2007-08 Year-End Timetable for Schools

Document Sample
2007-08 Year-End Timetable for Schools Powered By Docstoc
					                                       2008-09 YEAR-END TIMETABLE FOR SCHOOLS

                                                                                                                                                          Date
                                                                                                       Financial Year-End Procedures section reference
  Deadline           Destination                                  Task                                         (available on the Schools Portal)
                                                                                                                                                         Comple
                                                                                                                                                           ted
                                                                                                                                                                  Initials


                                                                                                             Unreconciled Invoices - 5.1
                                          Start to clear outstanding items, e.g. orders, staff                Outstanding Orders - 5.4
                                          commitments, invoices etc.                                         Outstanding Cheques - 5.5
Before Year-End                                                                                              Accounts Receivable - 6.2
    closure                                                                                                  Non-Invoiced Income - 6.3
                                                                                                          ‘Ordinary’ Journals on FMS - 7.2
                                                                                                        Outstanding Staff Commitments - 8.3
                                                                                                        ‘Year end system check’ report – 8.7
                                                                                                              New Financial Year - 8.1
                                          Define new Financial Year, Salary periods and
Anytime before                            VAT periods.                                                          Salary Periods – 8.2
     st
  31 March                                                                                                       VAT Periods – 8.4
                                          The Budget Plan requires governor approval by
                                                                                                            2008/9 Budget approved – 1.6
                                          31st March each year and recorded in the minutes.
  th
11 March (post       Insurance at
    st                                    Submit staff sickness insurance claims (Feb 09)                        Insurance Claims - 3.14
   1 class)        Constantine House
                                          Email Service Notification Return (budget toolkit)
       th                                 – if the budget has been approved and details of
  20 March        finance.monitoring@ed
                    uc.suffolkcc.gov.uk
                                          the date of the meeting are also sent at this time               See - Budget Planning Tool Kit
  Email only
                                          there will be no requirement to submit the budget
                                          plan again for monitoring purposes.
                   Finance Transaction    Bank income to SCC bank account (yellow paying-
        th
   25 March             Services          in book) & post office for 2008-09. Post the coding           Income Banked to SCC Account - 6.4
                                                                           st
                   Constantine House      slips to Constantine House – 1 class
                                          Capital Allocation invoice payments for 2008-09
                                          Important – Capital Allocation invoices must NOT                       Capital Allocation - 3.7
                   Finance Transaction    be paid by cheque
                        Services
        th                                Invoices to be made via central payment in 2008-
   27 March        Constantine House                                                                       Invoice Payments in March - 5.2
                                          09
                                          A Accounts raised for 2008-09                                             ‘A’ Accounts – 6.1
                                          Last G4S collection of cheques income for 2008-09
                      G4S Collection      (listed debtor required for collections after this date          Supplement: 5. Banking Income
                                          relating to 2008-09)

                                                                                                                                                                             Page 1
                                                     Suffolk Schools Financial Year-End Calendar – Spring 2009
                                                                       Schools Finance Team
                                                                                                                                                            Date
                                                                                                         Financial Year-End Procedures section reference
   Deadline            Destination                                  Task                                         (available on the Schools Portal)
                                                                                                                                                           Comple
                                                                                                                                                             ted
                                                                                                                                                                    Initials



                                                                          th          st
                  Important: Hold all 2008-09 ‘Central’ invoices after 27 until 31 March (include them as Listed Creditors)
                                                                                                            st
Alternatively schools may choose to pay revenue invoices by cheque, all cheque payments entered on FMS by 31 March will appear in 2008-09 accounts

                                            Last G4S collection of cash income for 2008-09
              th
 Mon 30 March          G4S Collection       (listed debtor required for collections after this date         Supplement: 5. Banking Income
                                            relating to 2008-09)
                                                                                                             Accounting for Expenditure and
                                            Entering local payments on FMS for 2008-
                                                                                                         Incomes in the Correct Financial Years
                                            09
                                                                                                                          - 1.4
                                            Bank 2008-09 income to the school budget bank
                                                                                                                   Non Invoiced Income - 6.3
                       Input on FMS6        account and record on FMS6
              st
 Wed 31 March                               Invoices to be paid in 2008-09 via school cheque
                                                                                                             Invoice Payments in March - 5.2
                                            and record on FMS6
                                            Petty cash payments from petty cash account in
                                                                                                                        Petty Cash - 6.5
                                            2008-09 and record on FMS6
                                            Run a full backup                                                            Back-up - 9.3

