CASES21 Finance Calendar 2014



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Section 14:

Calendar

2 Personal and Health Information — Code of Conduct and Privacy

The school’s CASES21 Database contains personal and health information about students, family members and staff. Any querying of the database and extraction of data should only be done by a person authorised to do so and should comply with the Department of Education’s Information Privacy Policy [accessible online from

, the ICT Security Policy [accessible online from

and the Code of Conduct for the Victorian Public Sector [accessible online from



In accessing and/or disclosing information held on the school’s CASES21 database, the relevant information privacy principles which need to be considered are Collection, Use and Disclosure, Data Quality, Data Security and Unique Identifiers, Anonymity and Transborder Data Flows — for more information about these principles go to:

Objective

To assist you in undertaking your role as business manager by defining good business practice.

This document therefore provides you with a single reference detailing

← Critical events to be performed during the year. This includes events that occur monthly and other events that occur only in specified month(s)

← The reason WHY those events need to be performed

← Steps you MUST take in performing those events

← Good practice to effectively perform the events

← Links to other relevant documentation

Please use the tick boxes to check off the actions as they are completed.

Table of Contents

Calendar of Events 7

Monthly 7

Monthly 10

School Level Payroll maintenance 10

Monthly 11

Superannuation 11

Maintenance of family invoices and allocations 11

Finalise camps and excursions 12

Provision for Non-Recoverables 12

Balance day adjustments 12

Review sundry debtors invoices and allocations 13

Provision for Doubtful Debts 13

Petty Cash (replenishment) 14

Petty Cash (replenishment) (contd.) 15

Purchasing card maintenance 16

Maintenance of School Maintenance System works orders and inspections 16

Unpresented /stale cheque management 17

Banks reconciliation management 17

BAS/PAYG 18

Fuel Tax credit 18

School Council reports 19

Check balance sheet to ensure clearing account balances come back to zero at the end of each period 19

Monitor KLA budgets 21

Contract/s Reviews e.g. Canteen Licence, Maintenance Agreements, Cleaning Contract 21

Clean up/defrag each workstation 22

Check backups 22

Attend CASES21 Finance and Related Training 22

Attend SFLO Cluster sessions 22

January 23

Complete End of Year Rollover for Finance and Admin 23

Complete End of Year Rollover Procedures for School Maintenance System 23

Complete Start Of Year Procedures 23

Update school level payroll for new employees 24

Enter invoices for families 24

Bookstall 25

Bookseller 25

Receipt of quarterly Cash Grant (SRP) 26

Balance day adjustments 26

2nd part if created in previous year 26

February 27

Prepare Profit and loss Report for trading operations for previous year 27

EMA applications 27

Census 27

Conveyance allowance claims – Term 1 and Term 2 28

PSDMS Closing date for Funding for all new students by end of February 28

Investment Policy 29

Co Op Audit 29

Non profit sub entity activities 30

Input taxed activities 30

CASES21 Articles February 31

March 32

Receipt of 1st EMA instalment in school 32

Annual Report to School Community 33

Annual Report to Regional Office 33

Update Signatures at the Bank 33

Prepare for FBT declaration 33

Short Term Leave Reimbursement 34

Submit Conveyance Allowance claims 34

Confirmed SRP received 34

April 35

Submit FBT Declaration 35

Receipt of quarterly Cash Grant (SRP) 35

April 36

Adjust approved Budget in light of Confirmed SRP 36

May 36

EOFY training – book now 36

June 37

Central Payroll - overpayments need fixing (eduPay) 37

Possible 37

C21 Upgrade 37

Payroll adjustments before EOFY 37

Reconcile super and pay super by required date 38

Complete EOFY Procedures 38

Conveyancing allowance claims – Term 3 & Term 4 38

Short Term Leave Reimbursement 39

July 40

3rd instalment of SRP (Cash grant) 40

PSDMS closing date for all students currently enrolled in the school 40

Payments summaries 40

ATO Business Portal Account Details Reconciliation 40

July 41

Issue EMA form to new families 41

Workcover 41

Submit the Annual Letter of Assurance for the Schools Purchasing Card Facility 41

