Cut-off times for pay instructions

To ensure payroll information is current and to avoid pay errors, it is good practice to enter pay instructions in EdPay as they arise. Below we outline the key cut-off times throughout the pay cycle. These cut-off times allow both schools and Education Payroll to ensure all instructions and corrections are processed and checked before payments are made. 

Most instructions entered in EdPay (such as timesheets and leave) are immediately processed however there are some instructions (such as new hire requests) that need to be processed manually by a payroll advisor. If an EdPay instruction generates a ticket number, then it is a manual instruction. For a list of types of transactions that are processed immediately, and those that generate a ticket click here.

Forms must be used for some instructions that cannot be entered in EdPay. When sending forms to Education Payroll, you need to allow more time for the instructions to be processed. See Forms.

Cut-off times for instructions

It is important that instructions for a pay period appear in that period's 1st draft SUE report, to allow time to check and correct them before the pay is run. To ensure this, the following cut-off times for instructions apply.

Day Time Cut-off
Day 1 Wednesday New pay period begins
Day 6
Monday
5pm Cut-off for manual instructions sent via email or EdPay. If an EdPay request generates a ticket number then it is an EdPay form.
See EdPay or Form?
Day 9 Thursday 5:30pm Cut-off for online instructions (such as timesheets or leave requests) to be entered in EdPay
See EdPay or form?
EdPay pay transactions that are entered in EdPay from Friday (day 10) - will not take effect until the next pay run. 
Day 10
Friday
9am The 1st SUE is available for checking. See Check 1st SUE report

Be prepared for SUE report checking to be more complex when collective agreement changes are made, or during End of Year/Start of Year processing



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Cut-off times for corrections

It is important that any corrections appear in the 2nd draft SUE report, to allow time to check them before the pay is run. The following cut-off times for correcting instructions apply.

Day Time Cut-off
Day 10 Friday 5pm Cut-off for manual corrections to be emailed via EP31 form to Education Payroll with subject line:

SUE adjustment (employee name, MOE number)

See How to submit a SUE adjustment.
Day 14 Tuesday 9am The Final SUE report is available for checking. See Check 2nd SUE report



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Cut-off times changes to financial information


Day Time Cut-Off
Day 6 Monday 5pm

Cut-off for manual instructions that are sent via NOVO form

To advise of changes to relievers: 
tax code (NOVO4), KiwiSaver (NOVO29), bank account and personal detail updates (NOVO3)

Special tax codes (STC) will create a ticket when advised in EdPay. Please attach the confirmation letter from IRD

Day 9 Thursday 5.30pm

Tax code updates on EdPay
To have an employee's tax code updated for the next available pay run, please make all changes on EdPay under the financial details tab by Thursday 5:30pm
Changes can only be made from the start date of the current or future pay periods. 
(Excludes relievers and STC, see above)

KiwiSaver updates on EdPay
To change an employee’s KiwiSaver contribution rate, update this on the financial details tab by Thursday 5:30pm

To request a contribution holiday or enrol an existing employee in KiwiSaver, please provide a NOVO29 with any supporting documentation – cut-off for manual forms is Monday day 6

Day 13 Monday 5pm

Bank account updates in EdPay
To have an employee's bank account updated in time for the next available pay run, all changes must be entered into EdPay by 5pm, Monday day 13

Personal detail updates in EdPay
Updates to employees personal details (email address, name etc) need to be entered in EdPay by 5pm, Monday day 13 to ensure the updates take effect for the following payslip

Day 14 Tuesday 5pm

Termination pay run: Bank account and Personal detail updates in EdPay
Any updates to employee’s personal and financial details need to be entered in EdPay by 5pm, Tuesday day 14 to ensure the updates take effect for the following termination pay run


Related links

How to:

Resources:

Reports:

Ministry of Education website: