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We are now in the process of preparing the 2026 Budget Templates for our regular monthly schools. 2026 Provisional Roll and Resourcing Entitlements: The 2026 provisional roll and resourcing entitlements are now available on Pourato so please upload these to Google Drive so that we can include this information in your template.
You can view the provisional staffing entitlement under the staffing tab in Pourato. Please ensure you have selected the year 2026 from the drop-down menu on the top right-hand side of the screen. Please export this to excel and then upload to Google Drive - 2026 Accts - Budget folder. You can also view the indicative funding under the funding tab. Again, ensure you have selected the year 2026, export this to excel and then upload to Google Drive - 2026 Accts - Budget folder.
School boards can apply for a review of their 2026 provisional roll before 14 November. To request a review, click the button below. |
You should have now received our 2026 Budget Chalkboard special, which provides further information about how to complete the budget templates (link to the 2026 Budget Chalkboard). Please let us know if you have any questions about the process.
If you are not one of the schools we generally assist around the annual budget, but would like us to prepare a Budget Template report for your School, please send us an email at admin@afsl.nz. |
UPCOMING BUDGET WEBINAR FOR SCHOOLS - 8 OCTOBER 2025 |
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As announced in our 2026 Budget Chalkboard Special, we will be hosting a Budget Webinar to support schools in preparing their 2026 annual budgets. We would love for you to join us! The webinar details are as follows: 🕚 Time: 11:00 AM
📅 Date: Wednesday, 8 October 2025
💻 Location: Online To secure your spot, simply click the button below and complete the registration form. Once registered, you will receive a confirmation email containing the webinar link and additional information. |
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The webinar will also be recorded. So if you're unable to attend, no worries - we’ll upload the recording to our Resources Hub at a later date. |
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2025 Quarter 4 Operational Funding:
2025 Quarter 4 Operational Funding will be published on Pourato on 18 September, 2025 and will be paid on 1 October 2025. If you are one of our monthly schools, you can access our Pourato & Secure Data Portal Checklist by clicking the button below. This checklist provides clear, step-by-step instructions on how to download the data we need from Pourato and the Secure Data Portal, as well as where to upload it within Google Drive. |
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Pay Equity Payment:
On 1 October, 2025 your school will receive the next instalment of funding for non-teaching pay equity settlements and collective agreements. The funding instalment can be viewed in Pourato under the payments summary.
Before this disbursement, you will receive a letter via the Secure Data Portal (SDP) on 26 September outlining the breakdown of this funding. Please upload both the Pourato funding information and the letter to your Google Drive.
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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School Donations Scheme:
The opt-in process remains aligned with your July roll return. If you opted in to the scheme for 2026 when you completed the roll return, no further action is required.
You can view your 2026 equity index (EQI) on Pourato. A small number of schools and kura whose 2026 EQI is 432 or higher will become newly eligible to opt in to the school donations scheme for 2026. If you decide to opt in, you can submit a late opt-in form by Friday, 14 November 2025. To read more information, and to access the opt-in form click the button below. |
IRD Direct Debit Setup for GST Payments:
To help streamline your GST payments and avoid any late fees, we recommend setting up a direct debit with Inland Revenue (IRD). This enables payments to be automatically deducted from your nominated bank account on the due date. Here’s how to set it up in myIR: - Log in to myIR.
- From the home page, go to the "I want to..." tab.
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Select "Manage my profile" and then "Manage payment channels."
- Choose "Set up a direct debit authority" and follow the prompts to enter the required information, including your bank account details.
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Choose your payment preferences.
- Review and submit.
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PREPARING YOUR SCHOOL BUDGET: PRACTICAL TIPS FOR A SUCCESSFUL YEAR AHEAD |
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With budgeting season underway, now is the perfect time to set your school up for financial success. A well-crafted budget not only keeps your finances on track but also supports your school’s strategic goals and daily operations.
Here are some practical tips to help you navigate the budgeting process effectively: 1. Start Early and Plan Ahead
Give yourself enough time to gather information from all departments and review last year’s financial results. Early planning allows for thoughtful discussions and smoother approvals. |
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2. Use Actual Spending as Your Baseline
Last year’s actual expenses are your best guide. Compare forecasts to real numbers to avoid surprises and create realistic budgets.
3. Account for Staffing and Wage Changes
Remember to include any salary increases, additional staff, or changes to relief teacher costs - these often have a big impact on your budget. 4. Build in a Contingency Fund
Unexpected costs can arise at any time. Setting aside around 1–2% of your total budget for contingencies provides a financial cushion.
