EdPay – a fully online service – is replacing Novopay Online. This will improve the timeliness, accuracy and quality of schools’ payroll information.

By moving fully online, we will increase automation, removing many of the pain points for schools’ payroll administrators, particularly processes based on lengthy, manual forms.

EdPay is intuitive and easy to use. We’ve made it easy for users to get things right – and hard to get them wrong. When the EdPay roll-out is complete, schools will also have a lot of useful information at their fingertips that they don’t have now, including the ability to see payroll information and employment terms for all school staff, in one place. We are rolling out EdPay functionality incrementally, once it has been built and tested.

(The personal information in the below screenshots is fictional – click to enlarge)

edpay - welcome screen 04 Sept 2019 edpay - add new employee 04 Sept 2019 edpay - employee details 04 Sept 2019

We engaged with schools early

We began trialling EdPay with payroll administrators and principals with 11 schools in March 2019, adding a further 15 in May, and increased to 200 in July 2019. Based on their feedback, we offered it to an additional 1,000 schools in September 2019, and rolled it out to the rest before the end of the year.

EdPay is now available to all schools.

Timeframes

EdPay does not yet have all of the functions of the existing forms-based service, and these are being built in stages, once they’re tested and ready. So far EdPay can be used to view and edit employee details, add new employees, set up short-term relievers, change pay details and tax details, enrol for KiwiSaver and make KiwiSaver changes, change the funding or department code and terminate contracts.

Schools will automatically see the new features as they are ready. This means schools will be using both EdPay and the existing service together for a while.

Schools are still being supported by their dedicated payroll advisers.

Documents

EdPay Employee Details Form updated July 2021 (PDF)

Quick start guides

Add a new employee (PDF)

Allowances (PDF)

Change financial details (PDF)

Change pay details (PDF)

Change personal details (PDF)

Leave – NEW (PDF)

New user frequently asked questions (PDF)

Onboarding (PDF)

Reliever timesheet – NEW (PDF)

Terminations (PDF)

Timesheets – NEW (PDF)

 

The 2016 Detailed Business Case for a better schools’ payroll

Executive Summary of Business Case (PDF)

Detailed Business Case (PDF)