Revenue Commissioners
Recording Payroll Taxes
To record a payment to Revenue Commissioners for payroll taxes i.e. PAYE/PRSI, USC you will need a breakdown what taxes were deducted from each relevant staff member. Use the gross net report from your payroll package or if payroll is outsourced, request the report showing the breakdown of the payment into the relevant wage categories such as:
| 4110 | Substitute Teachers Expense | Expenditure | Education Salary |
| 4111 | Privately Paid Teachers Expense | Expenditure | Education Salary |
| 4196 | Bus Escort Wage Expense | Expenditure | Education Salary |
| 5010 | Caretaker Wages Expense | Expenditure | Repairs, Maintenance & Establishment |
| 5110 | Cleaners Wages Expense | Expenditure | Repairs, Maintenance & Establishment |
| 6010 | Clerical Officers/Secretarial Wages Expense | Expenditure | Administration |
If the payroll information is not available, then temporarily record the payment for PAYE/PRSI, USC to:
| 4198 | Other Educational Salaries Expense | Expenditure | Education Salary |
*This is a temporary solution. Request a gross to net report from your payroll provider as your management reports will not be accurate.*
Recording RCT/VAT
If the payment to Revenue relates to VAT & RCT, you should record the payment using the same category used to record the payment to the subcontractor. This keeps the whole cost of the job in one place. Suitable categories include:
| 5310
5350 5800
|
Repairs to Buildings and Grounds Expense
Repairs to Furniture, fittings and Equipment Expense Other Repairs and Maintenance Expense
|
Expenditure | Repairs, Maintenance & Establishment |
| 5315 | Minor Works Grant (Non-Capital) Expense | Expenditure | Repairs, Maintenance & Establishment |
| 3940 | DE Capital Building Grant Expense | Capital & Reserves | Contribution Fixed Assets |
Building Grants
If you receive a grant from the Department for the following
- New School Building
- Additional accommodation
- Solar Panels
- Climate Action Summer Works
- Emergency Works
Record the grant as follows
| 3900 | DE Capital Building Grant Income | Capital & Reserves | Contribution Fixed Assets |
| 3940 | DE Capital Building Grant Expense | Capital & Reserves | Contribution Fixed Assets |
*Please note you should also record all related costs for architects, engineers, surveyors and legal under the above categories
Special Class Grants
Start Up Grant €30,000 including sensory room grant
| 3920 | DE Fixtures, Fittings and Equipment Grant Income / Expense | Capital & Reserves | Contribution Fixed Assets |
| 3921 | DE ICT Grant Capital Income / Expense | Capital & Reserves | Contribution Fixed Assets |
Small Scall RePurposing Works (up to €70,000) and above
| 3900 | DE Capital Building Grant Income | Capital & Reserves | Contribution Fixed Assets |
| 3940 | DE Capital Building Grant Expense | Capital & Reserves | Contribution Fixed Assets |
Specialised Furniture/Equipment / Assistive Technology
| 3140 | Special Education Equipment Grant | Income | Department of Education |
| 4919 | Special Education Equipment Expense | Expenditure | Education other Expenditure |
Modular Accommodation Grant
| 3276 | Temporary Accommodation Grant | Income | Department of Education |
| 5551 | Rent of Temporary Accommodation Expense | Expenditure | Repairs, Maintenance & Establishment |
Fundraising
Income from fundraising can be classified as specific i.e. raised for a particular purpose or general i.e. where no particular purpose exists.
The table below give details of how to record the fundraising income and related expenditure
| Income Code | Description | Expenditure Code | Description | Explanation | Examples |
| 3574 | Restricted School
Fundraising (NonCapital) |
4922 | Restricted School
Fundraising Expenses (Non-Capital) |
School fundraising including parents’ association fundraising where the advert clearly states that funds raised has to be spent on a specific day to day school cost or activity | School fundraising for sports competition costs in the school |
| 3575 | Unrestricted School
Fundraising (NonCapital) |
4925 | Unrestricted School
Fundraising Expenses (Non-Capital) |
School fundraising including parents’ association fundraising where the advert clearly states that funds raised has to be spent on general day to day school cost or activity | School fundraising to assist with general running costs of the school |
| 3700 | Income from parents’ association | N/A | N/A | Income received into the school’s current account from the parent’s association bank account the purpose for the funds is unknown. At the year end the accountant should be provided with the parent’s association bank statements & will then be able to classify the income as unrestricted/restricted | Transfer of funds from parents’ association bank account without knowing what stipulations are attached to the monies received |
| 3851 | Designated Income (Non-Capital) | 4918 | Designated Expenditure (Non-Capital) | Donations for non-capital specific purposes can be posted to income code 3851 OR
These are surplus/unrestricted funds that the board have set aside for a particular purpose. For example, the board may decide to use surplus funds in the bank account to paint the outside of the school during the summer. For the purposes of budgeting the budgeted cost of painting the school will be reflected in 4918 and the funds in 3851. |
Board decides to earmark funds for painting outside of school |
| Income Code | Description | Expenditure Code | Description | Explanation | Examples |
