These notes provide Head Teachers with an overview of Supply Cover Administration and will cover the following issues:
- Details of the Supply Cover form ( PY15(T) )
- Completion of the PY 15 T form.
- Completion of the Supply Cover spreadsheet.
- Where the Supply Cover charges appear in the Budget Monitoring statement.
- Which Supply Charges remain with the school and which are transferred out.
It should be noted that currently one day’s Supply Cover will result in a charge of £190 to the school’s devolved budget (it should be noted that this figure will increase in line with Teacher’s pay awards).
Please note that guidance in relation to Supply Cover is contained within the School Finance Manual
These notes provide Head Teachers with an overview of Supply Cover Administration and will cover the following issues:
Details of the Supply Cover form ( PY15(T) )
Completion of the PY 15 T form.
Completion of the Supply Cover spreadsheet.
Where the Supply Cover charges appear in the Budget Monitoring statement.
Which Supply Charges remain with the school and which are transferred out.
It should be noted that currently one day’s Supply Cover will result in a charge of £190 to the school’s devolved budget (it should be noted that this figure will increase in line with Teacher’s pay awards).
Please note that guidance in relation to Supply Cover is contained within the School Finance Manual
The Supply Cover claim form – PY15(T)
- Temporary Teachers on payroll 40 and those Teachers on part-time permanent contracts who wish to work extra hours providing Supply Cover complete the Supply Cover claim form - PY15(T). A sample form is attached as Annex 6A. (excel document) and guidance notes on completing the form is attached as Annex 6A guidance notes (word document)
- The PY15(T) is the document which enables the above Teachers to receive payment for the Supply Cover hours worked.
- The timely completion and authorisation of the PY15(T) form will ensure that the Supply Cover Teacher receives prompt payment.
- There are some Teachers employed to provide Supply Cover who are already on permanent contracts in this respect. Clearly these Teachers do not have to submit a PY15(T) in order to receive payment for providing this contracted Supply Cover.
Completion of the PY 15 T form
The correct completion of the PY15(T) form will ensure that the relevant expenditure is allocated directly to the appropriate ledger code. Failure to complete the PY15(T) correctly will have 2 significant consequences:-
- Supply Cover expenditure is miscoded and this will distort the monthly monitoring statements which Head Teachers use to manage their devolved budgets.
- Delays could occur with payment to Supply Teacher.
The completion of the PY15(T) is self evident although Columns 4 and 5 merit more detailed guidance:
Column 4 (headed Sector)
The purpose of this column is to identify in which sector the Supply Cover was done. The options are:
- S= Secondary
- P=Primary
- SE=Special Education
- N=Nursery
- GN=Gaelic Nursery
- SEU= Special Education Unit
- ALST= Area Learning Support Team
- H= Home Education
It is the responsibility of the counter signatory within each school to ensure the accuracy and completeness of this form.
If the above column is not completed then the form will be returned to the claimant.
Column 5 (headed Supply Cover category)
The purpose of this column is to identify the category of the Supply Cover worked. The options are:
- C=Class Contact Reduction - charged to the Area CCR budget
- MT=Management Time - charged to Teacher’s Basic Pay
- V=covering a Vacant post - charged to Teacher’s Basic Pay
- P=pending permanent appointment as a result of a rising school roll - charged to Teacher’s Basic Pay
- O=all other categories of Supply Cover ( including maternity leave and long term absence ) - charged to the Supply Cover budget
- S=seconded Teachers - charged to Teacher’s Basic Pay.
It is the responsibility of the counter signatory within each school to ensure the accuracy and completeness of this form.
If the above column is not completed then the form will be returned to the claimant.
Completion of the Supply Cover spreadsheet (Primary sector)
The completion of the Supply Cover spreadsheet is a critical task within the school and Head Teachers should ensure that the correct details are recorded.
The details to be provided are:
In relation to the absent teacher:
- First date of absence
- Last date of absence
- The name of the absent teacher
- Staff sector - please refer to the guidance above relating to the completion of Column 4 within the PY 15 T.
- Absence reason
- Time off - hours of absence
In relation to the Supply Cover teacher:
- Payroll reference number
- Supply Cover – teacher’s name.
- Special Education
- Supply Code Reason - refer to the “Reasons for Supply Cover” listing issued at the start of each financial year.
- Class contact – Hours and Minutes.
The key information provided is the Supply Code Reason as this will determine ultimately whether the associated Supply Cover costs are charged to the school’s devolved budget or are charged to a centrally held budget.
It is important that all Supply Cover worked within the school is recorded on this spreadsheet including Nursery and Special Education as failure to do so may result in Supply Cover costs being charged to the school’s devolved budget as opposed to the Pre School Unit or the Area Learning Support Team budget.
With regard to usage of code 512 “Staff Development” the following details must be entered on the Supply Cover spreadsheet in relation to the training course attended:
The completed Supply Cover spreadsheet must be submitted to your financial support officer within 5 working days after the end of the month to which the document relates.
Where Agency Teachers (for example Timeplan) are employed the relevant details should be recorded on the Supply Cover spreadsheet
Completion of the Supply Cover spreadsheet and Phoenix Staff absence module (Secondary sector)
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