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News

Updated Resources! Governor and Trustee Allowances Policy

We have now created two separate allowances policies - one for governors within maintained settings, and another for trustees and local governors within academy trust settings.  This was based on an existing policy, and we have only applied minor updates to the original template including updating the date of the relevant legislation. 

Posted 27 March 2024



Other News
Updated resources! Website compliance self-assessment
22 May 2024

We have updated our website compliance self-assessments (for academies and maintained schools) based on the updated DfE guidance.  The self-assessment highlights whether this is something that 'must' or 'should' be published, in line with the DfE's reformatted guidance.  These self-assessment resources can be found within the General Business Management section of the toolkit.

Updated Resource! Bring Your Own Device policy
20 May 2024

The Bring Your Own Device policy has been updated to include reference to the DfE guidance surrounding the use of mobile telephones in schools for personal use.  This can be found in the Data Protection section of the toolkit.

New Resource! Trustee/Governor Data Collection Form for GIAS
18 May 2024

The DfE need information on the people serving in governance roles in your school/academy to be published on GIAS.  We have created a resource which summarises the DfE requirements on the data that needs to be submitted and forms that can be used to request this data from trustees/governors.  This resource can be found within the Governance Section of the toolkit.  

Updated Resource! Checklist for External Parties Delivering Clubs / Activities
18 May 2024

The checklist for external parties delivering clubs and activities has been reviewed and updated.  The reference to the employment status indicator (ESI) check has been amended to the check employment status for tax (CEST) check, the requirement to evidence a providers employers liability has been removed as this is not a responsibility for the school and an authorisation box has been added in.  This resource can be found within the General Business Management Resources section of the toolkit.

Updated Resource! Trustee Declaration Form
17 May 2024

Following release of the DfE Academy Trust Governance Guide, the trustee declaration form has been updated to include reference to the duties that trustees must comply with under charity law (section 4.4.4 of the guidance).  This resource can be fund within the Governance section of the toolkit.

Updated Resource! Benchmarking Report templates
12 May 2024

The DfE have just released the 2022/23 benchmarking data for academies.  We have refreshed our template Benchmarking Report, which provides a framework for reporting the key findings to trustees.  This can be found within the Financial Management for Academies section of the toolkit.

We have also taken this opportunity to refresh our maintained school version of the same template which can be found within the Financial Management for Maintained Schools section of the toolkit.

Updated Resource! Lettings Policy
10 May 2024

We have updated the template Lettings policy, and separated it into an academy and maintained school version.  These can be found within the Financial Management section of the toolkit. 

Updated Resource! New Supplier Details form
10 May 2024

We have added in a new section to the New Supplier Details form, to record the checks that are undertaken on the new supplier. This can be found within the Financial Management section of the toolkit (both for maintained schools and academies).

New Resource! Finance Manager Interview Questions
05 May 2024

We have created a set of example interview questions that could be used for Finance Manager recruitment. The questions are split into skills/experience, technical and general categories.  This can be found within the Personnel Administration section of the toolkit.

Updated Resource! Expenses policy
04 May 2024

The template Expenses policy (for academies and maintained schools) have been reviewed, with minor amendments made. The template policies can be found within the Financial Management section of the toolkit.

Updated Resource! Gifts & Hospitality policy.
04 May 2024

The template Gifts & Hospitality policies (for academies and maintained schools) have been reviewed, with minor amendments made. The template policies can be found within the Financial Management section of the toolkit.

Updated Resource! Benchmarking Report template.  
04 May 2024

The DfE have just released the 2022/23 benchmarking data for academies.  We have refreshed our template Benchmarking Report, which provides a framework for reporting the key findings to trustees.  This can be found within the Financial Management for Academies section of the toolkit.

Updated Resource! Internal Hospitality Policy
26 April 2024

The template internal hospitality policy has been reviewed, with minor amendments made.  The template policies can be found within the Financial Management section of the toolkit.

Updated Resource! Purchase Card Policy
26 April 2024

The template purchase card policies (for academies and maintained schools) have been reviewed, with minor amendments made. The template policies can be found within the Financial Management section of the toolkit.

Updated Resource! Policy Tracker Tool.
26 April 2024

The DfE have updated the list of statutory policies for trusts/schools to have in place, and moved this into the recently released Governance Guides.  The policy tracker has been updated to reflect the latest requirements and is available within the General Business Management section of the SBM Toolkit.

Updated Resource! Bank Reconciliation Form
14 March 2024

An amendment has been made to the Bank Reconciliation Form template to correct a formula linked to pulling through the income and expenditure totals from the unreconciled transactions tab.  

