Appoint a teacher

Use EdPay to add a teacher who is either new to the school or is starting a new job at the school.

The new teacher may also require:

  • a salary assessment. Send the salary assessment form as soon as possible, with certified copies of supporting documents. The Salary Assessment Unit has a 15 working day turnaround.
  • KiwiSaver enrolment
You'll need the new teacher's
  • contract details
  • date of birth
  • IRD number
  • funding and department codes
  • allowance information
  • KiwiSaver contribution details
You can download the EdPay Employee Details form to collect this information from the employee.

See our Training guide for Adding an employee in EdPay

Send employee forms in good time

It is recommended that you send any required forms to the employee with their appointment letter, to ensure they are paid correctly on their first pay day. Include a covering letter that explains what to complete, and provide a timeframe for them to return the forms.

See the Payroll calendar to determine the cut-off date for instructions in their first pay period.

Checklist of tasks

  • Ask the teacher to complete the EdPay employee details form.
  • Ask the teacher to complete a IR330 - Tax Code Declaration from Inland Revenue. Also see KiwiSaver for a new employee. You don't need to send these forms to Education Payroll, but you will use the information to set up the new teacher in EdPay, and keep them on file for your own records.
  • If the teacher (including day relievers) requires a salary assessment, provide them with a NOVO7t form and ask them to complete it and provide certified true copies as described on the form. See Request a salary assessment
  • Note: The Salary Assessment Unit has a turnaround time of 15 working days to complete the assessment from the time that they receive all of the required documents.
  • See advice about overseas teachers qualifications (NZQA website)
  • Check the teacher's registration details against their practising certificate. See Registration
  • Use EdPay to add the new teacher. See Add an employee
  • Once the submission shows as successful in your EdPay activity history check all personal financial and contract details are correct.
  • Your new employee will appear on your next SUE reports. For any further changes make a pay details change in EdPay. See Employees details changes

If you have more than one form to email to Education Payroll for this employee, it is essential that you attach only one form to each email.

Use the following format in the subject line:

Form number, Employee name, MoE number, School name, School number

Example: NOVO7t Jane Doe, 0123456, Sample School, 01234

See Sending forms

Need help?

See Contact us page.

Record keeping

Keep the following forms in the teacher's file:

  • Original IR330 tax declaration form
  • Copies of KiwiSaver and salary assessment forms, if applicable.

See Payroll record keeping for more details.


See EdPay and forms to download forms and for guidance on completing forms.

Information for employee

Related links

How to:

A-Z of payroll:


Ministry of Education website: