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Just a reminder for all the schools that we prepare the budget templates for, a copy of the template can be found in Google Drive (2026 Accts - Budget). Please let us know if there are any other staff / BOT members that require access to this sheet (view only or editing access).
Details about the budget setting process can be found within our 2026 Budget Chalkboard special (link to the 2026 Budget Chalkboard) which provides further information and guidance about how to complete the budget templates. Please let us know when your budget has been approved by the Board so that we can import it into Xero ready for next year. |
2025 ANNUAL ACCOUNTS PREPARATION |
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It’s time to begin preparing for the year-end audit process. If you haven’t already, you’ll soon receive a checklist and/or questionnaires from your auditor.
We recommend working through the checklist as soon as possible. We know this is a particularly busy period with Term 4 drawing to a close, but please keep in mind that we’re available to assist if you need it. We have set up a folder in Google Drive called "Audit Information & Checklists"; and we would appreciate it if you could upload the auditor checklist, fraud risk assessment, and any additional questionnaires to this folder.
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In Google Drive we also have folders for other important information that is needed for the annual accounts. If we prepare monthly management reports for your school, we have probably already asked for this information but if we only prepare the annual accounts, can you please take some time over the next few weeks to upload the following: - Copies of any new Lease Agreements that started in 2025. For Cyclone leases you can check the
lease numbers noted on the invoices. If the number is higher than 1022000 then it is likely that
it started this year or late last year and should be uploaded. - Copies of all 5YA documentation relating to projects that were started, completed or are
currently in progress. If a new project has started this year, please upload the project approval
email and project input page. If a project was completed, please upload the Occupancy Use
Certificate. If a project is still in progress, please upload the most recent financial summary from
the project manager showing the funding received and expenses incurred to date. If you don’t
have any financial summaries from the project manager, can you please request them. This will
ensure that all transactions are being recorded within the correct project. -
Investment notices for term deposits that will mature in 2026 (if you don’t have an investment notice the details may be able to be downloaded from internet banking).
- Audit Proposal or Engagement letter for 2024 – 2026 that includes the proposed audit fees.
- Copy of the current 10YPP
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Copy of the current cyclical maintenance (painting) plan
- List of all Board Members that held or hold office during 2025 (including those no longer on the Board)
- Copy of the approved 2025 budget
Please note: If your school requires the annual accounts before 31 March 2026, please let us know as soon as possible so our team can work this into the timetable.
To assist with your preparations, we have created a helpful checklist containing the above information, which is available for download. Please click the button below. |
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Reminder: Extraordinary Roll Growth Applications: If your school roll has grown beyond what you are funded for, you may be eligible for extraordinary roll growth funding. Applications are now open and close on 28 November 2025. |
Reminder: Staffing and Funding Calculator:
The staffing and funding calculator has been updated for 2026. This tool can be used to provide an estimate of your entitlement staffing and funding figures for the 2026 year based on predicted roll numbers.
Funding calculators - Ministry of Education
Using the 2026 staffing and funding calculator will help you understand whether a roll increase generates a staffing increase for the current year. It's a good idea to use this before submitting a staffing roll increase application. |
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RECENT XERO OUTAGE: DELAYED BNZ BANK FEEDS |
On 21 October 2025, Xero experienced a global outage that temporarily affected many users’ access to the platform and its features. The outage was caused by an issue with their third-party provider, Amazon Web Services (AWS).
Although the outage was resolved the following day, we understand that some schools have experienced delays with BNZ bank feeds. Xero has confirmed that this issue has now been resolved, and statements should be delivered as expected.
As a reminder, if your bank feeds aren’t updating or if you encounter any other issues with Xero, you can check for significant disruptions in your region using the links below. We recommend saving these links to your browser bookmarks for quick and easy access, so you can check the status whenever issues arise. |
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REMINDER: NEW APP FOR AUTOMATING REPORT DOWNLOADS |
We recently sent out a Chalkboard Special Alert, introducing our new app that automates the process of downloading your reports from Pourato and the Secure Data Portal. If you haven’t had a chance to set it up yet, we recommend doing so soon to start enjoying the convenience of having your reports automatically saved to your Google Drive.
