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)

CHILD CARE BUSINESS PRACTICES

GUIDELINE 2011-12

First Nations and Child Care Transfer Payment Agencies

Ministry of Education Early Learning Division

September 2011

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General Reporting Requirements

Report Type Due Date ApplicabilityFunding < $350,000 Funding > $350,000

Method

Service Agreement March 31 YES YESMail / PDF

Estimates (Budget) June 30 YES EFIS

Revised Estimates (Revised Budget)

November 30 YES EFIS

Year-End July 31

A) Financial Statements

B) Attestation YES

YES EFIS

Excel

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2011/12 Health & Safety Reporting Requirements

* MEDU = Ministry of Education

Process Date

Approval Letters Issued Dec ‘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 31st.

ORB. Tendered (where applicable), work started by March 31st, work to be

completed by June 29th.

April 10, 2012

Related Cash Flow Amount

Upon receipt of amended service agreement 75% 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 statements Final reconciliation

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Financial Analysis & Accountability Branch Website

Link

6

Breakout Sessions

PURPOSE: Highlight specific 2011-12 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

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EFIS USERS

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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

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Schedule of Revenue & Expenses

Sample provided below

Discuss the schedule content with external auditors

REVENUES EXPENDITURES

SURPLUS / (DEFICIT)

Ministry of Education

Legislated Cost

Share

Other Total

A370 – Fee Subsidy A402 – Ontario Works, Formal

A403 – Ontario Works, Informal

A375 – Repairs & Maintenance

A377 – Special Needs Resourcing

A392 – Wage Subsidy TOTAL

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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

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EFIS Reminders – Title Page

Enter the name of 2 individuals who have signing authority on behalf of your First Nation

Date Signature Title

Date Signature Title

2011-12 Financial Statements Submission

xxx First Nation

FN: April 1st, 2011 - March 31st, 2012

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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)

A370 - Fee Subsidy

A375 - Repairs & Maintenance

A377 - Special Needs Resourcing

A392 - Wage Subsidy

A402 - Ontario Works - Formal

A403 - Ontario Works - Informal

TOTAL

(Col. 1) (Col. 2) (Col. 3) (Col. 4) (Col. 5) (Col. 6) (Col. 7)Average Monthly # of Children Served:Infants 0 0 0Toddlers 0 0 0Preschoolers 0 0 0JK 0 0 0SK 0 0 0Up to and Including SK 0 0School Aged 0 0 0 0Total 0 0 0 0 0Total Number Served:Children 0 0 0 0 0Families 0 0 0 0Number of FTE Staff:Serving 0 - 5 years 0 0Serving 6 - 12 years 0 0Non-Program 0 0Total 0 0 0Number of Licensed Centres Funded:Centres 0 0Number of Contracts:Contracts 0 0

Schedule 1.1 - Schedule of Service Data - Page 1

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EFIS Reminders – Schedule 1.1

1. How to calculate average monthly # of childrenThe sum of the number of children served (headcount) in each month / 12(10+12+11+19+19+11+12+13+14+14+16+15)/12 = 166/12 = 13.83

2. How to calculate total number of children (families) servedThe sum of all newly enrolled children during the year (10+2+0+5+0+0+0+1+0+0+2+0) = 19

Total Number of Children Served

New Enrolments Exits Returned Remaining Children at End of the Month

April 10 10 0 0 10

May 12 2 1 0 11

June 11 0 0 0 11

July 19 5 0 3 19

August 19 0 8 0 11

September 11 0 0 0 11

October 12 0 0 1 12

November 13 1 0 0 13

December 14 0 0 1 14

January 14 0 0 0 14

February 16 2 1 0 15

March 15 0 0 0 15

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EFIS Reminders – Schedule 1.1

3. How to calculate Full-time equivalence (FTE) of staffFTE 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 FTEThey work the following number of hours: Staff # 1 = 40 hours per weekStaff # 2 = 20 hours per weekStaff # 3 = 45 hours per weekThe 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.

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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

DIRECT DELIVERY OF SERVICES - PROGRAM STAFF (Insert position title below)

A370 - Fee Subsidy - #

A370 - Fee Subsidy - FTE

A370 - Fee Subsidy - Salaries

A377 - Special Needs

Resourcing - #

A377 - Special Needs Resourcing -

FTE

A377 - Special Needs Resourcing - Salaries

Note 1

(Col. 1) (Col. 2) (Col. 3) (Col. 4) (Col. 5) (Col. 6) (Col. 7) (Col. 8)1.1 0 0 0 0 0 01.2 0 0 0 0 0 01.3 0 0 0 0 0 01.4 0 0 0 0 0 01.5 0 0 0 0 0 01.6 0 0 0 0 0 01.7 0 0 0 0 0 01.8 0 0 0 0 0 01.9 0 0 0 0 0 01.1 0 0 0 0 0 01.11 0 0 0 0 0 01.12 0 0 0 0 0 01.13 0 0 0 0 0 01.14 Supply/Relief 0 0