New Resource! Risk Assessment Tracker Tool
14 March 2024

In response to a client’s request, we have developed a Risk Assessment Tracking tool, which has been added to the General Business Management section of the toolkit.  This tool is designed as a way of recording all of the risk assessments that you have in place at your setting and when they were last reviewed.  The tool then provides an overview of the risk assessments which are due to be reviewed, and any that have fallen overdue.  It allows you to record the mandatory and school specific risk assessment. For desktop Outlook users, it even generates calendar reminders for upcoming reviews. 

Updated Resource! Supplier Contract Management Tool
12 March 2024

We have added in two new columns to the Supplier Contract Management Tool.   There's a new column for MATs to record whether a contract is trust wide or school specific.  There is also a new column to indicate the support function the contract links to (e.g. admin, curriculum, facilities).  This tool can be found within the General School Business Management section of the toolkit.

Updated Resource! Financial Management Skills Self-Evaluation for Trustees
12 March 2024

We have refreshed the Financial Management Skills Self-Evaluation for Trustees, moving it to an Excel format and refreshing the questions asked.  This can be found within both the Financial Management and Governance sections of the Toolkit.  Coming soon...a financial management skills self-evaluation for Governors. 

Updated Resource! Policy Tracker Tool
08 March 2024

Following a client request, the Policy Tracker tool has been updated to include some additional functionality.  A new column has been created to record if the policy has been uploaded to the website and another column has been created which allows MATs or federations to record if it is a trust wide or school specific policy.  This can be found within the General School Business Management section of the toolkit.  

Updated Resource! Insufficient Funds Order Request Process
08 March 2024

This resource has been reviewed and minor amendments made to some of the terminology.  The template describes a process that can be used for when a department / service area budget is fully spent but the budget holder believes there is a requirement for additional funds, suggesting a fair and consistent approach to managing these overspent budgets.  It can be found within the Financial Management Tools section of the toolkit in both the academy and maintained schools folder.

Updated Resource! Academy Month End Accounting Workbook
08 March 2024

We have updated the prepayments schedule within the Month End Accounting Workbook so that the tool will automatically calculate the value of a prepayment based on the contract dates.  This can be found within the Financial Management Tools section of the SBM Toolkit.  

New Resource! Virement Approval Form
01 March 2024

We've added in a Virement Approval Form to the Virement Report based on a request from one of our subscribers.  This can be found within the Financial Management Useful Resources section of the toolkit.

Updated Resource! Absence Management Tool
01 March 2024

We've updated the date ranges within the Absence Management Tool.  This can be found within the Personnel Administration section of the toolkit. 

Updated Resource! Gender Pay Gap Report template
01 March 2024

In readiness for the deadline approaching to publish your gender pay gap data (for organisations with 250 or more employees) we have refreshed our template Gender Pay Gap Report template.  This can be found in the Personnel Administration section of the toolkit. 

New Resource! Data Protection Test of Understanding
12 January 2024

As part of your annual data protection training, you may wish to consider asking staff and trustees/governors to complete a test of understanding to ensure they have understood the training and what is expected of them. We've prepared some suggestions of questions that could be asked after this training has been delivered.  Don't forget, there are staff and governor training presentation templates also available within the SBM Toolkit. 

Updated Resource! Procurement Checklist and Routes to Buy
10 January 2024

This resource has been updated to reflect the revised thresholds that came into effect on 1st January 2024.

Updated Resources! Budget Planning Tools (maintained
10 January 2024

The budget planning tools for maintained schools have been updated for the 2024/25 year of account.  This includes the budget planning tool, forward financial forecasting tool (and combined budget planner and forecasting tool) and staff salary cost calculators.  

Updated Resource! Virement Report
21 December 2023

We've reviewed the Virement Report - there are no changes to note in this version.  This resource has been designed to report on the virements that have taken place.

Updated Resource! Letter to Suppliers Requesting Bank Details
21 December 2023

We've reviewed the Letter to Suppliers Requesting Bank Details for BACs - there are no changes to note in this version.  This resource has been designed to request suppliers provide their payment information to set up electronic payments to them.

Updated Resource! Supplier Details Form
21 December 2023

We've reviewed the Supplier Details form - there are no changes to note in this version.  This resource has been designed to capture the details of new suppliers and their payment information.

Updated Resource! Management Accounts Template Commentary
21 December 2023

We have updated the template management accounts commentary for academies and maintained schools to introduce an additional KPI linked to reserves.

Updated Resource! Reserves Policy
15 December 2023

The DfE recently updated their guidance on managing reserves within academy trusts. In light of this, we’ve updated our Reserves policy to ensure it reflects their approach and contains all the elements they suggest should be within your policy. There is a MAT and SAT version available now within the Financial Management for Academies section of the toolkit.

