This website provides useful advice, guidance and support for Headteachers, Senior Leaders, School Business Managers and Finance staff in schools and academies who subscribe to our service.
Email address: email@example.com
Monday to Thursday: 8.30am to 4.30pm
Friday 8.30am to 4.00pm
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HCSS helpline: 0845 340 4546
Financial Systems Helpdesk: 01454 865167 or 5180
Schools Finance Helpline: Due to Covid, all SFO's are working from home and can be contacted via their direct line.
The Schools Finance helpline is not currently available.
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Deadline for SFVS submission to Internal Audit is 31 March 2021
You can find each edition under 'Information & Guidance', 'Newsletters'
Number 13 - 03 February 2021 - Civica report, PPG, SFVS training, SEN returns, VAT update, OT claim forms, new team leader
Number 12 - 27 January 2021 - SFVS, 20/21 TPP grant, Integra catering info, VAT info
Number 11 - 20 January 2021 - UIFSM funding and the Oct census, scheduled Civica reports, Year end prep, furlough reimbursement, ICFP, national free school meal vouchers
Number 10 - 13 January 2021 - SFVS, claiming for food parcels, COVID 19 scheme update, UIFSM funding for 21/22
Number 9 - 6 January 2021 - Covid workforce fund, 2021 pay information, Revised Budget uploads, Teachers ready reckoner
Number 8 - 16 December 2020 - Covid costs 2nd claim window/workforce fund, KS1 art, payroll corrections, 2021 pay information
Number 7 - 02 December 2020 - TV licence, Covid workforce fund, Covid catch up expenditure, detail code 9220, sickness claims, PE & Sports Grant, cancelled trips
Number 6 - 25 November 2020 - Revised Budget submission, Covid catch up grant, SFVS, covid exceptional costs, Income in suspense
Number 5 - 11 November 2020 - Revised Budget submission, student income, childcare payments, VAT on adult meals.
Number 4 - 21 October 2020 - Revised Budget meeting dates, Revised Budget submission, Revised Budget scenarios, SFO availability for Oct and Nov.
Number 3 - 14 October 2020 - Prep for Revised Budget meetings, school meals information, unallocated income.
Number 2 - 30 September 2020 - Refunds for cancelled trips to School Fund, Ready Reckoners, Covid catch up grant, overtime & supply claims.
Number 1 - 23 September 2020 - UIFSM funding, refunds for cancelled trips, teachers pay increase for Sept 20, COVID exceptional costs reimbursements, Revised Budget checklists and Revised Budget meetings.
Information and instructions regarding the Sept 20 Teachers pay increase were sent to SBM's on Monday 14th and Thursday 17th September.
The Schools Finance email will be checked twice a week during the summer break and you will receive a reply/acknowledgement within 3 working days.
If you require an urgent response, please ring 01454 863265.
19/20 year end instrustions were sent to all SBM's on 3rd March. Please ensure all deadlines are adhered to.
Email sent to SBM's with flyer for ICFP conference on 1st April. This would be exceptionally beneficial for all SBM's (or equivalent with financial responsibility) and Heads. Flyer below.
ICFP Conference Flyer-FINAL.pdf
Email sent to SBM's with details of an additional date now availble - Thursday 13th February from 12.30pm.
Email sent to all SBM's with link to information regarding the grant plus screen shots of how to obtain the figure from HCSS needed to complete the online form.
Email sent to all SBM's with link to information regarding the supplementary grant for Teachers' pension costs. Included was email sent from HR to schools on 25th November with similar information.
The latest DfE information can be found HERE
Email sent to all SBM's with information regarding SFVS training at Little Stoke on 28th January. The Local Authority has agreed to pay for these sessions.
The session on 13th Janaury is now full, spaces are still available on 16th and 30th January. The Local Authority has agreed to pay for these sessions.
Email sent to all SBM's with information regarding Financials Web training at Little Stoke on 13th, 16th and 30th January 20. Please click below and tick Schools Finance then search to view.
