Schools' annual report (annual financial statement)

The Annual report contains your school's audited annual financial statements. These show how the board has used its funds to achieve its charter goals. Your annual report must be submitted to the Ministry of Education by 31 May each year.

Kiwi Park Training Modules - tips on how to use the Kiwi Park Model

Introduction: Kiwi Park Training Module

Transcript for Introduction: Kiwi Park Training Module

Sound of Ministry of Education jingle in the background.

Text on screen: Kiwi Park Training Module - Introduction.

(Actor, facing and talking into the camera)

Welcome and thank you for taking time to view a series of short instructional videos on how to optimise the use the Kiwi Park model in order to complete a set of your school’s financial statements.

As you are well aware, the model has been evolving and improvements have been made over the past ten years with input from the sector including changes to reporting requirements in public sector accounting standards.

These sessions are separated into short and concise user activities.

We will demonstrate processes around trial balances, financial statements, submitting your annual report, and some tips on how to work efficiently with the model.

Before you begin these sessions, we recommend you download a current copy of the appropriate Kiwi Park model for your school from the Ministry website.

Please read the instructions at the first worksheet of the Kiwi Park Model “How to use the Kiwi Park Model “model.

(Actor, facing and talking into the camera)

We hope you find these videos helpful. We are always happy to hear from you and welcome you feedback in these videos. Please contact your regional finance advisor to provide your feedback or suggestions on other videos that may be helpful.

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Session 1: Preparing your school trial balance for export

Transcript for Session 1: Preparing your school trial balance for export transcript

Sound of Ministry of Education jingle in the background.

Text on screen: Kiwi Park Training Module – Preparing the school trial balance for export.

(Actor, facing and talking into the camera)

Before you begin preparing a trial balance to use in the Kiwi Park model, it’s important to confirm that your financial system can export the trial balance in either CSV or XLS format. The XLS format would be a preferred option for this exercise.

If you need assistance confirming this functionality, check with your system provider or ask the system user to do this for you.

It’s also important to check that the trial balance does indeed balance by confirming debits are equal to credits.

Once you are happy with the preparation, run the trial balance report, confirming one more time that it has been saved in either CSV or XLS format and is located in the required folder.

Next, copy the exported file to the folder where you have saved the Kiwi Park model. Rename the file to something more appropriate for future reference and audit purposes.

(Actor, facing and talking into the camera)

Finally, open the saved file and check the following.

(Excel spreadsheet appears on screen): the user enters a formula in cell i2 “=round(+G2+H2,0)”, the formula is automatically copied down Column I by clicking on the little black square in the bottom of cell i2.

All numbers are in one column (pause).

All numbers are in whole dollars and the debits and credits are equal to zero (pause).

(Excel spreadsheet appears on screen): The user “hovers” over Column i and checks the SUM in the bottom right of the screen, the total sum to 2. The user alters the formula in cell i2 by entering a negative 2. The user hovers over Column I again to check the sum total is zero. Column I is copied, paste special - values. Column C to H are deleted. The user enters “Balance” into Cell c1.

(Actor, facing and talking into the camera)

If you are not familiar with your system’s reporting capability, please check your financial systems manual on how to run and export a GL Trial Balance report. Or use an expert to do this for you.

(Actor, facing and talking into the camera)

We hope you find these videos helpful. We are always happy to hear from you and welcome you feedback. Please contact your regional finance advisor to provide your feedback or suggestions on other videos that may be helpful.

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Session 2: Import and map your school trial balance for the first time

Transcript for Session 2: Import and map your school trial balance for the first time

Sound of Ministry of Education jingle in the background.

Text on screen: Kiwi Park Training Module – Import and map a school trial balance for the first time.

(Actor, facing and talking into the camera)

In this video I'll be showing you how to import your trial balance, map the trial balance codes to the Ministry of Education codes and then complete the quality assurance necessary to ensure validity of the information.

Text on screen:

  1. Check the financial statements are really blank.
  2. Save iterations as you go.

As a progress tool, it is best to save iterations of the file as you go so you can go back a step or two in case you lose track of changes and updates.

