How to become an authorised user

Only authorised users can do payroll for their school. Schools can have as many authorised users as needed. The responsibilities of individual authorised users will vary between schools.

Access types

EdPay has the following authorised user roles:

  • The principal role can view and administer all staff records except their own. All principals must be authorised users, to ensure that they can fulfil their delegated management accountabilities, and manage their administrators' pay.
    (Note: there can be only one person at a school with principal access. If the principal is away for more than two weeks, and another employee is in an acting principal role, see Appoint an acting principal for options to set up access.)
  • The school-wide administrator role can view and administer all staff records except their own, and those of the principal, external administrators and other school-wide administrators.
  • The timesheet and leave administrator role has access to and can see and submit timesheets and leave.
  • Community education administrator
  • Out-of-hours music administrator
  • University administrator

Request access to EdPay

  • Complete an EdPay 5 form and have it signed by the employee and by the duly delegated member of the board of trustees.
  • Email a copy to and keep a copy your records.
  • The employee will receive an email confirming that they have been set up as an authorised user, and advising them of their password.

Change authorised user details

  • Use an EdPay5 form to update or change and authorised users' details.

Cancel access to EdPay

  • Check whether there are any authorised users whose access should now be cancelled. You can use the Online Access/Audit report to review the authorised users at your school. If any need to be removed, complete an EdPay5c form and submit the signed original to

Record keeping

Keep the following forms in the employee's file:

  • Copies of EdPay5 and EdPay5c

See Payroll record keeping for more details.


See the EdPay forms page to download forms, and for guidance on completing forms.

Related links

How to:


A-Z of payroll: