This spreadsheet is an Excel version of the E20 and covers one term, Autumn 2001. It is almost identical to the paper version that used to be used, with only minor changes, which reflect the use of the data and Excel’s functionality.

The spreadsheet contains 2 worksheets; these are labeled at the bottom of the screen.

E20 Autumn 2001

Summary

The spreadsheet adds up the data for you each week and each term and produces a catering return summary. Cells containing calculations are protected from being changed by accident.

The E20 for each term contains the number of weeks within the term and all weeks are labelled ‘week beginning’ – Mon to Fri. A split screen operates to allow scrolling to the right to show each ‘week beginning’. If you wish to print each week separately, click on the ‘Name Box’ (top left hand side of the spreadsheet) and click which week number you want to print. Press ‘Control’ and ‘P’ and then click on ‘Print…’.

These instructions should be used in conjunction with the School Dinner Registers, the Summary of Dinner Registers and the Handbook for Headteachers, May 1998, Section 2, County Catering.

1. Set up your spreadsheet with the School Name and Location Code.

Enter this information on the E20 Autumn 2001 worksheet and all other sheets will have this data completed automatically. Then ‘SAVE’.

2. Enter "Completed by" and "Position".
3. Enter the "No. of children entitled to Free School Meals".

(To be agreed by the School Secretary and the Cook-in-Charge/Dining Room Assistant).

a) Cash Collected (incl: Value Added Tax)

Any monies collected by the contractor (i.e. Cook-in-Charge or the Dining Room Assistant) should be entered here when it has been counted and agreed. Such monies will include actual cash collected by the Contractor for second courses and drinks in a Part Cash Cafeteria System, mid-morning break items (where the money has not been pre-paid to the School’s Secretary) and sales of drinks etc. to packed lunch eaters.

b) Value Added Tax:

All cash sales, to adults, of items which do not carry a Recommended Retail Price (such as confectionery, crisps and canned drinks) are subject to a County Council uplift, currently 55.3%, which includes VAT at 17.5%. For those schools with cash registers the total uplift for the lunch period will show up on the 'z' reading as "TX" or '%' depending on the make of machine used. In order to calculate the VAT content of this amount, the total uplift should be divided by 2.4 and the result entered in this column.

(To be completed by the School Secretary)

a) Enter the amount (Amt) of cash collected each day or at the end of each week, transfer the cash collected from the "Cash Collected" column of the Summary of Dinner Registers to this section. This cash is the sum of all money collected for pre-paid complete meals and pre-paid part meals and should be entered on the appropriate line of the E20 form, which relates to the meal price charged at the school. (See below).

Cash Collected by School

Complete Paid Meal (CMP) Pupil - Infant/First/Primary/Special £1.50

(2 courses)

(CMH) Pupil - Junior/Middle/High £1.55

(CMA) Adult (incl. VAT) £2.41

Part Paid Meal* (PPP) Pupil - Infant/First/Primary/Special £1.10

(1 course)

(PPH) Pupil - Junior/Middle/High £1.15

(PPA) Adult (incl. VAT) £1.78

* Refers to main course only as served in a Part Cash Cafeteria

Ensure that the VAT is shown if Adults have purchased a meal. Please refer to MI 99/00 issued on 26 May 2000 for details of how this is calculated.

b) Break Milk/Biscuits Supplied by the Contractor:

i) Money collected by the school for these items should be shown separately on the line indicated.

ii) If the money for these items is collected by the Cook-in-Charge or Dining Room Assistant, please refer to Section (A).

No figures should be entered in this row without prior discussion with Education Finance and ICT Services or Site Services – contact names and telephone numbers are at the end of these notes.

