Manage leave balances

You can use EdPay or the School Annual and Sick Leave report to help manage employees’ annual and sick leave balances.

Note: Providing the school uses the EdPay payroll system to record all leave taken by its employees, the system records will meet the Holidays Act 2003 requirements for holiday and leave record keeping. However, the following leave types are not managed in EdPay, and will need to be recorded in some other way by the school.

  • Annual leave balances for principals 
  • Annual leave for special residential school employees

How is the leave balance calculated?

EdPay automatically calculates an employee’s leave balance as follows:

Entitlements (+ any adjustments) – Leave booked = Leave balance

Entitlements are based on service and are allocated as specified in the employee’s employment agreement.
See Leave entitlements.

Leave booked includes any bookings for taken or future leave.

Leave balance is the amount of leave currently owed to the employee. 

You can see an employee's sick and annual leave entitlements, adjustments and leave balances on the School leave report or using EdPay.  For more info go to EdPay training > Leave changes 


View leave bookings

To view an employee’s leave bookings in EdPay:

EdPay Leave screen History

The Leave History screen in EdPay lists leave bookings (including the current pay period) made for an employee by your school reaching back to the start of the previous year. The history shows the employee, start and end date, number of leave days taken, leave code and reason.

If an employee has worked at more than one school, either concurrently or consecutively, you will not be able to see information about leave taken by them at another school.

For details of historical leave, send the request on a EP31 form to the Education Payroll Service Centre.

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View leave balances

To view an employee’s leave balances in EdPay:

EdPay > Employee Dashboard > Leave 

The leave booking modal shows the employee’s current up-to-date eligible leave balances. The leave balance includes future-dated leave bookings.

You can also go to:

EdPay > Reports > School Leave Report 

to download the School Annual and Sick Leave report. Entitlements due will be accrued at the end of each pay period.

If a teacher works at more than one school, their balance will reflect leave booked at all schools, but you will only be able to see the leave bookings for your school.

Anticipated sick leave is not included in the sick leave balance online; however it will be deducted from the employee’s next entitlement, and will reflect in the Leave Accumulated to Date field on the School leave report

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Correct a leave balance

If you believe that an employee’s leave balance is incorrect, this may mean that leave bookings are missing or incorrect, or the employee may have been incorrectly set up, which has affected their entitlements.


Always download the latest version of forms from the EdPay and forms page:

  • EP31 – SUE Report Corrections/Advice of Changes
  • EP12 – Leave booking
  • EP12r – Leave booking reversal

Related links

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