Assessment Matters

Payment of NCEA and New Zealand Scholarship fees and applications for financial assistance for 2017
A2017/22 - 24 Aug 2017

Payment of NCEA and New Zealand Scholarship fees and processing of applications for financial assistance in 2017

Due date for school payment of 2017 fees

NCEA and New Zealand Scholarship fees payments are due at NZQA by 13 September 2017. Receipts will be issued for all payments.

Fee allocations in the 1 September data file

The school’s NCEA and New Zealand Scholarship fees payment to NZQA should reconcile with the total fees allocated to each student in your school’s 1 September data file submission.

Before submitting payment to NZQA, schools should use the Billing Report in the NZQA High Security login area to check that the amount owing for each candidate in the school’s records agrees with NZQA’s amount. If the records do not agree, the school may be required to submit an updated data file to NZQA to accurately reflect the fee paid by each student to the school.

Once the data file has been processed by NZQA, the billing report will reflect any corrected amounts and provide a calculation of the total amount to be paid by the school.

NB: Please contact the NZQA Secondary Data Management Team at Schools@nzqa.govt.nz if you have any questions regarding payment or allocation of fees.

Financial assistance applications

Financial assistance applications should be included in the 1 September data file submission. Once the file has been processed, check that all candidates who have applied for financial assistance are listed in the Key Indicator Checklist in your school login area of the NZQA website, and that all applications show as approved.

Refer to the Financial Assistance Handbook in the Financial Assistance section of the High Security login area to resolve any issues.

Late financial assistance applications can be submitted until 1 December 2017 in your data files.

Submitting fee payments by 13 September 2017

School payments for NCEA and New Zealand Scholarship fees should preferably be made by direct credit to NZQA. When making payment, the school’s name, MoE code and NZQA debtor number should be entered as reference information. NZQA bank account details are provided on the School Payment Form (PDF, 148KB).

To enable us to efficiently identify and allocate your payment, the School Payment Form or a remittance note/advice should be emailed to accountsreceivable@nzqa.govt.nz. If email is not available, the School Payment Form needs to be sent by fax or post with contact details provided on the form.

For any queries regarding your school debtor number, please contact your School Relationship Manager.

What else to include

• A copy of the school’s reconciliation of fees to students should be submitted along with the school payment to NZQA. A soft copy of the reconciliation must be sent by email to the Secondary Data Management team: Schools@nzqa.govt.nz. This information assists with the allocation of payments to individual candidates and helps to prevent any delays in processing.
• Include fee payments for any leavers who paid their NCEA fees to the school before leaving.

What not to include

• To assist us in allocating your payments correctly, please do not combine any other payments to NZQA with your school’s 2017 NCEA and New Zealand Scholarship fees payment.

Additional school payments to NZQA – after 13 September 2017

Any schools that continue to accept NCEA and New Zealand Scholarship fee payments from students after the 13 September payment has been sent to NZQA, must submit these additional payments together with a separate list of candidates paid for, and include this information in an updated data file to NZQA.

Candidate payment direct to NZQA – after school payment

After the school payment has been sent, NZQA will accept 2017 fees directly from candidates.

The quickest and easiest way for candidates to pay NZQA directly is for them to log in to the NZQA website and pay their 2017 fees online using their Learner Login. If this is not possible, candidates can complete the School Candidate Form – Payment of NZQA Fees (PDF, 161KB) and make a manual payment. Relevant details are provided on the form.

Late fees and reminders

Any NCEA and New Zealand Scholarship payments made after 1 December 2017 will incur a late fee of $50.00. NZQA will send a letter to all affected candidates by late October reminding them they have unpaid 2017 fees.

Enquiries

Please refer any enquiries relating to this circular to your School Relationship Manager.

School Relationship Manager
School Quality Assurance and Liaison
Telephone: 04 463 3000
Fax: 04 463 3115
Email: firstname.lastname@nzqa.govt.nz