End of Year tips
End of Year processing tips that were sent out in the Payroll Update newsletter.
Download your End of Year report
While the End of Year screen is open in EdPay, your End of Year report is available for download from today until the screen closes on 21 November 2022.
Your End of Year report is a working document that shows the relevant information we hold about your employees. You can download the report at any time and as many times as you need. It will show the up-to-date changes you have made, as you enter employee information into the End of Year screen.
To download this report:
1. Go to: EdPay> My Employees > End of Year screen > Summary Tab.
2. Select ‘Download CSV’ to download your End of Year report.
3. Save the file onto your computer and use it as a worksheet to note all the entries you need to make for your employees. This will make it easier to prepare and check during your End of Year process.
How do I interpret my End of Year report?
- Occupancy end date: the end date loaded for an employee’s job.
- Employment status: the type of job – fixed or permanent tenure, and if they are term time only, 52 week, timesheet etc.
- Last day of duty: the day that is entered as their last day of work at your school in term 4, if it is different to the school’s end date.
- Termination date: the date that this employee will be paid up to, while working at your school. This is for their job that they are not returning to in 2023.
Last day of duty
Entering your employee’s last day of duty in the End of Year screen ensures the correct calculation and payment of holiday pay, but it does not remove the employee from the payroll.
If an employee is working on the school’s last day of term 4, then their last day of duty will be the same as the school’s term 4 end date. In the End of Year screen, you need to leave their last day of duty field blank and EdPay will assign the last day of duty as the same as your school’s term 4 end date.
However, there will be employees who won’t be working on your school’s last day of term, and their last day of duty may be different and will need to be entered manually in the End of Year screen.
On our website we have a range of different examples for employees with different last days of duty. For fixed-term full-time teachers, permanent full-time teachers, term-time only auto-paid non-teachers, and part-time teachers. Eg. If a part-time employee usually works on Thursdays and Fridays only, and the school’s term 4 end date is on a Wednesday, what is their last day of duty? The last day of duty would be the Wednesday, the school’s term 4 end date. So in the End of Year screen the employee’s last day of duty field could be left blank as EdPay will default to it being the school’s term 4 end date.
If you need help with deciding an employee’s last day of duty, read through the examples on this page: Last day of duty