Additional relief teacher funding 2022

The Ministry manages a central funding pool to provide additional relief teacher funding in certain situations.

Level of compliance Main audience Other

Inform

  • Boards
  • Principals and Tumuaki
  • Administrators

 

Purpose of Additional Relief Teacher Funding

State and state-integrated schools and kura receive funding for relief teachers in their operational grant. There are times when relief teacher costs come under pressure and the Ministry manages a central funding pool to provide Additional Relief Teacher Funding in certain situations.

Operational funding components

For 2022, there are different processes for allocating the additional relief teacher fund. These have been in response to pressures from COVID-19 impacting on our community. The information on these pages describes the different processes, when you may need to apply, when application is not necessary, how much and when payments can be expected.

New process to provide Additional Relief Teacher Funding from Term 3 for 2022

This guidance informs schools of the new process to pay additional relief teacher funding, the eligibility criteria for the funding, how and when it will be paid.

When we provide funding

The allocation of Additional Relief Teacher Fund is changing from Term 3 for the remainder of this year. The additional relief teacher funding is being automatically calculated so there is no longer an application process. 

With the new process, additional relief teacher funding will be paid to schools and kura where your relief teacher costs exceed the relief teacher funding provided as part of the operations grant and any funding received for additional relief teacher claims paid for Terms 1 and 2. Eligible schools and kura will be paid automatically at regular intervals and notified of the details through the Secure Data Portal.  

Why we have redesigned our Additional Relief Teacher Funding process

Terms 1 and Terms 2, 2022 saw a significant increase in additional relief teacher funding applications due to expanding the criteria to include staff required to isolate for COVID-19. We anticipate that first, second and subsequent COVID-19 infections, long Covid and other winter illness are likely to continue to impact on staff absences and relief teacher costs for Term 3 and Term 4.

We know that the application process for ARTF places an administrative burden on schools and can be a barrier to applying. To remove this barrier, we have put in place a data-driven process to capture when a school or kura has incurred relief teacher costs additional to funding they have received for relief teachers.  The additional relief teacher funding calculation and payment will be automated, removing the need for schools and kura to apply. 

How 2022 additional relief teacher funding is calculated

The calculation to determine which schools and kura are eligible for additional relief teacher funding for Terms 3 and 4, 2022 is based on:

Where the calculation shows that relief teacher costs incurred by your school exceed the relief funding provided, additional relief teacher funding will be paid to your school or kura. 

When and how will the automatic additional relief teacher funding be paid

Schools and kura do not need to apply for this additional relief teacher funding. An automatic process will identify the schools and kura that have incurred relief teacher costs above funding they have received for relief teachers in 2022.

We will make the payments to eligible schools and kura three times this year and a final wash up payment early next year based on the table below.  

You will receive notification through the school data portal at each of the times below to inform you of your relief costs incurred to date and whether your school or kura will be receiving top-up relief funding.

Calculation based on relief teacher costs up to end of pay period

When school and kura will receive payment

2312

End of September 2022

2314

End of October 2022

2316

End of November 2022

2319

End of January 2023

What schools and kura need to do

You do not need to apply for additional relief teacher funding for relief costs incurred in Terms 3 and 4. The only exception to this is relief for RTLB, which remains an application-based process. Eligibility for top up additional relief teacher funding will be determined based on incurred reliever costs exceeding relief teacher funding provided through operations grants and additional relief teacher claims paid for Terms 1 and 2.

Reliever costs include:

  • Day relief coded as DDR in payroll
  • Increase in additional hours paid in 2022, as compared to 2021, coded as PPTAH, SPTAH or APTAH in payroll
  • Any other relief costs that you have incurred outside of DDR or additional hours. To have these relief costs included in the calculation, complete the application form [XLSX, 23 KB] and return to resourcing@education.govt.nz.

DDR means a teacher is being paid as a day reliever, as opposed to additional hours.  

  • The distinction is important because the collective agreement requires you to vary a part-time teacher’s hours if they have been paid additional hours for more than four consecutive weeks.   
  • In addition, day relievers are entitled to be paid a minimum of two hours per day.

