As some deadline dates fall within the Easter holiday period schools will need to ensure they have completed these tasks prior to 5.00 pm on Thursday 24 March (unless working during the school holiday period). Please refer to Chapter 28 of the Schools’ Manual of Financial
Practice and Procedure for help and guidance with year end processes.
Best practice Run regularly and check

Outstanding commitments
– ‘Revenue monitoring by subjective ’ report and ‘GR/IR balances’ report.

Purchase orders have been authorised. Blocked payments have been authorised.
 ‘Customer invoices outstanding’ report. Raise any outstanding invoices.
 ‘Energy transactional data’ report.
 Review ‘Capital report’ for outstanding commitments and ensure that .01 is used on all WBS transactions.
By 16 March 2016 (midday)
(deadline date subject to change, please check website http://www3.hants.gov.uk/ham pshirecountycouncil/paydeadli nes )
Payroll deadline for online entry of payroll notifications
(timesheets, starters, pay variations and travel claims)
It is essential that all leaver actions are processed for staff leaving before 1 April. If you are advised of any employees leaving after the payroll deadlines please notify the
Transactional HR and Pay Team by raising an HR Enquiry in the Portal.
Please note it is not possible to recall any payments at the end of the financial year.
Note: When the payroll closes for input on 16 March 2016 (midday), it will remain
closed until approximately 01 April 2016. During this period you can continue to use the eforms to notify of starters, leavers and amendments to employee records. These actions will be processed for the April payroll when the system opens.
Final order by 4pm
15 March 2016
16 March 2016
17 March 2016
18 March 2016
21 March 2016
By 21 March 2016
By 24 March 2016
County Supplies orders (to be charged and delivered in 2015/16)
Scheduled delivery day
18 March 2016
21 March 2016
22 March 2016
23 March 2016
24 March 2016
County Supplies outstanding commitment queries, report to the County Supplies Customer Services Team via e-mail to cpsa01@hants.gov.uk
. Please provide order number and line details outstanding.
Deadline for receipt of online claim forms for reimbursement of supply cover (long-term sickness).
Please indicate in comments box which financial year supply cover expenditure will be incurred.
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By 29 March 2016 at the latest
Banking of income
Cash income should be banked by 29 March if possible (so it will reach the main account by 31 March). Any remaining income should be banked by 31 March.
Establishments must action the recording of bankings without delay and any bankings up to 31 March must be accounted for in SAP by 14 April using the actual banking date as the posting date.
All bankings after 31 March must be posted in the new year, ie. as at the day they were banked. Schools will need to raise a debtor for any significant income banked after 31 March.
By 31 March 2016
By 31 March 2016
Invoices and credit notes (external)
Deadline for all invoices/credit notes to be raised.
Last date for raising ‘Internal customer/supplier requests’
By 31 March 2016 If required, raise petty cash claim and ensure it has been authorized
Note: SAP will be unavailable from 5.00 pm on 31 March to 7.00 am on 1 April
to carry out finance end of year tasks. During this period there will be no access to ESS
Lite, the Portal, SAP GUI and other specialist SAP services.
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– 14 April 2016
Review best practice list at the start of this document and check/action items in ‘My Worklist’.
Note: When writing to Period 12 between 1 – 14 April you must always set the Posting
Date to 31.03.2016
. The Document Date stays as ‘today’s date’.
By 4 April 2016 Submission of M1 school meals form for period up to 24
March.
By 12 April 2016
By 14 April 2016
Deadline for receipt of electronic schedules in EFS.
Proformas submitted after this date will not be processed.
Schools are not required to raise schedules for individual amounts less than £1,000 . Any schedules for individual amounts less than this will not be processed.
If you have any additions or amendments to already submitted schedules please contact EFS before resubmitting.
Last date for 2015/16 ‘Internal customer/supplier requests’ to be actioned or they will be deleted centrally.
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By 14 April 2016
By 14 April 2016
By 14 April 2016
By 14 April 2016
By 14 April 2016
By 14 April 2016
By 14 April 2016
Final check/action of items in ‘My Worklist’ both Tasks and Notifcations tabs. All items to be cleared.
Action any ‘Create journal’ transactions.
Ensure recharges are complete between O, X and Y codes, etc. plus carry out revenue to capital journal if required.
For Model 1 schools the deadline for paying invoices on all orders where goods or services have been received by
31 March 2016.
Reminder: you must set the Posting Date to 31.03.2016.
The Document Date stays as ‘today’s date’.
The delivery date must be 31 March (or previous date).
For Model 2 schools the deadline for goods receipting all orders where goods or services have been received by 31
March 2016.
The delivery date must be 31 March (or previous date).
Best practice to keep up-to-date with goods receipting as soon as goods are received.
For Model 2 schools the deadline for reversing goods receipts where goods have been returned by 31 March
2016.
The delivery date must be 31 March (or previous date).
Please note: If the final delivery field was ticked when the items were originally goods receipted then you will need to raise an IBC Enquiry to request that the final delivery field is re-set. This will then enable you to reverse the goods receipt.
Record all petty cash vouchers for the period up to
31 March 2016.
Complete unofficial accounts proforma and action journal to enter figures into SAP.
By mid-May 2016 Final figures for 2015/16.
© Hampshire County Council - Education Financial Services - 2016
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