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School Business Manager’s Association Conference

15 – 17 July 2026

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A quick show of hands

In the last six months, how many of you have:

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  • Checked the Staff Usage and Expenditure (SUE) report?

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  • Wondered where a ticket was up to?

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  • Called Education Payroll with an enquiry?

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  • Read a fortnightly update newsletter?

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We deliver the payroll to New Zealand schools and kura each fortnight

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2.8 million payments

to

106,000 school employees

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Average of $308 million per pay period

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Total of $8 billion

paid this year

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99.96%

99.37%

88.77%

99.69%

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The people behind every pay run

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Salary Assessment (8)

ACC (6)

Overpayment Support (5)

Specialised Services (6)

Tax

Super

Statement of Service

Schools (2,500)

School authorised users (6,900)

School employees (106,000)

Payroll Advisors (48)

One payroll advisor per approx. 50 schools

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48 payroll advisors support 6,900 school authorised users

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80 people support 2,500 schools.

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106,000 employees paid every fortnight.

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Small team –

big reach

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Two short windows are our busiest time of the year

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Continue to submit EoY SoY changes in EdPay early and use self-service where you can — it helps us answer your requests faster.

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We hire extra EoY SoY payroll advisors each year, so we're ready when you need us most.

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How we get ready and how you can help

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Timeline of change

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Sep 2026

Oct 2026

Jul

2025

Oct 2025

New ticketing portal introduced 8 September.

Ticketing

Jul – Aug

2026

11x Collective Agreements, 2x Variation to Employments and 2x Individual Employment Agreements complete.

Collective Agreements

Annualisations

Added annualisation form into EdPay automating entitlements and reducing time

EdPay Login

We changed the way you log in to EdPay so it’s quicker, easier and more secure

Jun

2026

Limited change across

End of Year and Start of Year

Nov 2026 – Mar 2027

Nov 2026

Straight Through Processing

Annualisations

EdPay enhancement survey change

SoY survey change

Operational change

May – Jul 2027

Ability to notify us when annualising term-time employees in SoY screen to avoid overpayments and improve auditing

Annualisations

TOP 3 enhancements from March 2027 EdPay enhancement survey

EdPay Enhancements

Dec 2026

Reverse pending time sheets

for relievers

EdPay

Apr

2027

Mar

2027

Reverse pending time sheets for school employees

EdPay

Ability to filter leave history by date

EdPay

3x Collective Agreements and 1x Variation to Employment to go (Primary Principals' Collective

Bargaining Union)

Collective Agreements

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Annualisations

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What we’ve delivered

  • We have progressively automated Annualisations through EdPay.
  • We have reduced manual work for schools and payroll teams
  • We have improved accuracy across the process

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Value delivered to date

  • Right‑first‑time Annualisation submissions have increased to 92% from 62%.
  • 95% of school users report the EdPay Annualisation form is easy to use.

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2026-27 next steps

  • We will start enabling straight‑through processing of Annualisations submitted through EdPay.
  • Annualised employees grade step rate and current allowances will be auto populated into the form.
  • What this means less handling, faster turnaround.

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Annualisation spreads an employee’s pay evenly across the year.

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This allows employees who only work part of the year, such as term-time staff, to receive regular pay during both term time and school holidays.

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What is an annualisation?

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Ticketing: From email forms to online requests

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Current

Future

What improves

  • You download, complete and email a PDF form as an attachment.

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  • You track progress in the Daily Status Report email.
  • You complete a form online in the forms portal and click submit.

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  • You view and track your requests anytime in the forms portal.
  • It’s faster and simpler and saves you time.

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  • You can see all your requests in one place.

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  • You and your payroll advisor communicate directly in the ticket comments.

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Working together to deliver accurate pay, on time

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URGENT MESSAGES

FORTNIGHTLY UPDATE NEWSLETTER

CALENDAR OF EVENTS

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You can contact us feedback@edpay.nz or send a message through our website (edpay.govt.nz)

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Our busy times on the phones are Friday and Wednesday mornings.​

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Check our calendar of events on edpay.govt.nz for all cut-off dates.

We email all school authorised users every fortnight with upcoming changes, reminders and other important information.

EdPay shows urgent messages in a banner at the top of the screen while you work.

If you’re stuck, get in touch

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Any pātai (questions)?

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