Welcome Back to Term 4, 2026!

We hope you had a lovely break over the holidays, enjoyed some time to relax, and managed to recharge your batteries. Hopefully, you even forgot your Xero password for a few days!

Welcome back to the final term of the year. Term 4 is always a busy one, with 2027 budgets to prepare, audits to get ready for, property projects to reconcile, and plenty of other things to tick off before Christmas.

But don't worry — The School Office is here to help! Here are a few important reminders to help you stay organised and finish the year on a high note.

1. Cyclical Maintenance Plan — get it Board-approved

Now is a good time to review your school's Cyclical Maintenance Plan. Check that planned maintenance, timing, and estimated costs are still realistic, update anything that has changed, and arrange for the Board to review and approve the plan.

Our tip: Aim to have this completed before your annual audit starts, with the approval properly documented in the Board minutes. One less thing to chase when the audit requests start rolling in!

2. 2027 budgets — realistic is the magic word

Yes, it's budget season again! When preparing your 2027 budget, make sure your assumptions are realistic and supported by the information available.

Be particularly conservative with donations and grants that haven't been confirmed. It's tempting to include that hoped-for funding, but it's much better to budget on what you can reasonably expect than to cross your fingers and hope for the best!

Please consider including monthly budget figures, not just annual totals. This makes it much easier to track whether income and expenditure are on budget throughout the year.

For example, if you budget $12,000 for property maintenance, you might not spend $1,000 every month. If most of the work is planned for the summer holidays, your monthly budget should reflect that. Otherwise, your reports may show an alarming overspend in one month and an underspend in another, when everything is actually going to plan!

Need help allocating your annual budget across the months? Contact us — we can provide additional information and guidance to help you get it right.

3. Audit preparation — don't leave it until December!

It's that time of year when audit checklists start appearing in your inbox. We know they're not exactly holiday reading, but getting started early can save a lot of stress later.

Start working through your auditor's requests and make sure your financial records are up to date.

Have questions about your audit checklist or aren't sure what information is needed? Please get in touch — we're happy to help!

4. Capital works — check those project balances

If your school has capital works projects underway, please contact your property manager as soon as possible and request an up-to-date income and expenditure report for each project.

Check funding received, expenditure to date, outstanding invoices, commitments, and expected costs to complete the work. Reconcile the reports to your school's accounting records and investigate any differences.

This will help you understand the remaining project funding, forecast cash requirements, and prepare for year-end and audit.

5. Important update: New Zealand School Property Agency (NZSPA)

From 1 October 2026, the New Zealand School Property Agency (NZSPA) took over responsibility for school property functions previously handled by the Ministry of Education.

An important action for your finance team: Please check your supplier and invoice records and ensure invoices relating to NZSPA are directed to NZSPA rather than the Ministry of Education, as applicable.

Please update the following NZSPA details on your records:

• NZBN: 9429053442895

• GST number: 149-126-171

• National office: Pastoral House, 25 The Terrace, Wellington 6011

• Postal address: PO Box 50, Wellington 6140

You can find further information on the NZSPA website.

6. A few important Ministry of Education reminders

There are several dates worth adding to your calendar this term.

School Donations Scheme for 2027

Eligible schools considering opting into the School Donations Scheme for 2027 should check the Ministry of Education's current guidance and deadlines. The Board's decision must be recorded in its minutes. Eligible schools can use the late opt-in process up to late November, subject to the Ministry's requirements.

Roll and staffing-related deadlines

Keep an eye on Ministry communications regarding provisional roll reviews, extraordinary roll growth applications, and staffing or funding code changes. Some November deadlines are important for schools whose circumstances have changed.

2027 operational funding

The Ministry's published funding calendar includes the first 2027 operational funding instalment, scheduled for payment on 5 January 2027. Check your school's funding information and the latest Ministry notices when preparing your cash flow forecast.

We're here to help!

Whether you need help with your 2027 budget, monthly budget allocations, audit preparation, capital works reconciliations, or another financial task, please get in touch with The School Office.

We'd much rather help you sort something out now than have it turn into a Christmas surprise!

Let's finish 2026 well, keep the numbers in order, and make the countdown to the summer holidays a little less stressful.

The School Office team

Your partner in school financial management and continuity support.