The latest methodology statement can be found HERE
Detailed allocations for schools are below:
Teachers Pension Grant Allocations September 2019 to April 2020.xlsx
This information was emailed to all SBM's today.
For those who subscribe to the Integra schemes, please ensure all claims up to the end of August are submitted to Schools Finance by Wednesday 11th September. Email send to all SBM's today with full details.
During the summer holidays, Schools Finance email will be checked every Tuesday and Thursday and queries dealt with then. If you have an urgent query, please ring 01454 867171. We will be back in the office from Monday 2nd September.
Please ensure you use the correct version when sending in sickness or phased return to work forms or refering to the Ready Reckoner. The version number is in the file name.
Sickness claims should be on Version 3, PRW should be on Version 4 and the correct Ready Reckoner is Version 2.
There was a fault on the phased return to work form sent out in May which has now been rectified. Version 3 sent to schools today please ensure you use this one for any submissions.
Tuesday 25th June is now FULL.
Wednesday 26th June from 12.45pm has been added reference SF/19/183 - see flyer below for full details and book online.
Flyer Free Financial Regulations Training.pdf
Tuesday 25th June from 12.00pm - see flyer below for full details.
Please see the above flyer for details of a free training session taking place on Wednesday 5th June from 9.30am and Monday 10th June from 12.30pm.
The new forms for 19/20 to claim for short & long term sickness and phased return to work were emailed to School Business Managers this morning. They are also on our website under 'How to'.
Don't forget - the deadline for submitting your budgets is Friday 31st May. Please submit to Corportate Finance and your Schools Finance Officer. Email addresses can be found on your visit note.
The sickness and maternity claim forms are in the process of being updated and will be available soon.
Current Missing Income
South Gloucestershire Controls Team is responsible for posting all income received into Schools CIVICA accounts. Sometimes the income received has little or no reference which means the Controls Team cannot allocate it.
In order to allocate this income we are asking South Gloucestershire Schools to check their CIVICA accounts and notify us of any missing income using the attached form.
If Schools are expecting income into the South Gloucestershire Schools General Account can you please email all remittances or Income details to firstname.lastname@example.org
If you are unable to find an expected income amount on your Schools Civica Code, please provide details using the Missing Income Form.
Where Parents send payments using Payment Systems E.g Parentpay – Please ensure systems are setup with correct Cost Code references E.g XXX00/9301 (where XXX = schools unique code), so that payments are automatically allocated to the correct ledger code in Civica. Your Provider will be able to help you if you are unsure how to do this on your particular system.
You may have received some bank charges on Natwest Bank Account (Imprest/School Fund). This is an error and you should receive a refund shortly.
Please do not claim the value back on Imprest accounts or include it as expenditure on school fund. Maintain a record of charges and check for the refund.
Corporate IT are retiring their Citrix farm and replacing it with Microsoft Remote Desktop Services. The Citrix shutdown date proposed by Corporate IT is: Friday 9 November.
Attached is a brief guide explaining the steps needed to access Civica in the future.
Accessing Civica Financials via Remote Desktop Services.pdf
Look out for an offer of funding from National Grid. In the coming weeks, National Grid (through an intermediary called Benevity) will be welcoming applications from Primary schools for additional funding for STEM resources. The average funding offer will be around £500.00 and forms part of their obligation under Section 106 to support the local community and education in the area. This funding can be used to purchase items to add value to schools resources and could provide additional materials for both the curriculum and out of school clubs.
This information has now been circulated to South Gloucestershire Schools. Please see the following two documents:
HCP STEM fund school invite email final.pdf
National Grid STEM Programme Guidelines for schools final.pdf
Schools HR have circulated two documents in relation to School Teachers Pay and Conditions (September 2018) with options that you may wish to consider when implementing an uplift to teacher's pay.
Following a number of queries from schools we have created a help guide that will allow you to model your chosen option in HCSS budgeting software.
Schools HR briefing sheet 1
Schools HR briefing sheet 2
Help guide to model options in HCSS