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Tasks that need a form:
Please note: If you’re using a form, you no longer need to download the form, fill in and scan/send to us. Simply complete it here online, in this portal.
Name | Purpose | Number (and hyperlink) |
|---|---|---|
EdPay assistance request | For general enquiries that cannot be submitted using an EP31 form | |
EdPay service authorisation / changes to details | Authorise an employee to administer schools' payroll through EdPay (including employees not paid by EPL) or change current authorised user’s details. | |
Cancel EdPay authorisation | Remove a user’s authorisation to access the payroll system. | |
Termination / end of employment for annualised employees |
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Termination reversal | Cancel a termination. | |
Salary assessment for teachers | Apply for an assessment: for teachers, SLTs and teaching guidance counsellors who are new to teaching or are returning after >two years’ absence. | |
Statement of service request for teachers | Request statements of service, pay and/or service history, salary cards for teaching staff. Note: for leave, retirement, or redundancy checks use EP31. | |
Leave bookings | Book leave (other than ACC leave). | |
Leave booking reversal | Reverse leave when EdPay is unavailable. | |
ACC leave & ACC partial duties | Book ACC leave, advise changes to a leave period or hours worked while on ACC (for other leave use EdPay or EP12). | |
Teaching unit/ payment allocation/ allowance change for teachers | Report an agreed change to the unit, payment or allowance details for a position when Ministry approval is required, or when it covers retrospective dates. | |
New/ improved/ additional qualifications for teachers | Report new qualifications that payroll has not yet assessed. | |
Service increment for teachers | Apply for a service increment for an employee. | |
Childcare credit for teachers | Apply for childcare credit for a returning permanent or fixed-term teacher, previously in a permanent teaching role, who left to care for their own child. | |
Additional hours/allowances for teachers | Report additional hours worked by part-time teachers (not relievers) and additional one-off allowances for teachers, if EdPay is unavailable. | |
Funding/department code change | Change the code for future dates or within the last 2 pay periods, if EdPay is unavailable. | |
Individual employment agreement (IEA) change | Update staff details after a newly ratified collective agreement. | |
Annualisation for 2026 has closed 2026 Annualisation agreement for support staff | Permanent and fixed-term, term-time only support staff to have their projected earning for a 12-month period spread across the whole year | |
Annualisation agreement change of hours/pay rate for non-teachers Note: please use the correct form for the appropriate year | advising that you have changed an annualised non-teacher's regular hours of work or pay rate
| EP24nt - 2026
|
Collective agreement arrears request | Claim backdated arrears to previous employees. | |
Paid parental leave grant | Request a maternity grant or ex-gratia parental payment for an entitled employee. | |
Higher duties allowance for teachers | Report a teacher acting in a higher position. | |
Higher duties allowance for teachers or principal acting in a communities of learning role | Report a teacher or principal acting in a higher position. | We have removed the EP28a form from our website. However, if you need to apply for this allowance retrospectively, please ask your payroll advisor to send you the form. |
Higher duties allowance for a teacher or principal covering for another teacher or principal in a communities of learning role | Report a teacher or principal acting in a higher position – one-off time sheeted payment. | We have removed the EP28b form from our website. However, if you need to apply for this allowance retrospectively, please ask your payroll advisor to send you the form. |
KiwiSaver enrolment and savings suspensions |
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SUE report corrections / Advice of changes / General enquiries | General report or query form: eg SUE adjustment, out of cycle payment, overpayment, service information for leave checks/balances, retirement or redundancy checks. | |
Deduction by school | Report event-based deductions made to an employee's pay by your school. | |
Annual leave cash-up | For non-teachers, and secondary principals who are employed as 52-week employees. | |
Tutor teacher allowance form | For teachers employed under the Area School Teachers' Collective Agreement. | |
Māori immersion teacher allowance (MITA) | MITA can be added in EdPay for teachers on the latest employment agreements. Go to the MITA EdPay instructions | |
Pacific bilingual immersion teaching allowance (PBITA) | PBITA can be added in EdPay for teachers on the latest employment agreements Go to the EdPay PBITA instructions | |
Māori immersion teacher –additional allowance form | Area and primary only | |
Bus controllers' allowances claim |
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Reimbursement of professional fees | Request reimbursement for employees on the Therapists' Pay Equity settlement | |
General salary assessment request | For any other salary assessment questions not supported under any forms. | |
Attestation Reports | Please make sure to attach your attestation report signed off by the school's Principal before submitting the request. |
Back up smart forms – use only if EdPay is unavailable
Name | Purpose | Number |
New appointment for non-teachers | Set up new non-teacher in EdPay | |
New appointment for teachers | Set up new teacher in EdPay | |
Pay details change for non-teachers |
| Note: use EP12acc if reduced hours are due to an accident |
Pay details change for teachers Note: not for higher duties, CoL, Maori immersion, tutor teacher, service increment allowances |
| Note: use EP12acc if reduced hours are due to an accident |
Employee details change | Change an employee’s personal details - day-to-day relievers only (use EdPay for other employees) | |
Tax details change |
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Termination / end of employment | Advise when an employee’s job ends.
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Timesheet for caretakers / cleaners / canteen workers / ground staff | Advise timesheet hours if EdPay is unavailable. | |
Timesheet for non-teachers | Advise hours, allowances, and additional hours/allowances if EdPay is unavailable. | |
Timesheet for adult/ community education staff | Advise hours if EdPay is unavailable. | |
Timesheet for individual relief teachers | Advise hours (in part days) if EdPay is unavailable. | |
KiwiSaver enrolment & changes |
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