Updated Resource! Financial Regulations
13 December 2023

Our template Financial Regulations have all been updated to reflect the latest DfE procurement guidance and the 5 Routes to Buy advice.  These can be found in the Financial Management Policy Templates section of the toolkit.  

Updated Resource! SFVS Example Responses
08 December 2023

This resource has been developed based on the DfE Schools Financial Value Standard return for 23/24.  We've provided some example answers to support schools with completing this return.  These are provided as an example only and schools should ensure that they provide answers that are based on their own evidence.  

Updated Resource! Academy Teaching Staff Salary Cost Calculator
05 December 2023

A correction to this tool has been made to ensure that if a member of staff is not part of the pension scheme, that no pension contributions are calculated. V23.2 contained an error whereby pension contributions were calculating April to August in Year 1 when an employee was not part of the pension scheme.

Updated Resource! Anti Fraud and Corruption policy
29 November 2023

The Anti Fraud and Corruption policy has been reviewed and updated in line with the Academy Trust Handbook and the ESFA guide to reducing fraud.  This is available within the Financial Management for Academies section.

Updated Resource! Supplier Contract Management Tool
29 November 2023

To reflect the DfE guidance, we have added in new columns to the Supplier Contract Management tool to record information on early termination and a free text column for recording any additional information (e.g. potential to extend contract, exit strategy and re-procurement plans).

We have also updated the procurement regulation options in the Supporting Information worksheet to reflect DfE 5 Routes to Buy.

New Resource! Wellbeing Calendar Template
24 November 2023

We've created a new resource which can be used for planning out your staff wellbeing activities across the year, linking in to the NHS five pillars of wellbeing model.  This resource can be found within the General Business Management folder of the toolkit.

Updated Resource! Centralisation of the Accounting Function - Business Case Template
22 November 2023

We have reviewed this template business case and updated some of the example wording provided.  This resource can be found within the Useful Financial Management Resources for Academies folder in the toolkit. 

New Resource! Procurement Checklist and Finding the Right Route to Buy
16 November 2023

Following a request from one of our toolkit customers, we have developed this resource to support schools and academies with their procurement processes.  

The first part of the resource provides a self-assessment checklist to assess whether the appropriate procurement systems and documents which underpin robust procurement practices are in place at your organisation.  

The second part of the resource is based on DfE guidance and outlines the 5 routes to buy open to schools and academies and when it might be appropriate to use each route.  

This is available within the Useful Financial Management Resources for both maintained schools and academies.

Updated Resource! Procurement Summary
15 November 2023

This resource has been reviewed and minor amendments made to allow the dates to be personalised.  The resource provides a framework for summarising the procurement activities that have taken place and the plan for upcoming procurement activities which could be shared with senior leaders and trustees/governors.  This is available within the Useful Financial Management Resources for both maintained schools and academies.

Updated Resource! Pupil Privacy Notice
15 November 2023

The Pupil Privacy Notice has been updated in line with the DfE model privacy notice.  This is a minor amendment which has updated the link to the National Pupil Database (NPD) privacy notice.  This resource can be found within the Data Protection Compliance Resources folder of the toolkit.

Updated Resource! Academy Teaching Staff Salary Cost Calculator
14 November 2023

For this year, we have updated the academy teaching staff salary cost calculator to allow you to inflate the pension contribution rates from 1st April 2024 to reflect the increase in employer contribution rates that will be applied nationally.  This is in addition to the normal points annually in September.  The Government has committed to funding the rise for state schools and colleges for one year, with any further commitments to be decided at future spending reviews.  This can be found in the Financial Management Tools for Academies folder within the toolkit.

Updated Resource! Operating leases and finance leases
08 November 2023

We have reviewed this overview of leases to ensure it reflects the latest DfE guidance.  This can be found within the Useful Financial Management Resources folder for both maintained schools and academies. 

New Resource! School Business Manager Interview Questions
05 November 2023

We have uploaded some example School Business Manager interview questions into the Recruitment Resources folder within the Personnel section of the toolkit.   

Updated Resource! Charge Card Reconciliation Form
03 November 2023

We have updated the Charge Card Reconciliation Form so that multiple cardholder statements can be reconciled feeding into a consolidated charge card summary.  This can be found in the Useful Financial Management Resources for Academies and Maintained Schools.

Updated Resource! Bank Reconciliation Form
03 November 2023

We have updated the bank reconciliation form, including adding in a new page for unreconciled transactions which links to the main reconciliation.  This is available within both the Maintained Schools and Academies Useful Financial Management Resources folder.