|
3852 |
Restricted External
Fundraising (NonCapital) |
4923 |
Restricted External
Fundraising Expenses (Non-Capital) |
Fundraising where the advert clearly states that the purpose of the funds raised will be for a specific external cause such as Concern | Raising funds for Concern |
|
3853 |
Unrestricted
External Fundraising (NonCapital) |
4924 |
Unrestricted External
Fundraising Expenses (Non-Capital) |
Fundraising where the purpose of the funds raised will be for a variety of external causes, but a decision is not yet made | School holds a Christmas raffle/bizarre and after the event the funds will be divided out to different charities |
| N/A | N/A |
6750 |
Donations to Charity | School makes a donation to a charity from general school funds
|
School gives a donation of €50 to the local scout group |
|
3901 |
Capital Buildings Fundraising Income |
3960 |
Capital Building
Fundraising Expense
|
School fundraising for a capital building project | School fundraising for a new gym |
|
3902 |
Parents
Contribution to Capital Projects Income |
3970 |
Parents Contribution to
Capital Building Expenses |
Parents contribution towards a capital project | Parents contribution towards an astro turf pitch |
|
3903 |
Patron/Trustee
Contribution to Capital Project Income |
3990 |
Patron/Trustee contribution to capital building expenses | Patron/trustee contribution towards a capital project | Patron/trustee contribution to new gym |
|
3907 |
Capital Donations Income |
3992 |
Capital Donations
Building Expense |
A donation given by an individual or business to the school | Donation made by local business to the new gym project |
Transfer between bank accounts
Transfer in / out should only be used to record transfers between bank accounts. It should not be used when receiving or paying money to/from third parties.
| Transfer in | To record the amount received into the account |
| Transfer Out | To record the amount paid out ie transferred to another bank account |
*transfer in and transfer out amounts should always agree
This facility is also used to record petty cash and credit card payments from the current account
Grants
ICT grant
The ICT grant may only be spent according to the directions of the circular and have direct teaching/learning relevance.
| 4410 | ICT Grant Expense | Expenditure | Education Other Expenditure |
Other non ICT grant related expenditure e.g. annual maintenance contracts, office computer requirements, etc should be categorised as:
| 6355 | Non-ICT Grant Funded Office Computers Expense | Expenditure | Administration |
DEIS Grant
As the Deis grant has such wide application, there is no specific DEIS grant expense category. To record DEIS expenditure, choose a suitable category and include the word ‘DEIS’ within the description. It is possible to run reports using the description showing all instances where DEIS funds have been used.
Example: School paid €50 for bus hire using the DEIS Grant (Ensure to include the word DEIS in the description)
To review all expenditure under the DEIS grant,
- use the payment transaction tab.
- in the criteria section insert *DEIS* in the description field.
- Select filter data to run a report
STAR Creative Cluster Initiative
Creative Cluster is an initiative of TE led by and in partnership with the 21 Education support Centres – ESCI and funded through the Schools Excellence Fund
| 3260 | School Excellence Fund | Income | Department of Education |
| 4815 | School Excellence Fund Expense | Expenditure | Expenditure other Expenditure |
Recording refunds on the template
School giving a refund
A refund should be posted to the same category it related to. It should not be shown as additional income or expense. See below for examples.
E.g. A parent contributes to a school tour which does not go ahead
Original income is recorded as below:
To record the refund, you can input a minus amount in the income sheet using the same category
Below shows a sample report recording the original income and related refund. This keeps the cost of school tours accurate.
School receiving a refund
The same method can be used to record refunds of expenditure e.g. DSP Illness benefit paid directly to the school
Record the refund using the same expense category used i.e wages and record the amount as a minus
If the school has a payment refunded, both the original payment and the refund are record in payments. E.g. A school pays twice for the same item or receives a refund for any reason.
Original payments record as below:
Refund recorded as a minus using same expenditure category:
This keeps the cost of cleaning material correct.
Rebates / Discounts
Where schools are in receipt of income from rebates or discounts, this should be recorded as follows
| 3580 | Discounts / Rebates | Income | School Generated Income |
Annual Subscriptions
Link 1 T.V. Licence, MLRO, IPPN
To record annual subscription charges such as
- V. Licence
- MLRO
- IPPN
- CPSMA etc.
| 6700 | Annual Subscriptions Expense | Expenditure | Administration |
Annual charges for maintenance e.g maintenance contracts for repair of alarms etc should be recorded under repairs and maintenance categories.
Aladdin, Way2Pay
To record annual charges for schools MIS system and electronic income collection systems such as
- Aladdin
- Way2Pay
- Easy PaymentsPlus
| 6730 | Inschool Administration System Expense | Expenditure | Administration |
Associated merchant services bank charges should be recorded as bank charges expense