(An Excel screen appears on screen being used: the user selects the command “File” (pause) “Open” (pause) to locate and open an electronic file in the folder containing the school’s trail balance).

Open the GL file that contains the school's trial balance, budget and last year and copy the three columns and rows.

Paste those values into the “School Trial Balance Input” worksheet at cell A2.

Check that column C, D, E and F all equal zero by selecting each column header and save the blank file

(Actor, facing and talking into the camera)

Next, we are going to build the links to show the auditor to how each GL code is mapped to the financial statements in the “Trial Balance Converter”. This can take some time to set up initially, but it is a worthwhile exercise.

(Actor, facing and talking into the camera)

In future years, you only have to review and modify the mapping for new codes or delete old codes.

(An Excel screen appears on screen: the user copies and paste GL codes from one worksheet to the next worksheet until all codes are mapped (pause). The user also checks the Excel screen for any error messages):

Once all the general ledger codes are mapped, check in both worksheets if all the codes have been correctly mapped. Do this by checking if the message in cell G 12 reads “Balances” in the “Trial Balance Converter” worksheet.

Also check column I in the “School Trial Balance Input” worksheet to see if there are any lines that show a message “Missing from Converter Sheet”.

If the mapping is correctly completed the message in column C to G in row 12 should read “Balances".

(Actor, facing and talking into the camera)

Finally, if you are populating the model for the first time save the file as Version 1. This will allow for easier version control.

(Actor, facing and talking into the camera)

We hope you find these videos helpful. We are always happy to hear from you and welcome your feedback.

Please contact your regional finance advisor to provide your suggestions on other videos that may be helpful.

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Text on screen: Lifting aspiration and educational achievement for every New Zealander.

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Session 3: Populating the trial balance converter in kiwi park

 

Transcript for Session 3: Populating the trial balance converter in kiwi park

Sound of Ministry of Education jingle in the background.

Text on screen: Kiwi Park Training Module – Populating the Trial Balance Converter in Kiwi Park Model.

(Actor, facing and talking into the camera)

In this video you will learn how to remap the school's existing links for the latest version of Kiwi Park.

I'll show you how to arrange the worksheet vertically and in synchronous side-by-side viewing in Microsoft Windows, compare your current mapping of the trial balance to the latest template, add and delete rows to the existing mapping to align to the latest template.

(Actor, facing and talking into the camera)

Copy paste value the old mapping to the new template, copy paste value the previous year trial balance and align the current year trial balance and save the new mapping conversion for the auditor.

(An internet webpage appears on screen: the user accesses the Ministry of Education’s School’ annual report (annual financial statement) webpage)

Open the MOE web page that contains the Kiwi Park models and select the file you want to download. “Save as” into the working folder you are using for the school's latest financial statements.

(An Excel screen appears)

Check that the downloaded financial statements are blank.

(Actor, facing and talking into the camera)

As a progress tool, it is best to save iterations of the file as you go so you can go back a step or two, if you lose track of where you are in developing the Kiwi Park model for the school.

(Text appears on screen: Open the school’s audited model for last year’s and save to the working folder you are using to produce the latest financial statements.)

(An Excel screen appears)

Close all Excel worksheets and open last year's audited model and this year's blank model.

With only these two Excel workbooks open, the new model and the old model, we're going to try synchronizing the scrolling of the worksheets vertically and side-by-side. This allows us to make sure the schematics of the old model can be copied onto the new model and save us a lot of time. 

Check that you're on the same worksheet in each sheet of the trial balance converter. Set the window freeze on each screen separately to be the same cell in each worksheet. “Control home” on each workbook. You may have to unfreeze and refreeze to set this up. 

Next select View, Arrange All, Vertical.

Select view side-by-side and synchronous scrolling. Scroll down the two worksheets side-by-side to make sure each row number and description are the same is the new model.

When all the codes align, we will use Excel’s copy function to copy last year's trial balance converter mapping to the new model’s trial balance converter.

Copy Paste Value the old model GL codes mapped in E 16 through CR 270 to the new model cell using Excel’s control C Copy and Paste Value.

Check that all trial balance codes are mapped. See trial balance converters cell G 12 and school trial balance input column I.

Check for duplicate codes column G to column CR or omitted codes school trial balance input column I.

