Using SchoolsHUB Finance
The SchoolsHUB Finance section is where you can view your linked organisations Payment Documents and access the Online Estimator tool.
Payment Documents provide a record of an organisations previous funding and payments.
The Online Estimator is a tool that can be used to provide an approximate calculation of future recurrent funding for individual schools.
Payment Documents record transactions relating to recurrent funding for non-government schools made by the department.
Payment Documents record transactions relating to recurrent and other funding for non-government schools made by the department.
Approved Authorities receive funding from the Commonwealth under the Australian Education Act 2013. Payments for non-government schools are typically made in January, July, and October (unless otherwise arranged).
Payment documents recording these transactions accessible to Finance Officers in SchoolsHUB once processed. The payment documents include a:
To access an organisations Payment Documents, you must have Finance Officer access to an Approved Authority in SchoolsHUB. You can check your current level of access and apply for additional access (if needed) in My profile.
For information about applying for additional access, please read Managing your SchoolsHUB user access and profile.
After each payment run (usually in January, July and October), approved authorities are able to access payment advice documents for these payments in SchoolsHUB. The payment advice documents include a summary word document, a Recipient Created Tax Invoice (RCTI) and a spreadsheet with school by school details.
In SchoolsHUB, Finance Officers can access payment documents dating back to 2014. To access Payment Documents:
Step 1: Sign into SchoolsHUB using your email or username and password.
Step 2: On your SchoolsHUB user dashboards left navigation menu, click Finance.
Step 3: The Finance section will open to a list of your linked organisations. Select from the list which organisations payment document you require, click View.
(Please note: this section of SchoolsHUB is hosted through School Entry Point)
Step 4: A list of the 10 most recent Financial Statements for the chosen organisation will be available, click on any document title to view.
Please note: If you require an older payment document or one not listed, they can be found in the Agreements section. Click on the Agreements title to view additional documents.
Accessing pre-2014 payment documents
SchoolsHUB does not provide access to view documents prior to 2014. If you require payment documents prior to 2014, contact the SchoolsHUB helpdesk on 1800 677 027 (option 3).
If you have specific questions about your entitlement, please contact the SchoolsHUB helpdesk on 1800 677 027 (option 3) or email email@example.com.
The three payment documents accessible to Finance Contacts in SchoolsHUB include the:
Recipient Created Tax Invoice
A Recipient Created Tax Invoice (RCTI) is a summary of the total payment made by the department to the Approved Authority (AA). The department (the ‘Recipient’ of the goods and/or services) issues the RCTI of to the approved authority (the ‘Supplier’).
A RCTI is issued as a requirement of the A New Tax System (Goods and Services Tax) Act 1999 for the Australian Taxation Office. An RCTI shows the:
The Payment Advice provides an AA with a summary of the total amount being paid in a specific payment run. The Payment Advice shows the:
The entitlement details spreadsheet provides a comprehensive breakdown of the payment details for any schools under the AA. It shows the payment amounts for each school, and includes the different components of the entitlement (the base amount with the addition of up to six loadings), along with key funding inputs.
The spreadsheet has three sections, including Payment Information, Annual Entitlement Information and Funding Inputs.
Section 1: Payment Information
Section 2: Annual Entitlement Information
Section 3: Funding Inputs
The Online Estimator provides an organisation’s Finance Officer with a tool for estimating Commonwealth recurrent funding for schools under the Australian Education Act 2013.
These estimates are provided for registered school over four years based on the information held by the department or as entered by finance officers.
To access the Online Estimator tool:
You will be presented with the Online Estimator input screen.
To begin using this tool:
You will be presented with the Online Estimator result screen with the estimated entitlement calculated based on the information entered in the input screen.
Note: The Online Estimator tool is for general estimation purposes only.
The online estimator pre-populates school information according to the latest data available to the department. You can then change the information to examine how this affects the school's funding.
To calculate estimated funding for a new school, use the blank template by selecting ‘School not in the list’ option when selecting a School you wish to view.
Fill in the following information to calculate estimated funding for the new school:
No. The Online Estimator is made available for use in examining changes to Commonwealth Recurrent funding only. The tool cannot be used to calculate 2019 interim assistance measures, including the 2016 Census data update for 2019 measure. It also cannot be used to calculate recurrent funding under the direct income measure policy settings.
