open until 5pm Tuesday 12 July. Thank you to everyone who has responded so far.

EdPay defect fixed

We recently identified an issue in EdPay which was preventing schools from making a pay details change to an employee’s tenure, from fixed-term to permanent. We applied a fix in EdPay on 4 July 2022.  Thank you for your patience. Note: Schools cannot change an employee from permanent to fixed-term, as per the collective agreements.

Getting started in EdPay

In response to your feedback, there is a guide for new users of EdPay.

The new guide is on the EdPay website here: Getting Started in EdPay

It has information about:

  • support and how to contact us
  • logging in for the first time
  • five things to start your EdPay journey
  • navigating the EdPay website
  • key things you will need to know about.

Thank you to the schools who helped contribute to the content. 

We’d love to know what you think about this guide, if you have any feedback or suggestions please send it to

Ngā mihi

Education Payroll team