Are you a new payroll administrator in a New Zealand state school?

You may be new to your role, or new to the education sector. To help you, we've brought together key pieces of payroll information from this website, onto this page.

Use this page to find out how payroll works in the education sector.

• Education service payroll
• Pay centres
• Pay cycle
• Employment agreements
• Payroll forms
• Authorised email
• Payroll reports
• You are responsible for contacting payroll for your employees

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Education service payroll

Education service payroll: the service

The education service payroll is the New Zealand state schools' payroll service.

It is the largest payroll in New Zealand paying:

• more than 110,000 teachers and support staff each year
• over 2,500 schools
• more than 2 million payments to employees a year.

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Education Service Payroll: the team

The Education Service Payroll team is part of the Ministry of Education. The team:

• is responsible for managing the education service payroll
• contracts out the payroll service to Datacom's Education Service Payroll Centre (ESPC).

There will be a new payroll service in 2010 - Novopay - provided by Talent2.

Contact Education Service Payroll
Read about the ESPC
Read about Novopay: your future payroll service 

Pay centres

Pay centres process your payroll instructions on behalf of the Ministry of Education.

Your school type and where you are located will determine which pay centre processes your pay.

Find your pay centre

Pay cycle

Use the payroll calendar to check important payroll dates

Employment agreements

The two main types of employment agreements are individual employment agreements and collective employment agreements.

The employment agreement an employee signs forms the terms and conditions of their job at your school.

You need to be familiar with an employee’s employment agreement when you:

• appoint them
• make changes to their pay.

Collective employment agreements
Individual employment agreements

Forms – payroll

Payroll forms are what you use to:

• tell your pay centre to set up your employees' pay, record timesheet hours worked, or make changes to employees' pay or personal details
• request salary assessments.

You must use payroll forms for your employees’ payroll instructions.

Current forms are:

• forms on this website, at the time you complete your instruction
• electronic forms - for example e-Reliever - that you have signed up to use for your payroll instructions.

Payroll forms – guide for payroll administrators
Find a payroll form by name
Find a payroll form by task

Authorised email

Authorised email is an email address – authorised by a board of trustees' member who is not the principal – from which a school can send its school’s payroll information to its pay centre.

Become an authorised email user 

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Rules for using authorised email

• Do not let other employees access your email address. Information sent from your authorised email address is processed by pay centres as a valid payroll instruction.
• Check your staff usage and expenditure (SUE) report each fortnight to make sure your pay centre has processed information you sent by authorised email.

How to check your SUE report

Payroll reports

All schools receive a staff usage and expenditure (SUE) report fortnightly, and an annual accrual report yearly.

We recommend you sign up to receive your payroll reports by email.

Payroll reports you will receive by email are the:

• e-SUE report
• e-Leave report
• e-Increment report (for teachers).

Apply to receive your payroll reports by email
Check reports 

You are responsible for contacting payroll for your employees

Pay centres only take calls from school payroll administrators. Pay centres will not take calls from employees. This means that if your employee asks you a payroll question which you cannot answer, you will need to contact your pay centre for them.

Contact your pay centre