Welcome to your Network Briefing Tea/coffee Start time is 9.30 / 1.30

Housekeeping Fire drills Facilities Phones – on silent/vibrate please

Agenda 9.15 / 1.15Coffee and networking 9.30 / 1.30Welcome and introductions 9.45 / 1.45Procurement update / 2.15IBC / HR updates / 2.45Coffee and networking / 3.15Finance update / 4.30Close

Procurement update Paul Ashby Senior Commercial Officer Oxfordshire County Council

Catalogues Simplest and most efficient way to use the IBC eStore Contracted/preferred suppliers Punch-out (Lyreco and Misco) eStore supplier catalogues eStore freetext catalogue

Punch-out Punches out to suppliers website. OCC pricing shown. Shopping cart completed in IBC eStore.

Punch-out (continued)

Full supplier catalogue Contracted suppliers products/services listed with OCC pricing. Product and GL codes defaulted in.

Schools supplier catalogues in the eStore Aston & James Class Act Consortium Espo Findel (e.g. GLS, Hope etc) Margaret Johnson Monarch Education Morleys Simply Education

Schools supplier catalogues (continued)

Freetext catalogues Individual goods/services not itemised/ costed. Product categories and GL codes pre- determined. Prices need to be entered.

Freetext catalogues (continued)

Vendors Use the vendor spreadsheet to find the new number of vendors from legacy SAP.vendor spreadsheet Use Request Supplier Change tile to verify vendor details. Remember to click on the button saying you are requesting a vendor for a school. Guard against vendor fraud. Use vendor number for Thames Water. If not VAT registered or number unknown insert GB.

Vendors

Purchasing cards Used to make appropriate, low-value, ad- hoc purchases. Credit limits (monthly and for each transaction). Reconciled online on card issuers system. Support delivered by IBC via eForms (available on schools Intranet pages)schools Intranet pages

IBC update Sandra Higgs Education Support Service Manager, Oxfordshire County Council Derek Hall Customer Relationship Manager, Hampshire County Council

Areas we will cover Contracts update HR updates Pensions auto re-enrolment Helping us to help you Schools engagement

Contracts Back log and technical issues delayed issuing of contracts. Variable hour contracts- these apply to all term time support staff in school, except office staff. The contract clause allows schools to vary up to one third of their permanent hours. They are permanent contracts and issued as standard. The number of hours that can be varied will not be stated in part 1 of the contract. When changing an employees hours as part of a variable hours contract, this should be recorded as a permanent change in hours using the “Request Employee Record Change” tile. Contracts with permanent and fixed term hours – sometimes staff agree to work additional hours for a temporary period. If this is for a short period the employee can make a casual claim for the additional hours If this arrangement is for a term or more you may want to issue a contract that includes temporary hours. When changing an employees hours this should be recorded as a temporary change in hours using the “Request Employee Record Change” tile. To ensure new starters contracts are issued correctly…..

One to one tuition The 1:1 wage type has been paying out incorrectly and will be removed. Use wage type 3774 for support staff, which will allow you to enter a sessional payment to which no additional extras such as holiday pay will be added. Enter hourly rate for supply teachers. Temporary work around for contracted teachers until new wage type can be created is to create a one off payment as an honorarium in “Request Employee Record Change” tile.

New forms New headteacher starter and changes form. Do not use Portal for any actions relating to headteachers. Casual claim form with space for signature and updated guidance on attendance types and wage types. Can be found on school intranet pages under HR Forms.

Pensions auto re-enrolment All employers must automatically enrol eligible workers into a workplace pension scheme. Letters to home address during April 2016 confirming they have been added to the pension scheme. Staff need to check their home address on Employee Self Service (ESS Lite). Staff will see a pension deduction in their April pay, which means their net salary will reduce. Staff can opt-out. Opt-out within three months - money paid in returned. Opt-out after three months - will be entitled to the benefits due under scheme rules. Staff who opt-out are able to re-join at a later date.

Helping us to help you Enquiry forms Set up substitutes Register for ESS lite Payroll closure Price blocked invoices Reference details on pay invoice tile

Insert Invoice No.

Oxfordshire Schools HR and Finance User Group Chairs of School Partnerships to nominate representatives from schools. Group to meet termly (three times per year). First task to feed into six month review. To act as sounding board and testers for future developments to the service. To enable the views and requirements of school customers to be captured. First meeting 19 April 2016.

Questions

Refreshments and networking

Finance update Education Financial Services EFS North Team, Abbey House, Abingdon Hampshire County Council

Finance update Service to you - Ann Sambrook Budget setting arrangements - Andy Flowers IBC top tips - Geoff Thompson

Service to you Ann Sambrook Principal Accountant Education Financial Services

OCC statutory duty to provide assurance of “proper administration of financial affairs”. Help with your financial management. Your confidence in the financial positon. So schools use resources to best effect. Service to you

Key principle Funding must be used to benefit the children who have generated that funding.

Service to you Named Finance Adviser. Day-to-day operation of finance system. Understanding financial regulations. Budget planner instructions and support. Budget setting advice. Budget monitoring and forecasting.

Service to you Visits One budget surgery. Plus a further three visits per year. New headteacher visit - as required. New finance officer visit - as required.

Service to you Network meetings Hints and tips Intranet information

Service to you

New services Locum – up to 12 hours free bursar service to cover emergency sick leave. Recruitment support – questions, tasks interview panel.