(Actor, facing and talking into the camera)

We hope you find these videos helpful. We are always happy to hear from you and welcome your feedback.

Please contact your regional finance advisor to provide your suggestions on other videos that may be helpful.

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Text on screen: Lifting aspiration and educational achievement for every New Zealander.

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Session 4: Populating the inputs worksheet manually

Transcript for Session 4: Populating the inputs worksheet manually

Sound of Ministry of Education jingle in the background.

Text on screen: Kiwi Park Training Module – Populating the “Inputs” worksheet manually.

(Actor, facing and talking into the camera)

This method of populating the financial statements is time consuming and can cause errors if you are not sure how the schools GL codes are mapped to the Ministry codes.

When entering data please ensure that all balances are in whole dollars as it will save with balancing at completion.

I'm going to show you some key steps for populating the inputs worksheet manually.

(Actor, facing and talking into the camera)

I'll show you how to blank each row and column in preparation for manual data entry in the input worksheet, check the blanked input worksheet balances and all the financial statements and notes are blank and balanced and how to key data into each section and to check them against your system generated financial statements.

(A computer screen appears showing an Excel worksheet for Kiwi Park School 2020)

Select the inputs worksheet in your model and start deleting all formulas section by section.

Leave the totals line so that you have a mechanism to check if you agree with your school's totals.

The blank worksheet can now be completed by entering in the balances for each code. Complete the data input section by section so that you can check totals as you enter data for each category.

Once all the data has been entered check at the top of the page on line 4 to see if the worksheet is balanced.

(the computer screen highlights the cells on line 4 by a bold blue coloured rectangle)

If it has balanced, you will see a comment “Balances” highlighted in green. If it does not balance you will see a highlighted comment “Does Not Balance”.

Check your figures from your worksheet section by section.

Complete the exercise until you balance the worksheet.

(Actor, facing and talking into the camera)

We hope you find these videos helpful. We are always happy to hear from you and welcome your feedback.

Please contact your regional finance advisor to provide your suggestions on other videos that may be helpful.

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Text on screen: Lifting aspiration and educational achievement for every New Zealander.

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Session 5: Quality checking the financial statements 

Transcript for Session 5: Quality checking the financial statements

Sound of Ministry of Education jingle in the background.

Text on screen: Kiwi Park Training Module – Quality checking the financial statements.

(Actor, facing and talking into the camera)

I'm going to show you how to quality assure each worksheet with a red coloured tab. These worksheets will form the printed pages of the financial statements.

(Actor, facing and talking into the camera)

I'll also show you how to hide a row that has no number or has a zero value in all three columns to improve the presentation of the financial statements and I'll show you how to format the worksheet to show a white background.

(A computer screen appears showing an Excel worksheet for Kiwi Park School 2020 the statement of comprehensive revenue and expense)

In order to check that all data for the statement of comprehensive revenue and expense has flowed through correctly from the inputs worksheet, have a look at line 41 under column H to J.

The balance in the checks should be zero. If there are balances then you will need to start checking each line item and locate the error at its source. Please do not force a balance by changing the formula.

In order to check the statement of changes in net assets and equity, refer to check calculations on line 10 under columns H to J.

(A computer screen appears with a bold blue coloured rectangle drawn around the cells H10 to K10)

The balance in the checks should be 0. If there are balances, then you will need to start checking each line item and locate the error at its source. Please do not force a balance by changing the formula.

Finally, in order to check the statement of financial position refer to check calculations on line 54 under columns H to J.

(A computer screen appears with a bold blue coloured rectangle drawn around the cells H54 to K54)

The balance in the checks should be 0. Again, if there are balances then you will need to start checking each line item and locate the error at its source. Please do not force a balance by changing the formula.

(Actor, facing and talking into the camera)

If there are differences you will need to investigate, locate and fix these errors.

We will provide a separate video session on how to quality check the statement of cash flow and the notes and disclosures.

(Actor, facing and talking into the camera)

We hope you find these videos helpful. We are always happy to hear from you and welcome your feedback.

Please contact your regional finance advisor to provide your suggestions on other videos that may be helpful.