August 42

EMPDUPE to ATO 42

Creditors Withholding to ATO 42

Census 42

Next Years Budget Preparation 43

EMA applications 44

Submit Conveyance Allowance claims 44

Receipt of 2nd EMA instalment in school 45

September 46

Continue preparation of next year’s School Council approved budget 46

Short Term Leave Reimbursement 46

October 47

4th instalment of SRP (Cash grant) 47

Formulate 1st budget draft for next year 47

Close off purchasing 47

Finalise any capital expenditure 48

Send out final invoices and statements 48

Monitor KLA Budgets 49

November 50

Asset Stocktake Process 50

Finalise budget for current year 51

Review voluntary family invoices 51

Enter invoices for families for following year 52

Balance day adjustments 52

Bookstall 53

December 54

Trading Items Stocktake 54

Analyse Current year budget 54

Short Term Leave Reimbursement 54

Submit next year's budget and obtain School Council approval 55

Review Chart of Accounts codes at Program, Subprogram, Initiatives levels 55

Payment of 17.5% Leave Loading Allowance 56

Review list of outstanding orders 56

EMA applications 56

Petty Cash 56

Prepare End Of Year Procedures 57

ATO Business Portal Account Details Reconciliation 57

Update Signatures at the Bank 58

Update Authorised Contact Information with the ATO 58

|Calendar of Events |

|Monthly |

|School level payroll maintenance |

|Superannuation |

|Maintenance of family invoices and allocations |

|Finalise camps and excursions |

|Provision for Non-recoverables |

|Balance Day adjustments |

|Review sundry debtors invoices and allocations |

|Provision for Doubtful Debts |

|Petty Cash (replenishment) |

|Purchasing card maintenance |

|Maintenance of School Maintenance System works orders and inspections |

|Unpresented/stale cheque management |

|Banks reconciliation management |

|BAS/PAYG |

|Diesel fuel rebate |

|School council reports |

|Check balance sheet to ensure clearing account balances come back to zero at the end of each period |

|Monitor KLA budgets |

|Contract/s reviews |

|Attend CASES21 Finance and related training |

|Attend SFLO Cluster sessions |

|January |February |March |

|Complete End of Year rollover for CASES21 Finance and Administration|Prepare profit and loss report for trading operations for |Receipt of 1st EMA instalment in school (if applicable) |

|Complete End of Year rollover procedures for School Maintenance |previous year |Annual report to School Council and make a time to report to the Community|

|System (SMS) |Census |Submit Annual Report to Regional Office by 31 March |

|Complete Start of Year procedures |Conveyance Allowance – distribute forms |Update bank account Signatures |

|Update school level payroll for new employees |PSDMS closing date for funding for all new students |Prepare for FBT declaration |

|Enter invoices for families |Investment Policy |Short Term Leave Reimbursement (STLR) requests for Term 4 of the previous |

|Bookstalls |Co operative Accounts Audit |year closed as at last day of Term 1. |

|Bookseller |Non profit entity activities approved by School Council |Confirmation of SRP |

|Receipt of quarterly cash grant (SRP) |Input taxed activities approved by School Council |Submit Conveyance Allowance claims for terms 1 and 2 mid month |

|Balance Day adjustments |CASES21 Articles February – school council tasks for | |

|Update Authorised Contact information with the ATO |beginning of year | |

| |EMA applications - finalise and submit by end of month | |

|April |May |June |

|Submit FBT declaration |EOFY training – book now |Central payroll – overpayments need correcting prior to EOFY (eduPay) |

|Receipt of quarterly cash grant (SRP) | |Payroll adjustments before EOFY |

|Adjust approved Budget in light of confirmed SRP | |Reconcile superannuation pay super invoices amount to be received by |

| | |companies prior to June 30 |

| | |Complete EOFY procedures |

| | |Conveyance Allowance – distribute forms |

| | |STLR requests for Term 1 closed as at last day of Term 2. |

|July |August |September |

|3rd instalment of SRP (Cash grant) |EMPDUPE to ATO |Continue preparation of next year’s School Council approved budget |

|PSDMS closing date for all students currently enrolled in the school|Creditor withholding to ATO |STLR requests for Term 2 closed as at last day of Term 3. |

|Payments summaries |Census | |

|Check ATO Business Portal Account Details confirm Balance equals 0 |Next Year’s Budget preparation | |

|Issue EMA forms to new families |Submit Conveyance Allowance claims for terms 3 & 4 by mid | |

|Workcover |month | |

|Submit EMA claims by end of month |Receipt of 2nd EMA instalment in school (if applicable) | |

|Submit Annual Letter of Assurance for the Schools Purchasing Card | | |

|facility. | | |

|October |November |December |

|4th instalment of SRP (Cash grant) |Asset stocktake process |Trading items stocktake |

|Formulate 1st budget draft for next year |Finalise budget for current year |Analyse current year budget |

|Close off purchasing |Review voluntary contributions in family invoices |STLR requests for Term 3 closed as at last day of Term 4. |

|Finalise any capital expenditure |Enter invoices for families for following year |Submit next year’s budget and obtain School Council approval |

|Send out final invoices/statements |Balance Day Adjustments |Review Chart of Accounts codes at Program, Subprogram, Initiatives levels |

|Monitor KLA budgets |Bookstall |Review list of outstanding orders |

| | |EMA applications |

| | |Petty Cash |

| | |Prepare end of year procedures |

| | |Check ATO Business Portal Account Details Balance equals 0 |

| | |Update signatures at the bank |

| | |Update Authorised Contact information with the ATO |

|Monthly |

|Task |

|Task |

|Task |

|Task |

|Task |

|Task |

|Task |

|Task |What |Why |Must Do |Good Practice |Relevant References |

|Fuel Tax credit |For schools meeting ATO |Compliance |Enter Fuel Tax Credits and run Fuel Tax Credits|Keep rebate calculation records. Use the ATO |Keeping records and calculating eligible |

