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Start of Year step-by-step process

This page takes you through the steps to complete your school's Start of Year tasks.

Please ensure that any changes you need to make have been made before the Start of Year screen closes at 5pm Thursday, 26 February 2026.

1 Download the Start of Year Guide for full instructions
Start of Year 2025 Guide (PDF, 1.5MB)
2 Log in to EdPay and go to the Start of Year screen
EdPay > My Employees > Start of Year
3 Download your Start of Year report and Pay Ending report to identify any changes for existing staff
1. EdPay > My employees > Start of Year Screen > Summary tab > Download SOY report

2. EdPay > Reports > Pay Ending report

Read more about the reports and how to download them Start of Year reports
4 Enter your school's term dates for next year
Start of Year screen > School Term Dates
5 Restart term-time only non-teachers and fixed-term teachers
Start of Year screen > Restart Employees
6 Change hours for part-time teachers or non-teachers (without a work pattern)
Start of Year screen > Change Hours
7 Make any other pay details changes needed for next year
EdPay > My Employees > Select employee name

Use the Start of Year actions tool to check whether changes need to be made in the employee's Job screen, in the Start of Year screen or by sending a form
8 Set up new employees in EdPay
EdPay > My Employees > Add an employee

Some new employees may need to submit a salary assessment if this is their first teaching job in the NZ state sector, or they have had a break for two years or more, or if they have new qualifications or work experience.

For more information, go to Salary assessments 
9 Terminate jobs for employees not returning next year
Go to EdPay training > Terminate job
10 Download a final copy of the Start of Year report to check your entries. Keep a copy of the report for your records (Education Payroll does not need a copy). EdPay > My employees > Start of Year Screen > Summary tab > Download SOY report