Principals Training Programme

17 – 26 September 2012

Accounts Department

• Prompt Payments – (97% invoices paid within 30 days)• Non-Order Payments• Bank of Ireland – (Income code 1940)• CIS and Inland Revenue Regulations• Employment of Individuals• Income - Board Returns• HMRC website – www.hmrc.gov.uk

Payroll

• Employment of Individuals – forward all documentation to Human Resources.

• Part-time and temporary staff paid 15th of month following month worked.

• Payroll Timesheets – three categories; 52 week contract; term-time and retainer fee.

• Timesheet training for secretaries.• Contact Payroll Dept. for guidance

Procurement Department• Ordering – Standing Orders• Suppliers – Appointed through Public

Tender in accordance with EU Directives• Website - http://extranet.welbni.org• Off-Catalogue Procurement

– Follow regulations and Standing Orders

• Collection/Disposal of Equipment– Contact Sean Donaghy – Bulk Stores, Omagh (82

253010)

Procurement DepartmentRevised Procurements Limits – Standing Orders

Note - For procurement of a one-off requirement, if and only if, there are no current procurement frameworks, contracts, call-off arrangements or standing lists.

* Schools/colleges are strongly advised to seek advice from the Board’s Procurement Unit when considering the invitation of tenders on their own behalf for procurements greater than £30,000.

Value Procedure

<£1,000 1 oral quotation (Fax/e-mail confirmation to follow)

>£1,000 to <£5,000 Minimum of 2 selected written quotations/internet checks

>£5,000 to <£30,000 Minimum of 3 selected written tenders

>£30,000* Publicly advertised tender

Procurement DepartmentSingle Tender Action – Avoid accept in the most exceptional of circumstances

– A single tender action is the process where a contract is awarded to a supplier without competition. In other words if the negotiation is being conducted with one supplier then this is in effect a single tender action.

Note – Not applicable to single oral quotations received for purchases less than £1,000

Approval for Single Tender Action– The Chief Executive, as the WELB’s Accounting Officer, is

responsible for approving all single tender actions as well as determining the circumstances in which contracts may be awarded without competition subject to legal requirements.

Human Resources

• Employment of Individuals – pre-employment checks

• Access NI – Enhanced Disclosure Check (EDC)

– £30 charge per employee

– Volunteers and Governors – no charge

• Honoraria – Teaching and Non-Teaching Staff– Guidelines issued to schools

Internal Audit• Self Assessment – September 2012

– Option to complete on-line or hard copy– Automatic save and e-mail on completion

• Risk of Fraud and Theft– Report to Internal Audit– Private School Funds and School Meals Cash

• Internal Audit can provide advice on improving procedures.

Finance General

• VAT Saving• Inventory• Verification of Assets - Confirmation• Leasing Arrangements - Confirmation• Capital > £3k• External Funding – Banking Arrangements

LMS

• Aggregated School Budgets - 2012-2014• Estimated AWPU cash values 2012-2015• Census – October 2012 (Confirm FSM)• Revisit Development and Financial Plan• Budget & Expenditure Reconciliation• Capital > £3k

LMS• ESTIMATED AGGREGATED SCHOOLS BUDGET FOR NEXT THREE YEARS

  

Last Year Current Year Planned

 2011-12

 2012-13 2013-14 2014-15

ASB Amount £m 

1,125.7 1,123.3

Year-On-Year Change: £m

0 (2.4)

Year-On-Year Change: %

0 (0.21%)

AWPU Cash Value: £2,041 £2,025 £1,981 £2,011

LMSSector Status Weighting 2011-12 2012-13 2013-14 2014-15

AWPU0 -£16 -£44 +£30

Nursery School Full-Time 1.452 -£23 -£64 +£44

Nursery Unit Full-Time 1.350 0 -£22 -£59 +£41

Primary Yr. 1 - 7 1.060 0 -£17 -£47 +£32

Post-Primary Yr. 8 - 12 1.680 0 -£27 -£74 +£50

Yr. 13 - 14 2.180 0 -£35 -£96 +£65

LMS• Chief Executive letter – 10 February 2012.• CFF estimate – AWPU cash values valid.• Review all costs;

– Staffing levels– Non-staff Costs

• Reduction in Entitlement Framework (In 2013-14 funding halved – Reference: DE Circular 2012/09)

• Common Funding Scheme Review (Responses back by 12 October 2012)

Open Forum