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Collection of preschool fees in schools
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13 February 2020
Guidelines and procedures for the collection of preschool class fees
Introduction Access the Preschool Class Fees in Government Schools policy relating to the payment of preschool fees.
The rate of the preschool fee is determined by the relative Index of Community Socio- Educational Advantage (ICSEA) value of the school and will be adjusted on an annual basis. The policy allows fee relief for Aboriginal and Torres Strait Islander children and for those families who hold a current Commonwealth Health Care Card (HCC) (the original card must be sighted and a copy retained for school records).
The principal also has the authority to grant full exemption or fee relief from the payment of fees in exceptional circumstances. Exemption from the payment of fees is subject to the continuation of the parent/caregiver’s existing financial position. If the principal becomes aware of any change in such circumstances which would affect continued eligibility the exemption or fee relief should be reassessed. All applications for exemption or fee relief must be kept strictly confidential. Under no circumstances is any information on individual cases to be released by the school.
In accordance with the Policy, schools are precluded from charging any other compulsory fee for children who attend preschool classes in NSW Government schools. Any voluntary contributions should be treated as per the Voluntary School Contributions Policy.
All children attending a preschool class must complete an “Application to enrol in a NSW Government school” and be recorded in Enrolment Registration Number (ERN) system.
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School accounting procedures These procedures apply to all NSW government public schools that have preschool classes in line with the policy for the Preschool Class Fees in Government Schools.
All receipts for payment of preschool fees must be banked in the Department’s bank account. A receipt must be issued for each preschool payment collected.
In ebs establish fee type, fee values, fee waivers and exemptions.
• Cost Centre as determined by the school • Fund Code is 6100 – Consolidated Funds • Internal Order will be 002004000045 (optional) • General Ledger account code is 420004 – Preschool Fees • Tax Code is S2 (GST free).
Refer to Set up fee types, fee values, fee waivers, concessions and exemptions - QRG.
Fees are then attached to preschool children. Refer to SALM SM12 Managing Student Finance.
For those schools that offer half day sessions (three (3) hours per day), the fee for each half day will be half that of the full day fee.
As a general rule, preschool class fees should be collected at the administration office. If money is collected away from the administration office the amount collected should not exceed $15.00 per child.
Notwithstanding which method is used to collect preschool fees, an individual receipt must be issued for each payment received.
Allocate all monies receipted to the Cost Centre, General Ledger Fund Code 6100 and General Ledger Account 420004 (GST is not applicable).
Note: At the beginning of each term, complete a Preschool Fees Direct Debit Request form and email to [email protected].
A school principal may grant an exemption/fee relief for the payment of fees in exceptional circumstances. Exemption can be recorded on an individual form or by listing all exemptions on one form. The “Preschool Fee Exemption” form can be completed for each child who has been granted either a full or part fee exemption. The “Preschool Fee Exemption and Fee Relief” register can be used to record the details of a multiple number of students who have been granted an exemption/fee relief. Schools have the option of completing either one or both forms, whichever best meets the needs of the school. Please note that the forms should be retained at the school.
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Refund of fees in ebs There may be circumstances when fees have been collected for the whole term, however, due to a child’s absence or because the child is leaving, the family is entitled to a refund for part or the balance of the fees paid.
For complete instructions on the payment of refunds in ebs please refer to SALM SM12 Managing Student Finance - Part 2: Processing transactions
Non payment of preschool fees The school principal is required to follow up fees that have been outstanding for one month and to develop a plan for fee recovery, fee relief or in exceptional circumstances fee exemption if the child would otherwise not be able to attend the preschool program.
It is recommended that when commencing follow up action an Unpaid Fees Report be forwarded to the parents advising the amount that is outstanding. The report can be access through the Reporting Cradle, refer to SALM SM12c Managing Student Finance: Part 3
Remitting payment of preschool fees to the department Schools are required to complete a Preschool Fees Direct Debit Request form at the beginning of each term for the total of preschool fees collected in the previous term.
Process overview
The request is emailed to EDConnect Accounts Receivable together with a printed and signed copy included as an attachment.
EDConnect will process the Request form and the amount to be remitted will be included on the next monthly sundry tax invoice/recipient created tax invoice statement of account. Sundry tax invoice/recipient created tax invoice statements of account are emailed to schools from EDConnect at the end of each month except December. Schools should review the details of the Preschool Fees remittance appearing on the statement prior to funds being direct debited from the school account on the 21st of the following month.
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Process steps
1. Calculate fees collected and produce report
o Open Schools Overview Report from the SAP Reports tab o Scroll down to the G/L Account View o Expand Revenue nodes to display Sale of Goods and Services / Fees as
per image below
o Right click on the Actuals value against GL Account 420004 Pre School Fees.
o Select ‘Goto’ and ‘Actual Detail Report’ to display Schools Actuals Detail Report.
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To display transactions for a Term period o Open ‘Filters’ from the top ribbon of the Schools Actuals Detail Report. o Select ‘Edit’ from the Posting date drop down selection
o Change the Show Tool option select Value Ranges from the drop down
box
o Select the date range required for the term period including the Term holiday period to ensure all transactions are captured, then select ‘Add’ and ‘OK’.
o Optional: add ‘Internal Order’ as a column to the front of the report
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The table below provides term dates for 2019 and 2020 Terms
Start
End
Term 1 2019
1 January 2019
28 April 2019
Term 2 2019
29 April 2019
21 July 2019
Term 3 2019
22 July 2019
13 October 2019
Term 4 2019
14 October 2019
31 December 2019
Term 1 2020
1 January 2020
27 April 2020
Term 2 2020
28 April 2020
20 July 2020
Term 3 2020
21 July 2020
11 October 2020
Term 4 2020
12 October 2020
31 December 2020
To display the full dollar value
o In the Actual Detail report to expand the dollar value to see the cents in the Funds Received right click on dollar value
o Then Properties>All Data Cells o Select Number Format o Select 2 decimal places digit o Click OK
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To exclude any journal relating to the sundry tax Invoice/recipient created tax invoice statement of account, filter the Item Text field to show only Pre School Fees
o Select ‘Edit’ from the ‘Item Text’ drop down selection located in the ribbon o Select Preschool Fee, Add then OK
o The School Actual Detail report total provides the ebs receipt transactions.