You need to be mindful that you are fulfilling your obligations under the terms and conditions of the collective agreements.  The agreements provide guidance on whether a temporary increase in hours should be paid as additional hours, or the part-time staff member has been engaged in a separate capacity as a short-term reliever. 

If you require advice about Collective Agreements, please contact NZ School Trustees Association or Te Rūnanga Nui. 

Collective agreement requirements around part-time teacher hours can be found in the links below: 

Primary Teachers Collective Agreement: Clause 3.23 and 3.25

Secondary Teachers' Collective Agreement – Clause 4.4 and 4.5

Area School Teachers' Collective Agreement – Clause 3.26 and 3.27

The relief teacher funding received by your school can be viewed on the relief teacher lines on your operational grant notices: How to read your Operations Grant Entitlement Notice [PDF, 184 KB].

Schools and kura should continue to keep records of evidence for the teacher’s reason for leave. This is for your school records and auditing purposes.

ARTF processes for RTLB and Jury Service continue in Term 3 and Term 4, 2022

Apply for Additional Relief Teacher Funding for Resource Teacher Learning and Behaviour (RTLB) 

Leave for Resource Teachers Learning and Behaviour is not included in the relief teacher calculation of operational funding.

For RTLB absences, Additional Relief Teacher Funding can be applied from the first day of absence when the criteria is met:

  • The RTLB is absent for more than a week
  • A suitably qualified teacher provided relief cover for the entire absence.

This is an application-based process that is processed through the Education Resourcing System (ERS)(external link).

If you do not have access to ERS, follow these links for more information:

Additional Relief Teacher Funding for Jury Service

As with Term 1 and Term 2, this funding is delivered automatically based on jury service recorded in the payroll system for the teacher.

The funding system looks back three months for any jury leave to calculate funding. 

Ensure the correct leave is coded in the payroll system so that funding can be delivered correctly.

Scenarios to illustrate the new ARTF process

These scenarios are designed to illustrate the new process to additional relief teacher funding and provide guidance when you are considering applying for the ARTF for absences for Term 1 and Term 2, 2022.

Scenario 1

Sunny School has incurred relief teaching costs of $54,900 in Terms 1 and 2. The school receives relief teacher funding of $237,500 in their operational grant. They have made no ARTF claims this year. 

Can the school submit an ARTF or non-teaching staff relief funding claim?

The school can submit ARTF claims that relate to Terms 1 and 2 until 31 December 2022.

Will top-up relief funding be provided? 

The school would not currently be eligible for any top up funding as relief teacher costs incurred are less than operational funding received. 

Scenario 2 

Ridgewood School has incurred relief teaching costs of $81,500 for year to August 2022. The school receives relief teacher funding of $66,770 in their operational grant. They have submitted all their ARTF claims for Terms 1 and 2 and will be paid $10,600. 

Can the school submit an ARTF or non-teaching staff relief funding claim?

The school should not submit ARTF claims for Terms 3 and 4.

Will top-up relief funding be provided? 

Yes, the school would receive a top-up payment of $4,200 as relief costs incurred are greater than the sum of relief teacher funding and ARTF claims.

Scenario 3

Rainbow School has paid their part-time teachers $8,500 for additional hours worked to cover teacher absences in Term 3. These additional hours are coded to DDR in the payroll. The school’s relief teacher costs incurred, including the additional hours coded to DDR, are $72,300 for the year to date. Their relief teacher funding is $68,000. The school has submitted all their ARTF claims for Terms 1 and 2 and will be paid $10,900.

Can the school submit an ARTF or non-teaching staff relief funding claim?

The school should not submit ARTF claims for Terms 3 and 4.

Will top-up relief funding be provided?

No, the school would not currently be eligible for any top up funding as relief teacher costs incurred of $72,300 is less than the sum of relief teacher funding and ARTF claims paid.

Scenario 4  

Blackwood School has incurred non-teaching relief costs of $650 in Term 3 to cover their office administrator who is off sick with COVID-19. 

Can the school submit an ARTF or non-teaching staff relief funding claim?

Yes, the school could submit additional relief funding claims for non-teaching staff absent for COVID-19 reasons in Terms 3 and 4.

Will top-up relief funding be provided?

Top-up funding does not apply to relief costs for non-teachers.