To set up the app, simple follow the steps below: - Locate the MOE_Setup file in your Google Drive (saved in the MOE_Reports folder), then download and install it.
- Watch our short
setup video to connect the app to your school’s Google Drive (click the button below to view).
- Double-click the desktop icon to launch the app and start receiving your reports automatically.
Important note: The app currently runs on Windows only, so Mac users may need to use a Windows PC to access it. We apologise for any inconvenience and hope to make the app available to Mac users soon. If you have any questions or need assistance with installation, please contact Harpreet, our Xero & Cloud Systems Manager, on 04 909 7729. He’ll be happy to guide you through any steps. |
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NAME OUR APP AND WIN MORNING TEA! |
We’re on the hunt for the perfect name for our new automation app, and we need your creativity! Think fun, clever, and memorable - something that reflects how effortless this app makes report downloads for your school. To enter, simply send your name idea to marketing@afsl.nz. If your entry is chosen, your team will enjoy a delicious morning tea box on us!
Entries close on Friday, 5 December at 5pm. |
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XERO TIP OF THE MONTH: SPEED UP BILL CREATION WITH NEW SHORTCUTS |
Xero has refreshed the ‘New Bill’ button, making it even easier to manage your bills efficiently. This update puts powerful automation tools at your fingertips, helping you speed up bill entry with less manual work.
With improved keyboard shortcuts and streamlined navigation, you can enter bills faster and more accurately - freeing up time for more important tasks. This is especially helpful when processing multiple invoices.
It’s a small change, but one that can make a noticeable difference to your accounts payable workflow and save valuable admin time. |
MANAGING FINANCIAL STRESS IN SCHOOL ADMINISTRATION ROLES |
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School administrators play a critical role in keeping schools running smoothly, but the financial responsibilities that come with the role can be a major source of stress. From budgeting and payroll to compliance and reporting, the pressure to get it right can feel overwhelming.
Understanding what triggers your financial stress is the first step. Common stressors include tight budgets, unexpected expenses and juggling multiple financial priorities at once. The good news is that with a few simple strategies (and ongoing support from AFS), you can regain a sense of control and calm. |
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Below, we have put together some practical strategies to help reduce financial stress:
1. Plan Ahead: Regularly forecasting cash flow and reviewing your budget with your leadership team helps spot potential shortfalls before they become urgent. Keep Ministry of Education funding schedules and reporting deadlines on your radar to avoid surprises.
2. Leverage Technology: Using apps and automated tools can help reduce financial stress by saving you time, improving accuracy, and making everyday processes more efficient. If you’re not sure where to begin, we can help assess your current systems and recommend tools that best fit your school’s needs. Note: Our new app (mentioned above) automates the process of downloading your reports from Pourato and the Secure Data Portal.
3. Prioritise Tasks: Break down large financial responsibilities into manageable steps. Focus on urgent and high-impact items first. A clear plan can make even complex projects feel more achievable. 4. Invest in Self-Care: Taking breaks, setting realistic expectations, and maintaining a healthy work-life balance can help you stay resilient. Looking after your well-being ensures you can continue supporting your team and your school effectively.
5. Seek Support: Whether you need extra assistance with your annual budget or hands-on help with monthly reconciliations, reaching out to us early can prevent bigger problems down the road. As your trusted finance partner, we’re here to guide you through these challenges with confidence and ease. Reducing financial stress doesn’t just benefit administrators - it strengthens the entire school. A calm, well-organised finance team leads to more accurate reporting, better budgeting decisions, and ultimately, a stronger learning environment for students. |
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271 Willis Street, Wellington 6011 |
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