Banking Staffing David Hyland June 2015

What is it? How does it work? Banking Staffing What is it? How does it work?

Staffing Entitlements Staffing entitlement are roll dependent – NZRoll www.fundingcalc.minedu.govt.nz Exercise care when budgeting next year do not lock in all FTTEs as permanent staff. Funding, Staffing and Allowances Handbook www.minedu.govt.nz/NZEducation/EducationPolicies/Schools/SchoolOperations/Resourcing/ResourcingHandbook - Not charged for 11% loading as usage

Fortnightly Payroll

Fortnightly payrolls There are 26 pay periods in a year Fixed term and permanent teachers are paid on a 14 day basis - so each full day is a charge of 0.07 FTTE 1 full-time teacher equals 1.00 FTTE of usage per fortnight – so a full year is 26.00 FTTE Part time teachers use up a corresponding amount of banking staffing, i.e. employed 60% = usage of 0.6 FTTE per fortnight Day relievers are charged at 0.1368 FTTE per day60% = usage of 0.6 FTTE per fortnight - Not charged for 11% loading as usage

The Banking Staffing Year Runs from pay period (pp)23 of one year to pp22 of the next (2014/2015 years combined) Includes a balancing period from pp23 – pp26 when automatic adjustments can be made for the previous year Your usage will be high in pp19 when holiday pay is paid out to some fixed term staff. This should even out as no usage will be charged for those teachers in pp20-22. Aligns as closely as possible to the payroll year which is 28 Jan to 27 Jan Will expand on the balancing period further on

Things to remember Only teachers or a person with a LAT (and principals) can be charged to Teacher Salaries (TS) 1st and 2nd year teachers must be charged to TS or the school will not get Beginning Teacher Time Allowance You cannot pay staff in advance Adjustments requested outside 2 pay periods will probably be declined Adjustments between BG and TS can be actioned by the school in Novopay Online but only back to pp2512 this year. Adjustments to funding codes not accessible by the school, i.e. study awards, will still need to be requested on a NOVO21 form. Within 2 pays to the service desk, any further back to MOE. Paying staff up to the end of the pay period is not paying them in advance as by the time they receive the money they will have completed the work. However this is risky as if they end up not working for any reason then they have been overpaid.

Internal Controls

Look out for…. Usage of more than 1.00 FTTE for 1 teacher in a fortnight. If this is: - an overpayment of salary, advise the service desk - salary arrears, the charging is probably correct - holiday pay, make sure you have not been charged in excess of the capping rules Usage of more than 26.00 FTTE for 1 teaching position for the year. - Provided there was no overlap of employment apply to the Ministry for a Ministry Adjustment (before the end of the balancing period). Charging of more than 1.0 FTTE is likely to occur if someone has left the service during a term, and someone else has been employed straight away. Holiday pay for teacher A is likely to overlap with salary for teacher B. If you employ teacher B before teacher A has left you will use over 26.00 FTTE and this won’t be adjusted. Will look at holiday pay capping later on

Look out for…. Part timers – View timesheets S U E Reports (pre finalised) Review error schedule prior to authorising Initial and date Charging of more than 1.0 FTTE is likely to occur if someone has left the service during a term, and someone else has been employed straight away. Holiday pay for teacher A is likely to overlap with salary for teacher B. If you employ teacher B before teacher A has left you will use over 26.00 FTTE and this won’t be adjusted. Will look at holiday pay capping later on

Look out for…. Key processes DO NOT SHARE PASSWORDS Ask a Board Member to periodically review that IC are in place Annual leave records updated e.g. ‘BG’ Staff Charging of more than 1.0 FTTE is likely to occur if someone has left the service during a term, and someone else has been employed straight away. Holiday pay for teacher A is likely to overlap with salary for teacher B. If you employ teacher B before teacher A has left you will use over 26.00 FTTE and this won’t be adjusted. Will look at holiday pay capping later on

Transparency

Monthly Financial Reporting Key Monthly Documents for the Board & Management Team: Banking Staffing report & SUE report ‘TS’ Grants and overuse “booked”

Modelling Spreadsheet Excel template available on Ministry website www.minedu.govt.nz/NZEducation/EducationPolicies/Schools/SchoolOperations/Resourcing/SchoolStaffing/BankingStaffing Can be requested from the Ministry at any point in the year, pre-populated with your current information Add information from each banking staffing report Allows you to forecast and forward plan When deciding whether to move someone to BG it is not worth moving a teacher whose base salary is higher than the current recovery rate. Can’t give a step any more as pay scales are now different for each sector Under Novopay, download report in CSV format, then save in Excel format.

Novopay Support Sally Wiig sally.wiig@minedu.govt.nz Phone : 04 439 5418 Vivienne O’Reilly vivienne.o’Reilly@minedu.govt.nz Phone: 04 439 5419 When deciding whether to move someone to BG it is not worth moving a teacher whose base salary is higher than the current recovery rate. Can’t give a step any more as pay scales are now different for each sector Under Novopay, download report in CSV format, then save in Excel format.

Financial Adviser Contact Details David Hyland Senior Adviser School Finance DDI: 04 4638673 Mobile: 027 490 7232 Email: david.hyland@minedu.govt.nz P O Box 5040, Lower Hutt 19 Market Grove Lower Hutt 5040