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Text on screen: Lifting aspiration and educational achievement for every New Zealander.

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Session 6: Reviewing the statement of cash flow

Transcript for Session 6: Reviewing the statement of cash flow

Sound of Ministry of Education jingle in the background.

Text on screen: Kiwi Park Training Module – Financial Statements: Quality review the Statement of Cash Flows.

(Actor, facing and talking into the camera)

The Statement of Cash Flow is important because it informs the reader of the school's cash position.

It summarizes the amount of cash and cash equivalents entering and leaving the school.

In this session, I'm going to show you how to manually adjust the cash flow for non-cash items, manually add back information on any assets disposed of at a loss, add back information on any assets disposed at a surplus, review the acquisition of assets under a lease or hire purchase security document.

The cash flow statement measures how well the school manages its cash position, meaning how well the school generates cash to pay its debt obligations and fund its operating expenses.

A school can use a Statement of Cash Flow to predict future cash flow which helps with matters of budgeting.

(An Excel spreadsheet appears on screen - the user selects the Statement of Cash Flows; the user scrolls down the screen and moves the mouse to cell i47 to K47)

Now let's go to the Statement of Cash Flows worksheet. Check that line 47 and columns I through K have returned and nil balance for each column. If not, then you will have to investigate the reason for any imbalance and fix accordingly at its source.

(On screen the user selects the Actual CF Model CY and Budget CF Model CY worksheet, the user scrolls down the worksheets and moves the mouse to row 263)

The Statement of Cash Flows worksheet is linked to the Actual C F Model C Y and the Budget C F Model C Y worksheets please ensure that you have checked both of the cash flow worksheet totals on line 263 which should be showing a nil balance from Column D to column T. If some columns are not, you will need to investigate and fix errors.

(On screen the user selects the Actual CF Model CY – Column G)

The Kiwi Park cash flow model has a number of pre-set formulas to adjust for financial transactions that have not passed through the school's bank accounts.

We have done this to make the job of producing the financial statements easier.

In column G, we have pre-set the more common adjustments which you don't need to change.

  1. Teacher Salaries Grants Revenue is set off against Learning Resources.
  2. Land Use Grants revenues is set off against property expenses.
  3. Impairments to Property, Plant and Equipment and Accounts Receivable set off against Assets and Receivables. 
  4. The annual charge for Cyclical Maintenance Provision is accumulated in the provision for Cyclical Maintenance.
  5. The annual SAAR accrual for unpaid teachers’ salaries receivable from the Ministry of Education is set off against the unpaid salaries, wages and holiday pay for school employees. 

(On screen the user highlights Column H, pause. The user moves the cursor to H10 and H75)

Column H is for the school to add their own non-cash adjustments.

An example of this is where a school has a statutory intervention and the Ministry contributes to the cost. The adjustment is not pre-set in the Kiwi Park model. The level of support provided by the Ministry is confirmed by email and this should be manually adjusted in sales H10 and H75. In our example, the Ministry provided a subsidy of $8,000. This is entered into Cell H10, towards the expense of the intervention expense minus $8,000 is entered into cell H75.

(On screen the user moves the cursor to Columns Q, R and S and scrolls down to S88)

The cash flow model needs some more refinement to improve the presentation of information around the buying, selling and disposal of assets.

(On screen a bold blue rectangle is drawn around cells around cell T88)

We need to work with column Q R and S. In our example, a motor vehicle has been sold for $5000 and some furniture and equipment has been disposed for nothing. That is, no cash was paid to the school.

(On screen a bold blue rectangle is drawn around cells around cell S169 and then around S181. The user attention is also drawn to the automatic sum function of excel at the bottom the screen. A bold blue rectangle is drawn around cell T 88 to show the calculated receipt from the disposal. The cursor then scrolls over to Cell D88 to show the surplus on disposal).

We bought the vehicle for $25,000 and over the years we depreciated the vehicle by $21,000. The net book value of the vehicle at the time of disposal was $4,000 and we sold it for $5,000 cash, GST exclusive. This resulted in a gain of $1,000 to the school.