In this section is recorded the number of Paid for Meals provided daily by the contractor. Numbers should be agreed with the Cook-in-Charge/Dining Room Assistant and entered against the appropriate meal category, i.e. Infant, First, Primary/Junior, Middle, High/Adult

It is important that the number of meals actually provided by the contractor is entered in this section. This may not be the same number as those meals consumed. Situations do arise where meals are ordered and provided, but not consumed, e.g. when a child falls sick shortly before lunch. Other situations may arise where additional meals are provided to those originally ordered, e.g. when a child spills a meal and is provided with a replacement.

In this section too is recorded the number of Free Meals provided daily by the contractor. Numbers should be agreed with the Cook-in-Charge/Dining Room Assistant and entered against the appropriate meal category, i.e. Infant, First, Primary/Junior, Middle, High/Adult

For pre-paid and free meals, the line relating to category of meal completed in Section [C] should correspond with those completed in Section [B].

Adult Duty Meals should only be paid for using Adult Duty Meal vouchers. These do not need to be recorded on the form.

Schools with Dining Centres will be sent daily delivery notes with the meals from the Cook-in-Charge at the Sending Kitchen. These should accurately reflect the orders placed by the Headteacher, together with details of two 'extra meals' supplied each day to cover spillages (very large Dining Centres will receive up to four extra meals each day). The School Secretary should enter the number of 'extra meals' received on the line indicated.

This entry must record the actual number of milks/milk and biscuits supplied by the contractor, where the cash is collected by the school and recorded in Section [B].

Please ensure that all Paying-in slip numbers are entered together with date on which the money was paid in.

Please Note: Money collected for the Headteachers' Cheap Milk Scheme must not be included in the bankings recorded in this section. (Separate instructions are issued for schools who take part in this scheme. For further information please contact the Helpline).

It is the Headteacher's responsibility to ensure that the money is banked. Every effort should be made to bank the money during the same week in which it is collected.

If your school uses a cash register, all "Z" readings taken must be retained by the school – please keep for 2 years plus the current year for audit purposes. Do not send these to County Hall.

The "Reconciliation (Term to Date)" section is completed automatically from the data entered. It calculates any difference between cash collected and banked; the difference should be zero. Reasons for any differences should be recorded in [H] Notes (For school use).

The value of paid meals provided is calculated by taking the number of meals provided, multiplied by the current school meal price and adding any cash takings. This will indicate where meals have been provided in advance of being paid for or where meals have been paid for but not yet taken.

Given that parents pay on a variety of dates, in advance or in arrears, and pupils do not always take a meal on the day that it is provided, the difference between Total Banked and Value of Meals Provided should agree, at least, at the end of each term. It is important that schools are able to justify any differences at the end of each term.

Credits Forward are not shown on the Weekly School Catering Return E20 as these are already recorded in the Dinner Register and Summary of Dinner Registers. If there is an outstanding Credit Forward at the end of the term the amount should be entered into Section [H] Notes. This will help to provide an explanation for any differences highlighted by the computer between money collected and meals provided.

Refunds from School Meals money may only be made after authorisation has been received from one of the named Officers at the end of these notes.

Those schools who use Lloyds Bank PLC or the Post Office are able to pay in cheques using the appropriate paying-in slip. No cheques should be sent to County Hall

To order the appropriate paying in book and instructions, please call Capita on 01603 222831.

Adult duty meals, which are paid for with a voucher, do not need to be recorded on the form. The vouchers for these meals are purchased from Norfolk County Services by the school and should be given back to the kitchen that has supplied that meal.

At the end of the term please send-:

1. A certified printed copy of the Summary Sheet – signed by the Headteacher. This summary contains Section G – Data for formula & VAT account and is produced automatically from the data entered.

The number of paid and free meals will be used to distribute catering resources, an element of the school’s budget share.

The "Total VAT" and Cash collected for Milk" figures are produced to ensure the Council’s accounting records are correct.

Gary Lloyd Head of Site Services 01603 222039

Maureen Dewath Site Services Officer 01603 223491

Hilary Bradshaw Assistant Management Accountant 01603 222427

Tony Howard Management Accountant 01603 222547