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School Age Childcare 2017
How to complete the SAC 2017 Expenditure Report
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IMPORTANT NOTICE:
You must read the following
instructions prior to completing the
SAC 2017
Expenditure Report
on the PIP Portal
Contents
Why is it necessary to report the funding?.........................................................3
What does Pobal require to be reported on the SAC 2017 grant........................3
How does the reporting process work?...............................................................3
Attachments - guidance ......................................................................................4
Can the Grant be spent on items not approved for funding?.............................4
Can I pay a supplier with cash?...........................................................................5
How do I complete the Expenditure Report?.....................................................5
How to log in to PIP Portal?.................................................................................5
Navigating the PIP Portal.....................................................................................5
Screen Shots .......................................................................................................6
Completing the Expenditure Report....................................................................7
Section 1 – Detail of payments made to date................................................11
Section 2 – additional comments relating to 1................................................8
Section 3 – Check list for submission of Expenditure Report.........................12
Section 4 Circular 14/2015 Management of and Accountability for Grants from Exchequer Funds...................................................................................12
Who to contact should you have any queries in relation to the SAC 2017 Expenditure Report?.........................................................................................13
Why is it necessary to report the funding?The objective of the reporting process is to ensure that the School Age Childcare 2017 (SAC 2017) and funding, awarded by the Department of
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Children and Youth Affairs are properly accounted for. Both SAC 2017 and EYC 2017 are reported on the same form.
What does Pobal require to be reported on the SAC 2017 and grants?Each grantee is required to submit an SAC 2017 Expenditure Report on the PIP Portal. The grantee will complete the Expenditure Report with a list of each payment that was made from the School Age Childcare (SAC 2017) and grant funding awarded and own funds where applicable. The submitted SAC 2017 Expenditure Report will be required to be accompanied by supporting invoices and bank statements in order for Pobal to validate the reported expenditure.
How does the reporting process work? Each grantee who met the required terms and conditions outlined in their grant agreement, has already received the 1st instalment equivalent to 90% of their SAC 2017 and grant approval. The final 10% will be paid retrospectively when the SAC 2017 and Expenditure Report on PIP Portal is submitted correctly and ALL funding including own funds is reported.
Following submission of the completed Expenditure Report, Pobal will review the Report and providing the information contained therein is correct and there are no other factors which would prevent Pobal releasing a payment; Pobal will issue the 2nd and final retrospective payment of 10% of the grant approval.
Pobal will endeavour to review the Report and issue payment as soon as possible after receipt of the completed Expenditure Report.
Each grantee will be required to complete the SAC 17 Expenditure Report on the PIP Portal and submit it to Pobal. Expenditure post 30th November 2017 will not be eligible and will not be reimbursed.
Attachments - guidance informationThe grantee will be required to attach documentation to the Expenditure Report for submission. To successfully submit the Report, there must be at
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least one document attached. No negative amounts can be included on the Report. You cannot over report on the grant amount approved.
To assist the grantee in attaching documents to the Expenditure Report, please note the following suggestions:
It is recommended and advised to only attach Windows compatible files as attachments. For example .pdf, .doc, .docx, .xls, .jpeg, .png file extensions
It is possible to attach more than one document in each attachment by scanning the documents together in one document (e.g. if there are three bank statements, scan all three together and attach as one document)
Saving / scanning files at a lower resolution will reduce the size of the attachment.
Copying PDF documents into a Word document reduces the size of the attachment
Reducing the resolution of scans to normal resolution rather than high quality reduces the size of the attachment (see settings on your scanning device)
Zipping files will reduce the size of the attachment
Can the Grant be spent on items not approved for funding?No. The grant funding must be spent for the purpose for which it was approved, in line with the letter of approval issued by Department of Children & Youth Affairs (DCYA); it cannot be spent on any other costs not approved by DCYA. In the event that any of the funding is not spent for the purpose for which it was approved, Pobal will pursue recovery of those funds from the grantee which may result in the claw back of approved funding under CCS, ECCE and TEC.
Pobal will advise DCYA of any cases of ineligible expenditure or any potential misappropriation of funds being investigated. This is because the DCYA is the sponsor of the programme. DCYA is also the grant agreement holder of Early Years Programmes [including the ECCE Free-Preschool Year, the Community Childcare Subvention (CCS) and the Training and Employment Childcare (TEC)] that the grantee may be contracted to.
