Income Collection and Recovery Service - Director of
Finance
For customer invoices we will collect amounts due on schools’ behalf and monitor
receipt of income banked. We work closely with the County Secretary to provide, if
needed, a comprehensive seamless income collection service including legal
action where appropriate. We use systems that fully link with the Derbyshire
Schools Administration System (DSAS) and form part of a comprehensive
integrated package.
Service Benefits
Schools receive income from various sources. It is essential that your school
receives all the money due to it.
Our systems will check debt outstanding on customer invoices and automatically
issue reminder notices. We are experienced in credit control techniques while
being sensitive to customer’s personal circumstances.
The systems used fully integrate with DSAS and allow you to ensure that VAT is
correctly accounted for.
Service Description
We offer the following services:
Bank Income
We will:
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Supply bank and Post Office paying-in books.
Allocate the amount banked.
Reconcile amounts banked with the summaries of income collected.
Retain paying-in slips to allow us to answer your queries.
Notify you when cheques have been returned un-presented and we will send a
copy of the cheque to you.
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Customer Accounts
We will:
Provide a comprehensive computerised customer accounts system to manage
debt outstanding and record income received.
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Issue reminder notices for unpaid invoices.
Telephone debtors if the debt remains unpaid..
Negotiate suitable instalments where the customer is unable to pay in full. We
will oversee instalment payments.
Accept payments by cheque, BACS, standing order, credit/debit cards, direct
debit, internet or touchtone telephone, and if necessary we can supply a bank
or post office paying in book.
Liaise with schools over queries received, and, if we have not secured
payment, take further action. This may involve us sending further reminders or
referring the case to the County Secretary for legal action - providing this
service has been bought from the County Secretary.
Account for VAT through DSAS
Collection of Fixed Income Payments
We will:
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Collect income by cheque, standing orders, debit/credit card, direct debit, or
where authorised, deduct amounts owing from County Council employees’
salaries or housing benefit paid by district councils.
Implement rent increases negotiated by the County Property Officer
General Advice

We can provide advice on banking and income collection issues
The Windows version of DSAS and the income systems are fully integrated
and schools using this DSAS package will need to purchase, as a minimum,
the Bank Income service.
NOTE:
These services are not available to schools operating their own
bank accounts, where separate arrangements apply for the
collection of income.
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Operating Standards
You can contact us between 8.30 am and 5.00 p.m. Monday to Friday. We will
deal immediately with telephone requests for advice. We will deal with written
requests for information within 5 working days, except where they are complex.
Invoices will issued within 10 working days of receipt of the request.
Charges
The cost of the service for the year commencing 1 April 2011 will be:
Bank Income
Primary and Nursery Schools
All Schools
Secondary Schools
Up to 400 pupils
over 400 up to 500 pupils
over 500 up to 600 pupils
over 600 up to 700 pupils
over 700 up to 800 pupils
over 800 up to 900 pupils
over 900 up to 1,000 pupils
over 1,000 up to 1,100 pupils
over 1,100 up to 1,200 pupils
over 1,200 up to 1,300 pupils
over 1,300 up to 1,400 pupils
over 1,400 up to 1,500 pupils
over 1,500 up to 1,600 pupils
over 1,600 up to 1,700 pupils
over 1,700 up to 1,800 pupils
over 1,800 up to 1,900 pupils
over 1,900 up to 2,000 pupils
Customer
Invoices
and Fixed Income
Full Service
£
-
£
-
£
23
95
101
111
118
123
131
138
144
153
158
165
172
179
185
192
201
206
138
153
158
171
178
185
201
213
224
234
247
261
276
282
287
296
300
234
254
269
289
301
318
339
357
377
392
412
434
455
466
479
497
506
Special Schools
To be notified separately to each school. Prices range from £29 to £74 per annum.
(Excludes charges in respect of catering services income. Separate prices apply,
available on request, for schools not using the council’s catering service).
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Quality Assurance
We aim to keep our service standards high by internal monitoring of the service
and through regular and routine surveys of users. We have achieved Investors in
People accreditation.
If our service is not up the quality you expect we want to hear from you. Please let
the member of staff you are dealing with know you are dissatisfied so we can sort
out the problem straight away. If you are still unhappy talk to our Income Section
Supervisor or if your complaint is still not resolved, to Kate Frost, Exchequer
Manager, who will be responsible for remedying the complaint.
