EdPay and forms


  1. Tasks that can be completed in EdPay – listed in the first table below
  2. Tasks that need a form – with links to Smart forms and EdPay forms
  3. Back-up smart forms – use only if EdPay is unavailable


1. Tasks that can be completed in EdPay

Name  for
Deferring automatic salary increments (for support staff) support staff who are eligible to receive annual automatic salary increments within the next 90 days will now appear on the Auto Increments screen under the heading for their collective agreement.

See Deferring automatic salary increments for non-teachers

Teachers, and non-teachers who are not eligible to receive annual auto increments, will still have to be reviewed on the Attestation report and confirmed or deferred manually.
Employee details change
  • name
  • email address
  • phone number
  • address
See Change personal details 
Funding/department code change
  • add a new funding or department code
  • change or check the description of an existing code
See Change or add funding/department codes

Changes to funding code 11340 and 11320  use a NOVO21
Financial details changes
  • main bank account
  • tax code
  • KiwiSaver
See Change financial details

Use a NOVO29 for KiwiSaver enrolment and savings suspensions 
Leave bookings
See Booking leave

For ACC leave bookings use a NOVO12acc
For timesheet-only employees and secondary principals use a NOVO12

Leave reversal some employees' leave can be reversed in EdPay, if so you will see a minus next to the name in the Leave dashboard in EdPay.

See Reverse leave

To reverse or change non-eligible bookings, use a NOVO12r
Maori Immersion Teacher Allowance teachers employed under the area, primary or secondary school teachers' collective agreements

See Maori Immersion Teacher Allowance

For principals, please send an EP37t
New appointments for teachers and non-teachers all new teaching and non-teaching appointments

See Add an employee
Pacific Bilingual Immersion Teaching Allowance teachers under the area, primary or secondary school teachers' or principals' collective agreements

See Pacific Bilingual Teaching Allowance

For principals, please send an EP37p
Pay details change for teachers and non-teachers
  • teachers changing hours employed
  • support staff changing hours employed
  • permanent and fixed-term allowances
  • retrospective date changes
  • fixed-term employees changing contract end dates
  • tenure changes
See Change pay details

For advising higher duties, Communities of Learning, Maori immersion, tutor teacher, service increment allowances, see tasks that require a form from the list below.
Termination/end of employment

when an employee:

  • resigns from, leaves or ends a job
  • transfers to another school
  • leaves the education service

For terminating annualised employees – use a NOVO6

Timesheets for
  • caretakers/ cleaners/ canteen workers/ ground staff
  • individual relief teachers
  • non-teachers
  • advising casual & fortnightly timesheet hours or allowances or additional fortnightly hours worked by staff not on timesheet 
  • advising timesheet hours (in part days) worked by relief teaching staff for the week
  • advising weekly, casual & fortnightly timesheet hours worked by, or allowances due to, non-teachers on timesheet & additional fortnightly hours worked by, or additional allowances due to, non-teachers not on timesheet
See Submitting timesheets


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2. Tasks that need a form

PLEASE NOTE: If you're using a form, download and save the form to your desktop or another place on your computer. If you don't save it before filling it in, you will lose your data. The School Account Team will return out of date, incorrect, illegible or incomplete forms to you for re-submission.

Name Use for Smart Form
EdPay service authorisation / changes to details
  • authorising an employee to administer schools' payroll through EdPay, including employees not paid by EPL
  • changing an authorised employee's details
Use EdPay to on-board any new staff member who will also complete your school's payroll work
EP5

Cancel EdPay authorisation
removing an employee's authorisation to access the payroll system EP5c                       


Termination/ end of employment for annualised employees

NOVO6

NOVO6 instructions


Termination reversal
requesting a cancellation of an employment termination NOVO6r  NOVO6r instructions
Salary assessment for teachers

You can now apply for a salary assessment online.  

You'll need to log in to the ESL portal with your ESL username and password. Copies of supporting documents are uploaded into the portal before your application is sent to your school to be approved by the principal. Following that the principal will send your application to Education Payroll to be assessed within 15 business days. 


