Start of Year scenarios
This page explains a number of scenarios that schools could have while entering their Start of Year information and their solutions.
Annualisation
| If... |
then... |
| an annualised non-teacher has a start date is earlier than 31 January |
use 31 January as the employee's start date on the application and submit timesheets for hours worked before 31 January 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.
A New Hire will need to show their correct start date. You will also need to send in an EP23nt form so your payroll advisor can process the annualisation. |
Allowances
| If you have... |
then... |
| an employee with a Tutor Teacher Allowance (TTA) or Māori Immersion Teaching Allowance (MITA) or a Pacific Bilingual Immersion Teaching Allowance (PBITA) |
the TTA, MITA, PBITA allowances automatically end at the end of each year, and have to be reapplied for each new year. The teacher will be paid holiday pay on their allowance from the end of the year.
MITA and PBITA allowances for teachers can be added in EdPay.
For principals
Please send MITA requests on an EP37t (MITA base allowance) or an EP38t (MITA additional allowance)
TTA - send in a NOVO36m (prim) or NOVO36t (Area)
PBITA - send an EP37p form |
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 EdPay users
| If... |
then... |
| an employee with EdPay access no longer requires it for their role, or no longer works at the school |
complete an EP5c to cancel their access. Once actioned, this will be confirmed by your payroll adviser. |
you are the principal and the employee with EdPay access is returning to school before your start date next year
|
complete the start of year information for the employee before you go on leave after term four.
This makes sure they will have access to EdPay when they return to work next year and will be able to complete the Start of Year information for the rest of your employees.
|
Start and end dates
Fixed-term teachers
| If a fixed-term teacher is starting... |
then... |
| before 28 January |
For returning teachers next year who worked all of this year:
They will be paid salary from 28 January, even if they began working prior to this, as their paid holiday pay (HPP or HPF) will be booked and paid until 27 January.
For returning teachers next year who did not work a full year this year:
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 last year:
They will be paid from the start date advised by your school in the 'add new employee' submitted in 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.
|
| after 7 February and is part time, 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
| If... |
then... |
| a term-time-only employee won't start until well into the first term, depending on roll numbers |
start them from 7 February in the Start of Year screen, then put them on Leave Without Pay until the day before their return. |
| their start date overlaps with their annual leave dates |
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.
|
| a term-time-only employee will work after their term four end date and before their term one start date |
submit timesheets for any hours worked. |
Leave without pay (LWOP)
| If... |
then... |
| an employee is taking leave without pay (LWOP) from the start of the year |
book the LWOP from their start date to the day before the day they return. |
| an employee is on LWOP at the end of the year and will return in the next year later than the date booked |
book additional LWOP. |
| an employee is on LWOP at the end of the year and will return next year earlier than the date booked |
either reverse the leave in EdPay if possible or complete an EP12r form
|
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