This amount is to be entered in Direct Debit Request Form at step 3 for the date period selected.
o Print and save this report for the document upload in the sundry tax invoice/recipient created tax invoice statement of account journal process
2. Download and save the Preschool Fees Direct Debit Request
form.
To download the Preschool Fees Direct Debit Request form: o Click on the Preschool Fees Direct Debit Request form o Select “Open” o In the Microsoft Office Excel screen, select “Yes” (to “Open” the file now).
To save the Preschool Fees Direct Debit Request form: o Click on the File tab (top left hand corner) o Select “Save As” o Choose the appropriate drive/folder o File name: e.g. XXXXPreschFees (XXXX being school code) a term and
year reference will be included in the file name for easy reference in the final step
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o Save as file type: Excel workbook (*.xlsx) o Click Save.
3. Completing the Preschool Fees Direct Debit Request
o Open the Preschool Fees Direct Debit request form saved at the previous step.
o Click on the “School Name” field and then click on the drop down arrow to select your school name. The information for the Internal Order Number, School Code, General Ledger Number, Cost Centre and Fund fields will automatically populate in these cells and cannot be edited.
o Click on the “School Term of Proceeds” field and then click on the drop down arrow to select the relevant term relating to this recoup. Then select the relevant Year using the drop down arrow in the Scholastic Year field.
Please note: To prevent possible duplication of recoups, schools are only permitted to select each combination of Term and Scholastic Year once.
o In the “Total Amount to be debited” field enter the Fees Collected figure obtained in Step 1.
o Enter the Principal’s Name and Preparer’s Name in the relevant field. Then enter the current date in both Date Fields.
4. “Save” your completed Preschool Fees Direct Debit Request.
o Use file name: School CodePreSchFees, Term No Year e.g. XXXXPreSchFees, Term X, 20XX.
5. Submitting the Preschool Fees Direct Debit Request
o Print a copy of the completed Preschool Fees Direct Debit Request and obtain the signature of the Principal and the Preparer. Once signatures are obtained the document should be scanned and saved as a pdf format document.
o Email the completed Preschool Fees Direct Debit Request (excel workbook) together with the signed copy (pdf scanned version) as an attachment to the EDConnect using the following email address:
o In the subject line of the email type: Preschool Fees Direct Debit Request, School Name Term, Year e.g. Preschool Fees Direct Request, Name PS Term X, 20XX.
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6. Timetable and Deadlines
Schools are to complete a Preschool Fees Direct Debit Request at the beginning of each term. Email advices must be forwarded to EDConnect no later than the 18th of the month after the end of the relevant term (except for term 4). Schools will receive their sundry tax invoice/recipient created tax invoice statement of account at the end of the month via email.
7. Creating a journal to reallocate preschool costs
A journal is to be created to allow the cost of the transaction to be cleared from the “holding account” (the Direct Debit Clearing General Ledger) and allocated to the correct GL account.
a. Review the sundry tax invoice/recipient created tax invoice statement of account and verify the amount debited for preschool fees matches the request debit form submitted for the preschool fees collected for the term.
b. Refer to Process a Sundry Tax invoice/ RCTI Statement Journal – QRG
Follow the instructions in the QRG to Credit the Schools Direct Debit Clearing account.
c. The following information is to be applied to Debit the Preschool fees account:
o GL Account – 420004 o Internal Order – 002004000045 (optional use by school) o Cost Centre – as determined by the school o Fund Code – 6100 – Consolidated Funds o Amount – amount of preschool fees debit o Credit or Debit – Select Debit from the drop down box o Description – Preschool Fees Term X, 20XX o Tax Code – S2 (GST Exempt & Free) o Click on Save.
d. Continue to process the remaining lines in the sundry tax invoice/recipient created tax invoice statement of account.
e. Submit.
Reminder checklist
□ Preschool Fee Direct Debit Request emails should include two attachments: the completed excel workbook form and the scanned signed pdf copy.
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□ Check that a Preschool Fee Direct Debit Request has not been previously emailed to EDConnect for the same Term and Year.
□ Funds will be direct debited from the school account after the sundry tax/ recipient created tax invoice statement of account has been issued. Schools should verify that the amount to be debited appears correctly on the statement prior to the direct debit on the 21st of the month. Refer to the Financial planning calendar on the Schools Finance webpage
For assistance with this process contact EDConnect on: 1300 32 32 32
Collection of preschool fees in schools
Insert School Logo
PRESCHOOL FEE EXEMPTION
Child’s name:
Parent/Carer:
Address:
Phone number:
Commonwealth Health Care Card Holder:
Yes No
Reasons for fee exemption:
Principal Signature: Date:
Application Number:
13 February 2020 11
Collection of preschool fees in schools
PRESCHOOL FEE EXEMPTION AND FEE RELIEF
Year:
Where relevant
Name of child Date H
CC
Abo
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al
Fina
ncia
l H
ards
hip
Fee
exem
ptio
n gr
ante
d
Fee
relie
f gr
ante
d
Agr
eed
fee Sh
ort
term
/long
te
rm d
ate
Reasons
Principal Signature Date
12