Updated Resource! Model Trustee Report and Governance Statement
15 September 2023

The ESFA have released the model accounts for 2022/23.  Based on this, we have extracted the Trustees Report and Governance Statement and transferred these to a Word document to support with preparing these for your own setting.  They are available in the Financial Management Resources for Academies folder.

Updated Resource! Financial Regulations
15 September 2023

The Financial Regulation templates have all been updated in line with current requirements and are available in the relevant Useful Financial Management Resources folder.

Updated Resources! Year End Tools
30 June 2023

The academy year end resources have all been updated for the 2022/23 year of account.  The year end workbook, checklist and file contents have all been updated and can be found within the financial management tools for academies folder.

New Resource! Internal Audit Report for Governors
12 June 2023

There is a new report template available within the Financial Management Resources folder of the toolkit, which provides a framework for sharing progress that has been made with the internal audit plan of works with governors.  There is also a version of this available for academies, within the Financial Management Resources folder. 

New Resources! Action Plan Template
12 June 2023

A template action plan for tracking progress following an internal audit is available within the Financial Management Resources folder of the toolkit.  There is a version for both academies and maintained schools.

Updated Resource! Procurement Policy (for maintained schools)
09 June 2023

The version of the Procurement Policy for maintained schools has been updated to reflect current procurement legislation.  This can be found in the Financial Management for maintained schools, Policy Templates folder of the toolkit.

Updated Resource! Procurement Policy
26 May 2023

The Procurement policy has been updated in line with current procurement legislation.  This can be found in the Academies Financial Management Policy Templates folder.

Updated Resource! Single Central Record template
26 May 2023

The SCR template has been refreshed and is available within the Personnel Administration Resources folder of the toolkit.

Updated Resource! Going Concern Assessment
24 May 2023

The medium term financial assessment worksheet has had a formatting update linked to question 1e. 

Updated Resource! Maintained School Financial Regulations
19 May 2023

The maintained school Financial Regulations have been reviewed and updated and can be found in the Financial Management Resources for Local Authority Schools. 

New Resource! Inventory Register
19 May 2023

We have prepared an Inventory Register template based on the suggestions within our Financial Regulations.  This resource can be found within the Financial Management Resources folder of the toolkit.  

Updated Resource! Benchmarking Report template
12 May 2023

We've updated the Benchmarking Report template, which can be found in the Financial Management Resources folder of the toolkit.  The report has been given a complete refresh. 

Updated Resource! Competitive Quotation Summary template
12 May 2023

We have reviewed the Competitive Quotation Summary template and made some minor changes to the wording.  This resource can be found within the Financial Management Resources folder and is applicable to both maintained schools and academies.  The resource is designed to be used to help evidence the process that has been followed when seeking 3 quotations from suppliers.

Updated Resource: Maintained School Website Compliance Checklist
26 April 2023

The maintained school website compliance checklist has been updated in line with the DfE clarification on what maintained schools should publish on governing board diversity data (that information should be widely accessible to members of the school community and the public).

NEW RESOURCE: Potential Conditions of Financial Support Checklist
21 April 2023

This new checklist can be used by trusts who need to approach the ESFA for financial support to evidence the steps that have already been undertaken and/or are in place witihn their setting.  The checklist can be found within the Financial Management for Academies folder of the toolkit. 

Updated Resources! Website Compliance Checklists
19 April 2023

The website compliance checklists for both maintained schools and academies have been updated to reflect the latest DfE guidance, which now includes a recommendation that governor/trustee diversity data should be published on the website.

NEW RESOURCE! Team Charter Template
02 April 2023

A team charter is a way of formalising your team’s vision and values and the roles, responsibilities and expectations of the team members.  This resource provides an overview of what a team charter could include and can be found within the general school business management folder of the toolkit. 

Updated Resource! Internal Scrutiny Update Report for Trustees
21 March 2023

The Internal Scrutiny Update Report for Trustees has had a minor administrative update applied, with specific dates having been removed.  This resource can be found within the Financial Management Resources for Academies folder.

New Resource! Internal Scrutiny 3 Year Planning Document
21 March 2023

The Academy Trust Handbook specifies that all academy trusts must have a programme of internal scrutiny to provide independent assurance to the board that its financial and non-financial controls and risk management procedures are operating effectively.  Trusts must identify on a risk-basis, with reference to its risk register, the areas it will review each year, modifying its checks accordingly.  The handbook directs trusts to agree a programme of work annually to deliver internal scrutiny that provides coverage across the year.

A new template has been added to the Financial Management Resources for Academies folder that provides a format that trusts could use to plan their internal scrutiny work across a 3 year period.  