                                        Important: Hold invoice integration invoices on 1st April

                                            Run March 09 VAT Submittal Report and export
                    Export via Anycomms                                                                                    VAT - 8.6
                                            March 09 Long Summary Report – run Anycomms
         st
        1 April                                                                                 st
                                            Run 2008-09 ‘End-of-Year’ banking reports 1
                                            April dated instructions (as listed in the Financial
                                                                                                                    Year-End Reports – 9.1
                                            Year-End Procedures and the End-of-Year
                                            Checklist)
                                            Transmit final 2008/09 invoice integration file –
   st                                                                                                                   Invoices - 3.1,
  1 April, 5pm      Export via Anycomms     important: Anycomms must be run
                                                                                                                   Unreconciled Invoices - 5.1
                                            successfully by 5pm

                             Enter all local transactions in 2009 (new year) in FMS6
                   finance.schools@csd      E-mail Listed Creditors, Listed Debtors,                      Listed Creditors/Debtors, Receipts in
  1st April, 5pm
                          uk.com            Receipts in Advance and Payments in Advance                   Advance and Payments in Advance -
   (e-mail only)
                                            requests to the Schools Finance Team                                        3.1- 3.17


                                                                                                                                                                               Page 2
                                                       Suffolk Schools Financial Year-End Calendar – Spring 2009
                                                                         Schools Finance Team
                                                                                                                                                               Date
                                                                                                            Financial Year-End Procedures section reference
   Deadline              Destination                                   Task                                         (available on the Schools Portal)
                                                                                                                                                              Comple
                                                                                                                                                                ted
                                                                                                                                                                       Initials



                                                      3rd April – LAST DAY OF TERM
                 st
 As soon as 31
  March Lloyds                                              st
                                               Complete 31 March 2009 bank reconciliation                             Bank Reconciliation - 9.1
   statement
    available
                                               Upon receipt of bank reconciliation, complete the
As soon as Bank                                remaining of 2008-09 ‘End-of-Year’ banking reports
                                                                                                                      Year-End Reports – 9.1
Rec. completed                                 (as listed in the Financial Year-End Procedures and
                                               the End-of-Year Checklist)
   As soon as
 Reports printed.         School Support       Send the required reports and the completed End-
Post no later than         Finance Team        of-Year Checklist to the Area Education Office
      th
    24 April
      rd              finance.schools@csduk.
    3 April                     com
                                               Last journal requests for 2008-09                                           Journals - 7.1
      rd
    3 April
       st                School Support
(post 1 class or                               Approved Virement adjustments for 2008-09                              Old Year Virements - 7.3
                         Finance Team
    courier)
      rd
    3 April              County Catering       Submit March Catering 5-Weekly Summary Sheet                                Catering - 3.14
      rd
      3 April
        st
 (post 1 class or
                   Insurance at Constantine    Post final insurance claims for Maternity & staff
courier) – must be          House
                                                                                                                      Insurance Claims – 3.14
                                               sickness (March).
 received no later
           th
   than 16 April
    End of April                               Load the approved budget onto FMS, check & fix                    Budget Loading on FMS6 - 10
                                               E-mail a copy of the approved Budget Plan to the
                      Finance.monitoring@ed
  End of April          uc.suffolkcc.gov.uk
                                               Schools Finance Team –see also ‘e-mailing of                    Approval of the Budget Plan – 1.6
                                               Service Notification Return’ above
                                               Clear all 2008-09 outstanding entries on FMS6
As soon as Period
    13 Oracle                                  Reconcile 2008-09 FMS to the Oracle Management
 anagement Print                               Print in readiness for the rollover
  available (Mid                               Prepare 2008/2009 Outturn Statement for
       May)                                    presentation to Governors at the Summer Term
                                               meeting


                                                                                                                                                                                  Page 3
                                                          Suffolk Schools Financial Year-End Calendar – Spring 2009
                                                                            Schools Finance Team
                                                                                                                                            Date
                                                                                         Financial Year-End Procedures section reference
Deadline   Destination                              Task                                         (available on the Schools Portal)
                                                                                                                                           Comple
                                                                                                                                             ted
                                                                                                                                                    Initials




  th       School Support   Run, print and post reports required for closure of
12 June                                                                                       FMS Closure (Roll-Over) -9.4
           Finance Team     2008-09 on FMS (i.e. ‘Roll-over’ reports)




