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The timetable for preparing the year-end accounts is now available.

Financial year-end 2018 - 2019

Members of staff dealing with finances should be aware of the timetable and familiarise themselves with the key dates.

Schools are able to request manual adjustments to be made to their accounts for significant items where income is received in advance of the new financial year or payments have yet to be made. Further guidance is available in the 'accounting for goods and services letter' attached to this page.

Schools should also undertake a reconciliation of their Lloyds Imprest Account by completing 'Form A - expenditure from school allowance imprest' which is attached to this page (to be retained at the school for audit inspection).

Schools operating a local bank account will be issued with separate guidance on required timescales for year-end returns.

Key dates

The key dates for schools include:

  • Friday 8 March 2019 – this is the last date for schools to raise a negotiated journal to automatically post in 2018-2019 (because of the 21day automatic posting rule). Schools can still raise a negotiated journal after this date but it will need to be approved or rejected by the receiving school before 29 March 2019.
  • Tuesday 26 March 2019 10am – last date for accounts payable to receive invoices for scanning into VIM for the old year.
  • Friday 8 March 2019 – pool premium claim forms (up to the end of February) to be submitted (relevant Nursery / Primary Sector Schools).
  • Monday 18 March 2019 - schools should start to ensure that all outstanding VIM invoices are coded and approved and goods are receipted (when received) in Orderpoint.
  • Wednesday 20 March 2019 – last date for any transfers or payments to be made to a capital code (cost centres beginning with a ‘CHD’ or ‘CHG’) – ensure any outstanding negotiated journals are authorised and invoice payments are approved.
  • Friday 22 March 2019 – last date for all trade union duties or maternity or public duty claim forms to be submitted (secondary schools are not re-pooled for maternity and therefore not applicable).
  • Thursday 28 March 2019 5pm - final deadline for all workflow to be cleared in old year (VIM invoice coding and authorisation, Orderpoint goods receipted, journal coding and authorisation).
  • Thursday 28 March 5pm – deadline for completing all banking and cash receipts for 2018 - 2019.
  • Friday 29 March 2019, midday – last date for raising customer invoices in 2018 - 2019.
  • Friday 29 March 2019, midday – outstanding workflow to be deleted.
  • Friday 29 March 2019 5pm – SAP will close down and won’t re-open until 7am on Wednesday 3 April.
  • Monday 8 April 2019 – last date to return any income in advance or school creditor requests forms.
  • Monday 8 April 2019 – last date to code and authorise an invoice in VIM in the new-year to allow write back of invoices paid in 2019 - 2020 with a 2018 - 2019 invoice date.
  • Thursday 11 April 2019 5pm– deadline for a school to authorise a journal in 2018 – 2019.
  • Monday 15 April 2019, midday – 2018 - 2019 school accounts are completed.

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