Financial accountability

In accordance with the Terms and Conditions agreement, service providers must submit a statement of expenditure for each individual service which has received funding, to provide assurance that public funds have been expended for their intended purpose.

Financial accountability is completed through ECCMS. To access ECCMS, you will need an AUSkey. Please click here for step by step instructions on how to set this up.

Completing the financial accountability in ECCMS

  1. On the ECCMS menu, click Funding Specification.
  2. Locate and click the Funding Specification with the Statement of Expenditure that corresponds with the funding you have received
  3. Click the Accountability tab.
  4. Locate the correct Financial Year, and then under Accountability Statement, click the Financial hyperlink.
  5. The Start Strong Long Day Care Statement of Expenditure opens in a new window and displays the annual funding amount in Total Funding to Acquit (as per funding specification).

    (Please note: When a Statement of Expenditure is added to a funding specification’s Accountability tab in ECCMS, it has a Status of Draft. After the statement is submitted, its Status changes to Submitted.)

  6. In the Expenditure field, type the total amount spent during the year against Start Strong Long Day Care grant funding. Amounts are to be reported as GST exclusive. Under the program guidelines, expenditure may include:
    • Purchase of resources (including learning materials that primarily aim to benefit children in the year before school)
    • Develop an early childhood education program based on the Early Years Learning Framework
    • Develop staff including upgrading qualifications from a diploma to a four year degree.
  7. Surplus: ECCMS will automatically report any unexpended funds as a surplus. If you have any surplus ECE grant funds, these must be returned to the Department.

  8. Additional Information : Providers may add any supporting information to how funds were spent in the Additional Information section. This field is limited to 200 characters maximum.
  9. Once all information is completed Click Save. (You have saved your Statement of Expenditure. The Statement of Expenditure’s Status remains as Draft.)
  10. Click Preview. (You can download your Statement of Expenditure in PDF Format. The Statement of Expenditure’s Status remains as Draft.)

  11. Submitting the Final Accountability Statement When you are sure all numbers and uploaded documents are correct, you can then review the statement of acknowledgement and select the Accept check box. Click Submit. (A confirmation and information message displays.)
  12. Click OK. (The Statement of Expenditure’s Status changes to Submitted.)

Notes regarding fields

The Income field refers to the funding received. This is pre-populated by ECCMS. The Process Date is the date the department has made the payment to the Service Provider’s nominated bank account. The Amount stipulated against the Total Funding to Acquit (as per funding specification) is GST exclusive.

View the submitted statement and documents

  1. On the ECCMS menu, click Funding Specification.
  2. Locate and click the funding specification with the submitted statement and documents that you want to view.
  3. Click the Accountability tab.
  4. Locate the correct Financial Year, and then under Accountability Statement, click the Financial hyperlink. The ‘open or save’ message displays.
  5. Click Open. In Windows Explorer, ECCMS opens a folder (e.g. FinancialAcountability-2016-Kindy House) that contains PDF files of the Statement of Expenditure and attached documents.
  6. Save the PDF files to your computer or computer network.
  7. To print any of the PDF files:
    • Double-click the file to open it.
    • On the File menu, click Print.
    • Make any necessary selections in the Print dialog box.
    • Click Print.

(To close a PDF file, click the close  button on the top right corner of each window)

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