Updated Resource! Trustee Consolidated Skills Analysis
15 March 2023

The consolidated trustee skills analysis has been updated to remove the expiry date coding.  There have been no changes to the content of the resource, but this update will ensure that the tool does not lock up at the end of your current contract period.

Updated Resource! Report for Members on the Performance of the External Auditors
15 March 2023

The template report for members on the performance of the external auditors has had minor amendments made to it's format.  The content of the report itself has not been changed.

Updated Resource! Academy Common Government Funding Streams
15 March 2023

We have updated the 'Academy Common Government Funding Streams' document, to ensure it reflects the latest information and to support with budget preparation.  This can be found within the Financial Management Resources for Academies folder.

Updated Resource! Risk Management Policy and Proecdures Manual
10 March 2023

We have updated our Risk Management policy to ensure it reflects the latest DfE guidance and to provide a suggested risk management process to follow.  This can be found within the Financial Management Policies for Academies folder.

NEW RESOURCE! MAT Impact Statement
09 March 2023

The MAT Impact Statement can be used by those trusts that top-slice their member school budgets, to explain how the funds have been used across the financial year.  This resource can be found within the Financial Management Resources for Academies section of the toolkit.

Updated Resource! MAT Service Level Agreement
09 March 2023

The MAT Service Level Agreement has been reviewed.  No significant changes have been made.  This resource is designed to be used for those trusts that top-slice their member school budgets, and sets out the framework for managing this process. 

New Resources! Estate Vision and Estate Strategy Guidance and Templates
03 March 2023

Based on the DfE Good Estate Management for Schools guidance, we have produced an Estate Vision and Estate Strategy guidance note and template to use.  This is available within the Facilities Management section of the toolkit.  Further resources based on the GEMS resources will be coming soon. 

Updated Resources: Business Continuity Plans
24 February 2023

The 3 example Business Continuity Plans have been reviewed and minor amendments made to them.  These are available within the General Business Management folder.

Updated Resource! Probationary Period Template Policy
24 February 2023

The Probationary Period template policy has been reviewed and some minor amendments made.  This is available within the Personnel Administration folder.

New Resource! Staff Training and Development Forms
10 February 2023

We have created a form that staff can use to request a training or development activity, and another form that can be used for evaluating the impact of that activity after it has taken place.  Both resources can be found within the Personnel section of the toolkit.

Updated Resources! Catering & General Trading Accounts
10 February 2023

The catering and general trading accounts have been updated to include a column to record your budgeted information, to allow for a variance analysis between your budgeted and actual position.

Updated Resource! Conflict of Interest Policy
06 February 2023

The Conflict of Interest policy has been updated to reflect it can apply to a wider range of roles.

New Resource! Remote Working Policy
03 February 2023

We have prepared a Remote Working policy which provides a template for managing remote working consistently and securely.  This can be found within the General Business Management section of the toolkit.

New Resource! Annual Leave Resources
03 February 2023

We have added an annual leave request form to the toolkit, for support staff on a 52 weeks per year contract to request annual leave.  We have also uploaded an Annual Leave Record which can be used to record the annual leave that an individual has taken within the holiday period.  Both resources can be found within the Personnel section of the toolkit. 

Updated Resource! Data Protection policy
20 January 2023

The Data Protection policy has been updated with some minor amendments made. 

Updated Resource! Special Payments policy
19 January 2023

The Special Payments policy has been updated to reflect the Academy Trust Handbook 2022.

Updated Resource: Accounting Officer Skills Analysis
19 January 2023

The Accounting Officer Skills Analysis has been updated, with 3 new questions built into the analysis.  The new questions relate to linking financial planning with strategic objectives, related party transactions and understanding the role of the CFO.

Updated Resource! Trustee Declaration Form
19 January 2023

The Trustee Declaration Form has been updated.  This is a minor change to reflect that trustees are agreeing to adhere to the Academy Trust Handbook 2022, rather than the 2021 edition.

New Resource! Cyber Security Self Assessment Checklist
13 January 2023

This checklist is based on the DfE publication 'Meeting digital and technology standards in schools and colleges' which sets 12 standards that schools should be meeting with regards cyber security. We have taken each of these standards and the technical requirements that the DfE have said would lead to compliance within these areas and produced a self assessment checklist for schools/academies to use.  This can be found within the Data Protection folder of the toolkit.

Updated Resources! Budget Planning Tools (maintained and academy)
12 January 2023

The budget planning tools for both maintained schools and academies have been updated for the 2023/24 year of account.  This includes the budget planner, forward financial forecasting tool, combined budget planner and forecasting tool and the support and teaching staff salary cost calculator tools.