| |criteria, a credit via the| |Journal prior to end of month |Business Portal and CASES21 reports to ensure |litres (NAT 15230) located on the ATO |

| |BAS is available for | | |tax records are aligned |website |

| |purchase of fuel effective| | | | |

| |July 1, 2006 | | | |Business Portal website: |

| | | | | | |

|Monthly |

|Task |

|Task |

|Task |

|Task |

|Task |What |Why |Must Do |Good Practice |Relevant References |

|Complete End of Year Rollover Procedures for School Maintenance System |

|Task |What |Why |Must Do |Good Practice |Relevant References |

|Update school level payroll for new employees |

|Task |

|Task |

|Task |

|Task |

|Task |

|Task |

|Task |What |Why |Must Do | Good Practice |Relevant References |

|CASES21 Articles February |Check the CASES21 website |Role of the school council |The noted items need to be taken |All items prepared before the first school council |Further information on school council members |

| |Finance Articles in |is to maintain and oversee |to, or before the first school |meeting for the year |roles and responsibilities see |

| |February for the list of |operations of the school |council meeting of the year. | | |

| |School Council tasks for | | | | |

| |the beginning of the year | | | |

| | | | | |/governance/Pages/schoolcouncil.aspx |

|March |

|Task |

|Task |

|Task |What |Why |Must do |Good Practice |Relevant References |

|Short Term Leave Reimbursement |

|Task |What |Why |Must do |Good Practice |Relevant References |

|April |

|Task |What |Why |Must do |Good Practice |Relevant References |

|Adjust approved Budget in |A review of budgets in line |So as to ensure that |Regularly monitor SRP to ensure |Consider movement (if any) in the confirmed school cash|Section 6: Budgets of the CASES 21 Finance |

|light of Confirmed SRP |with confirmed school funding |school financial data is|that actual funding is at the |grant component of SRP (from that in the Indicative |Business Process Guide |

| |levels for the year via SRP |accurate and in order to|expected level. |SRP) and recommend adjustments to revenue and | |

| |cash grant |maximise school |Recognise that movement in the |expenditure budgets accordingly | |

| | |resources |composition and size of school |School Council Approval to amend budget | |

| | | |population may have an impact on |Notify KLA coordinators of any change in their budget | |

| | | |funding levels |allocation | |

| | | |Consider potential benefits of | | |

| | | |taking up either credit to cash, or| | |

| | | |cash to credit options. Amend | | |

| | | |budgets on CASES 21 Finance if | | |

| | | |necessary following school council/| | |

| | | |finance subcommittee approval | | |

|May |

|Task |

|Task |

|Task |

|Task |

|Task |

|Task |What |Why |Must Do |Good Practice |Relevant References |

|Workcover |Part of EOFY |Compliance with statutory |Fill out required documentation/forms |5% discount if you can pay before 7 August | |

| | |requirements | | | |

|Submit the Annual Letter of |IF the school has a |To comply with Ministerial |Complete the Annual Letter of Assurance |To meet the Dept of Treasury and Finance | |

|Assurance for the Schools |Purchasing Card |Directions that the School |for the previous financial year 1/07/xx –|compliance ensure that the annual statement is | |

|Purchasing Card Facility |Facility an |Purchasing Cards have been |30/06/xx and return to School Resource |submitted by the due date of the request. | |

| |Annual Letter of |used in accordance with |Allocation Branch (SRAB) | | |

| |Assurance is |DEECD and School Council | | | |

| |submitted to DEECD at |policy | | | |

| |the end of each | | | | |

| |financial year. | | | | |

|August |

|Task |

|Task |

|Task |

|Task |

|Task |

|Task |

|Task |

|Task |

|Task |

|Task |

|Task |

|Task |

|Task |

|Task |

|Task |

Task |What |Why |Must Do |Good Practice |Relevant References | |Update Signatures at the Bank

|If the principal is leaving the school signatures must be updated at the bank/s for all bank accounts, including HYIA. |Ability to sign cheques / authorise DD payments.

|Submit the appropriate amendment/

change of signatures form to bank/s. |Current signatories should be minuted by the school council and kept in a secure filing system. | | |Update Authorised Contact Information with the ATO |If the business manager and or principal is leaving the school the authorised contact details with the ATO must be updated |Ability to lodge the BAS through the Business Portal or ECI |Complete, sign and submit a Change of Registration Details Form

□ Prepare an Online Services-Registration, Cancellation or Change of Details Form and get the new business manager and or principal to sign

|Make sure authorised contacts with the ATO are current employees at the school | | |

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