DIRECT DELIVERY OF SERVICES - PROGRAM ADMIN STAFF (Insert position

1.15 0 0 0 0 0 01.16 0 0 0 0 0 01.17 0 0 0 0 0 01.18 0 0 0 0 0 01.19 0 0 0 0 0 01.2 0 0 0 0 0 01.21 0 0 0 0 0 01.22 0 0 0 0 0 01.23 0 0 0 0 0 01.24 0 0 0 0 0 01.25 0 0 0 0 0 01.26 0 0 0 0 0 01.27 0 0 0 0 0 01.28 Supply/Relief 0 01.29 Salaries Sub-total 0 0 0 0 0 01.3 Benefits Sub-total 0 01.31 Salaries & Benefits Total 0 0

Schedule 2.1 - Staffing Schedule (Direct Delivery of Services) - page 1

Note 1: FTE (column 3 & 6 respectively) cannot exceed number of staff reported (column 2 & 5 respectively). Please clear the warning message prior to

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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

A370 - Fee Subsidy

A402 - Ontario Works - Formal

A403 - Ontario Works - Informal

A394 - Pay Equity Union Settlement

A375 - Repairs & Maintenance

A377 - Special Needs

Resourcing

A392 - Wage Subsidy

Total

(Col. 1) (Col. 2) (Col. 3) (Col. 4) (Col. 5) (Col. 6) (Col. 7) (Col. 8)2 Salaries & Benefits 0 0 0 02.1 Advertising & Promotion 0 0 0 02.2 Building Accommodation 0 0 0 02.3 Program Supplies, Equipment

& Furnishings0 0 0 0

2.4 Purchase of Services 0 0 0 0 0 0 0 02.5 Travel 0 0 0 02.6 Office 0 0 0 02.7 Staff Training 0 0 0 02.8 Purchased Professional

Services - Client0 0 0 0 0

2.9 Purchased Professional Services - Non Client

0 0 0 0

2.1 Program Costs - Direct Delivery

0 0

2.19 Total 0 0 0 0 0 0 0 0

Schedule 2.3 - Schedule of Total Gross Expenditures

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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

A370 - Fee Subsidy

A402 - Ontario Works - Formal

A403 - Ontario Works - Informal

A394 - Pay Equity Union Settlement

A375 - Repairs & Maintenance

A377 - Special Needs

Resourcing

A392 - Wage

Subsidy

Total

(Col. 1) (Col. 2) (Col. 3) (Col. 4) (Col. 5) (Col. 6) (Col. 7) (Col. 8)3 Gross Expenditures 0 0 0 0 0 0 0 03.1 Parental Contribution (Enter as Negative) 0 03.2 Parent Full Fee (Enter as Negative) 0 03.3 Other Offsetting Revenues (Enter as

Negative)0 0 0 0 0 0 0 0

3.9 Adjusted Gross Expenditures 0 0 0 0 0 0 0 0

Schedule 2.4 - Schedule of Adjusted Gross Expenditures

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EFIS Reminders – Schedule 3.1

Remember to compare the “Ministry allocation” to the “Entitlement” Flexibility between detail codes A377 & A392, where applicable

A370 - Fee Subsidy

A402 - Ontario Works - Formal

A403 - Ontario Works - Informal

A394 - Pay Equity Union Settlement

A375 - Repairs & Maintenance

A377 - Special Needs Resourcing

A392 - Wage Subsidy

TOTAL

(Col. 1) (Col. 2) (Col. 3) (Col. 4) (Col. 5) (Col. 6) (Col. 7) (Col. 8)1.1 Ministry Allocation 184,054 0 1,832 0 0 0 44,560 230,4461.2 Adjusted Gross Expenditures 0 0 0 0 0 0 0 01.3 Provincial Funding Cost Share 80 80 100 100 100 100 1001.4 Entitlement Before Flexibility 0 0 0 0 0 0 0 01.5 Flexibility 0 -44,5601.6 Application of Flexibility 0 01.7 Remaining Flexibility -44,560 -44,5602 Entitlement 0 0 0 0 0 0 0 0

Schedule 3.1 - Entitlement Calculation

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EFIS Reminders – Schedule 4.1

Only if you’ve completed row 2.4, “Purchase of Service” in Schedule 2.3 (in this illustrative example)

Number of Operators Role # FTE $0 Program Supervisors 0 0

Program Staff 0 0Non-Program Staff 0 0

0 0

Number of Operators (Also in receipt of wage subsidy)

Role # FTE $

0 Program Supervisors 0 0Program Staff 0 0

Non-Program Staff 0 00 0

Number of Operators (Not in receipt of wage subsidy)

0 Program Supervisors 0 0Program Staff 0 0

Non-Program Staff 0 00 0

Schedule 4.1 - Purchase of Service - Supported/Notional Staffing

Related to Wage Subsidy Detail Codes (Projected Expenditure for the Year)

Related to All Other Detail Codes (Projected Expenditure for the Year)

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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 http://faab.edu.gov.on.ca (see slide 5)

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Upcoming Reporting Cycles

Cycle EFIS Document Set Availability

Submission Due Date

2012/13 Estimates April 30, 2012 June 30, 2012

2011/12 Financial Statements May 31, 2012 July 31, 2012

2012/13 Revised Estimates September 30, 2012 November 30, 2012