Updated Resource! Freedom of Information Publication Scheme Template
02 January 2023

The Freedom of Information Act template Publication Scheme has been updated in line with the latest guidance from the ICO.

Updated Resource! Website Checklists
20 December 2022

The website checklists have been updated to reflect an amendment the DfE made related to suggested wording schools can use to show that the most recent key stage 2 performance measures are for the 2018 to 2019 academic year.

New Resource! Fixed Asset Register
16 December 2022

A fixed asset register template has been added to the SBM Toolkit.  This is available within the Financial Management Useful Resources folder.

New Resource! Brand Guidelines Template
07 December 2022

Branding is not just an organisations name and logo or how something looks, it is also what makes it unique and distinctive. The trust/school brand is visible in all communications that leave your setting and everything you do and so it's important that staff understand what this means in practice and how they should be representing the trust/school brand.  These template Brand Guidelines provide some suggestions of what could be shared with staff. 

New Resource! Accounting Officer: Regularity, Propriety and Compliance Checklist
07 December 2022

Annually, the Accounting Officer is required to sign a formal statement that they have met their personal responsibilities to Parliament for the resources under their control during the year. This checklist can be used to confirm the work that has been undertaken in the financial year to ensure that resources under the Accounting Officer’s control are within the boundaries of regularity.  This new resource can be found within the Useful Financial Management Resources for Academies folder.

Updated Resource! Supplier Contract Management Tool
01 December 2022

We have updated the Supplier Contract Management tool so that the contract will automatically show as 'Complete' or 'Overdue' depending on the status of the contract review.  This updated tool can be found in the General School Business Management section of the toolkit.

Updated Resource! Academy Management Accounts Template - MAT version with consolidation
28 November 2022

The academy Management Accounts template for MATs has been updated (v22.2).  This update corrects an issue that occurred within v22.1 where the 'Produce Reports' button was not working.

Updated Resource! Going Concern Assessment
17 November 2022

An additional question has been added to the Going Concern Assessment checking whether trustees are confident that the balance sheet is an accurate reflection of the current assets and liabilities.  This can be found within the School Resource Self Assessment folder within Financial Management Tools for Academies.

Excel Macros within Toolkit Tools
03 November 2022

A recent software update to Microsoft means that some files containing macros (a form of coding) are being identified as a potential security risk which means that the file is prevented from opening up as normal.  This has meant that recently, for some toolkit users, when they try to open up some tools within Microsoft Excel their system is not permitting them to open.  This is not because there is a problem with any of our files as we’ve always had macros built into them, it’s just that Excel is now treating these slightly differently and more cautiously.  Please read the full article for advice on how to manage this.

Updated Resources! Privacy Notices
25 October 2022

The template privacy notices have been updated in line with the DfE model privacy notices.

Updated Resources! Finance Regulations (academies)
24 October 2022

The template Financial Regulations for Multi Academy Trusts and Single Academy Trusts have been updated in line with the Academy Trust Handbook 2022.  They are available within the Policy Templates folder within the Academies Financial Management section of the toolkit. 

Updated Resource! Supplier Contract Management Tool
11 October 2022

The Supplier Contract Management Tool has been updated to v22.2 and now includes a section for recording contract indemnities.  The tool is available within the General School Business Management Tools section of the toolkit.

Updated Resource! Academy Support Staff Salary Cost Calculator Tool
20 April 2022

V22.2 of the academy Support Staff Salary Cost Calculator tool has been released.  This rectifies an issue which meant that for some members of staff the NI calculation was not pulling through correctly into the reports.

Updated Resource: Policy Tracker
17 March 2022

The Policy Tracker has been updated to reflect that the list of statutory policies from the DfE has been updated and it is no longer a requirement to have a 'Designated teacher for looked after and previously looked after children' policy.

New Resource: Donation and Fundraising policy template
16 February 2022

A new resource has been added to the Financial Management section of the toolkit - a policy outlining the framework for accepting donations and fundraising support.

New Resource: Management Accounts Example (MAT)
14 February 2022

An example set of completed management accounts for a Multi Academy Trust have been added to the toolkit.

New Resources! Academy Staff Salary Cost Calculators
14 February 2022

The 2022/23 academy staff salary cost calculators are now available to download from the Financial Management section of the toolkit.

Updated Resources: Maintained School Staff Salary Cost Calculators
14 February 2022

Both the support and teaching staff salary cost calculators have been updated to include the 2022/23 national insurance contribution rates.  If you have already started to use the 2022/23 salary calculators, the national insurance figures can be overtyped as follows:

April 2022

Part 1 of the table

  • 0-6396 = 0%
  • 6396.01-9100 = 0%
  • 9100.01-50270 = 15.05%
  • 50270 = 15.05%

Part 2 of the table

  • 0-9100 = 0%
  • 9100.01 = 15.05%

 

April 2023 is as above.