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Payment of Purchase Invoices - Director of Finance
We support the direct payment of purchase invoices by the Derbyshire Schools
Administration System (DSAS) and offer a comprehensive service for schools not
using the direct payment facility. The system fully links with DSAS to form part of a
comprehensive integrated package.
Service Benefits
Schools need to ensure they pay suppliers purchase invoices in accordance with
agreed and contractual arrangements.
The Government has stipulated in its late payments legislation that unless there is
an agreement to the contrary payment should normally be made within 30 days of
receipt of the invoice, or interest may be charged.
Our systems enable us to pay suppliers promptly, allow us to deal with VAT
issues, and store the original invoices to meet statutory requirements. Our
experienced staff can offer advice to schools and often act as an initial point of
contact for suppliers.
We will recover VAT on your behalf and, because schools are covered by the
county council’s VAT registration, only the VAT exclusive amount is charged
against your budget allocation. This will allow your school to receive the maximum
interest payable on balances.
Service Description
Our service supports the Direct Invoice Payment facility available by DSAS.
We will:
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Keep a database of suppliers details.
Tell you if, based on the invoice details entered, a duplicate payment
appears to be being made.
Pay suppliers by either BACS or cheque.
Provide a remittance advice to go with the cheque or post/e-mail it to the
supplier if payment has been made by BACS.
Cancel cheques lost or not received by suppliers and reissue them if
appropriate.
Provide advice on issues about paying suppliers.
Act as a point of contact for suppliers.
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The Windows version of DSAS and the purchase invoice systems are fully
integrated and schools using the DSAS package will need to purchase the
above service.
Note: In order to meet the Inland Revenue’s requirements all invoices
covered by the construction industry tax deduction scheme must be
paid by the Payments Section.
Operating Standards
You can contact us between 11. 00 a.m and 5.00 p.m. Monday to Friday. We will
deal immediately with telephone requests for advice. We will deal with written
requests for information within 5 working days, except where they are complex. In
these cases we will provide an acknowledgement within five working days and we
will agree with you a timescale for response. Requests needing complex analysis
will be agreed with the school in advance and may be the subject of an additional
charge.
Charges
The charges for the service for the year commencing 1 April 2011 will be:
Nursery & Primary Schools
£
Up to 50 pupils
over 50 up to 100 pupils
over 100 up to 150 pupils
over 150 up to 200 pupils
over 200 up to 250 pupils
over 250 up to 300 pupils
over 300 up to 350 pupils
over 350 up to 400 pupils
over 400 up to 450 pupils
over 450 up to 500 pupils
over 500 up to 550 pupils
46
52
68
82
87
100
110
122
131
136
150
Secondary Schools
£
Up to 400 pupils
over 400 up to 500 pupils
over 500 up to 600 pupils
over 600 up to 700 pupils
over 700 up to 800 pupils
over 800 up to 900 pupils
over 900 up to 1,000 pupils
232
245
264
286
305
326
347
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over 1,000 up to 1,100 pupils
over 1,100 up to 1,200 pupils
over 1,200 up to 1,300 pupils
over 1,300 up to 1,400 pupils
over 1,400 up to 1,500 pupils
over 1,500 up to 1,600 pupils
over 1,600 up to 1,700 pupils
over 1,700 up to 1,800 pupils
over 1,800 up to 1,900 pupils
over 1,900 up to 2,000 pupils
368
396
428
437
443
470
475
491
515
522
Special Schools
To be notified separately to each school. Prices range from £118 to £272
per annum.
(Excludes charges in respect of catering services invoices. Separate prices
apply, available on request, for schools not using the Council’s catering
service).
Quality Assurance
We aim to keep our service standards high by internal monitoring of the service
and through regular and routine surveys of users. We have achieved Investors in
People accreditation.
If our service is not up to the quality you expect we want to hear from you. Please
let the member of staff you are dealing with know you are dissatisfied so we can
sort out the problem straight away. If you are still unhappy talk to our Payments
Section Supervisor or if your complaint is still not resolved, to Kate Frost,
Exchequer Manager, who will be responsible for remedying the complaint.
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