2026 Schools Budget Template

We have started the preparation work around the 2026 Budget Template for schools. Once updated, the budget template will be saved as a Google Sheet in Google Drive, within the "2026 Accts / Budget" folder. Please let us know if there are any other staff / BOT members that require access to this Sheet (view only or editing access); we can then invite them in to collaborate.

Once we have completed the school's August 2025 management reports, we will export the 2026 budget template to Google Drive. You should see the template in Google Drive within a day or two of receiving the schools August 2025 management reports.

2026 School Budget

As an initial place holder, we have copied across the 2025 budget numbers to the 2026 budget column. The majority of the budget lines will generally be similar year on year; obvious exceptions will be government grants and salary-related costs. 

An example of the budget template is shown below.

We will update the operations grant budget once the provisional notice has been uploaded to Google Drive; the notices were available in Pourato from Friday, 12 September 2025.  However, if the student numbers are expected to be higher or lower than the MOE provisional levels, please add a note around the expected student numbers to the side and we will look at adjusting the operational grant budget accordingly. 

We encourage each school to have an initial work through of the 2026 budget, updating revenue codes for any known changes, expenditure for any new initiatives and zeroing out any budget lines not required for 2026 (please do not delete existing lines from the budget, we will archive the codes when we upload the 2026 budget). If you need a new revenue or expense line, please insert a row and then add a note to the right noting as such (IE: "New Code for 2026"). NB: If adding a new budget line at the bottom of a section, please double check the sum formula is capturing the new budget line.

If the 2026 budget amount is significantly different to 2025, please add a note to the right hand side outlining the reason behind the change.

Please include revenue and expense budgets for significant activities like Camp or EOTC week, as the auditors have asked for this.

If a budget line is no longer required, please make a note to the side, and we will archive this code for you in Xero.

If there are any questions about any line item, please add a comment in the sheet and we will provide a response.

Within the budget template are sheets for calculating planned capital purchases, a calculator for working through the Teacher Entitlement and a calculator for determining the support staff costs. Further information on using those calculators is detailed below.

Once the initial run through of the budget has been completed, please contact us to discuss any aspects that require further clarification. 

We have also added a 2027 column to help schools think beyond just the upcoming year. While the numbers will likely change when finalising the 2027 budget, it helps to provide some important context around expected results across the near term. We will explain how to complete the 2027 column during our upcoming webinar at 11:00 AM on Wednesday, 8 October 2025.

Fixed Asset Purchase Sheet

Please enter any anticipated fixed asset purchases for 2026, what the assets are (IE: Computers), the expected purchase date, and how they will be funded (IE: Reserves, Grants F&E Grant). We will then estimate the depreciation charge impact for 2026.

Teacher Entitlement / Utilisation Sheet

Please add the names and entitlements for all classroom teachers, leadership team and other teaching staff on this sheet to calculate your expected under/over utilisation. We have updated the entitlement information (at the bottom of the page) as per the provisional notice if this has been uploaded (refer below example).

Once the information has been entered, the sheet will calculate the projected under/over utilisation of staffing for 2026. Any over utilisation will need to be factored into the budget as a cost - "Board Funded Teachers".  

Teacher Aides Salaries

Please add details for all your teacher aides and other support staff into the relevant columns "Teacher", "Purpose", "Hourly Rate" and "Estimated Weekly Hours". The other columns will automatically calculate based on existing formula (refer below example).

When entering the hourly rate please remember to factor in all annual increments. 

If you need to insert any additional rows, please ensure that the subtotals at the bottom of the calculator are still adding correctly.

The support staff costs should then be mapped through to the 2026 budget column. 

Balance Sheet & Cash Flow

AFS will update the balance sheet and cash flow budgets once the profit and loss budget has been finalised, so please advise the Accounting for Schools team when the profit and loss budget has been completed.

Budget Webinar

At 11:00 AM on Wednesday, 8 October 2025, we will be hosting a webinar specifically covering the preparation of the 2026 annual budget. Look out for registration details in the September 2025 edition of Chalkboard.

However, if you are keen to draft the budget sooner, below is a link to our budget webinar from a few years ago, which covers the various aspects associated with the budget preparation process.  If you are working through a budget for the first time, we would recommend watching the webinar. The webinar is approximately 45 minutes long, so you can fast forward through any sections that are not relevant.

Budget Preparation Tips - Webinar

Budget Preparation Tips - Slides

AFS School Budgeting Finance Handbook

A reminder that our School Budgeting Finance Handbook is available for download in the Resources Hub section of our website!

This helpful resource is packed with valuable insights and guidance on every aspect of the budgeting process. It highlights key financial considerations and provides a clear overview of budgeting best practice, including how to effectively allocate resources, monitor expenditure, and forecast future financial needs to ensure a balanced and sustainable budget.

AFS Resources Hub - Click here to download our Budget Handbook

Questions?

As always, we are here to help the budget process go as smoothly as possible, so if you have any questions, please contact the team on (04) 909-7729, 0800 ASK AFS, or send us an email at admin@afsl.nz.

Kind regards,

The Accounting For Schools team 

Ground Floor, 271 Willis Street, Te Aro, Wellington 6011

admin@afsl.nz   0800 ASK AFS (0800 275 237)

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