For advice on 2019 interim measures, approved authorities should refer to communication from the department, contact the SchoolsHUB helpdesk on 1800 677 027 or email firstname.lastname@example.org.
The Nationally Consistent Collection of Data on School Students with Disability (NCCD) is an annual collection that counts the number of school students receiving an adjustment due to disability and the level of reasonable adjustment they are receiving.
The NCCD counts students who have been identified by a school team as receiving an adjustment to address a disability as defined under the Disability Discrimination Act 1992.
For more information, visit the NCCD website.
The Low English Proficiency Loading calculation is based on the proportion of students at the school that have both:
The figure is provided by the Australian Curriculum and Reporting Authority (ACARA).
For more information about the data on the Low English Proficiency proportion, visit ACARA’s website.
For more information about the Low English Proficiency Loading, visit the Department’s Quality Schools Factsheet – What is the Schooling Resource Standard and how does it work?
The Socio-Educational Disadvantage Loading is calculated based on a measure of educational advantage developed by the Australian Curriculum and Reporting Authority (ACARA). The measure uses the occupational and educational status of parents and guardians to divide students into four quartiles of relative advantage. Quartile 1 represents the most disadvantaged while quartile 4 represents the least disadvantaged.
Only Quartiles 1 and 2 data are used for the Socio-Educational Disadvantage Loading.
The quartile figure is provided by ACARA.
For more information about the data on the quartiles, visit ACARA’s website.
For more information about the Socio-Educational Disadvantage Loading, visit the Department’s Quality Schools Factsheet – What is the Schooling Resource Standard and how does it work?
If your school provides distance education, tick the ‘Distance Education (DE)’ box. This will show extra fields for you to include your distance education enrolments.
For assistance about how to enter distance education students, please contact the Schools IT Support team: SchoolsHUB@education.gov.au.
For more information about distance education students and how they affect Commonwealth recurrent funding, please contact the School Funding Analytics team: RecurrentFundingEstimates@education.gov.au.
The ARIA+ score is a measure of remoteness of the school set out by the Hugo Centre of Population and Housing Research - University of Adelaide, with the following categories in accordance with section 13 of the Australian Education Act 2013, ARIA+ score or:
The ARIA+ score is used in the calculation of the Size and Location Loading.
For a new school, the Department can’t provide the precise ARIA+ score, however, you can select a comparable remoteness category and enter a value within the range of that category for the purpose of estimation.
To examine which particular category a location lies within, view the University of Adelaide’s mapping tool.
For more information about what your school’s remoteness is, please contact the Schools IT Support team: SchoolsHUB@education.gov.au.
For more information about the Size Loading or Location Loading, visit the Department’s Quality Schools Factsheet – What is the Schooling Resource Standard and how does it work?
Each school receives a base amount of recurrent funding under the Australian Education Act 2013.
The base amount is calculated using the total number of students at the school, the level of those students (primary or secondary) and the capacity to contribute percentage.
Schools with a capacity to contribute of zero attract the full base amount for all of their students. Other schools receive a discounted base amount for all of their students based on the school’s capacity to contribute score.
The capacity to contribute percentage is zero for the following schools:
Schools may also receive loading amounts based on their student characteristics in addition to the base amount for:
Schools may also receive loading amounts based on their school characteristics based on the:
For more information about the Base amount, visit the Department’s Quality Schools Factsheet – What is the Schooling Resource Standard and how does it work?
The Online Estimator only provides an estimation of a school’s Commonwealth recurrent funding entitlement. It does not contain all the relevant factors that may impact on funding and therefore may not match actual payments in all cases. The estimate calculated by the Online Estimator only relates to the funding paid to a school by the Commonwealth and does not include funding amounts paid by the State and Territory Government or any offsets/recoveries due to funding adjustments.
You should not rely solely on the estimation calculated by the Online Estimator and should always seek professional financial advice before making financial decisions.
Every school record is refreshed overnight and the information displayed is therefore the most recent information held by the Department.
If you have any enquires in regard to the data or calculated estimations in the Online Estimator, please contact the School Funding Analytics team: RecurrentFundingEstimates@education.gov.au.
1800 677 027