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How to become an authorised user

Only authorised users can do payroll for their school. Schools can have as many authorised users as needed. The responsibilities of individual authorised users will vary between schools.

Access types

Novopay Online has the following authorised user roles:

  • The Principal role can view and administer all staff records except their own. All principals must be authorised users, to ensure that they can fulfil their delegated management accountabilities, and manage their administrators' pay.
  • The School-wide Administrator role can view and administer all staff records except their own, and those of the principal, external administrators and other school-wide administrators.
  • Other Administrator roles can see specific records only (relievers, teachers, non-teachers, community education, out-of-hours music teachers), and do not have access to reports.

There can be only one person at a school with Principal access. If the principal is away for more than two weeks, and another employee is in an acting principal role, see Appoint an acting principal for options to set up access.

Request access to Novopay Online

  • Complete a NOVO5 form and have it signed by the employee and by the duly delegated member of the board of trustees.
  • Email a copy to support@novopay.govt.nz and keep a copy your records.

  • The employee will receive an email confirming that they have been set up as an authorised user, and advising of their password.
  • Check whether there are any authorised users whose access should now be cancelled. You can use the Online Access/Audit report to review the authorised users at your school. If any need to be removed, complete a NOVO5c form and post the signed original to the Novopay Service Centre.
  • Direct the new authorised user to the Novopay website for relevant information. See Novopay training for details.

Record keeping

Keep the following forms in the employee's file:

  • Copies of NOVO5/NOVO5c

See Payroll record keeping for more details.

Forms

See NOVO forms to download NOVO forms, and for guidance on completing forms.

You must post the signed original of these forms to the Novopay Service Centre.

  • To request employee access to the Novopay Service:
    NOVO5 - Novopay Service Authorisation / Changes
  • To cancel employee access to the Novopay Service:
    NOVO5c - Cancel Novopay Service Authorisation

Related links

How to:

Resources:

A-Z of payroll: