Finance Planner 2004-05

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Finance Planner 2004-05

    CYP Finance - Resources

    Schools Financial Planner


    Notes of Guidance

    Issued by

    Schools Finance

    February 2010


    1 Schools Finance Planner Includes the principles and features underpinning the use

    of the planner.

    2 Main Menu Allows schools to navigate through the various spreadsheets using „one

    click‟ function keys and includes a quick reports menu.

    3-4 Budget Plans - Shows the school projected budget for 3 years - it incorporates the

    effect of pupil number changes and the forecast balance brought forward from the

    previous year. Includes printing options for 3 year Governors and Consistent Financial

    Reporting (CFR) summary.

    5-9 Teaching Staff - Allows schools to input teaching staff information for 3 years.

    10-11 Support Staff (APT&C) - Allows schools to input support staff information for 3 years.

    12-13 Support Staff (Manual Grade) Allows schools to input staff currently paid on

    manual grades (MDSAs, Catering staff etc) for 3 Years

    14 Out of Hours Staff Allows schools to input staff involved in the running of out of

    hours ‘pupil focused activities such as breakfast or after school clubs, that can be

    supported from the delegated school budget.

    15 Extended Schools Staff Allows schools to identify separate budgets for Extended

    Schools activities that involve the wider community (non pupil focussed), that cannot

    be supported from the delegated school budget.

    16 City Services - Allows schools to record a breakdown of some of the key non-staffing

    budgets into various areas, resulting in the total being transferred to the budget plan


    17 Non-Staffing & Income - Allows schools to record a breakdown of some of the key

    non-staffing budgets, with the cumulative total linked to the budget plan sheet.

    18-19 Pupil Numbers - Primary and Secondary only - Enables schools to project known

    changes in pupil numbers attending the school for the next three years, thus

    calculating the cash impact on the budget. The starting point will be the latest Pupil

    Census figures with all other figures estimated.

    20 Supply Calculator Allows schools to calculate supply costs based on known supply

    rates for the financial year. The Schools Financial Planner also includes pay rates for

    all staff for 2010/11- 2012/13

21 Downloading, Saving and Printing Includes instructions on how to upload the

    Finance Planner via the School Partner Web-site.

22 Getting Help Contact details and Excel security settings.

23 Excel 2007 Saving files and Excel 2007 security settings.

Main Changes for 2010-11

    ; A re-designed and expanded non-staffing budget sheet to include a breakdown of key

    expenditure and income budgets.

    ; A new City Services spreadsheet designed to mirror the City Services order form.

    ; Enhanced short-cuts to City Services and Non-Staffing & Income sheets from Budget

    Plan worksheet.

    ; Pupil number worksheet re-designed to reflect the changes to nursery funding formula

    and the funding cycle.

    ; Supply Calculator worksheet expanded with improved functionality.

For April 2010, schools will be issued with a final budget for 2010-11 and an indicative budget

    for 2011-12. However, the spreadsheet contains all the necessary tools needed for schools to produce a 3 year plan incorporating projections up to and including to 2012-13.

    Important Note Schools with Nursery Units will need to download two sheets for each of their Final and Indicative budgets, from the School Budgets 2010-11 web pages under their respective headings, in order to complete their total funding figures.

    Revised pupil numbers and staffing details are input to reflect real "cash" increases or decreases. Other cash increases or decreases can be incorporated into the budget by either inputting data to the non-staffing worksheets or into the budget plan worksheet directly.

    Inflation is included to reflect the issue of multi year school budgets that are inflated for increases in pay and prices each year.

    Year 1 - relates to the current financial year 2010-11 (coloured blue)

    Year 2 - relates to next financial year 2011-12 (coloured pink)

    Year 3 - relates to the following financial year 2012-13 (coloured green)

    Schools will need to refer to the 2010-11 budget briefing from CYP Finance as a guide as to which inflation rates to use for certain supplies & services and utilities.

    Note. This is a stand alone budgeting tool which is designed to aid schools to set their budgets. Any assumptions made with regard to staffing changes are not reflected in payroll systems until

    the school has submitted the relevant paper work to Personnel/Payroll.

The following features are common to all worksheets

    ; Cells requiring input by schools are mostly white

    ; Cells that are automatically filled are mostly coloured, these cells are mainly protected.

    However, be aware that if cells with formulas are overwritten, this may prevent automatic

    transfer of information into the budget plan or to future years.

