End of Year terminations

If an employee is leaving your school at the end of the year, or is finishing a job and starting in a new job, you must terminate them. This removes them from your payroll.

Use EdPay for some terminations

If an employee's termination date is on or after 19 October 2022, you can use the End of Year screen to do most terminations, but you must use EdPay for:

  • Retirement
  • Medical retirement
  • Redundancy
  • Fixed-term teachers transferring to another school
  • Annualised employees

If the employee is an authorised user, also complete a EdPay5c form to revoke their authorised user access.

Employees returning to a new job

If the employee is returning to a new job in 2023, you need to restart them in their new job using EdPay's Add New Employee feature.

Termination date for part-time teachers

If a part-time teacher's last day differs from your school's term 4 end date, enter the termination date as either their last day if they worked fewer than their usual hours for the week, or the Sunday following their last day if they worked all of their usual hours for the week or your school's end date (which ever is earlier).

For example:

  • Employee A works Monday, Tuesday and Wednesday and the last day they work in the year is Wednesday 8 December. The school's end date is Sunday 12 December. The termination date for this employee would be 12 December.
  • Employee B works Monday, Tuesday and Wednesday and the last day they work is Wednesday 8 December. The school's end date is Thursday 9 December. The termination date for this employee would be 9 December.
  • Employee C works Monday, Wednesday and Thursday and the last day they work in the year is Wednesday 8 December. The school's end date is Sunday 12 December. The termination date for this employee is 8 December because they didn't work their usual full week.

Retrospective terminations

If your End of Year report includes an employee who has already left your school but hasn't been terminated (they will be showing as 'Lapsed' in your employee dashboard), don't terminate them in the End of Year screen. Instead use your regular EdPay termination process. This is because these are retrospective terminations and using the End of Year screen could cause an incorrect holiday payment or an overpayment.

If you have already terminated an employee, but they are still showing on the report as not terminated, or if you have other termination errors, contact your dedicated payroll advisor.