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Student Resource Package — Managing the Budget

7 Cash

Quarterly cash grant

The cash component of the Student Resource Package (SRP) is paid over four quarterly cash grant (QCG) payments on the first day of each term. These payments are based on:

  • Term 1 grant – Indicative SRP using projected enrolments
  • Term 2 grant – Confirmed SRP using February census enrolments, with a retrospective adjustment (increase or decrease) for Term 1
  • Term 3 grant – Revised SRP using audit corrections to the February enrolments
  • Term 4 grant – Revised SRP using audit corrections to the February enrolments

Note: Census enrolments are subject to audit corrections. In this event both credit allocations and cash grants are adjusted.

The QCG can include:

  • Cash allocations from the SRP
  • Credit to cash transfer amounts from SRP
  • Other cash grant amounts such as school support
  • Deductions for long term sick leave premium
  • Other departmental deductions

Electronic Funds Transfer (EFT) remittance advice (how SRP cash appears)

The Accounts Payable area, in DET’s Financial Services Division, provides schools with a remittance advice for every payment that is made to the school. Schools should email Cash Management Unit cashmanagement@education.vic.gov.au for assistance with EFT queries.

This remittance advice provides a breakdown and a description for each component of the payment. Payments made from the SRP or strategic programs will appear on this remittance advice. There are three different types of descriptions that may appear on the remittance advice for a QCG payment:

1. SRP quarterly cash grant payment

This payment includes SRP budget allocations, credit and cash transfers and any deductions:

  • STUDENT RESOURCE PACKAGE (SRP) - BATCH <batch number> - <term 1-4> QUARTERLY CASH GRANT - CASES21 Finance General Ledger <GL Code>: Sub Program <Sub Program Code>

2. Other payments

Some schools will receive other forms of payment through the SRP payments system at the same time as the QCG:

  • STUDENT RESOURCE PACKAGE (SRP) - BATCH <batch number> - <term 1-4> QUARTERLY CASH GRANT – Other Cash Grants - <Other Cash Grants - CASES21 Finance General Ledger <GL Code>: Sub Program <Sub Program Code>

Definitions

In the samples above, some placeholders were left using <>, please see the below table for definitions:

Placeholder Definition
<batch number> A 6-digit number, for example: 000999 The SRP identifier of the payment, this can be used to look up a payment within the SRP reports, or can be quoted to SRP support staff when you are making an enquiry regarding your payment.
<Term1-4> Indicates the Term for the QCG payment, possible values are:
  • TERM 1
  • TERM 2
  • TERM 3
  • TERM 4
<GST Status> Indicates if the payment is subject to GST and provides the appropriate code for use in CASES21 Finance. Most payments occurring through the SRP payment system will not be subject to GST and therefore this will be set to 'Not Subject to GST (Code NS6)'.
<GL Code> The CASES21 Finance General Ledger code against which to record the payment.
<Sub Program Code> The CASES21 Finance General Ledger sub-program code against which to record the payment (may not appear for all payments).
<Other Cash Grants Description> If the payment is of the type ‘Other Cash Grants’, a more detailed description will be provided.

Credit and Cash transfers (CCT)

Eligibility

Schools can undertake a credit to cash transfer for uncommitted credit allocations in the SRP. In addition, schools may undertake cash to credit transfers in instances where it is planned to use the cash component of the SRP to appoint ongoing or fixed-term staff on eduPay. Care must be taken when appointing ongoing staff in this way to ensure the position can continue to be funded in future years. Cash to credit transfers must include provision for salary on-costs (payroll tax and superannuation).

Submitting requests

Schools can undertake CCT request using the online Credit Cash Transfer module by selecting ‘CCT’ (Credit Cash Transfer) on the SRP Portal.  Access to the Credit Cash Transfer module is limited to the principal or the principal’s delegate and requires an authenticated username and password.​

Since 2019, schools are required to nominate a category that identifies the purpose of the CCT. In addition, there is the ability to attach supporting information to the request.

The list of categories, and some suggestions as to the type of supporting information required, are outlined below. Where possible or relevant, schools should try to link the submission back to Annual Implementation Plans, School Strategic Plans, Professional Learning Plans or the School Cash Budget.

1. Capital Works

This category relates to school capital works, such as building additions or refurbishment of buildings or facilities.  If the project is being undertaken with the Victorian Schools Building Authority (VSBA), noting this and providing a VSBA reference would be useful information to provide.  If the project is not being undertaken with the VSBA support, schools should endeavour to attach relevant project information.

2. Equipment

This category relates the purchasing of new equipment. As an example, supporting Information may be a quote / scheduling for the installation, etc.  (Note:  If the equipment is being purchased to support a Curriculum program then it should be categorised as part of the Curriculum Program)

3. Maintenance

This category relates to general maintenance in schools. As an example, supporting Information may include the type of maintenance that is required to be undertaken.