Updated Resource! Maintained Teaching Staff Calculator 2022/23
28 January 2022

The maintained teaching staff salary cost calculator has been updated to ensure that when mid point contract changes occur, that these are reflected within the variance analysis.  It also ensures that the summary table totals update to reflect the mid year contract change(s).

Updated Resource! Third Party Request for Information policy
28 January 2022

The template form that can be used when a 3rd party requests personal data is shared with them has been reviewed.  A minor amendment made related to not including contact details within the process description.

New Resource! Persons of Significant Control Record
28 January 2022

A new resource has been added to the Governance folder, which provides a template to officially maintain records for Persons of Significant Control.  This can be found in the General Business Management section of the toolkit.

New Resource! Governor Recruitment - approaching local businesses
14 January 2022

A new resource has been added to the SBM Toolkit which can be used when approaching local businesses to see if they have individuals witin their organisation who would like to become a governor.  This letter template contains suggested wording explaining what you are looking for and the benefits for them in becoming a governor.  

This resource is available within the governance folder of the toolkit which is within the 'General School Business Management' area.

New Resource! Public Access to Governance Documentation - suggested wording
14 January 2022

The Academy Trust Handbook 2021 (paragraph 2.51) specifies that there is certain governance documentation that the public are permitted access to. We have prepared some suggested wording that could be added to the trust/school website to show what documentation the public is permitted access to, what redactions might be applied to the documentation and what the process is for requesting access.

This resource is available within the governance folder of the toolkit which is within the 'General School Business Management' area.

Updated Resource! Risk Register
07 January 2022

The risk register has been reviewed and updated in light of the DfE's best practice recommendations.  The updated risk register can be found in the Financial Management Tools folder of the toolkit.

New Resource! Police Request to Disclose Third Party Personal Data template form
20 December 2021

A new resource has been added to the data protection section of the toolkit.  The Police Request to Disclose Third Party Personal Data template form provides a template that could be provided when such requests are made, if the police force do not have their own form.  

Updated Resource! Due Diligence Tool
17 December 2021

The Due Diligence tool has had some minor admin updates applied to it.

Updated Resource! Maintained Teaching Staff Calculator 2022/23
17 December 2021

The Local Authority Maintained School teaching staff calculator has been updated for the 2022/23 year of account.

Updated Resources: Budget Planning Tools for Maintained Schools
16 December 2021

The budget planner, financial forecast and combined budget planner & financial forecast tool have been updated for the 2022/23 year of account.  The teaching staff and support staff salary cost calculators will be uploaded shortly.

Updated Resource: Staff Privacy Notice
16 December 2021

The staff privacy notice template has been updated to reflect the current DfE model privacy notice. 

Updated Resource! MAnagement Accounts Commentary Templates
15 December 2021

The management accounts commentary templates have been amended to ensure that all charts can be edited.  We identified that in the previous versions, the cashflow forecast chart was not allowing users to edit the data. 

Updated Resource! Trustee Declaration Form
14 December 2021

The Trustee Declaration Form has been updated. 

New Resource! Maintained School Governors' Skills Audit resources
09 December 2021

A model skills audit that governors could be asked to complete on an annual basis, along with a tool to help consolidate and analyse the responses are now available on the toolkit.  Visit the Governance folder within the General School Business Management Resources area.

Amended Resource! Expenses policy
03 December 2021

This policy has been updated to include reference to electric vehicles.

Amended Resource! Special Payments policy
03 December 2021

This policy has been amended to reference the Academies Trust Handbook 2021.  It can be found within the academies financial management section of the toolkit.

New Resource! Asset Management Plan
24 November 2021

A template asset management plan (AMP) has been uploaded to the SBM Toolkit.  The AMP will enable you to produce robust documentation to support your estate monitoring and assist in formulating future plans.  The tool is designed to also centralise the information required to complete the Land and & Buildings Collections Tool, comply with the DfE GEMS guidance for good estate management and the GEMS self assessment tool.

Updated Resources: Privacy Notices
21 October 2021

The pupil, staff and trustee/governor privacy notices have been updated to reflect the latest DfE model privacy notices.  The changes are minor, mainly relating to referencing the UK GDPR rather than the EU GDPR.

Updated Resource! Academy Support Staff Salary Cost Calculator Tool
06 October 2021

We have made an amendment to the academy support staff salary calculator so that you can now add a predicted inflationary percentage uplift to all 5 years within the tool for forecasting purposes.

