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Last updated
06/09/2024

Policy statement

Implementation date
06/09/2024
Reference number
PD-2024-0483-04-V01.0.0
Publicly available
Yes
Policy cluster
People

Pay and benefits

Direction and guidance on the processes relating to employee pay, including pay cycles, tax, superannuation, accessing pay information, changing pay disbursement and bank details, salary packaging and other benefits.

Audience

All department employees.

Version Date Description of changes Approved by
V01.0.0 06/09/2024

Under the 2023 Policy and procedure review program, new policy document consolidating existing instructions and improving clarity and readability.

 Chief People Officer


Ongoing union consultation is occurring and amendments may be made from time to time.


About the policy

Under the Employee benefits and entitlements policy, the department is committed to providing attractive benefits and entitlements to all employees by remunerating staff according to the current awards and determinations.

Term Definition

ASTP Online

ASTP Online is a secure web portal that allows Assisted Travel Support Officers to view and submit pay claims for runs and training.

Employee

This includes ongoing, temporary and casual employees, employees on secondment to the department and members of the public service senior executive.

SAP ESS

SAP Employee Self Service (ESS) is an online human resources system that allows employees to manage their pay, leave and other benefits.

What needs to be done

1. Provide required forms when starting employment

When starting employment, the department will request employees provide the following 3 forms. This will ensure they are paid correctly and on time.

Employees will need to submit a Tax file number declaration form via the Australian Tax Office (ATO) website.

Submit the Salary deposit/deduction notification form (PDF 150 KB) to the relevant processing team.

Teachers:

Casual teachers:

  • via email to their school of employment.

School administrative and support staff in schools:

Education support staff:

Submit the Superannuation standard choice form (PDF 422 KB) to the relevant processing team.

Teachers:

Casual teachers:

  • via email to their school of employment.

School administrative and support staff in schools:

Education support staff:

2. Provide and find pay information

Employees can undertake the following pay-related activities by following the requirements in this section:

  • provide timesheets as required (casual employees)
  • access information about pay and income statements
  • change bank details
  • access payslips.

The pay run calendar for the current year is available on Human Resources’ Pay and salaries.

Pay day occurs on a Thursday every fortnight. Payroll closes at 5pm on the Friday of each non-pay week.

Casual employees:

  • are paid for work performed up to the Thursday of the week before payroll close.
  • must submit approved casual timesheets via SAP ESS or ASTP Online by 5pm on the Friday of each non-pay week to ensure payment the following week.

Staff can access their:

  • payslips on SAP ESS
  • income statements from 2019-2020 financial year onwards (group certificates or payment summaries) on myGov
  • income statements up to 2018-2019 financial year and prior years on SAP ESS.

For more information, refer to Income statements.

Change pay disbursement details through SAP ESS.

Changes must be submitted by 6pm on the Monday of each pay week to be included in that pay period. Refer to the Change of personal information procedures to change:

  • title
  • name
  • gender identity
  • contact details
  • emergency contacts.

To change bank details, refer to the Add, update or delete your personal details – QRG.

Use the Estimate earnings – QRG (refer to the Estimate earnings worksheet) to learn how to estimate current and future earnings.

The department does not provide projected earnings for individual employees.

Payslips are available on SAP ESS within one day of each payday.

Refer to View, save or print a payslip or payment summary – QRG.

Further information is available on Payslips.

3. Understand and nominate superannuation

There are 3 public sector superannuation schemes in NSW:

  • the State Superannuation Scheme (closed to new members in 1985)
  • the State Authorities Superannuation Scheme (closed to new members in 1992)
  • Aware Super (formerly First State Super).

New employees who are not members of the above schemes are established by default as members of Aware Super.

The department has partnered with Aware Super on a series of guides and expert webinars to help employees get the most out of their super. These are available on Aware Super’s dedicated department portal (refer to How to get the most out of your super).

Employees may nominate to have their employer contributions paid into another fund of their choice at any time.

To nominate another fund, update fund details or change funds, complete the Superannuation standard choice form and email it to bsosuperannuation@det.nsw.edu.au.

4. Access salary packaging

Salary packaging is a way of paying for a range of everyday items using pre-tax income. This can include additional superannuation, membership fees, self-education and car leasing.

It is an optional benefit available to most employees. There are no fees for using it and the process is managed by the department's salary packaging administrator, Smartsalary.

Further information is available on Salary packaging.

Employees can sign up for salary packaging at Smartsalary or call 1300 476 278.

Note: The department is not able to provide financial advice to employees. It is strongly recommended that employees seek professional independent financial advice before making any salary packaging decision.

5. Provide tax information

All employees must provide a tax file number to the department when they commence employment (refer to section 1).

Tax is deducted automatically through payroll systems. If an employee has nominated to claim the tax-free threshold, it is applied as part of the standard pay cycle.

6. Access the benefits calculator

Teachers and school executives can use the Benefits Calculator to search for additional benefits or allowances they may be entitled to (refer to the Use the teacher’s benefits calculator – QRG).

Potential benefits and allowances may include:

  • locality allowances
  • rental subsidies
  • retention benefits
  • additional personal leave, training and development days
  • transfer points
  • extended summer vacations.

Mandatory tools and templates

Supporting tools, resources and related information

Policy contact

Employee Relations
02 7814 3510
indrel@det.nsw.edu.au

The Executive Director, Employee Relations monitors the implementation of this procedure, regularly reviews its contents to ensure relevance and accuracy, and updates it as needed.

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