5. Involve Your Team
Engage department heads and key staff in budgeting discussions. Their insights can improve accuracy and encourage shared ownership of financial goals. 6. Monitor and Adjust Regularly
Budgeting isn’t a “set and forget” task. Review your budget monthly or quarterly and make adjustments as needed to stay on track throughout the year. Turn Plans Into Action: Your Budget Timeline
Once you've laid the groundwork with early planning, realistic forecasting, and team collaboration, it’s time to put your budget process into motion. A clear timeline helps ensure nothing falls through the cracks and keeps everyone aligned across key stages.
Here’s a suggested budget timeline to guide your school through a smooth and efficient budgeting process: Budget Timeline Month Task Notes
September Draft budget preparation Gather data and input
October Budget review with staff and board Adjust as needed
November Final board approval Submit to MOE if required
December Budget finalisation and communication Confirm implementation Monthly Budget monitoring and adjustments Keep on track |
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XERO TIP OF THE MONTH: XERO’S NEW NAVIGATION REFRESH COMING SOON! |
As you may be aware, Xero has been working hard on a refreshed navigation and homepage (formerly known as the dashboard) to deliver a faster, cleaner, and more intuitive experience. The first stage - featuring the brand-new navigation - is set to launch sometime this month (September)!
Here are the main updates you’ll spot in the new layout: -
Dedicated Sales and Purchases sections - no more digging around, everything you need is right where you’d expect it.
- Reports made simple - key insights are now just one click away, helping you stay on top of your numbers faster.
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Streamlined settings - settings are now visible across all menus, plus there’s a centralised page to keep everything organised.
- Smarter right-hand panel - this new hub gives you instant access to JAX (Xero’s new AI business companion), search, help, notifications, and apps - wherever you are in Xero.
This revamped system helps you find what you’re looking for faster, move smoothly between tasks, and get even more value from your Xero subscription.
The refreshed homepage (previously the dashboard) will launch later this year, bringing customisable widgets to give you quicker, more personalised business insights. We’ll keep you updated on when these changes go live. As Xero Platinum Partners, we’re already up to speed with the new navigation and ready to help you make the most of it. Whether you want a quick run-through, some training for your team, or simply reassurance that everything is where it should be - we’ve got you covered. If you need a hand, give us a call on 04 909 7729 or 0800 ASK AFS (0800 275 237). |
WELCOME TO THE TEAM: BREANNA & RACHELLE |
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Originally from Invercargill, Breanna relocated to Wellington over three years ago to pursue new career opportunities after completing a Bachelor of Commerce (Accounting and Finance) and a Master’s in Finance from the University of Otago.
She brings 2.5 years of hands-on experience from a Chartered Accountants firm, where she developed a strong foundation in financial reporting and business advisory services. Breanna is passionate about professional development and is currently working towards becoming a fully qualified Chartered Accountant, while also pursuing the CFA designation
As our new Business Services Accountant, Breanna will be working with you to prepare monthly reports and provide crucial financial information as well as insightful strategic advice to support your school.
Outside of work, you’ll likely find her with a good book, planning her next travel adventure, or out for a walk with her dog, Lola - who loves nothing more than a day at the beach. |
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Meet Rachelle, a Wellington local who runs on coffee, and a perfectly organised calendar.
Rachelle recently joined our team, stepping into the receptionist role previously held by Lisa Ruthven, who has now moved into the positions of Office Manager and Personal Assistant to Director, Ben Duflou.
As the first point of contact for our clients, Rachelle is dedicated to creating a positive and welcoming experience for every visitor and caller. With a strong background in administrative support and customer service, she plays a key role in keeping our office running smoothly and efficiently.
Known for her warm demeanour, attention to detail, and can-do attitude, Rachelle is passionate about fostering a supportive environment and is always ready to help with a smile.
Outside of work, she enjoys socialising with family and friends, spending time outdoors, biking, and staying active whenever she can. |
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REMINDER - NEW RESOURCE: AFS SCHOOL REVENUE FINANCE HANDBOOK |
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Have you downloaded our new School Revenue Finance Handbook yet? It's available now in the Resources Hub on our website: https://www.afsl.nz/Resources This practical, easy-to-read guide is designed to help school leaders and finance staff manage revenue more effectively and explore alternative income opportunities. It's a great resource to keep handy so be sure to save a copy to your desktop! While you’re visiting our Resources Hub, don’t forget to explore our other valuable handbooks and tools, including the School Budgeting Finance Handbook and the Board of Trustees Finance Handbook. We’ll be providing an update on all current resources and how to make the most of them in our next Chalkboard newsletter! |
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271 Willis Street, Wellington 6011 |
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