Financial Reporting (Overview & EFIS Users)

2 General Reporting Requirements  Reporting requirements are outlined in the 2011/12 Child Care Business Practices Guideline 2 Sections: Funding Allocations > $350,000 (Pages 3 – 7) Funding Allocations < $350,000 (Pages 8 -11)

3 General Reporting Requirements Report TypeDue Date Applicability Funding $350,000 Method Service Agreement March 31YES Mail / PDF Estimates (Budget) June 30YESEFIS Revised Estimates (Revised Budget) November 30YESEFIS Year-End July 31 A) Financial Statements B) Attestation YES EFIS Excel

4 2011/12 Health & Safety Reporting Requirements * MEDU = Ministry of Education ProcessDate Approval Letters IssuedDec ‘11–Feb ‘12 Amended Service Contracts due to MEDU*February 8, ‘12 Completed attestation form due to MEDU* A.Tendered (where applicable), work started and work completed by March 31 st. OR B. Tendered (where applicable), work started by March 31 st, work to be completed by June 29 th. April 10, 2012 Related Cash FlowAmount Upon receipt of amended service agreement75% of approval Upon receipt of attestation form - able to satisfy A. or B. above - unable to satisfy A. or B. above 25% of approval Recovery of funding received Upon receipt of 2011/12 financial statementsFinal reconciliation

5 Financial Analysis & Accountability Branch Website Link

6 Breakout Sessions PURPOSE: Highlight specific year-end reporting requirements applicable to each First Nation and Transfer Payment Agency For those that report in EFIS, please proceed to breakout room For those that report using the attestation form, please remain in this ballroom

7 EFIS USERS

8 What are the Year-End Reporting Requirements? 4 Components:  Active completed EFIS financial statements submission (electronic)  Audited financial statements of the First Nation which covers all programs provided by the First Nation including child care (hard copy OR electronic copy)  A post audit management letter issued by the external auditors (hard copy or electronic copy)  If such a letter is not issued, confirmation in writing indicating that no such letter was received by the First Nation  A schedule of child care revenues and expenses funded by the Ministry of Education (see sample on next slide)  Note to audited financial statements  Separate audit or review engagement

9 Schedule of Revenue & Expenses  Sample provided below  Discuss the schedule content with external auditors

10 Review of EFIS Elements Title Page Schedule 1 – Service Data Schedules / Data Elements Schedule 2 – Expenditure Schedules Schedule 3 – Entitlement Calculation Schedule 4 - Supplementary Information Schedule Data Analysis & Review / Error Messages / Warning Messages

11 EFIS Reminders – Title Page  Enter the name of 2 individuals who have signing authority on behalf of your First Nation

12 EFIS Reminders – Schedule 1.1  Only complete the cells where you are reporting expenditures  Number of contracts will be removed from future reporting cycles  4 categories of data (each will be defined in the next 2 slides)

13 EFIS Reminders – Schedule How to calculate average monthly # of children The sum of the number of children served (headcount) in each month / 12 ( )/12 = 166/12 = How to calculate total number of children (families) served The sum of all newly enrolled children during the year ( ) = 19 Total Number of Children Served New EnrolmentsExitsReturnedRemaining Children at End of the Month April10 00 May June11000 July19503 August September11000 October12001 November13100 December14001 January14000 February March15000

14 EFIS Reminders – Schedule How to calculate Full-time equivalence (FTE) of staff FTE is based on a minimum of 35 hours per week but you should use the standard work week applicable to your first nation. Formula = # of hours worked # of hours in standard work week Assume you are providing wage subsidy to three staff, what is their FTE They work the following number of hours: Staff # 1 = 40 hours per week Staff # 2 = 20 hours per week Staff # 3 = 45 hours per week The standard work week for these staff is 40 hours per week The total FTE for the 3 staff is 2.50 : Staff 1 = 40 hours worked / 40 hour standard work week = 1.00 FTE Staff 2 = 20 hours worked / 40 hour standard work week = 0.50 FTE Staff 3 = 45 hours worked / 40 hour standard work week = 1.00 FTE (actual calculation is 1.13 FTE but FTE can never exceed 1.0 per person) 4. How to calculate # of licensed centres funded The number of centres that received health & safety funding. If none was received, report 0.

15 EFIS Reminders – Schedule 2.1  #  Headcount  FTE  Full-time equivalency, see previous slide  Able to group individuals working in the same position if you wish

16 EFIS Reminders – Schedule 2.3  Report salary costs related to wage subsidy under wage subsidy column, row “program costs – direct delivery”  Only use “purchase of service” row where you are contracting out child care services to a third party

17 EFIS Reminders – Schedule 2.4  Enter any parental fees in row 3.1  Other offsetting revenues does not include federal govt. 20% contribution  Other offsetting revenues could include donations received

18 EFIS Reminders – Schedule 3.1  Remember to compare the “Ministry allocation” to the “Entitlement”  Flexibility between detail codes A377 & A392, where applicable

19 EFIS Reminders – Schedule 4.1  Only if you’ve completed row 2.4, “Purchase of Service” in Schedule 2.3 (in this illustrative example)

20 Assistance on Year-End Reporting Requirements  Refer to 2011/12 Business Practices Guideline (more details in upcoming 2012/13 Guideline)  Refer to Instructions on How to Complete the Financial Statements Submission (upon their availability)  Contact your financial analyst  Reference FAAB website at (see slide 5)

21 Upcoming Reporting Cycles CycleEFIS Document Set Availability Submission Due Date 2012/13 Estimates April 30, 2012 June 30, /12 Financial Statements May 31, 2012 July 31, /13 Revised Estimates September 30, 2012 November 30, 2012