Budgets

School budget share, planning and monitoring

Financial planning is an essential part of good financial management. The budget sets out how resources are allocated and provides a mechanism for monitoring expenditure through the year. It should be the concrete expression of the School Improvement Plan. Clearly identified links are needed between the school’s annual budget and its development plan.

• School Budget Share

  Section 47 of The School Standards and Framework Act 1998 requires schools to be allocated their own budgets. It is the school’s responsibility to plan and implement the effective use of these funds. Section 50(3) empowers governors (subject to the provisions of statutory regulations) to spend the school budget share (SBS) as they “think fit” for the purposes of the school.

  School Budget Share 2020/21

  Please see link below to the School Budget Share Calculator for Financial Year 2020/21. The calculator is final as the ESFA have now approved the School Budget Share submission.

  When opening the link, please ensure a copy of the calculator is downloaded to your computer for use, rather than using the online version, to avoid any issues accessing and using the file.

  • 2020/21 SBS calculator (Excel)
  • Budget Notification Letter
  • Budget notification guidance notes (PDF)
  • Archived SBS calculators

• Budget Planning (HCSS Budgeting)

  The preparation of budgets is an ongoing process whereby the initial assumptions are refined over time as more up to date information becomes available.

  A number of tools are available including a spreadsheet-based school budget calculator that will help to calculate the financial consequences of changes in pupil numbers.

  Other useful documents when completing the Budget Plan

  • HCSS Powerpoint “How-to” Guide (Powerpoint)

  Go to the HCSS Budgeting FAQ

• Budget Monitoring (FRS)

  Schools are required to provide budget monitoring information on a termly basis to their full Governing Body. The Schools Finance Team requires the budget monitoring information behind these reports provided to the full Governing Body in the format of an FRS report as stated within the ‘FRS Assistance’ document available from the FRS Guidance website. All FRS reports are to be submitted using the Finance Information Community via AnyComms at three specified dates in the year, approximate to

  • Mid-June
  • Mid-November
  • Mid-May (following the financial year to account for actual over and under spends)

  In making the June and November returns, schools will have flexibility in the selection of the return date: which will not be earlier than the end of the relevant term. Schools will be able to select a date to suit the pattern of their governors meetings.

  For further information, together with the FRS User Guide and various helpful templates please visit the FRS Guidance website.

  To assist Devon schools in the budget monitoring process the EAL finance team has produced the following information:

  • Budget Monitoring Flowchart (PDF)
  • FRS Assistance (Word)
  • FRS User Guide (PDF)
  • 3 Letter Transaction Reference and Contact Name

  A report template has been created by DCC that schools must use and apply when submitting their FRS reports. For information on how to apply this template, please refer to the FRS assistance.

  Download the DCC FRS Budget Monitoring Report Template (XML)

  Download the Cost Group / Cost Centre Detailed Report Template (7) (XML)

  As of the 1st June 2015 all schools that have submitted an FRS report will receive a pdf document that details if an error exists within the report, such as:

  • Incorrectly mapped ledger codes to CFR codes (PDF)

  • Non-valid ledger codes used (PDF)

  • Incorrect layout used (PDF)

  However, if no errors are detected, the school will receive a confirmation PDF report stating that the FRS report has bene received and processed. This report will provide a detailed breakdown of income and expenditure by CFR category, including the carry forward and will show the anticipated end of year position.

  These PDF reports are sent back to schools via AnyComms and are available for download from the Finance Information Community normally within 48 hours of the FRS report being submitted to DCC. If a school has not received a report back after 5 working days, please contact the Education & Learning Team (01392 382429).

• Year End Guidance

  The Year End Process is designed to ensure that the accounts are correctly closed in accordance with all of the requirements placed on the County Council. In some respects “Closing Down” is largely a tidying up exercise at the end of the financial year. It finalises the Revenue Accounts and this leads into the production of the statutory statements and key financial measures.

  Please ensure that you download your own copy of the documents below to your computer and do not attempt to edit via the online version. 

  The following letters set out the requirements expected to be undertaken at the schools

  Central Payment Schools Letter

  Local Payment Schools Letter

  Task and Deadlines

  EOY Accruals Workbook 19/0

  Pay Accruals Workbook 19/0

  X-back claims schedule 19/0

  Year End FAQ

• Data transfer

  • AnyComms Webinar (Webpage) (requires registration first)
  • Data Transfer FAQs