Use the EP7t form if you cannot access the portal.

Salary assessment information and links to portal


EP7t

– download form & instructions from the 

Salary Assessment page
Statement of service request for teachers  

requests for:

  • a statement of service
  • pay history
  • salary cards for teaching staff
  • the last 5 years' service for registration or certification purposes

NOTE: for leave, retirement, or redundancy checks use an EP31

NOVO9t 
NOVO9t instructions
Timesheet for out-of-hours music & art staff
advising the timesheet hours worked when you cannot enter the details into EdPay  NOVO10nt 
NOVO10nt instructions

ACC leave & ACC partial duties bookings


Note: advise all other leave using in EdPay or on a NOVO12 

  • booking all ACC leave, including future-dated ACC leave
  • advising changes to a leave period
  • advising any hours worked while on ACC
NOVO12acc 
NOVO12acc instructions
Timesheet for adult/ community education staff
advising weekly hours worked when you cannot enter the details into EdPay  NOVO14nt 

NOVO14nt instructions

Teacher or principal at a communities of learning role

Note: submit the confirmation letter from the New Appointment National Panel for all leadership and across community & between schools teacher role appointments


EP16c


Teaching unit/ payment allocation/ allowance change for teachers
when you & your teacher have formally agreed to change the unit, payment or allowance details for their position when Ministry approval is required, or when it covers retrospective dates
EP16t

Complex examples

New/ improved/ additional qualifications for teachers
when a teacher has received new, additional or improved qualifications that payroll has not yet assessed EP17t

– instructions on the 

Salary Assessment page 
Service increment for teachers
requesting application of a service increment for an employee EP18t

– instructions on the 

Salary Assessment page 
Childcare credit for teachers
a permanent or fixed-term teacher who has previously resigned, or taken leave from a permanent teaching position, to care for their own child EP19t

– instructions on the Salary Assessment page 

Additional hours/allowances for teachers
advising additional fortnightly hours worked by part-time teaching staff who are not relievers; & additional one-off allowances to teaching staff, if you're unable to enter the details in EdPay  NOVO20t 
NOVO20t instructions
Individual employment agreement (IEA) pay change for all employees
staff who have signed the latest IEA following a newly ratified collective agreement.

The EP22 replaces the NOVO22t and NOVO22nt forms.


EP22
EP22 instructions
Annualisation for 2024 has closed

2024 Annualisation agreement for support staff
permanent and fixed-term, term-time only support staff to have their projected earning for a 12-month period spread across the whole year
EP23nt  2024
EP23nt instructions 

Annualisation agreement change of hours/pay rate for non-teachers

Note: please use the correct form for the appropriate year


advising that you have changed an annualised non-teacher's regular hours of work or pay rate
EP24nt – 2024

EP24nt – instructions

EP24nt – 2023
EdPay24nt – 2022

Earlier years are available on request.

The NOVO25nt is no longer required when cancelling an annualisation.

Details can now be provided on the 

NOVO2nt (pay details change for non-teachers) & on the NOVO6 (termination/end of employment).
NOVO25nt
Collective agreement arrears request
claiming backdated arrears to previous employees 
NOVO26
NOVO26 instructions
Paid parental leave grant
advising that an employee is entitled to receive a maternity grant or ex-gratia parental payment 
EP27
EP27 instructions
Higher duties allowance for teachers
advising of a teacher acting in a higher position 
NOVO28t 
NOVO28t instructions

Higher duties allowance for

teachers or principal acting in a communities of learning role

advising of acting in a higher position
NOVO28a 

Higher duties allowance for a teacher or principal covering for another teacher or principal  in a communities of learning role
advising of a teacher acting in a higher position – one-off time sheeted payment
NOVO28b
KiwiSaver enrolment and savings suspensions
NOVO29
SUE report corrections / Advice of changes

General enquiries
requesting a SUE adjustment or out of cycle payment
advising of an overpayment
request service information for the purposes of leave checks/balances, retirement or redundancy checks

all other enquiries
New:
EP31
(updated version of NOVO31)

