Managing and Monitoring the Student Resource Package

Active:  January 2012 onwards

Reports

The SRP website provides a full suite of reports to assist in managing the budget.  These include:

SRP Management Report	A summary of the school's financial position, including the projected surplus or deficit in the SRP at 31 December, based on current salary commitments.
SRP Report	Latest Student Resource Package update, including any revisions or adjustments.
Salaries Fortnightly Transaction Report	Itemised changes for each employee.
Employee Charging History Report	Itemised history of salary charges for each employee.
Salary Mischarging Corrections Report	A summary of corrections processed on behalf of the school.

Schools need to consider the total of the credit allocations available within their SRP Management Report, to determine their overall staffing position before they can proceed to:

• Take staffing action such as advertising a teaching or non teaching position, creating short term vacancies or paying special payments, or
• Undertake credit to cash transfers

For schools in an overall deficit position in their SRP Management Report, the deficit will be charged to the school as part of the annual SRP reconciliation process. 

Credit / Cash Transfers

See Also:  Credit / Cash Transfers for Strategic Programs

Eligibility

Schools are able to 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 the central payroll. 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

Requests for credit to cash transfers can be submitted by accessing the online Credit Cash Transfer System available to schools by selecting CCT on the SRP website at:  https://www.eduweb.vic.gov.au/srp/ 

Access to the Credit / Cash Transfer system is limited to the principal or the principal’s delegate and requires the relevant user name and password.

Prior to requesting a credit to cash transfer a review of the school’s SRP Management Report for the current pay period should be undertaken and:

• If the report indicates a projected surplus, the amount of the surplus must be sufficient to cover the full amount of any credit to cash transfer request.
• If the report reflects a projected deficit (or an insufficient surplus), the request will be rejected unless corrected projections are provided when submitting your 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 over $1,000 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, or the first transfer in a term transfers under $1,000, will be paid as a lump sum.

There is no need to submit requests for transfers from one credit allocation to another credit allocation.

Both credit-to-cash and cash-to-credit transfers are processed quarterly with schools’ regular quarterly cash grant. Therefore it is important that requests are submitted on a timely basis. Requests for the transfer of current year surpluses must be received by the end of the last week of each term in order to ensure that they can be processed in time for the next quarter’s cash grant. These requests are not paid mid-term.

It should also be noted that credit to cash transfers are not paid after the Term 4 cash grant. Therefore, requests that are not received by the end of the last week of term 3 will not be paid.

Verification

The online Credit Cash Transfer System will not approve a credit to cash transfer request if there are insufficient funds projected in a school’s SRP Management Report.  Request are subject to two levels of test:

• First, there must be sufficient funds shown in the Projected Balance after CCTs column, for the Current or Previous Year items as applicable, in a school’s SRP Management Report.
• Second, the request cannot create an overall deficit against the bottom-line Available Funds total in a school’s SRP Management Report.

If funds are insufficient to cover the transfer requested, schools need to either modify the request or follow the prompts to submit an email message to the Schools Resource Allocation Branch for the request to be considered due to special circumstances. Schools will be notified of the outcome of their request via return email.

An end-of-year SRP reconciliation is undertaken for all schools (see Annual SRP Reconciliation below). 

Note:  An unpaid Credit to Cash Transfer request is not permitted to contribute to a schools deficit.  Throughout the course of the year, Credit to Cash Transfer amounts may therefore be reduced, cancelled or payments deferred.

Notification of successful/unsuccessful credit to cash transfers

Schools receive two forms of notification:

• As each transfer request is submitted in the online Credit Cash Transfer system, advice is displayed to indicate whether or not the request has been approved.  If the request is unsuccessful due to insufficient funds, it will be necessary to either modify the request or follow the prompts to submit an email message to the Schools Resource Allocation Branch.
• A credit/cash transfer statement for your school can be accessed from the Student Resource Package website at https://www.eduweb.vic.gov.au/srp/

 

Payment

See Cash Payments

Projections in the SRP Management Report

The SRP Management Report includes an estimate of expenditure for the full-year, using the total of year-to-date charges plus a projection to 31 December based on the latest payroll data for each employee. Therefore, the result reflected in this report may vary from pay to pay, depending on particular payroll/HRMS entries in the latest pay period. Salary mischarges, may also cause variations in the projected year-end expenditure.

Quarterly Cash Grant

See Cash Payments

Annual SRP reconciliation

See: Annual SRP Reconciliation

Salary Mischarging Amendments

Salary Mischarging Amendments can be submitted by schools to correct salary mischargings, such as:

• Staff charged to the incorrect school
• Staff charged to the incorrect budget category
• To arrange Split Ledgers
• To correct charges during term breaks for staff on Long Term Leave

Submitting Amendments

Amendments can be submitted by accessing the online mischarging system available to schools on the SRP website. The system is available by selecting SMAF on the website at https://www.eduweb.vic.gov.au/srp/

Instructions are provided as part of the system and it is recommended that these be printed prior to undertaking an electronic mischarge correction.

Charge-out procedures for term breaks

a)   Teachers transferring between schools

Teachers are regarded as having continuous employment if they are employed immediately prior to and after term breaks. Where teachers with continuous employment transfer to another school at the end of the school year, their salary is charged to the new school from 1 January, not from the commencement of the first term. The salary cost will be charged to the former school until 31 December.

Where teachers with continuous employment transfer to another school at the commencement of terms 2, 3 or 4, their salary for the preceding term break will be charged to the former school.

b)   Fixed term leave replacements

Where these arrangements create charging anomalies, for example where insufficient funds are available because of the timing of a paid leave absence (i.e. where two staff would be paid against the one position),special charging arrangements may be considered. In this event, a salary mischarging request should be submitted to the Schools Resource Allocation Branch with details of the paid leave and replacement.

c)   Fixed term teachers employment

Fixed term teachers who are not employed in the next year may be entitled to be paid for some or all of the January break.  These teachers will be charged to their previous school until the end of their employment.  Please see section (b) above for handling of any charging anomalies that may arise from this arrangement.

Charging of actual salaries

Salary charges to schools are based on actual payroll debits for individual staff as reflected on the central payroll. This includes the actual cost of annual leave loading and all allowances, such as higher duties and special payments.

Staff may choose to package part of their salary in the form of non-cash benefits. Therefore the charge to the school for an individual teacher may be wholly a regular salary, or a combination of salary and non-cash benefits.

Planning for the annual pay cycle

Allocations in the SRP for salaries are based on a full calendar year, which is equivalent to 260.893 working days per year. This equates to 365.25 calendar days and takes account of the leap-year cycle. Actual salary costs on the central payroll are charged to schools each year according to the actual number of working days in the year. This may be 260, 261 or 262 working days in any given year. Schools must take account of these minor variations as part of their normal budget planning.

SRP financial reports (including the SRP Management Report and Salaries Fortnightly Transaction Report) and the SRP Planner are programmed to take account of these annual variations.

Principal Classification Budget (PCB)

2012 - Budget for Principal Classification

The PCB is set annually with the Confirmed School Resource Allocation. It sets the remuneration range for each Principal position.

Classification	Range	2012 Minimum PCB
1	1	0
	2	836,753
2	3	1,450,371
	4	3,384,202
3	5	8,423,310
	6	15,180,855

See archive for previous rates.

History

 

• Managing and Monitoring the SRP - September 2010 to August 2011
• Managing and Monitoring the SRP - September 2011 to August 2012