4. Staffing Costs

This category includes costs directly related to staffing, such as Casual Relief Teaching (CRT), local payroll reimbursement or professional development.  Specific examples of support information could include CRT costs to replace someone on sick leave or to top up the CRT budget for the school as specified in the Annual Budget. 

5. Curriculum Programs and Student Support

This category relates to specific curriculum programs schools operate or support being provided to students.

6. Other

Any other reason for the CCT request.

Requests must be based on the annual amount of the transfer (not monthly or quarterly) except where the transfer relates to a surplus brought forward from the previous year. Approved transfers against a current-year surplus will be apportioned equally over the remaining quarterly cash grants for the year. Approved transfers relating to a surplus brought forward from the previous year will be paid as a lump sum.

Credit to cash transfers are paid and Cash to Credit Transfers are committed quarterly with schools’  Quarterly Cash Grant.  Amounts paid or committed can no longer be adjusted and a new request will need to be submitted.

Enquiries can be addressed to the SRP Service Desk and information should be provided in writing to:

Verification

Schools are only able to enter a CCT amount up to the value of the ‘Available SRP Credit’ or ‘Available SRP Cash’ amounts. If a school wants to make a larger transfer, then a service call will need to be logged through the Services Portal.

Offline payments

Offline payments can occur at any time throughout the year. Common reasons for an offline payment to be made are:

  • credit to cash transfer against previous year SRP surplus
  • leave reimbursement payments

Offline payments can also be triggered by cash flow support payments or other cash grants. 

The description for offline payments will take the form:

  • STUDENT RESOURCE PACKAGE (SRP) - BATCH <batch number> - OFFLINE PAYMENT - <program> - <description> - <GST Status> – CASES21 Finance General Ledger <GL Code>: Sub Program <Sub Program Code>

Definitions

In the sample above, some placeholders were left using <>, please see the below table for definitions:

Placeholder Definition
<batch number> A 6-digit number, for example: 000999. This ‘identifier number’ can be used to look up a payment within the SRP reports or can be quoted to SRP support staff when you are making an enquiry regarding your payment.
<Program> For payments against the SRP this will not appear. If a payment is made against a strategic program, the strategic program name will be displayed. If a payment is made from another source, such as a cash flow support payment, it will show as 'Other Cash Grants'.
<Description> A more detailed description of the payment, this will not appear for all payments, only for those where more information is appropriate, such as a Credit to Cash Transfer payment.
<GST Status> Indicates if the payment is subject to GST and provides the appropriate code for use in CASES21 Finance. Most payments occurring through the SRP Payment System will not be subject to GST and therefore this will be set to 'Not Subject to GST (Code NS6).
<GL Code> The CASES21 Finance General Ledger code against which to record the payment.
<Sub Program Code> The CASES21 Finance General Ledger Sub-Program code against which to record the payment. (May not appear for all payments).

Example:

The below example would relate to a school that is receiving a basic payment against the SRP relating to a budget adjustment occurring after the Term 4 QCG.

  • STUDENT RESOURCE PACKAGE (SRP) - BATCH 000999 – OFFLINE PAYMENT - Not Subject to GST (Code NS6) – CASES21 Finance General Ledger 70001

Examples:

The below examples would relate to a school that is receiving payment for the SRP, two strategic programs and one other payment. This would represent a complex example of what would be seen on the remittance advice:

  • STUDENT RESOURCE PACKAGE (SRP) - BATCH 000999 – TERM 2 QUARTERLY CASH GRANT - Not Subject to GST (Code NS6) – CASES21 Finance General Ledger 70001
  • STUDENT RESOURCE PACKAGE (SRP) - BATCH 000999 - TERM 2 QUARTERLY CASH GRANT – Other Cash Grants – Repayable Cash Flow Support - Not Subject to GST (Code NS6)– CASES21 Finance General Ledger 70001

The below example would relate to a school that is receiving a payment against the SRP relating to a Credit to Cash Transfer against previous year surplus.

  • STUDENT RESOURCE PACKAGE (SRP) - BATCH 000999 – OFFLINE PAYMENT – Credit to Cash Transfer – Previous Year - Not Subject to GST (Code NS6) – CASES21 Finance General Ledger 70001: Sub Program 9611

Cash payment statement

A ‘cash payment statement’ is produced for every payment made via the SRP Payment System. It is available to schools on the reports page of the SRP Portal. This report provides a detailed breakdown of every payment, including the budget lines from which the payment was made, and any deductions held against the payment.

End of year cash balance

Due to budget changes or other adjustments that occur after the Term 4 QCG, there will often be an outstanding cash balance for a school at the end of the calendar year. A positive cash balance will be paid through the following year’s QCG. A negative cash balance will be deducted from the following year’s QCG.

CASES21 Finance

All cash payments must be recorded appropriately in CASES21 Finance using the general ledger and sub-program codes provided in the EFT remittance advice descriptions.

Guidance chapter on quarterly cash grants to schools

Reviewed 17 January 2022

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