| Topic |
Information |
| Activity history status |
This table shows the meanings of status descriptions in EdPay.
| Status |
Description |
Draft
|
The draft transaction you have begun has been saved. This is the only action that allows you to keep a draft.
|
Attachments Requested
|
After submitting an ‘Add Employee,’ you will receive an email with a task reference number (ie, payroll request number). If attachments are requested, add them, and reply to the email. (Do not start a new email as this will generate a new request.)
|
Submitted
|
Your transaction has been submitted and is being processed.
|
Successful
|
Your transaction has been processed and the new employee is now in your My Employees list.
|
Cancelled
|
You have cancelled your transaction.
|
Customer action required
|
Requires you to do something to action this item.
|
|
Adding or removing authorised users
|
See Authorised user access
|
Annualisation
|
Annualisation lets you spread out the earnings of support staff who work only during term time, giving them equal fortnightly pays all year. Caretakers and cleaners cannot be annualised. The employee needs to agree that they would like to have their payments annualised.
See More information about annualisation
|
Audit
|
The School Annual Accrual Report (SAAR) forms part of the school's annual financial statements. The purpose of the school audit is to check and certify the SAAR to verify that the people named were employees of the board, and that the amounts paid to them are correct.
See More information about audit
|
Auto save
|
Once you begin filling out an ’Add Employee’ screen, it will automatically save as a draft in your activity history.
|
| End of Year / Start of Year |
Information is collected at the start and end of each school year:
Start of year information ensures all employees are paid correctly from the beginning of the new school year.
End of year information ensures all employees are paid correctly over the term 4 holidays.
You will be sent updated guides and information at the beginning of the start of year and end of year process.
See More information about End of Year
See More information about Start of Year
|
Overpayments
|
An overpayment is when an employee receives more pay than they are entitled to. The best ways to reduce the risk of overpayment is to enter payroll instructions as you go, check them and also carefully check the first SUE report for errors.
If there is a change in pay for an employee after cut off, notify your payroll advisor to make the change early.
See More information about overpayments
|
Payroll controls
|
Internal controls are the mechanisms, rules and procedures implemented by a school to ensure the integrity of financial and accounting information, promote accountability, and prevent fraud. Besides complying with laws and regulations and preventing employees from misappropriating assets or committing fraud, internal controls can help improve operational efficiency by improving the accuracy and timeliness of financial reporting.
See More information about payroll controls, especially Authorisation, transaction checking and approval.
|
Payroll record keeping
|
Payroll record keeping falls into two categories:
- Records an employer must keep to meet various legislative requirements for retention of payroll records
- Records that schools must keep to support annual financial statements.
See More information about payroll record keeping
|
Relievers
|
Short-term relievers will not appear on your school employee list in EdPay. You can find them under the Reliever tab if they have been paid by your school within the last three pay periods.
|
| Salary loading |
EdPay displays a ‘pay rate’ based on minimums under collective agreements or individual employment agreements. Rates above those minimums are shown as salary loading in the allowances section.
|
| Terminating a job |
When terminating a job, remember to:
- Contact your payroll administrator to perform the following terminations:
- did not start
- bulk termination
- no termination pay due.
- Submit a NOVO6 termination form for:
- annualised employees
- employees that do not start
- cleaners/caretakers transferring schools.
| Other termination specifics |
|
Medical retirement
|
Only valid for teachers and principals.
|
Overpayment at termination
|
If a staff member agrees for an overpayment to be offset from their termination pay, their signed permission is required. Remember to keep this for auditing purposes.
|
Cut off times and termination pay
|
All termination requests sent through to EdPay will automatically update your employee’s last day of duty to ensure they are paid accurately.
|
|
| Timesheets |
Complete forms in sequence to avoid resetting some fields.
|