Cash Payments

Active: January 2012 onwards

Quarterly Cash Grants (QCG)

The Cash component of the SRP is paid over 4 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	Confirmed SRP using February census enrolments*
Term 4 Grant	Confirmed SRP using February census enrolments*

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

 

The Quarterly Cash Grant can include:

• Cash allocations from the SRP or Strategic Programs
• Credit to Cash Transfer amounts from SRP or Strategic Programs
• Other Cash Grant amounts such as school support
• Deductions for Long Term Sick Leave Premium.
• Other deductions

Offline Payments

Offline payments can occur at any time throughout the year, common causes for an offline payment to be made are:

• Credit to Cash Transfer against previous year SRP surplus
• Strategic Programs Credit to Cash Transfer request approved as a lump-sum payment
•  Short Term Leave Reimbursement Payments

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

Remittance Advice

The Accounts Payable team in the Department’s Financial Services area provides schools with a remittance advice for every payment that is made to the school.  This remittance advice provides a breakdown of what makes up the payment, and provides a description for each component of the payment.

Payments made from the SRP or Strategic Programs will appear on this remittance advice, the descriptions will contain a variety of information, the details of which are explained below.

Quarterly Cash Grant Payments

There are 3 different types of descriptions that may appear on the remittance advice for a Quarterly Cash Grant Payment:

1. SRP Quarterly Cash Grant Payment

This payment includes SRP budget allocations, Credit / Cash Transfers and any deductions:

2.Strategic Programs Quarterly Cash Grant Payment

This payment includes Strategic Program budget allocations, Credit / Cash Transfers and any deductions, a separate line will appear for each strategic program:

 

3.Other Payments

Some schools will receive other forms of payment through the SRP Payments system at the same time as the Quarterly Cash Grant:

 

 

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, eg: 00099 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 Quarterly Cash Grant Payment, possible values are: TERM1 TERM2 TERM3 TERM4
<Strategic Program>	The name of the strategic program to which the payment relates.
<GST Status>	Indicates if the payment is subject to GST, and provides the appropriate code for use in CASES21 Finance. The Majority of 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.

 

Examples:

The below example would relate to a school that is receiving payment for the SRP, 2 Strategic Programs and an Other Payment.  This would represent a fairly complex example of what would be seen on the remittance advice:

 

Offline Payments

The description for offline payments will take the form:

 

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, eg: 00099 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
<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. The Majority of 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)

 

Examples:

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 Quarterly Cash Grant

 

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.

 

The below example would relate to a school that is receiving a payment against a Strategic Program relating to a Credit to Cash Transfer approved as a lump sum.

 

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 Website (www.eduweb.vic.gov.au/srp/ )

This report provides a detailed breakdown of what makes up every payment, including the budget lines from which the payment was made, and any deductions held against the payment.

CASES21 Finance

All cash payments must be recorded appropriately in CASES21 Finance using the General Ledger and Sub Program codes provided in the descriptions.