(On screen a bold blue rectangle is drawn around cells around cell S 168 and scrolls down to S179. A bold blue rectangle is drawn around cell S 97 and the rectangle moves across to T 97 and then D97)

We bought the furniture and equipment for $12,345 and over the years we depreciated the furniture and equipment by $9,088. The net book value of the furniture and equipment at the time of disposal was $3,257.

No money was paid to the school. This resulted in a loss on disposal of $3,257.

(On screen a bold blue rectangle is drawn around cells S 164 to S172, the rectangle scrolls down to cells S177 to S184)

The original cost of the assets disposed of are added back at cost in column S Rows 164 to 172.

The depreciation that was accumulated by the assets disposed of are added back as negative numbers in column S Rows 177 to 184.

(On screen a bold blue rectangle is drawn around cells S 164 to S184, the user attention is also drawn, by drawing a bold blue rectangle around the sum function at the bottom of the screen)

If you highlight cells S 164 to S 184 you will be able to check the net book value of the assets disposed of.

The net book value of the assets disposed of at a surplus needs to be separately set off and cell S88.

(On screen a bold blue rectangle is drawn around cells S 88, the rectangle then scrolls down to cell S97)

You will see we have entered minus $4,000 here.

The net book value of the assets disposed of at a loss needs to be separately set off on row S 97. We have entered minus $3,257 here. These adjustments help the cash flow model to calculate the cash receipts, if any, given to the school when they disposed of this surplus or obsolete assets.

(On screen the cursor scrolls from column T to column Ai, a bold blue rectangle is drawn around cells Ai 88 Ai 97)

If we scroll over to Column A I and to rows Ai 88 to Ai 97 we will see the school received $5,000 for the disposal of assets. This is the figure shown in the statement of cash flow and should agree with your banking records.

(On screen the cursor highlights Q 171, [pause], the cursor scrolls down to Q234)

Assets acquired by lease or higher purchase do not generate cash transactions in the bank account other than paying the periodic instalments. We need to check that the pre-set adjustment is working correctly in column Q. In our example, the school signed new leases for equipment worth $20,368. The purchase on row Q171 is set off against lease liabilities on row Q234.

This adjustment helps the cash flow model to calculate the cash paid by the school to the leasing company as a borrowing cost.

(Actor, facing and talking into the camera)

We hope you find these videos helpful. We are always happy to hear from you and welcome your feedback.

Please contact your regional finance advisor to provide your suggestions on other videos that may be helpful.

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Text on screen: Lifting aspiration and educational achievement for every New Zealander.

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Session 7: How to hide rows and notes not required for your school

Transcript for Session 7: How to hide rows and notes not required for your school

Sound of Ministry of Education jingle in the background.

Text on screen: Kiwi Park Training Module – Hiding Rows and Notes that are not required for your school.

(Actor, facing and talking into the camera)

I'm going to show you how to hide rows and notes that are not required for your school.

This is an appropriate way to simplify your document as it is important you do not delete any rows. Before we start the session, it is important that you keep a copy of the model.

It's also important that you check and complete each note if you are required to include information manually.

These areas will be in grey and a note to the side saying “‘Requires Manual Entry.”

(An Excel spreadsheet appears on screen - a user selects the Statement of comprehensive revenue and expense worksheet; the user moves the mouse to cell B1, untick “No” and OK)

I will guide you through some tips to make it easier for you when you are ready to print the financial statements either for your own visual checking or providing it to the board for signing.

Select the worksheet “Statement of Comprehensive Revenue and Expense”.

Go to cell B1 and click on the icon to the right of the cell unclick “No” and click on OK.

(the computer screen shows a user moving through the red tab worksheets repeating the same steps – selecting B1 and unclicking “No”)

Repeat this on the next four worksheets, “Statement of Changes in Net Assets Equity”, “Statement of Financial Position”, “Statement of Cash Flows”, and “Statement of Accounting Policies”.

Select the worksheet “Notes and Disclosures”.

(An Excel spreadsheet appears on screen - a user selects the Notes and Disclosures worksheet; pause the user moves the mouse to cell C1, unclicks “Blanks” and OK)

On this worksheet, you need to make some manual selections in column B to choose the rows to print.

Go to Cell C 1 and click on the icon to the right of the cell. Untick “Blanks” and click on OK.

