“As a teacher in a small rural primary school, I am responsible for the class budget and the three subjects I teach. Most of my contactless time is spent inventorying, researching purchases, ordering resources, and managing invoices and receipts – rather than carefully bookmarking books, making detailed plans for differentiated lessons, or creating interesting resources for my students. ”

Does this sound familiar?

It is a disappointment at best and an obstacle to providing the best education for students at worst.

Every teacher at some point will have to be responsible for part of their school’s finances. It is unlikely that any training in this area will be conducted and they may be very small as advice or support in many settings. This not only causes stress for teachers, but can also put a strain on the staff of the administrator, who is trying to keep on top of the overall budget and costs of the school.

It’s time to take the administrator’s pressure off teachers and make improvements for everyone in charge of the administrator, budget and spending.

Problems with school budget management

“As a school scholarship holder, I find it very difficult to maintain staff at their expense. I end up juggling paper receipts and invoices and updating budgets for everyone. I also often wonder if they have the best shopping deals. Teachers make decisions that they think are best for their class, but they may not be the best for school costs and budgets. ”

Is it ringing?

School administrators often waste time as they chase people and try to keep up with their expenses. Because everyone makes purchases through different processes, managing your school budget can be difficult.

Then there is the processing of the supplier’s invoices to keep the taxpayers at bay. This of course needs to be done, but it means the school is spending money to spend money! Probably not useful for the school budget?

Ensuring value and quality when purchasing resources is, of course, paramount. But value for money should also be clearly demonstrated to those who allocate funding for a particular area, or those who provide a breakdown of the school budget for school leaders.

A system that works for all employees who spend at school, and a system that accurately tracks all costs at school, would be ideal, right?

So what is the solution to an effective school budget?

There are some tips for relieving financial administrator pressure on school staff and supporting those with expenses and budget responsibilities.

Provide staff training

Offer simple training and advice to anyone starting a budget for the first time. Schools can use the friends system so that teachers who manage the budget have a more experienced staff member to talk to for advice.

Linking costs to the school improvement plan (SIP)

Use a focused approach to costs and link budget allocation to SIP. If funding for a school year is limited, make sure it is spent according to students, projects, or curriculum areas that are identified as priorities.

Use budget request forms

Using standardized forms of budget requests is a great way to get teachers who request funding to consider their budget requirements and make sure they cover everything they need for specific projects, trips, and so on.

Holds budget monitoring meetings

Regular, timely meetings with those responsible for the school budget will mean that everyone can be aware of costs, share best practices and ask questions about budget management.

Invest in Accounts Payable Automation software solution

Software that makes it easy to track school spending data and process invoices. Some can even pass without anyone to do any work! (Contactless invoices.) No papers would be lost on the way from the classroom to the school office. Doesn’t that sound great?

An effective approach that allows staff to make fully digital purchases (just like at home) makes a big difference. In this case, the order is digital, the purchase approval is digital (control costs with customers!), And the invoice is digital. Moreover, employees do not all have to buy from the same supplier. Now we’re talking!

And wouldn’t it be great if vendors sent you electronic invoices, cutting documents? It also saves time and money; the sooner you get an invoice, the sooner they will get paid and they won’t have to pay for printing and postage. So they will definitely be on board!

Obviously, there is a need to better support teachers in this area of ​​school administration. We hope these tips help. However, if you take away one thing from this publication, it is that one simple program can really do everything to relieve the pressure of the administrator on class teachers, freeing them to do the work they have to do – teach!

Rory Coleman-Smith

Rory uses technology to automate processes in his home, ranging from lights, chicken coop doors and even warned when the oil side is low (he lives in sticks!). This automation allows him to spend time on what really matters, and that’s for Rory his wife, dog and chickens.


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