GUIDANCE – COMPLETING THE MONITORING OF EXPENDITURE FORM
The DCFS guidance regarding Devolved Formula Capital expenditure states that :
‘Schools should ensure that the planned capital expenditure is eligible ( i.e. capital) and in accordance
with the school’s asset management plan (which takes account of the LA’s plans). In support of this, the
Department may monitor the use of this grant, and expects proper records to be maintained.’
The LA currently oversees this process on behalf of all schools in Torbay (excluding Voluntary Aided Schools who
are managed by the Diocese) to monitor that expenditure meets the requirements of grant and ensure that any
advance or roll-forward is managed within the limits of the Authority’s total annual allocation.
Formula Capital funding is allocated and monitored as a 3 year rolling programme. Many schools are carrying
forward previous allocations to 2009/10, enabling them to accumulate funding to undertake larger projects. This
can also be achieved by requesting an advance on future allocations, up to a maximum of three years.
Schools now have the flexibility to use this funding for investment in I.C.T, please note that this is for ICT
HARDWARE only (excludes Software purchases and Finance Leases for ICT Hardware).
FOR FURTHER INFORMATION PLEASE REFER TO THE DEVOLVED FORMULA CAPITAL
GUIDANCE ENCLOSED OR ALTERNATIVELY PLEASE CONTACT THE POLICY & PLANNING
TEAM ON 01803 208220.
COMPLETING THE MONITORING OF EXPENDITURE FORM
To ensure that expenditure meets the requirements of the grant and to help identify total project spend for 2009/10,
please complete the monitoring form attached, which is divided into three sections.
PART A:
Details of allocations that are to be carried forward from 2008/09
PART B:
Requests for advances on future allocations
PART C:
Details of projects to be undertaken or completed in 2009/10
Completed form must be returned by Friday 3rd April 2009 to:
Clare Talbot – Policy and Planning Co-ordinator, Children’s Services, Oldway Mansion, Torquay
Road, Paignton TQ3 2TE
SCHOOL NAME:
DCFS NO:
PART A:
DETAILS OF ALLOCATIONS TO BE CARRIED FORWARD
1. Are you anticipating an outstanding balance on your school’s 2008/09 formula capital allocation (incl. previous
carry forwards)?
YES
NO
2. If YES, please indicate/confirm the amount of carry-forward from 2008/09 expected £___________________
To assist you please find enclosed a statement of your DFC spend as at 19/02/09.
3. Are you planning to incur any formula capital expenditure within the 2009/10 financial year?
YES
PART B:
NO
TOTAL ESTIMATED COST OF PROJECTS / ADVANCE ON FUTURE ALLOCATIONS
Please complete the following table. Please note that, as formula capital is managed on a 3 year programme, you
cannot request an advance from 2010/11 if you have an outstanding balance from 2007/08.
Source of Funding
Estimated Carry forward of formula capital from 2008/09
Formula Capital Allocation for 2009/10
Required advance on formula capital from 2010/11
TOTAL
PART C:
Amount
£
£
£
£
DETAILS OF PROJECTS /CAPITAL EXPENDITURE PLANNED FOR 2009/10
On the following sheet, please provide details of any projects/capital expenditure planned for 2009/10, but not
including projects that started in 2008/09, which are still in progress.
Please include ALL planned devolved formula capital expenditure, for example, spend on ICT hardware and
contributions to larger capital schemes.
Children’s Services Directorate
PART C – PROJECTS/CAPITAL EXPENDITURE PLANNED FOR 2009/10 USING YOUR DEVOLVED
FORMULA CAPITAL FUNDING ALLOCATION
SCHOOL NAME:
DCFS NO:
Please indicate type of works:
ESTIMATED
PROJECT
COST
£
DESCRIPTION OF THE
PROJECT/CAPITAL EXPENDITURE
ESTIMATED TOTAL PROJECT COSTS
£
SIGNED:
DATE:
ESTIMATED
START AND
COMPLETION
DATES
CHANGE
IN FLOOR
AREA
(Y/N?)





Refurbishment
New Build
Room use change
Room/Area Alteration
Capital Repairs & Maintenance
PRIORITY
WORKS FROM
YOUR AMP
SURVEYS (Y/N?)
POSITION:
The completed form needs to be sent in by Friday 3rd April 2009 to: Clare Talbot – Policy and Planning Co-ordinator, Children’s Services, Oldway Mansion, Paignton