Payroll-related FAQs

For information about managing the leave of a teacher or principal on Study Award or Sabbatical, please refer to the most up-to-date FAQs below.

Alternatively you can download a PDF, correct as of October 2017.

If you’re from a school with a teacher or principal on study or sabbatical leave in 2017 and the school hasn’t received a coding notice, please contact us for a copy.

If you have any questions, you can contact TeachNZ by calling 0800 165 225 or via email to teacher.studyawards@education.govt.nz.

On this page:

Coding to TeachNZ

Does Teacher Study Awards pay the salary of the teacher or principal going on study or sabbatical leave?

No, the teacher or principal continues to receive their normal salary from the school. Teacher Study Awards covers the relief costs as a result of the teacher or principal going on leave, as per the relevant collective agreement.

How do I ensure costs are charged to TeachNZ?

When filling out the payroll forms you must include the funding code and the department code from page 1 of the coding notice specific to the teacher or principal on leave. A copy of the coding notice must be provided to the Novopay Service Centre when you submit the relevant forms.

What do the funding code and the department code refer to?

The funding code is either 11320 (for a Study Award recipient) or 11340 (for a Sabbatical Leave recipient). The five digit department code is specific to the teacher or principal's leave and is based on the award type and the year of the leave.

The start and end dates on the coding notice are incorrect. What should I do?

The start and end dates were provided by the teacher or principal taking leave but are subject to change. Leave dates are agreed to between the teacher and principal on leave and the school. Please email teacher.studyawards@education.govt.nz with the correct dates and TeachNZ will send you an updated coding notice. Please note that Novopay will not accept coding notices amended by hand.

I sent through the payroll forms to have the relief teacher's salary charged to TeachNZ, but I can see on my SUE report that the charge is still coming from the Teacher Salaries funding code. How can I fix this?

You need to fill out a Funding/Department Code Change Form NOVO21 and submit it to the Novopay Service Centre to get the salary of the relief teacher charged to the funding code and department code on the coding notice specific to the teacher or principal on leave. Please do this as soon as you notice the error. If the adjustment goes back further than the two most recent pay periods you will also need to ask the Resourcing division of the Ministry of Education to action an adjustment. Use the Request for Banking Staffing Adjustment form on the www.novopay.govt.nz website.

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TeachNZ Funding of Relief Costs

What relief costs will TeachNZ fund?

TeachNZ funds relief costs for the maximum school weeks of leave awarded to the teacher or principal. For example, if a teacher has been granted 32 school weeks' leave, TeachNZ will fund relief costs for 32 school weeks, plus any holiday pay accrued (calculated by Novopay). Relief costs may include multiple Higher Duties Allowances (HDA) as well as the salary of a relieving teacher depending on the way the school has structured relief costs.

We have a part-time teacher (0.8FTTE) who has been awarded 24 school weeks leave. How does this work for the school?

TeachNZ will fund relief costs for 0.8FTTE for 24 school weeks (96 school days). In line with the teacher’s employment agreement the time is pro rata.

Can we reuse the department code for another teacher/principal?

No. The department code is unique to the person awarded in that year only.

TeachNZ has awarded our teacher 32 school weeks’ leave but we have employed a relieving teacher for the full school year. How does this work with payroll?

TeachNZ will only fund relief costs for 32 school weeks, plus any holiday pay the reliever is entitled to. Once TeachNZ has funded relief costs for 32 school weeks you will need to fill out the Funding/Department Code Change Form NOVO21 and have the salary charge moved back to the Teacher Salaries or Bulk Grant funding code. It is the school’s responsibility to ensure the codes are changed back once the teacher or principal has completed study or sabbatical leave.

The school employed a reliever for a teacher who was on study leave last year, and will continue to be employed this year to cover another teacher who has been awarded study leave. Do we need to fill in any extra forms for payroll?

Yes. You need to fill out a Funding/Department Code Change Form NOVO21 to get the salary of the reliever charged to the funding code and department code on the coding notice specific to the year and teacher on leave. Relief teachers must be charged to the correct and unique codes for the teacher’s position they are covering.

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Higher Duties Allowance

There is more than one teacher acting up at our school as a result of the teacher or principal going on leave. Can we charge the Higher Duties Allowance (HDA) for all these teachers to TeachNZ?

Yes. The school can charge HDA for all teachers who are taking on additional responsibilities as a result of the teacher or principal taking leave. For example, if the principal goes on leave and the deputy principal acts as principal, a head of department acts as deputy principal and a teacher acts as head of department, the school can charge HDA for all three teachers acting up – provided they meet the conditions in the relevant collective agreement.

Can more than one teacher be paid Higher Duties Allowance (HDA) for acting in the position of the teacher on leave?

Yes. For example, if the deputy principal who holds six units was on leave, two assistant principals acting up could be paid HDA to the equivalent dollar value of up to three units each, as long as the cost is no more than the deputy principal’s position in total. Please refer to the conditions in the relevant collective agreement.