    ; Drop down menus for selection of staff type with oonscreen pop-up help notes

    ; Automatic printing buttons (including options for either black and white or colour)

    ; Automatic buttons for adding additional lines for all staffing spreadsheets

    ; Where possible, cells have been linked so that data is automatically transferred to

    relevant areas e.g. by entering the school name and cost centre on the „Main Menu‟

    page all the other corresponding cells where the school name appears, will be updated.

    ; A cell validation to ensure correct data type is entered.

    ; Cell formulas to help copy information from year to year e.g. names, scale points, pupil

    numbers. Go to top ?


    The main menu screen allows schools to navigate around the Schools Financial Planner more easily. One click will take the user to the relevant spreadsheet. There are also buttons to take the user back to the main menu or Budget Plan from any worksheet. There is also a quick reports menu to allow the user to print off the available reports.

    Please note that macros must be enabled in Excel to take full advantage of this functionality. See the <Getting Help> section for further guidance.

Main Menu

    Quick Reports Menu

    and Checklist page


    Use the navigation

    buttons for

    accessing the

    various worksheets

    Choose your school name from the drop- down list

    Quick Reports Menu

There are automated buttons to print the following reports:

Print Budget Plans Prints the budget plans for all three years

    Print 3 Yr Governors Summary Report showing the schools projected balances over a 3 year period, summarised by CFR categories and expenditure analysis charts.

    Print CFR Summary Report showing the Year One budget plan categorised by CFR Format.

    Print Statistics Summary This report shows a 3 year breakdown of staff costs by employee type and grade, as well as pupil income and expenditure analysis. Note: you must have data in

    the pupils spreadsheets to populate all of this report.

    Print 3 Yr Staffing Summary A report showing the schools projected expenditure over a 3 year period, by employee categories and grades.

    Checklist Page - This page has been added to help keep track of the progress of the budget setting process and should be completed to ensure that key areas are not overlooked. Once all the checks have been made, the sheet can be printed, signed and kept as a record for FMSiS along with the printed budget plan and other supporting documentation. Go to top ?


    The budget plan sheet can be used to set your budget for the new financial year and also to plan an indicative budget for the following two years, in conjunction with your school improvement plans.

    Approved budget plans signed by the Chair of Governors must be submitted to Schools Finance by 1st May 2010 together with the following documentation

    ; A copy of the relevant minute of the meeting approving the final budget.

    ; A copy of the school‟s Best Value statement.

    ; An electronic copy to enable the budget to be uploaded onto ORACLE, (see

    Downloading, Saving and Printing)

    All schools should attempt a three-year plan and submit all three years, including pupil number forecasts to Schools Finance, Middleton House. It is particularly important that schools with high balances or deficits demonstrate their forward planning over the full three-year period.

    Enter your

    Schools Budget

    Share for 2010-11


Funding Section

    ; Enter the Budget Share (excluding rates)

    ; Enter the projected Revenue balance brought forward from the previous year

    ; Enter any unspent (drawn down) Devolved Capital balance from previous year (Cell

    F10). Please note that any unspent schools revenue contribution to a capital project, will

    need to be included in the Revenue balance brought forward from the previous year

    (Cell F9), as this is not Devolved Capital.

    ; Other budget adjustments This should be used to update working copies, if additional

    budget is received during the financial year.

Important Notes for 3 Year Plans

    The budgets for Year 2 and 3 are based on estimates provided by the school. Any changes to in the funding estimates for Years 2 and 3 will normally be based on the pupil numbers input in the Pupil Numbers worksheet. Standards Funds and other grants will also rely on estimates for Years 2 & 3. See changes to pay awards, NI and Superannuation rates under each heading.

Budget Profiles

A profile column helps make the budget reports such as an SCH_RMS03 Schools Revenue

    Monitoring Statement report, more meaningful to individual schools, by increasing the accuracy of the variances on each budget heading. Budget profiles can be changed by selecting


    alternative profiles via the drop-down menu (with the exception of Payroll codes) which may be more appropriate to a schools pattern of income receipt or expenditure.

Expenditure Budgets

    ; All staffing costs will automatically transfer from the relevant staffing worksheet.

    ; Enter the budgeted amounts for the other codes from either the „City Services‟ and „Non

    Staffing & Income‟ worksheets or input directly into the Budget Plan where applicable.