Reliever costs for teacher absences during Term 1 and Term 2, 2022 

To support schools and kura with the impact of COVID-19 related absences we extended the additional relief teacher fund criteria to include absence due to COVID-19 isolation. 

Bulletin items for ARTF COVID-19 absences – Bulletins website(external link)

Schools and kura can choose to submit ARTF claims for teachers whose leave in Term 1 and Term 2, 2022 meets the criteria. However, you are not required to, as the new funding process implemented from Term 3 for 2022 will pick up relief costs incurred from the start of the year.

Applying for Additional Relief Teacher Funding for Term 1 and Term 2, 2022

The final date to submit ARTF applications for Terms 1 and 2 is 31 December 2022.

The criteria for ARTF for Terms 1 and 2, 2022, includes COVID-19 related absences and other reasons for leave. However, for all ARTF applications, a reliever must have been employed to cover the absence.

Criteria and how to apply:

Reason

What is assessed in the application

What you need to know

How to apply

Sick leave

The leave was taken during Term 1 or Term 2 2022.

The teacher’s leave is coded as sick leave in Payroll.

Evidence provided of reason for sick leave.

The minimum number of days of leave is met. 

Your school or kura must fund the relief teacher costs for the first eight days of absence for each teacher, each school year.

The additional relief teacher funding can contribute to the cost of relief after the eighth day of leave.

You must keep evidence of the reason for leave and proof that a reliever was hired.

Processed through ERS Education Resourcing System (ERS)(external link)

If you do not have access to ERS, follow these links for more information:

•    how to set-up access to ERS(external link)

•    applying for Additional Relief Teacher Funding on ERS.(external link)

Family Violence Leave

The leave was taken during Term 1 or Term 2 2022.

The leave was coded correctly in Payroll.

We provide funding from the first day of absence up to 10 days’ family violence leave.

You must keep evidence that a reliever was hired

Leave for RTLB and attached teachers who are not included in the relief teacher calculation of operational funding

 

The leave was taken during Term 1 or Term 2 2022.

We provided funding from the first day of absence if the absence is for more than a week and a suitable qualified relief teacher is hired for the whole period of absence. 

 

 

Processed through ERS Education Resourcing System (ERS).(external link)

If you do not have access to ERS, follow these links for more information:

Jury Service

Ensure the correct leave is coded in the payroll system so that funding can be delivered correctly.

The funding is delivered automatically based on jury service recorded in the payroll system for the teacher.

The funding system looks back three months for any jury leave to calculate funding. 

Funding is delivered automatically.

Long-term illness of your principal

For cases of hardship due to this leave, contact your school’s financial advisor to discuss your situation. More additional relief teacher funding is only granted in exceptional circumstances and involves one of our financial advisors assessing your school’s financial position.

 

For Term 1 and Term 2, 2022, Additional relief teacher funding cannot be claimed for:

  • leave without pay
  • professional development
  • bereavement leave
  • non-COVID-19 related board-approved discretionary leave
  • ACC claims (refer to employees on ACC(external link))
  • a board that has received some other form of resourcing to cover the absence of a teacher, for example special reasons staffing.

Amount you will receive

How additional relief teacher funding is paid

Additional relief teacher funding is paid on a seven-day basis and includes payment of weekends when a teacher is on sick leave before and after the weekend.

The funding isn't available during school or public holidays, or teacher-only days as relief teachers aren't required.

Payment of additional relief teacher funding is made directly to your bank account.

How we calculate additional relief teacher funding

Additional relief teacher funding is provided to help boards pay relief expenses. It’s not a full reimbursement of any board’s particular relief related expenses or salary expenditure, which may include the payment of higher duties or acting up allowances.

We use the following formula to calculate the amount of funding for each approved day of additional relief teacher funding:

  • Relevant collective agreement annual maximum relieving teacher rate/190 x the number of approved funded days + ACC rate + GST. (Normal rounding to two decimal places applies.)

For part-time teachers, funding is calculated in proportion to the teacher’s part-time employed hours and paid in equivalent full-time hours.

Contact us

Resourcing Contact Centre

Phone: +64 4 463 8383

Email: resourcing@education.govt.nz

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