Our principal is going on leave. Can we have two teachers act up to share the role of acting principal?

No. Only one person can act as principal at any one time. However the role could be split between two teachers if, for example, one teacher acted up for term 2 and another teacher acted up for term 3. Please see clause 3.16 of the PTCA, 3.11 of the ASTCA or 4.15 of the STCA for the conditions around the allowance for acting as principal.

The teacher who is going on leave receives permanent or fixed term units. Will they continue to receive the units while on leave?

Permanent units will continue to be paid while the teacher is on leave. Whether fixed term units are paid to the teacher on leave is at the discretion of the principal and board of trustees. If the school decides to allocate them to the teacher on leave you can pay the relief teacher the equivalent dollar value as a Higher Duties Allowance (HDA), charged to TeachNZ. This is the same process as for permanent units. Please be aware of the HDA conditions such as the maximum equivalent units which can be paid as part of this allowance.

Where can I find more information on HDA conditions?

Primary Teachers’ Collective Agreement (PTCA) – clauses 3.15 & 3.16
Area School Teachers’ Collective Agreement (ASTCA) – clauses 3.11 & 3.12
Secondary Teachers’ Collective Agreement (STCA) – clauses 4.15 & 4.16

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Other Allowances

The teacher awarded leave is currently receiving the Māori Immersion Teacher Allowance (MITA). Do they continue to receive this while on leave and will TeachNZ fund the MITA for the relief teacher?

The teacher on leave continues to receive the MITA as part of their normal salary payments. If the relief teacher is eligible for MITA you should submit the usual application form to the ministry. If approved, the allowance will be charged to the same funding code as the teacher's base salary.

The teacher who has been awarded leave is currently receiving the Specialist Classroom Teacher (SCT) allowance. Do they continue to receive this while on leave and will TeachNZ fund the allowance for the relief teacher?

The teacher on leave continues to receive the SCT allowance. If the relief teacher is eligible for the SCT allowance they can be paid the equivalent dollar value as HDA, charged to TeachNZ.

The teacher awarded leave currently receives a Middle Management Allowance (MMA). Do they continue to receive this while on leave and will TeachNZ fund the allowance for the relief teacher? 


The teacher on leave continues to receive the MMA. If the relief teacher is eligible for the MMA they can be paid the equivalent dollar value as HDA, charged to TeachNZ. You will need to fill out the Higher Duties Allowance Form NOVO28t to have the higher duties allowance paid.

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Community of Learning/Kāhui Ako

The teacher is in receipt of a Community of Learning/Kāhui Ako between-schools role. Do they continue to receive this while on leave and will TeachNZ fund the allowance to the relief teacher?

A teacher in receipt of the allowance for Community of Learning/Kāhu Ako Teacher between-schools role is not eligible to take up a study award, so there is no funding to cover.
For clarity the teacher may apply for an award provided, if granted, the entitlement is not taken up until the conclusion of the fixed period of the appointment.

The teacher is in receipt of a Community of Learning/Kāhui Ako within-schools role. Do they continue to receive this while on leave and will TeachNZ fund the allowance to the relief teacher?

The teacher on leave continues to receive the Community of Learning/Kāhui Ako. If the relief teacher is eligible for the Community of Learning/Kāhui Ako they can be paid the equivalent dollar value as HDA, charged to TeachNZ. You will need to fill out the Higher Duties Allowance Form NOVO28t to have the higher duties allowance paid.

The secondary senior manager is in receipt of a Community of Learning/Kāhui Ako between-schools role. Do they continue to receive this while on leave and will TeachNZ fund the allowance to the relief teacher?

The secondary senior manager on leave continues to receive the Community of Learning/Kāhui Ako. If the relief teacher is eligible for the Community of Learning/Kāhui Ako they can be paid the equivalent dollar value as HDA, charged to TeachNZ. You will need to fill out the Higher Duties Allowance Form NOVO28t to have the higher duties allowance paid.

The secondary senior manager is in receipt of a Community of Learning/Kāhui Ako within-schools role. Do they continue to receive this while on leave and will TeachNZ fund the allowance to the relief teacher?

The secondary senior manager on leave continues to receive the Community of Learning/Kāhui Ako. If the relief teacher is eligible for the Community of Learning/Kāhui Ako they can be paid the equivalent dollar value as HDA, charged to TeachNZ. You will need to fill out the Higher Duties Allowance Form NOVO28t to have the higher duties allowance paid.

The principal is a leader in a Community of Learning/Kāhui Ako role. Do they continue to receive this while on leave and will TeachNZ fund the allowance to the relief teacher?

The principal on leave continues to receive the Community of Learning/Kāhui Ako. If the relief teacher/principal is eligible for the Community of Learning/Kāhui Ako they can be paid the equivalent dollar value as HDA, charged to TeachNZ. You will need to fill out the Higher Duties Allowance Form NOVO28t to have the higher duties allowance paid.

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