    ; The areas showing asterisks can be used to include additional budget allocations to

    subjective codes not listed.

    ; Amounts will transfer automatically to the next two years plans - with an estimate for

    inflation. However schools are expected to analyse their non-pay budgets in future

    years and adjust figures as appropriate to their individual circumstances. Formulas in

    these cells (white) can be overwritten if required.

    Where budgets are a

    mixture of City Service

    (CS) and Non-

    Package Charges

    (NS). There are 2

    quick keys linking the

    Budget Plan to the relevant sheet.

    Income Budgets

    All income budgets must be entered as - minus figures. Cell validation prevents positive amounts being entered. Use the Non-Staffing & Income worksheet to input the following


    ; Standards Fund Devolved Allocation (W6006)

    ; School Standards Grant (N5008)

    ; School Standards Grant - Personalisation (N5008)

    ; EMAG Devolved Allocation - where applicable (W6021)

    It is only necessary to include Devolved Capital Allocations (W6009), where it has been approved by Asset Management. The equivalent Capital expenditure budget must also be shown.

Budget Input - Year Two

    Year Two in Cell H8 the budget is taken from your indicative budget details sheet. Any changes to the funding estimate will be input via the ‘Pupil Numbers’ worksheet. The brought

    forward balance from Year One is automatically transferred.

    Standards Funds, SSG and other known grants (where applicable) will be inflated automatically for Years Two and Three with the exception of the EMAG grant. As the EMAG funding is

    based on a pupil led formula, a careful estimate will need to be made in Years Two and Three, as the historic level of funding for individual schools cannot be guaranteed to continue.

Budget input - Year Three

    Year Three in Cell J8 the budget is calculated by inflating the budget in Year Two by an estimate of the minimum funding guarantee. Any changes to the funding will be input via the ‘Pupil Numbers’ worksheet. The brought forward balance from Year Two is automatically transferred. Other known budget adjustments will complete the total funding figure.

     Go to top ?


    This worksheet enables calculations to be made on a single worksheet for all teaching staff on main scale, upper pay spine (threshold), unqualified teachers, advanced skills teachers (AST‟s), excellent teachers and all staff on leadership points.

    There are no changes to the layout of the Teaching Staff worksheet since the revisions introduced last year, including;

    ; Introduction of an „Excellent Teacher option on Teaching Staff worksheet

    ; All contracted staff now entered as hours rather than FTE. E.g. 32.5 (not 1.0 FTE) to be

    consistent with payroll prints and other staffing worksheets.

    ; Schools Time-tabled Teaching Week (STTW) cell on the Teaching Staff worksheet

    introduced to aid with the new part-time teacher calculations which came into effect from

    September 2008.

    For more information on the calculation of part-time hours and the STTW there is full guidance available on Teachernet at the following link.

    The Teachers pay award has already been confirmed for the next two academic years, and continues to be awarded across academic years. The pay awards are 2.3% from September 2010 and for planning purposes we have assumed 1.5% from September 2011 and 2012 also.

    Drop down menus are used to choose the different grades of Teaching staff i.e. Teacher, Leadership, AST etc.

Threshold and performance pay The formula amounts will be determined from a snap shot of

    Teachers on the Upper pay spine in the Vision Payroll system in January 2010. It is therefore

    very important that staff that are eligible for Threshold increments from the previous September have this reflected on payroll by the time that this snapshot is taken. Otherwise the school will be paying the threshold increase for the financial year (plus any arrears), but will not have the supporting formula funding from April to offset this.

TLR (Teaching and Learning Responsibility Points) - An additional column for TLRs, has

    been introduced. This feeds through from the TLR pay range table in the Pay scales sheet.

    This section has been pre-populated by Schools Finance for your convenience, using the minimum values of each TLR band as published by the DCSF, and adjusted for inflation in line with the pay awards. Note: As the TLR values are determined by individual schools (within the minimum and maximum values) you can overwrite the payments with your own schools TLR


    values. The amounts in the following years will then adjust automatically taking into account the projected pay awards.

Excellent Teacher This is a spot salary with a range of ?38,804 to ?50,918 from September

    2009 to September 2010. Schools with staff being paid on this scale will have to overwrite the

    values (highlighted in blue) on the pay scales sheet with your own schools value - if they differ from the minimum value. This will automatically increase in line with the teachers pay award in future years.

