New Zealand School Trustees Association

Memorandum: 2005/18

School: «School» («School_ID») Principal: «Principal_first» «Principal_surname» via email «Principal_email» CC Chair: «Chairperson_first» «Chairperson_surname» via email «Chair_Email» (please advise any changes to above addresses)

From: Colin Davies, NZSTA, Manager Service Delivery ([email protected])

Date: 21 June 2005

Subject: Payroll Services and New Payroll System to be Introduced

Purpose: This memo advises on the changes coming through with the introduction of a new Education Payroll System over the next 3 years and updates on the some of the email services available to principals (and staff for electronic payslips) for:

Reports -e-SUE - e-Banking staffing - e-Leave - e-Payslip;

Email Input - e-Reliever -e-Input

New Payroll System: The decision to move to a new payroll system has now been announced. As a result a Payroll Reference Group (involving the unions, principals groups, executive officers and NZSTA) has been established to provide advice and feedback on the general overview of day to day operations, and on Ministry of Education plans and proposals for the payroll there are specific areas of interest. These are

- The operation of the payroll service and opportunities for improvement; - Reviews of administrative and operational processes involving schools and employees; - Review and feedback on Ministry development plans for the payroll service; - Review of implementation plans required to support the introduction of new systems and changes to process; - Review of communication plans and materials for their effectiveness in supporting the operation of the payroll and implementation of new systems and initiatives; - Provision of feedback from schools, principals and staff.

The project has a staged implementation plan over a 3 year period to introduce the new pay system with a pilot and assessment processes planned for next year.

Payroll Services: The Ministry have been building their capacity to supply key data in electronic form. A significant number of schools have already signed up to the e-Sue and the Ministry are now

1 making available more services which we encourage you to consider. The following information can now be supplied by email:

Reports e-SUE: The SUE report is produced and emailed to schools on the Friday evening before the pay- day. It means that schools have access to the pay information first thing on the Monday morning of the pay week. The early supply of the report provides schools with a last minute opportunity to correct pay errors before employees are paid.

As a security precaution the SUE report arrives as a password protected PDF file. It can be read using Adobe Acrobat reader which is available free from www.adobe.com. The file password is customised for each school. The report can be imported into excel as a text file by schools. This allows schools the ability to electronically post the information into their general ledgers for accounting purposes. e-Banking Staffing: The e-Banking staffing report is the email version of the report that accompanies the SUE report. Schools are able to copy it and cut and paste in Excel the pay-day details into their modelling spreadsheet to model and monitor their performance during the year. e-Leave: This is a new report generated each pay-day for schools signed up for e-SUE reports. It has the same security protection and password as e-SUE report and details staff alphabetically showing their length of service, sick leave entitlement, recent leave taken, and current sick leave balance. e-Payslip: This is available to all school staff who wish to receive a payslip every pay-day. Normally payslips are only printed when there is a change in the pay of the payee. e-Payslips are produced every pay-day and as there is no restriction on space on them they contain additional items of information such as leave taken/recorded in the current pay period, length of service for sick leave purposes, annual increment date. Schools can get their staff on to e-Payslip simply by sending to their Education Service Payroll Centre a completed “School Staffing Appointment Form” showing the email address the employee wants the payslip sent to.

Email Input e-Reliever: This is an electronic spreadsheet that allows schools to use drop-down pick-lists to supply pay information for relievers employed during the period. It is designed to minimise manual input both at the school and the payroll centre. It also doubles as an e-Leave return. It contains a pick-list of current employees and is designed to allow the schools to select the name of the employee and enter the dates of the absence and the type of leave. e-Input: Schools are able to set up protocols with their local Education Service Payroll Centre for the transmission of payroll instructions/input via email. Email is much quicker than hard copy means of transmission and is often more reliable.

Access to Payroll Electronic Reports and Input: Schools wishing to take advantage of the email facilities, or offering the opportunity for staff to have their individual email payslip option, can do so by accessing the relevant authorisation forms from the “Updated Email Authority Form” section of the website www.payroll-serv.co.nz.

Colin Davies