Utu Taurite

The introduction of Pay Parity brought several significant changes for participating whānau, including a new kaimahi pay scale that caters for the newest Kaiāwhina all the way through to the most experienced Kaiako. The new pay scale also reinforced the mana of Te Tohu Whakapakari and now Te Tohu Paetahi with those who hold these qualifications sitting at the highest levels of the pay scale.

Pay Parity also saw the introduction of a centralised payroll system which guarantees that kaimahi that are part of Pay Parity get paid at the appropriate level on the pay scale and that the additional top up funding received from the Crown is spent directly on kaimahi pay. These changes have important implications for Kaimahi, Kaiwhakarite, Kaiako, whānau and whānau committee members, particularly the Chair, which is explained further below. Whānau remain the employers of their kaimahi. 

There are several things that Te Kōhanga Reo National Trust does to support whānau in Pay Parity including: 

• Collecting the relevant information for each Ministry of Education funding drop (alongside Kaupapa funding) to generate the “top up” funding for each whānau and kaimahi in Pay Parity, which includes:

  • number of mokopuna enrolled for each whānau to establish their FTE allocation

  • kaimahi employed within their FTE allocation 

  • kaimahi role within the pay scale along with the associated annual salary for these roles

• Administering and maintaining the centralised payroll system (CPS) on behalf of whānau including the collection of the 65% of Kaupapa funding and the top up funding to meet the kaimahi salary costs. The CPS ensures that kaimahi are paid their salary each week (or fortnightly for those on fortnightly pay cycles)

• Paying the GST on behalf of participating whānau for the 65% and 5% variable along with the top up funding  

• Providing administrative support to whānau as the employers to ensure that the Pay Parity system runs smoothly 

Pay Parity is one part of addressing the issues in the Wai 2336 Claim and the overall objectives of Matua Rautia. At the core of the claim is a focus on growing the number of mokopuna in Kōhanga Reo and strengthening Te Reo Māori within our whānau and whānau wellbeing. 

The responsibility to grow the Kaupapa remains with whānau, and Pay Parity aims to assist in this process by ensuring our kaimahi are paid fairly. Pay Parity provides an opportunity to increase the skills of our kaimahi and to raise our expectations of the quality of te reo and care they provide.

Whānau also have ongoing obligations to their kaimahi and this includes several specific responsibilities in relation to Pay Parity.

In the Smartly Human Resources Information System (HRIS), all kaimahi information is stored including: 

• Kaimahi experience and tohu (qualifications) 

• All of the relevant information from Ngā Tohu Hua Pūmau including Reo competency, and proficiency with Te Korowai, Te Whāriki and Te Ara Tūāpae 

Whānau must also maintain accurate information about their mokopuna and kaimahi and ensure that this is recorded in a timely way. This includes:

• Mokopuna enrolments and attendance (just as they do for Kaupapa funding) 

• Kaimahi attendance (to meet ratio requirements) 

The Trust aims to balance our commitments within Ngā Pau e Whā to whānau responsibility and accountability with the requirements of running a centralised payroll system on behalf of Whānau. There are several aspects to the role of whānau as the employer of kaimahi that have become clearer as Pay Parity has rolled out. 

Whānau determine which Kaimahi are employed within their FTE allocation 

The number of mokopuna and the funding type (Quality or Standard) determines the number of FTE hours (every FTE generates 40 hours). Whānau as the employer, determine which kaimahi are allocated roles within these FTE hours, including which kaimahi are fulltime (40 hours) and which are part-time. 

Whānau can employ FTE beyond their FTE allocation if they have the funding available 

While there is a cap on the number of FTE funded by the Crown based on mokopuna numbers and funding type, if whānau have sufficient funding they are able to employ additional kaimahi on a fulltime or part-time basis. 

This will need to come out of the variable portion of the funding mechanism.  

Whānau also determine the level of casual kaimahi that are employed 

Whānau also determine the number and level of funding for casual kaimahi, and the level of pay for casual kaimahi (above the minimum wage). 

This will also need to come out of the variable portion of the funding mechanism. 

Whānau can set higher salary levels than those in the pay scale if they have the funding 

The kaimahi pay scale that is part of Pay Parity based on kaimahi roles, experience, and their Tohu sets a minimum level of salary based on these criteria. The arrangement with the Crown is that whānau contribute 65% of their Kaupapa funding and the Crown will top up the balance to meet the salary costs. 

If whānau want to set higher salaries, and have the funds to do so, they are able to do this through the variable contribution of the centralised payroll system.  

Whānau determine the level of the variable portion of funding and what it is spent on  

While the Trust set an initial amount of 5% of Kaupapa funding for the variable portion to get Pay Parity underway, what has become clear is that some whānau want to spend more than this and have the funding available to do so. 

As Pay Parity is bedded in, it is important for whānau to determine the level and what is spent within the variable portion of funding. 

This includes: 

• The cost of casual kaimahi 

• The cost of kaimahi that are employed over and above the whānau FTE hours entitlement 

• Any salary top up for kaimahi employed within the FTE hours allocation 

• Any additional leave (beyond the legally required 4 weeks) whānau want to fund 

• Employer KiwiSaver contributions 

Whānau administer the Individual Employment Agreements / contracts with their kaimahi 

Whānau are required to have an employment contract with their kaimahi and it should reflect the decisions whānau have made on the above for their kaimahi. The Trust has provided a template for this, but whānau are able to modify these to their particular requirements. It is important that whānau document all the employment conditions they have agreed with their kaimahi. 

The Trust will continue to work with whānau to assist with the transition to Pay Parity including supporting whānau as the employer.   

What kaimahi need to know: 

• Expectations and responsibilities to maintain employment 

• Training and qualifications 

• Te Korowai, Te Whāriki, Te Ara Tūāpae 

The whanau journey to Pay Parity: 

• Opt in 

• Prepare kaimahi 

• Financial budget and accountabilities 

Employee and employer responsibilities: 

• Ngā Tohu Hua Pūmau 

• Contracts and job descriptions 

• Appraisals 

• Qualifications 

Salary scales and how to determine salary steps: 

• Criteria 

• Full Time Equivalent (FTE) 

• Appropriate paperwork. 

• Pay scales 

Kaiako in management positions: 

• Kaiako Matua 7-9 

• Job descriptions 

• Kaimahi management 

Important dates to remember: 

• Opt in tranche dates 

• Kaupapa funding 

• Opt out 

• Switch to centralised payroll system

• Pay reviews 

• Run a pay 

• Authorisations 

• Repaying overspends 

Record keeping: 

• Contracts and job descriptions 

• Appraisals 

• Minutes 

• Qualifications / Tohu 

Updated kaimahi pay scale (to be backdated to November 2023).