Autumn Finance admin meetings

1. Autumn Finance admin meetings November 2014

2. Housekeeping Fire exit – nearest stairwell which will take you on to Fell Road. Assembly Point is Queens Gardens There is water available at the refreshment point and Tea/Coffee available from the machine or the Deli on the 8th Floor

3. Guest inputs Ian Geary – Funding updates Richard Gray – Audit and Governance Diane Whyte / Vicki Langston – Teachers Pensions and LGPS update Caroline Davies – Governor Services Tina Andrews – Mutual Services

4. Agenda PM AM • 13.30 / 09.30 Welcome • 13.35 / 10.00 Funding updates • 14.00 / 09.35 Audit and Governance • 14.20 / 14.20 Teachers Pensions / LGPS pensions • 14.45 / 10.45 Break • 15.05 / 11.05 Governor Services • 15.20 / 11.20 Finance update • 15.30 / 11.30 Mutual Services update • 15.45 / 11.45 AOB

5. Funding Ian Geary – Accountancy Manager November 2014

6. Richard Gray

7. Prepare for Audit • Testing Programme: • Governance and Leadership • SIP and OFSTED Inspections • Financial Management, Budgetary Control & Monitoring • Payroll • Procurement • Bank Accounts • Information Governance • Income • Assets • School Journeys • School Funding - Accounting

8. Prepare for Audit • Free to Local Authority schools; • Time commitment approximately 2 - 3 hours; • Utilise the audit testing programme as the meeting framework; • Involvement – SMB, HT, HR/Finance Officer and Governor (optional); • Opportunity to seek advice and guidance.

9. Teachers PensionsDiane Whyte / Vicki Langston

10. BreakRecommence 3pmor 11 am

11. Governor ServicesCaroline Davies

12. Finance Updates Schools finance team

13. Update on the CFL finance team – schools support • Orlagh Guarnori is the new senior schools finance advisor • Maria Norfolk has joined as the new business partner for CFL • Patrick Leavy is remaining as a schools finance advisor • Ingrid Auguste has reverted back to her management accountant role, but is available to support when needed • Vanessa Newton and Louise Watts remain as finance officers • Ian Geary is responsible for schools block funding with Ingrid assisting him • David Morris and Nicholas Vargas are involved in the development of the funding formula for primary and secondary schools and the allocation of funds to all types of schools and PVIs • Celda Legister, Sarah Pearce and Gregory Boyce roles have remained unchanged • Schools.finance@croydon.gov.uk • 02087605610

14. Schools Forum Papers It is important to look at the papers on a regular basis. The papers are published here: http://www.croydon.gov.uk/education/schools-new/statnotice-consult/csforum The schools forum decide how the DSG and AWPU is distributed. If your leadership team has an opinion that differs to the schools forum then get them involved. Schools Forum are looking at schools with apparent excessive balances and reviewing the balances Q2

15. Schools responsibilities • If in deficit then need to apply for a licensed deficit and follow the procedure for deficit returns Payment Demand • We are working to make the Payment Demand user friendly. • Review your payment demand and alert schools finance team of any issues • Salary input coding needs to be checked against the list of authorised codes. Issues need to be reported to Liberataand copy in schools.finance@croydon.gov.uk

16. To check Ever 6 eligibilty Keys to success https://www.keytosuccess.education.gov.uk/ Use your S2S log in

17. One Oracle / Capita teething issues Energy There were some charges that went through twice in the Summer, this should have now been corrected Photocopier charges We are aware that those with managed print photocopiers may not have had charges since the changeover to Capita. We are working with Angela Potter and Capita to rectify the situation and get charges up to date. Schools Codes Schools should be aware that they have a new cost code on One Oracle but Trent/CHRIS remains their 4 digit DFE code.

