Start of Year scenarios
Use the Start of Year guide 2023 (PDF, 886KB) or the step-by-step process to guide you through the Start of Year tasks.
These tables cover scenarios that might arise. If you still need help, your dedicated payroll adviser can assist.
Annualisation
| Situation |
Solution |
| You have an annualised non-teacher whose start date is earlier than 31 January 2023. |
Use 31 January 2023 as the employee's start date on the EP23nt and then submit timesheets for hours worked before 31 January 2023 if they are already annualised.
If they are a new employee, they will need to be set up as term time only from their start date and then annualised from 31 January 2023.
- The New Hire will need to show their correct start date. You will also need to send in their EP23nt so your payroll advisor can process the annualisation. |
Allowances
| Situation |
Solution |
| You have an employee with a Tutor Teacher Allowance (TTA) or Māori Immersion Teaching Allowance (MITA). |
TTA and MITA allowances automatically end at the end of each year, as these allowances have to be applied for each year. The teacher will be paid holiday pay on their allowance from the end of the year.
MITA - send in a NOVO37t or NOVO38t
TTA - send in a NOVO36m (prim) or NOVO36t (Area) |
Employees may be eligible for allowances, as specified in their employment agreement. Some allowances automatically renew each year, while others will need to be added. For more information see the Start of Year allowance summary
Authorised users
| Situation |
Solution |
| You discover that someone is an authorised user and they should no longer have access. |
Complete a EdPay5c to cancel their access. Once actioned, this will be confirmed by your payroll adviser. |
You are the principal and your authorised user will be returning to school before your start date in 2023.
|
Make sure you have completed start of year processing for your authorised user before you go on Christmas leave, or they may not be able to access EdPay in 2023 and complete start of year processing for your school's employees.
|
Start and end dates
Fixed-term teachers
| If a fixed-term teacher is starting: |
Then |
| before 28 January. |
For returning teachers who worked all of 2022:
They will be paid salary from the 28 January, even if they began working prior to this, as their paid holiday pay (HPP or HPF) will be booked and paying until 27 January.
For returning teachers who did not work a full year in 2022:
They will be paid from 28 January unless you advise us differently on an EP31. They can only be paid salary prior to 28 January if they have an unpaid holiday pay booking (HPU).
For brand new teachers, who did not work the previous year:
They will be paid from the start date advised by your school in the 'add new employee' form submitted through EdPay. |
| between 28 January and 7 February. |
For returning teachers to your school:
Restart the teachers in Start of Year screen. 28 January will be their start date. They will be paid salary from 28 January.
For teachers new to your school:
Add an employee in EdPay, and enter 28 January as their start date.
|
| if a part-time teacher is starting after 7 February and they have no normal working days prior to 7 February due to your school start date |
28 January will be their start date in the Start of Year screen
|
| after 8 February because they are taking leave without pay. |
28 January will be their start date in the Start of Year screen. Book leave without pay (LWOP) from 28 January until the day before they return. They will be paid salary from the day after their LWOP ends. |
Non-teachers
| Situation |
Solution |
| You have a term-time-only employee that you do not want to start until well into the first term, depending on roll numbers. |
Start them from 7 February 2023 in the Start of Year screen, then put them on Leave Without Pay until the day before their return. |
| You have a term-time only employee who finishes ten days after the end of term, and returns before the school starts. This results in an overlap of dates in regard to annual leave. |
Enter the start date in the Start of Year screen as the day after the leave booking ends, then submit a timesheet for the days that overlap with annual leave.
You can check your PP19 SUE report for the last day of ALTTO.
|
| You have a non-teaching permanent term-time employee who will be working after the school's term 4 end date and restarting before the school term 1 start date. |
It is acceptable for non-teaching staff to have start and end dates that are outside the school start and end dates. |
Leave without pay (LWOP)
| Situation |
Solution |
| If an employee is taking LWOP from the start of 2023. |
Book the LWOP from their start date to the day before the day they return. |
| If an employee is on LWOP at the end of 2022 and will be returning in 2023 later than the date booked. |
Book additional LWOP |
| If an employee is on LWOP at the end of 2022 and will be returning in 2023 earlier than the date booked. |
Complete a NOVO12r form to reverse the leave days booked.
|
Funding and department codes
If you need to change the employee's funding or department code in EdPay:
- EdPay > My Employees
- Click the employee's name
- Go to the job funding section in the Job Details screen
- Use the appropriate 'effective date' for them
If you need to create new department codes in EdPay:
- EdPay > My School
- Administration
- Department codes