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Please note that the grantee should expect to be subject to a site visit and an audit.
Can I pay a supplier with cash?Pobal will NOT reimburse CASH payments to suppliers under ANY circumstances
How do I complete the Expenditure Report?The Reporting for EYC 2017 and SAC17 is done on the one form and details of the grant you have been awarded will appear on the screen when you log on.
To complete the Expenditure Report you need to log in to the PIP Portal.
How to log in to the PIP Portal?In order to access the PIP Portal you must first login on the Pobal Online.The following screen will appear:
:
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Enter your username and password in the Portal Users Sign In section. If you have forgotten your password, please click Remind Password. You will be prompted to change your password (a strong password should contain a mixture of upper and lower case letters (e.g.AbcA), numbers (e.g.12) and a special character (e.g.&).
Navigating the PortalOnce you have logged on you will see the PIP Homepage for your organisation. The homepage provides you with access to PIP announcements, resources and information and PIP Support details. Each of the services/facilities in your organisation will also be listed.
The following screen will appear.
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Go to My Services. Click on View details The following screen will appear
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On your PIP homepage under service details click on the Funding Tab.
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On the program funding screen under Capital 2017 reporting Click on the relevant expenditure report this will open the expenditure reporting scre
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The following screen will appear.
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Completing the Expenditure ReportThe Applicant Details on the Expenditure Report will be prepopulated with the details that Pobal have on the PIP system for you. The Grant summary will also be prepopulated with the approval amount under the relevant strands.
School Aged Childcare Grants awarded:Strand A: Establishment of New ServicesStrand B: Expansion of existing SAC ServicesStrand C: Improvement of Existing SAC ServicesOnly details of grants for which you have received approval for will appear on the returns but all relevant sections need to be completed.
Expenditure Details – For all strands
In this section you are required to list each payment that has been made in respect of the Grant awarded. You are required to: -
enter the Name of the Payee select the method of payment (from the drop down menu) include a cheque number (if applicable) enter the relevant invoice number include the date on which the payment was made SAC 17 Grant amount Own Funds amount (if applicable)
Please note that the total is an automatic calculation from Grant amount approved and Own Funds (if applicable).
Attach the relevant invoice/receipts/bank statements to the Report by clicking on the paperclip symbol at the end of payment line (under the heading Attach invoice)
If attaching more than one document please scan all documents as one document and attach. Please see notes above on Attachments- guidance information
Should you require an additional line for a second or subsequent payment, click on the “Insert item” and an additional line will be inserted for you. You should only enter additional lines if you require them. Each line must have
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payee information inserted on it. If a line is left blank, you will not be able to submit the Report. In the event that an additional line is inserted and is not required, you should click on the blue arrow to the left of the additional line and select the option that reads Remove Payment [Ctrl+Delete]
Attach the relevant invoice/receipts/bank statements to the Report by clicking on the paperclip symbol at the end of payment line (under the heading “Attachment”)
If attaching more than one document please scan all documents as one document and attach. Please see notes above on Attachments- guidance information.
Should you require an additional line for a second or subsequent payment, click on the “Insert item” and an additional line will be inserted for you. You should only enter additional lines if you require them. Each line must have payee information inserted on it. If a line is left blank, you will not be able to submit the Report. In the event that an additional line is inserted and is not required, you should click on the blue arrow to the left of the additional line and select the option that reads Remove Payment [Ctrl+Delete]
Additional comments relating to your Expenditure ReportIn this section include any additional comment to support this Expenditure Report. You may also include any additional attachments to support this Expenditure Report (e.g Bank Statements, Builders Certificates, etc)
Check list for submission of Expenditure ReportEach of the questions in this section must be ticked as having been completed or submitted, as appropriate.
Circular 13/2014 Management of and Accountability for Grants from Exchequer Funds.You must be able to answer Yes to this question before you can submit your Expenditure Report
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When the Relevant Expenditure Reports have been completed you should click on the SUBMIT button at the end of the Report. The Report will then be submitted to Pobal for review. Once submitted successfully and reviewed the payment will be processed.
When you have successfully submitted your Expenditure Report for SAC 17 the following message will be displayed
Who to contact should you have any queries in relation to the SAC 2017 Expenditure Reports?If you have concerns about any aspect of the Expenditure Report, please email [email protected] and we will endeavour to assist you.
Please note that The EYC17 and SAC 17 are reported on the one form.
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