Updated Resource: Absence Management Tool
06 October 2021

The Absence Management tool has been updated to include the September 2021 dates onwards.

Updated Resource! Management Accounts Commentary Templates (MAT & SAT)
06 October 2021

We have recently updated the template that could be used for the commentary section of academy monthly management accounts.  The key performance indicators are recommendations, but schools should personalise these based on their own context and requirements.

New Resource! Support Services Scheme of Delegation
06 October 2021

This Scheme of Delegation is designed to summarise the key tasks that take place within the support functions of a school and document who is accountable and responsible for completing these tasks.  We have also published an example version of the scheme of delegation with roles and responsiblities completed to show how it could be used.

Updated Resource! Policy Tracker Tool
20 August 2021

The Policy Tracker tool has been updated to reflect an update to the DfE statutory policies documentation.  Reference to NQTs has been amended to Early Career Teachers (ECTs).  This updated tool can be found in the General Business Management Tools folder.

Updated Resource: Month End Accounting Workbook 2021/22
20 August 2021

The Month End Accounting Workbook has been updated ready for the 2021/22 year of account.  This is available to download in the Financial Management Tools (academy) section of the toolkit.

Updated Resource! Financial Regulation Templates - MAT and SAT
06 August 2021

The MAT and SAT template Financial Regulations have been updated to reflect the Academy Trust Handbook 2021.  These can be found in the Financial Management Useful Financial Resources folder.  

New Resource! Shredding Guidance
27 July 2021

We have received some queries from schools asking what type of shredder they should purchase for securely disposing of records containing personal data. Whilst we can't recommend a particular shredder, this document provides some information on the styles of shredder available and the level of security that might be appropriate.

New Resource! Model Trustee Report and Governance Statement 2020-21
27 July 2021

We have converted the ESFA model trustee report and governance statement 2020-21 from a PDF document to a Word document to aid academies in completing the report.  This can be found within the Financial Management Tools folder (for academies).

New Resource! Year End Resources for Academies
27 July 2021

We have updated the Year End Tools ready for the 2020/21 year end processes.  These can all be found within the Financial Management Tools folder.

New Resource! SBM Annual Planner
14 July 2021

A year in the life of a school business professional. This planner is designed to assist with providing a framework for the common tasks that need to happen throughout the academic year. A useful tool to support with planning.

Updated Resource: Academy Common Government Funding Streams
22 March 2021

The Academy Common Government Funding Streams has been updated in line with current funding in March 2021. The resource is available in Useful Documents for Academies.

New Resource! Teachers' Pension Scheme Annual Contribution Resource
23 February 2021

We’ve uploaded a resource to support academies with reviewing the pension contributions made on a monthly basis, ready to review against the year-end figures provided by Teachers’ Pensions.

Updated Tool! Consolidated MAT Management Accounts Tool (v2.5)
23 February 2021

We identified that there was an error with some of the expenditure formulas pulling into the summary worksheets in the previous version of this tool.  We have corrected this in the latest version of the tool – v2.5 – which is available now to download in the toolkit.

New Resource: Data Protection Guide for Temporary Staff and Volunteers
16 February 2021

A brief guide to data protection has been added to the toolkit which could be used as part of the induction for temporary staff or volunteers.

Updated Tool! Policy Tracker v2.3
16 February 2021

We have amended the policy tracker so that the policies listed within the Academies Financial Handbook as being a ‘must’ for academies are shown as statutory policies on the tracker.  We have also added that Financial Regulations and the Scheme of Delegation are policies that both academies and maintained schools should have in place.

Updated Tool! Academy Combined Budget Planner and Financial Forecast v1.5
16 February 2021

We have made a small amendment to this tool where some of the cells within the budget planning section of the tool have been locked to prevent users from accidentally typing data into the wrong cells.

New Resource! Termly Internal Scrutiny Update Repot for Trustees
16 February 2021

We have uploaded a template report that could be used to provide trustees with a termly internal scrutiny update.  This includes reference to progress against the external audit, the internal scrutiny plan, the school resource self-evaluation. The template is available under Financial Management > Resources for Academies > Useful Documents

New Resource! Monthly Accounting Concepts - Government Grant Accruals and Deferral
16 February 2021

We have created a simple flowchart to explain how to treat government grants within the month-end accounting process related to accruals and deferrals. The resource is available in the Useful Financial Management Tools section.

New Resource! Online Learning Privacy Notice
10 February 2021

This template contains suggested wording to give pupils and parents an insight into how information about pupils is used in online streaming and recording of lessons. The template is available within the General Data Protection Regulations resources.