(on the computer screen the user selects the relevant cells in Column B and changes the yellow highlighted cells from “No” to “Yes”)

If any of these disclosures are required for your school, change the yellow highlighted “No” to “Yes” [pause] and make sure the commentary has been updated.

(on the computer screen the user selects the relevant cells in Column D and enters an explanation for the Note disclosure in cells D51 and D205)

In our example, cell D 205, four thousand five hundred forty-one dollars cash is held on behalf of the Ministry of Education and required to be spent in 2021.

(on the computer screen the user selects the relevant cells in Column C and clicks on the “Select All)” and the “OK” icon. The user then selects cell B1, unticks “No” and clicks on the “OK” icon. The user also selects File - Save).

Go back to Cell C1 click on the icon to the right of the cell, tick “Select All” and click on OK. Go to cell B1 and click on the icon to the right of the cell. Untick “No” and click on OK. Save the document.

(on the computer screen the user selects the Statement of Comprehensive Revenue and Expense, scrolls over to and clicks on the Notes and Disclosures worksheet)

Select all the worksheets from “Statement of Comprehensive Revenue and Expense” to “Notes and Disclosures” by clicking on the “Statement of Comprehensive Revenue and Expense” tab, hold down the Shift key then left mouse click on the “Notes and Disclosures” tab.

(the screen shows the highlighted Column C to J, the mouse selects “Format Cells” “Fill” and then the white colour palette. The user then selects “Font” and then the black colour palette)

While the six worksheets are selected, highlight Column C to J. Right click on your mouse or other pointing device and select Format Cells click on Fill and then select the white as the background colour. Click on Font and then Colour and choose the black theme colour. Click on OK.

Now the worksheets are grouped, please note any changes you make will be applied to all six worksheets. So please be careful not to type anything or make any other changes.

(the screen shows the 6 selected highlighted worksheets. The user hovers over the selected worksheets, right mouse click and selects “Ungroup Sheets”).

To ungroup the sheets, right mouse click on the bottom of the worksheet and select Ungroup Sheets.
You are now ready to print the financial statements.

(The screen shows the user selecting the red coloured Title Page, scrolls over to and clicks on the Notes and Disclosures worksheet. The user selects File, Print, Printer. The user then ungroups the selected worksheets, closes and saves the spreadsheet).

Select all the red worksheets by left mouse clicking on the title page worksheet. Hold down the Shift key, scroll over to the “Notes and Disclosures” worksheet and left mouse click on the “Notes and Disclosures” worksheet.

Click on File, scroll down to Print, select your preferred printer and the quantity required and click on the Print icon.

We hope you find these videos helpful. We are always happy to hear from you and welcome your feedback.

Please contact your regional finance advisor to provide your suggestions on other videos that may be helpful.

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Text on screen: Lifting aspiration and educational achievement for every New Zealander.

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Session 8: Collating and uploading your annual report subtitles

Transcript for Session 8: Collating and uploading your annual report subtitles

Sound of Ministry of Education jingle in the background.

Text on screen: Kiwi Park Training Module – Gathering all parts of the Annual report, uploading to the Education Portal and publishing online.

(Actor, facing and talking into the camera)

I'm going to show you how to gather all parts of the Annual Report, upload into the Education Portal and put a copy onto the school's website.

This requires the following steps.

Text on screen:

  1. Accessing the Ministry website for the latest Annual Reporting circular
  2. Gathering the 5 component parts of the “Annual Report”, check for legibility and authenticate the final version of the audited financial statements
  3. Scan all pages to 1 PDF
  4. Check you are an authorized user of the School Data Portal.
  5. Open the school data portal and log in.
  6. Upload the annual report as 1 PDF
  7. Upload the Kiwi Park model (optional)
  8. Provide the PDF to your website provider for publishing, if your school has a website.
  9. Or, if your school doesn't have a website request the Ministry to host your annual report by sending an email to planning.reporting@education.govt.nz along with the PDF and approval from the Board.

So let's look at these in some detail.

(An internet webpage appears on screen: the user accesses the Ministry of Education’s - School’ annual report (annual financial statement) webpage)

You will see lower down on this page, information related to the annual reporting process.