For input on the Teaching Staff worksheet, choose „Excellent‟ from the drop down menu and

    Pt1 from the point menu. This will then calculate the annual salary from the value in the Pay

    scales sheet. If you have more than one „Excellent‟ teacher earning a different annual salary,

    then choose Pt 2 from the pt column and change the value in the Pay Scales worksheet (next

    to Pt2) to the annual salary amount as required.

Teaching Establishment - Data to be input

    Enter the schools proposed teaching establishment, under the Year One heading (blue). Names, grades, points and hours will be automatically transferred to the following years. These names and points can be amended as required.

Note. All supply teaching budgets should be calculated using the Supply Calculator

    worksheet. Do not enter supply staff on the Teaching Staff spreadsheet, as this will affect both the pool premium amount your school is charged (as the annual premium is based upon the FTE number of contracted staff) - and your CFR reports.

    Choose the Teacher

    grade from the drop

    down menu (defaults

    to Teacher)

    Note: using incorrect

    points for the

    appropriate grade will

    generate an error



    ; Last Name: Enter last name of the member of staff.

    ; Initial(s): Enter Initials of the member of staff.

    ; SupY/N: Change to reflect whether the employee is in superannuation scheme or

    not. Defaults to Y (Yes). To see which staff are in the superannuation

    scheme, check the names against the relevant superannuation code

    (B1024) from your SCH_GLT12 Discoverer report, as not all staff may be


    ; Grade: Use the drop down menu to determine the pay scale for that particular

    member of staff. E.g. Teacher, Leadership, Unqualified Teacher, AST or

    Excellent Teacher

    ; Valid: This shows that the point input for that member of staff is valid for that

    grade you have selected.

    ; Basic Point: Use the drop down menu to enter the scale point for each of the teaching

    establishment for April. Main scale points for teachers not at the top of the

    scale will have an increment automatically entered in each September,

    until the top of the scale is reached. There are no automatic increments

    for Threshold performance points.

    ; TLR: Use the drop down menu to choose the TLR point for that member of staff.

    E.g. 2.1 is equivalent to a TLR 2 - Point 1 of the range.

    ; SEN Allce: Enter the number of SEN allowances awarded to that

     member of staff.

    ; Hrs: Enter the number of hours i.e. 32.5 being full time. For any term that this

    employee is not in post enter '0' (zero) in the Hrs column.

    ; Multi Emp: If the member of staff works less than full time and has another

    employment at the school, then select M on both lines. This will ensure

    that on-costs are reflected more accurately. Both last name and initials

    have to be entered consistently where they appear more than once.

    ; Total TLR: For information only - Shows the annual cost for a TLR extracted from the

    annual salary figure

    *Note due to the complexity of some safeguarding arrangements for individuals. Schools will have to calculate manually the safeguarded amount, and use the other additional annual

    costs column to show them.

Data to be input in Year Two.

    Names, points, FTE‟s and all allowances will be automatically transferred, however these cells can be altered if necessary.



Note: These columns are common to all staffing worksheets.

    The projected costs of each member of staff can be found to the right of the establishment section for each year. Costs are calculated when the point and FTE are entered on the establishment sheet. Costs for all three years will increase in line with known and estimated pay awards as well as any eligible scale increments to the top of the salary bar.

    Names are automatically transferred from establishment input, shown against a termly breakdown of costs.

Additional Annual Costs - any other annual costs relating to a member of staff can be added

    here. E.g. Social Priority Allowance, Recruitment and Retention Allowance, Special Class Allowance, Residential Allowances (Special Schools) and safeguarded salaries or other honoraria.

    It can also be used for one off costs such as pay arrears (e.g.Threshold or Performance points) from the previous financial year. However, be sure to overtype the additional annual costs in Year Two and Year Three if they are not intended to continue. For current rates see the Pay

    Scales worksheet.

    For the purposes of forecasting and profiling - the additional annual costs are spread evenly across each month and are added to the termly totals.

Employers NI contribution automatically calculated, based on an individual employees

    annual salary and if paying into the superannuation scheme or not.

Average NI rates for Teachers are currently 7.89%

    Average NI rates for Non Teaching staff are currently 7.15%

    Any staff working part-time and earning less than the lower earnings limit (LEL) threshold per annum will not attract any NI payments. Employees that are in the superannuation scheme


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