What we can do for you
The Local Management of Schools (LMS) Team is committed to providing a comprehensive financial service in line with the service specification. This is done in agreement with the academy and as required by the Academies Financial Handbook.
The services to be provided are those selected by the academy and agreed with the Local Management of Schools Service. This is from the comprehensive range of services detailed below, which will be specified in a Service Level Agreement, to be signed by both parties.
Budget preparation
A comprehensive budget preparation service, including visits in the Spring/Summer term.
In conjunction with the principal/business manager we can, using the Local Management of Schools three year financial planning and budget spreadsheet:
- Using up to date staff monitoring information, project staff costs for the coming years
- Cost possible staff changes
- Prepare non-staff costs
- Take into account the financial implications of developments which have been costed in the School Improvement Plan
- Produce a maximum of three budget plans with explanatory notes
- Complete the Department for Education GAG form 2
Part budget preparation
We can assist in the preparation of staff budgets. It is expected that if option E (Monitor Staff Budget) is not included in the contract, the academy will have monitored and updated staff information throughout the financial year to enable the visit to focus on:
- Final checks on staffing information held
- Calculating projected staff costs
- Calculating the cost of possible staff changes
- Completing the staff budgets part of the official Budget Spreadsheet (by using the Local Management of Schools three year financial planning and budget spreadsheet)
Set up and tailor new financial year
Each year, the 'Chart of Accounts' in SIMS needs to be reviewed. We can visit to:
- Assist with the transfer of cost centre and ledger code information
- Tailor the chart of accounts to meet individual needs
- Make amendments to a user defined report of your choice
- Tailor your financial summary to reflect changes to the chart of accounts
Fix budget and profile
Following approval of the budget by the Board of Trustees, we can visit to:
- Enter and fix the approved budget in FMS
- Adjust existing profiles and set up additional profiles in FMS as required
- Enter commitments for non-staffing expenditure
- Ensure the approved budget is shown correctly on the financial summary statement
The Board of Trustees must have approved the budget before we can provide this service and full details must be available
Monitor staff budget
Approximately 80% of the budget is spent on staff salaries. It is vital that this area is monitored closely to ensure both its accuracy and effective management.
We can:
- Reconcile monthly DF34 payroll print to budgeted staff commitments and investigate any variances
- Update staffing costs forecasts to accurately reflect spending and revised assumptions
- Give advice if the level of commitments/variations indicates any budget changes are necessary
- Make notes for assistance in producing financial summaries
Financial reports for the Principal, Responsible Officer and Board of Trustees
We can provide financial reports throughout the year to meet your individual requirements, e.g:
- Twelve reports suitable for the Principal, Responsible Officer, Governors and/or the Board of Trustees.
- Three reports suitable for the Board of Trustees (one of which will be a detailed year-end report).
Payroll journals on SIMS FMS6
To ensure that SIMS FMS6 accurately reflects all deductions from the academy bank account for payroll costs and expenditure is posted to correct cost centres, we can:
- Complete monthly cash book journals on SIMS FMS6 to record 'net pay' and 'payroll deductions' direct debits
- Ensure correct treatment of any payroll adjustments
Bank reconciliations
Bank account reconciliations should be completed at least monthly and any reconciling items should be resolved.
We can input any bank account transactions on SIMS FMS6 which have been omitted, eg monthly GAG allocation, VAT reimbursements, etc.
VAT returns to HMRC
We can complete VAT returns to the HMRC (HM Revenue and Customs) on your behalf.
Annual closure of previous year's accounts
For academies that wish us to undertake the closing of accounts on their behalf we will carry out:
Preliminary closure including:
- Check satisfactory completion of back-up
- Examine all outstanding orders on SIMS FMS6 and take appropriate action for the year end
- Ensure debtors and creditors are raised and entered on the SIMS FMS6 system where necessary
- Post any outstanding petty cash items and check balance
- System check
Final Closure including:
- Check satisfactory completion of back-up
- Close the financial year on SIMS FMS6
- Adjust balances in the new year as required
Complete a provisional outturn statement
We can assist you to complete your provisional outturn statement form to the Department for Education - GAG form 3 by 30 September each year.
Annual accounts
We can assist you to complete the final accounts in accordance with the Academy Financial Handbook, which includes:
- Statement of financial activity.
- Income and expenditure account.
- Statement of total recognised losses and gains.
- Balance sheet.
- Cash flow Statement.
- Notes to the financial statement.
- Detailed income and expenditure account.
All of the above will be prepared in a timely manner, so your external auditor can sign off the accounts. (To enable submission to the Department for Education by 31st December each year.)
Staff sickness insurance cover
Staff sickness insurance cover can be provided for different types of staffing. Full details will be provided at your request.
Other services
The Local Management of Schools team can provide other financial services as follows:
- Set up your new FMS structure
- Attend Finance and Board meetings
- Train new school based staff or new administrators
- Provide temporary cover for finance staff absent from work
- Provide training on a whole range of financial services including Trustee training
Although specific services may be selected, the academy will be required to specify the estimated total amount of time required in hours per year which will form the basis of the service level agreement price.
Pricing
Although specific services may be selected, the academy will need to state how much time they believe is required. This should be in hours per year, which will form the basis of the service level agreement price.
Charged: Please contact lfm.helpdesk@calderdale.gov.uk for current hourly rates.
Set up new FMS structure rate: The current one off cost for this service is £100.
Staff sickness insurance premiums: Full details for the different premiums for different types of staff cover can be provided by contacting lfm.helpdesk@calderdale.gov.uk.