18. High Needs – SEN Statemented Funding • 13/14 The aim was to get the funding as correct as possible and scoop up all errors and changes. The corrections should have been made in your August and September funding sheets. Please let us know if there are any outstanding issues. • 14/15 A list of pupils has gone out recently on AVCO for schools to check. • Please let us know after your November funding sheets if there are still outstanding issues. If you did not get the information back on time then there will be a further delay on the corrections. • Important you regularly check your funding sheets

19. High Needs – SEN Statemented Funding Top up funding Banding rates for schools.   Band Range - hours   Please note that for banding purposes Teacher support 1 hour - 0.04: 4 hours TA Teacher support 2 hours - 0.08: 8 hours TA Teacher support 3 hours = 0.12: 12 hours TA example: 14 TA hours + 1 Teacher support hour = £3280 (18 hours total)

21. BACS We are conducting meetings with RBS and all stakeholders including Governance, Audit and Schools. Reviewing the suggested options with RBS. Looking for an option that meets everyone’s needs and is financially viable for schools and will update when we have a suitable package.

22. PE & Sports Grant • Two amounts (Autumn and Summer) • Must be published on your website and should be used for new initiatives (or a continuation of those implemented with original allocation) • List of allocations to schools will be published in the schools bulletin and the Fronter message feed • The first allocation will appear in your November funding sheet

23. Returns - Reminder of what is expected • Electronic or active spreadsheet so we can pull out the data from the cells • Signed so a picture (pdf) so we have a copy for audit • Scanned is preferred over faxede.g. can read ite.g. receipt if by email scanned, but cannot reply if faxed • The quarterly return needs to be sent in electronically. It must be signed by the Headteacher and Chair of Governors • Schools may be required to send an analysis of balance breakdown if the trigger point of 6% surplus for Primary Schools and 4% Surplus for Secondary Schools shows at Q2

24. Returns continued • We have been chasing hard this year to get all returns in by the due dates. • We do need to ensure that the records are complete and we do find that some schools require few reminders. This is an Audit requirement and each school’s date of return is recorded and will be checked by Internal Audit. • We do issue dates in advance and they are also on the Fronter calendar http://fronter.com/croydon/main.phtml and Finance Matters http://webfronter.com/croydon/Finance_Matters/mnu1.html

25. Year end 2014/15 • Please work with your Senior Leadership Team and consider stopping orders before the half term (apart from emergencies). This will allow cheques to clear and make a cleaner and easier year end schedule (Book A). • Book B Important that we get this as - contracts need to be included on Council accounts- auditors are looking at processes and seeing they are being completed - schools converting to academies must have an accurate contract list for the CTA. Please consider completing Book B now with all your 2014/15 contracts and leases.

26. Year end 2014/15 continued Out of date Preliminary CFR formats Schools must ensure their IT provider completes the latest software update for 2014-15 before the CFR’s are run. Last year many schools submitted 13-14 Preliminary CFRs which were in 12-13 formats. Some did resubmit but there were lots of CFRs where we had to manually adjust the format wording in order that it was acceptable to the DFE for COLLECT. We will not correct them this year and any in the 13/14 or previous formats will be returned for re-submission and still be required to submit by the deadline of 17 April

27. Year end 2014/15 continued SFVS It is vital schools plan their Full Governing Body meetings well in advance of 31/3/15 to ensure the LA receives the fully signed SFVS by the deadline. There is no reason to hold onto the SFVS until March if it is completed before then. An earlier submission will mean that the finance team can review the file and resolve any queries or omissions in information

28. Mutual Traded ServicesTina Andrews

29. Any Other BusinessSchools finance team

30. Coach Quotes An audit requirement for best value and obtain 3 quotes where possible This service is free and no catches! Please see separate power point presentation for more information

31. Training ‘SFVS and Audit Guidance’ Bite size training. Wednesday 19 November, 9.30am -11am and 11.30-1.00pm Please book by Monday 17 November. ‘Understanding and getting the best from your Quarterly Reports’ Bite size training. Tuesday 2nd December 9.30am -11am Please book by Friday 28 November The venue is Bernard Weatherill House. Entrance on Fell Road. Report to Corporate Reception with your School ID card please. All the training sessions will be held in the Ernest Taberner Open Space, located on the first Floor. The cost is £60 per delegate, please note that if Governors attend the Bite size training this is not included in the Governor Training SLA. Please book all training and admin meeting sessions on www.croydonlwb.org and seek approval from your CPD Manager.