(the computer image on screen shows a user scrolling down the webpage)

Scroll down to the link for this year's annual reporting circular.

(the computer image on screen has drawn a bold blue boarder around the Annual Reporting Circular hyperlink on the webpage)

Click on the link to view the contents of the circular.

(An internet webpage appears on screen: the user accesses the Ministry of Education’s Education Circular on the website and scrolls down to Appendix 3: Annual Report Checklist)

The next step is to ensure that you have all the components that make up the Annual Report.

You will find the checklist showing the five components required included in the link above under the heading Annual Report Checklist.

Check you have the signed original documents at hand as per the checklist.

(Actor, facing and talking into the camera)

Once you have all the information together, scan it into one PDF document ready for uploading via the school portal.

(An internet explorer webpage appears on screen: the user types services.education.govt.nz and hits “enter” on their keyboard, a new webpage appears: the user clicks on Education Sector Logon icon)

To access the School Data Portal, go to services.education.govt.nz, click on the Education Sector Logon,
choose Education Sector Logon, and finally select School Sector logon links.

(Another webpage appears on screen: the user clicks on the “School Sector Logon Links” under the column - Application Logon Links)

Now select SDP School Data Portal from the list of options.

(An internet webpage appears on screen: the user scrolls down the webpage to clicks on the “SDP - School Data Portal”)

(the next computer image shows a user reading the Education Circular - Filing your Annual Report)

Follow the steps outlined in the Annual Reporting Circular under the heading “Filing your Annual Report”

(An image on screen showing a user accessing their school data portal, scrolling on the File Type and selecting “Annual Reports (31 May)” and browsing for the school’s folders for the PDF of their Annual Report)

Once you have logged in select the dropdown option Annual Report 31 May in the School Data Portal to ensure your annual report is submitted correctly.

(Actor, facing and talking into the camera)

We hope you find these videos helpful. We are always happy to hear from you and welcome your feedback.

Please contact your regional finance advisor to provide your suggestions on other videos that may be helpful.

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Text on screen: Lifting aspiration and educational achievement for every New Zealander.

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Model spreadsheet examples

Use the following appropriate Kiwi Park model spreadsheet to complete your annual report.

Kiwi Park Group Model

2020 Kiwi Park group model [PDF, 669 KB]

2020 Kiwi Park group model blank [XLSX, 1.2 MB]

2020 Kiwi Park group model [XLSX, 1.2 MB]

Kiwi Park Single Model

2020 Kiwi Park single school model [PDF, 480 KB]

2020 Kiwi Park single school model blank [XLSX, 835 KB]

2020 Kiwi Park single model [XLSX, 857 KB] 


List of updates 2020 Kiwi Park model [PDF, 349 KB]

Disclosure checklist for Tier 1 schools [PDF, 1.2 MB]

Board of trustees Full Time Equivalent Worksheet for the Kiwi Park financial statements model [XLSX, 78 KB]

TELA Lease worksheet [XLSX, 47 KB]

Additional disclosure

Subsequent events - COVID-19 disclosure note [DOCX, 16 KB]

Annual report timeline

  • End of January — payroll end of year report and error schedules available to schools.
  • February/March — board approves the draft annual report to send to your auditor.
  • 31 March — draft reports need to be with your auditor.
  • April/May — the board needs to sign the statement of responsibility. Your auditor will sign the audit report after the financial statements and statement of responsibility are signed by the board.
  • 31 May — deadline for the annual report and audited financial statements to be submitted to the Ministry.
  • As soon as possible after the audit is complete, the board must ensure its annual report is available to the public on an Internet site maintained by or on behalf of the board.

Annual report checklist

Make sure that you can check off each of the following items before you send your Annual Report to the Ministry:

  1. Analysis of variance.
  2. Statement on Kiwisport funding.
  3. Financial statements attached (all pages — please check).
  4. Statement of Responsibility signed and dated.
  5. Audit report (not the management letter) signed and dated.

Our Education Circular 2020/07 has additional useful information.

Circular 2020/07 — Annual Reporting Circular

Use the Secure Data Portal to send us your annual report.

Log on page — Secure Data Portal(external link)

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