EP31 instructions
Deduction by school
all event-based deductions made to an employee's pay by your school
NOVO33 

Annual leave cash-up
non-teachers, and secondary principals who are employed as 52-week employees
NOVO35 
NOVO35 instructions
Tutor teacher allowance form


Mentor teacher allowance form
teachers employed under the Area School Teachers' Collective Agreement

for teachers employed under the Primary School Teachers' Collective Agreement 
NOVO36t 


NOVO36m
NOVO36m instructions

Maori immersion teacher allowance (MITA) form
(area, primary, and secondary)
teachers and principals employed under the area, primary or secondary school teachers' or principals' collective agreements 

MITA can be added in EdPay for teachers on the latest employment agreements.  Go to the MITA EdPay instructions

Please use the form for all principals or for teachers on older agreements.
EP37t
Pacific bilingual immersion teaching allowance (PBITA) teachers employed under the area, primary or secondary school collective agreements and principals on the primary or area schools collective agreements

PBITA can be added in EdPay for teachers on the latest employment agreements Go to the EdPay PBITA instructions

Please use the form for all principals.
EP37p
Maori immersion teacher –additional allowance form (area and primary)
teachers employed under the area and primary teachers' and principals' collective agreements 
EP38t

Bus controllers' allowances claim

NOVO39t

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3. Back-up smart forms – use only if EdPay is unavailable

Name Use when EdPay unavailable  Novopay Smart Form
New appointment for non-teachers all new non-teaching appointments NOVO1nt NOVO1nt instructions
New appointment for teachers
all new teaching appointments NOVO1t NOVO1t instructions
Pay details change for non-teachers
  • support staff changing hours employed
  • permanent and fixed-term allowances for non-teachers
  • retrospective date changes
  • fixed-term employees changing contract end dates
NOVO2nt


Note: use a NOVO12acc if your employee is working reduced hours due to an accident

Pay details change for teachers
  • teachers changing hours employed
  • permanent and fixed-term allowances for teachers
  • retrospective date changes
  • fixed-term employees changing contract end dates

NOTE: not for advising higher duties, Communities of Learning, Maori immersion, tutor teacher, service increment allowances for employers

NOVO2t


Note: use a NOVO12acc if your employee is working reduced hours due to an accident

Employee details change
changes to an employee's personal details 

We are phasing out the use of NOVO3 for all changes except for day-to-day relievers.  If a NOVO3 is submitted for employees other than day-to-day relievers the school will be asked to make the change in EdPay instead. 


NOVO3

NOVO3 instructions

Tax details change
NOVO4

NOVO4 instructions


Termination/ end of employment

when an employee:

  • resigns from, leaves or ends a job
  • transfers to another school
  • leaves the education service
NOVO6
NOVO6 instructions


Timesheet for caretakers/cleaners/canteen workers/ground staff
advising casual and fortnightly timesheet hours or allowances or additional fortnightly hours worked by staff not on timesheet, if can't enter the details into EdPay NOVO11nt
NOVO11nt instructions

Leave bookings (other than ACC leave bookings)

Note: advise ACC leave bookings using a NOVO12acc Smart Form


EP12
EP12 instructions
Leave booking reversal
reversing leave when you cannot enter the details into EdPay EP12r

Timesheet for non-teachers
advising weekly, casual and fortnightly timesheet hours worked by, or allowances due to, non-teachers on timesheet; and additional fortnightly hours worked by, or additional allowances due to, non-teachers not on timesheet, if you can't enter the details into EdPay NOVO13nt
NOVO13nt instructions


Timesheet for individual relief teachers
advising timesheet hours (in part days) worked by relief teaching staff for the week, if you're unable to enter the details into EdPay NOVO15t
NOVO15t instructions
Funding/department code change
changing the funding or department code for employees for future dates or within the last 2 pay periods, if you're unable to enter the details directly into EdPay NOVO21
KiwiSaver enrolment & changes

NOVO29

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