                                                                                                                                                               Page 4
                                       Suffolk Schools Financial Year-End Calendar – Spring 2009
                                                         Schools Finance Team
              FINANCIAL DEADLINES CALENDAR FOR SCHOOLS
                              Mar/Apr 2009


      M                        T                              W                         T                         F                 S        S
                                                                                                                                             1
                                                             MARCH 2009

       2                       3                               4                         5                        6                 7        8
Budget Briefings        Budget Briefings                Budget Briefings          Budget Briefings




       9                      10                              11                        12                       13                 14       15
                                                 Last day for submitting Staff
                                                  Sickness Insurance claims
                                                  (Feb 09) via 1st class post
      16                      17                              18                        19                       20                 21       22
                                                                                                      Deadline for e-mail of
                                                                                                       Service Notification
                                                                                                       Return
      23                      24                              25                        26                       27                 28       29
                                                 Final SCC banking income for                        Last 1st or 2nd class post
                                                  2008/09 via Giro and post                            for 2008/09 central
                                                  office                                               payment invoices & A
                                                                                                       Accounts (LC/LD not
                                                                                                       required)
                                                                                                      Last G4S cheque
                                                                                                       collection 2008/09 (LD
                                                                                                       not required)
      30                        31                   31st March:
                                                        Open new Financial Year
HOLD CENTRAL           HOLD CENTRAL                     Define new Salary Year
INVOICES WITH          INVOICES WITH
 CODING SLIPS           CODING SLIPS                    Define VAT Year
                    Last day for banking               Run Full Backup
                     08/09 income to school          1st April: Do not make any entries on FMS until:
                     budget bank account at
                     Lloyds                             March 09 VAT Submittal Report run
                    Last day for entering              March 09 VAT Long Summary Report exported
                     08/09 local transactions
                     on FMS
                                                        1st April ‘End-of-Year’ Banking Reports printed
                    Deadline for budget plan
                     to be approved by
                     Governing Body




                                                                                                                                         Page 5
                                                  Suffolk Schools Financial Year-End Calendar – Spring 2009
                                                                    Schools Finance Team
  M                 T                  W                              T                            F                  S        S
                                       1                              2                            3                  4        5
                          Submit March 09 VAT via
                           AVCO
                                                                                      Last day for posting
                                                                                         approved virements via
                          INVOICE INTEGRATION                                           courier or 1st class post
                           SCHOOLS – Hold invoices
                           dated 1/4/09 or later                                      Complete bank
                          INVOICE INTEGRATION                                           reconciliation if 31st
                           SCHOOLS - 5pm deadline to                                     March statement
                                                                                         received
       APRIL 2009          transmit final 08/09 invoice
                                                                                        Complete end of year
                           integration file via AVCO
                          E-mail Listed Creditors,                                      checklist – post to
                           Listed Debtors, Receipts in                                   School Support Finance
                           Advance & Payment in                                         Team Last day for
                           Advance spreadsheets to                                       school support journals
                           School Support                                               Post March Catering 5-
                          Print statutory reports for LA                                weekly Summary Sheet
                                                                                        Last day to post 1st class
                                                                                         2008/09 staff sickness
                                                                                         (for March) & maternity
                                                                                         insurance claims & All
                                                                                         Risks claims
   6                7                   8                             9                      10                       11      12
                                                                                            BANK
                                                                                           HOLIDAY
  13                14                 15                            16                      17                       18      19
 BANK
HOLIDAY
  20                21                 22                            23                           24                  25      26
                                                                                      Deadline for statutory
                                                                                       end-of-year reports to be
                                                                                       received by School
                                                                                       Support Monitoring
                                                                                       Team



  27                28                 29                            30
                                                             Deadline for budget
                                                              plans to be received
                                                              by School Support
                                                             Load and fix budget




                                                                                                                           Page 6
                           Suffolk Schools Financial Year-End Calendar – Spring 2009
                                             Schools Finance Team

				
DOCUMENT INFO
Shared By:
Categories:
Stats:
views:26
posted:2/24/2010
language:English
pages:6
Description: 2007-08 Year-End Timetable for Schools