Service to you Bursar service Processing finance transactions Budget monitoring £40 per hour – minimum three hours Contact Andy Flowers

Budget setting arrangements Andy Flowers Senior Finance Adviser Education Financial Services

Budget setting arrangements Budget surgeries Dates 14 March to 24 March 11 April to 22 April

Budget setting arrangements Budget surgeries Finance adviser contact Venues Surgery content One hour session only. Budget needs to be completed before attending the surgery. Pre-surgery support

Budget setting arrangements Funding Formula funding published on the intranet. Funding for special school, sixth form, early years and capital are still to be finalised.

Budget setting arrangements Funding changes: CERA funding This has been delegated to primary schools. Lump sum increased to £125,000 for primary schools plus £4.40 per pupil added to basic entitlement. Schools will now be responsible for all repairs and maintenance including roof work and boiler repairs.

Budget setting arrangements Funding changes: Deprivation payments IDACI (income deprivation affecting children index). This has been up dated by the DfE for the first time since This index is used to work out the deprivation allocation for the schools and will effect the funding outcome for some schools.

Budget setting arrangements Funding changes Pupil premium summer school grants and small school UIFSM funding have both stopped. No changes to the main central grants. Pupil premium, sports funding and UIFSM. MFG/Capping. This still remains in place.

Budget setting arrangements BPS Funding has now been uploaded into the BPS under the next year tab.

Budget setting arrangements Funding scenario The first year pupil numbers should reflect the numbers on your funding allocation published on the intranet. Please check. Future years numbers will need to be adjusted. Pupil premium and redundancy allocations will need to be added.

Budget setting arrangements Employees scenario Employees scenarios in the next year tab will start from April Payroll reconciliation for March will need to be completed before you press the ‘commit year end process’ icon.

Budget setting arrangements Other income expenditure Select ‘Generate New Year’ Any scenarios not generated will not pull through when you ‘commit to next year’

Budget setting arrangements Budget submission Dates 3 May for schools 27 May for special schools Process Chair of Governor authorisation via BPS. Self evaluation submitted via document store.

IBC top tips Geoff Thompson Transitional Finance Officer Education Financial Services

IBC top tips Contract types The selection of a contract type in HR, determines which ledger code is used. A new contract type is now available for Community Focused staff. This can be backdated for staff currently on the wrong ledger code.

IBC top tips Contract types A number of schools have previously selected “Casual Staff” from the drop down list which has resulted in transactions on the unassigned ledger code Schools are advised NOT to use this contract type. A list of contract types and ledger codes has been added to the EFS website, under Wage (contract) type mapping.

IBC top tips

Contract types These need to be moved by changing the contract type with effect from the first transaction in the system. Menu path Schools > Staffing forms > Maintain HR data ( Step 9)

IBC top tips The contract type can be changed by selecting from the drop down list. If you enter past a date then the money will be moved within the cost centres once actioned i.e. if you put as the effective date any changes from September going forward will be moved as well to marry up with the cost centre distribution. Tip: You will get two information warning messages, press the enter key to except these.

IBC top tips Local banking List of general ledger codes to use Business Transactions for Cash Receipting Business Transactions for Cash Receipting Wherever possible you should enter this information within two working days of banking the income. Tip: for reporting enter the paying in slip number and any tax code in the text field. i.e % meals. Please be aware that the system will not warn you if you have already entered a paying in slip. To get it reversed into with the document number of the

IBC top tips Invoicing plans Schools will have to pay their own rates as from the new financial year Training documents have been created to assist them in this process. Use of service orders You should avoid copying service shop orders since amending the quantity and price details can cause issues in the processing of the invoices. If there is not enough value left on a service shop order, you can enter an invoice with a higher value but the quantity has to stay as the outstanding quantity remaining. The invoice will block and go to the head for re-release.

IBC top tips Changes to purchase orders

IBC top tips Service shop purchase orders Service shop orders now automatically include the words: ‘the value shown is an estimate of requirements and does not imply a guarantee to use the amount shown’.

IBC top tips Simple and service shop purchase orders The text now automatically breaks at the 40th character (this includes spaces) - first 40 characters print out on the PO as short text like in a normal PO and then the rest is printed in the main body of the PO. A few examples:

IBC top tips Invoices If, an invoice has been blocked, and then released, it will still have history of being blocked. So when running the blocked invoice report, check that you are running the blocked invoice report for the latest period. If when entering an invoice you select the final invoice tick box. Then reverse this invoice, you will get an error message when trying to re- enter the invoice, that there are no items to invoice. This is because reversing the invoice does not remove the final invoice tick. You will have to create another PO and put a request in to get the original PO deleted. Unplanned delivery on the pay invoice screen will only work if the delivery has VAT at 20% on it.

IBC top tips Commitments Any outstanding commitments WILL be carried forward to the new financial year. To remove any commitments please send in an enquiry. Type: Product data in estore / catalogue. Enquiry: Content changes.

IBC top tips Rejected shopping carts If a shopping cart has been rejected by the authoriser (headteacher). When the changes have been made, to get it back to the authoriser (headteacher) you need to select the ‘Order ‘ icon in the top left hand corner. The authoriser then needs to refresh their worklist to update the shopping cart with the changes. By saving it, this does not send it back.

Closedown and key date Ann Sambrook Principal Accountant Education Financial Services

Closedown Instructions from OCC. No transactions after 24 March. Supply accrual already complete. No other accruals. All central transactions such as Food with Thought will be entered before year end.

Key date SFVS return to OCC by 27 February 2016 Nick Baggett, Education Finance Manager, Oxfordshire County Council Schools Support Section, Corporate Finance County Hall New Road Oxford OX1 1ND

And finally Any other business Thank you for your attention Safe journey