S – glossary definitions

S glossary

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Salary oncosts

Oncosts are those costs of employment which are in addition to salaries and allowances. Oncosts include: superannuation contributions, payroll tax, provisional long service leave and workers compensation.

Salary recoveries

Salary overpayments.

Sales order (SO)

The sales order is issued by a school to a vendor/customer services (eg hall hire). Once the service is complete, an invoice will be raised to record a debt in the Accounts Receivable module in SAP.


School administrative manager


School administrative officer


Systems Applications and Products in data processing. The Financial and HR/Payroll part of the LMBR Program.  Schools use SAP for its financial processing including purchasing, banking, petty cash, expense claims, reporting and budgeting.


School Administrative and Support Staff
State Authorities Superannuation Scheme


School Budget Allocation Report. This report shows the full school funding allocation including staffing and operational costs.


A NSW Government school where instruction is provided by the department and includes any place designated as part of, or as an annex to, such school.

School Administrative and Support Staff (SAS Staff)

Includes persons employed as Aboriginal education officers, school administrative managers, school administrative officers, school learning support officers.

School Budget Allocation

Total school funding which includes Targeted Funding, Equity Loadings and Base School Allocation.

School code

Every school has an allocated four digit number (school code) that is used by the bank to identify it within SAP (eg  8232 = Chatswood High School).  This code is also utilised to identify the school and for report generation from SAP.

School funds

All money held by a school, including government funds, moneys sourced from the school, community, and parent groups. School funds are public money and include all funds deposited into the department's account.

School targets

Areas for development within schools that are collaboratively developed based on accumulated data.

School teacher

A person employed permanently or temporarily in a full-time or part-time school teaching position under the provisions of the Teaching Services Act 1980 and appointed to a school. Unless otherwise specified in the award, a school teacher shall include a school teacher in training.

Schools Catalogue Information Service (SCIS)

A library cataloguing system.

Schools Finance system

Integrated systems to provide a complete finance system utilising SAP, ebs, ERN, etc.

Secretary, Department of Education

The person holding office as the Secretary, Department of Education (DoE), appointed under the Government Sector Employment Act 2013 and includes a person acting in this office.

Segregation of duties (SoD)

Segregation of duties is a key internal control. Underlying SoD is that no employee is in a position to both perpetrate and to conceal errors or fraud in the normal course of their duties. In general, the principle incompatible duties to be segregated are: Custody of assets, authorization or approval of related transactions affecting those assets, recording or reporting of related transactions ie receipting and preparing banking – Note: SoD does not only apply to assets. No person is able to approve their own expenses.


Supplied item/s that are intangible (excludes goods or money) eg utilities.


The process in which a buyer makes payment and receives the agreed-upon good or service.

In the case of banking, settlement refers to the transaction being processed and finalised ie EFTPOS settlements.

Settlement rule

A rule in the WBS element that determines settlement receivers.

Shared services centre (SSC)

Refer to EDConnect.

Shopping cart

Online version of a real shopping cart, allows you to select products and/or services and add them to a purchase order. This is done in SAP.

Source of funds

Describes where the funding comes from and possibly its use.


May include money, equipment and services which will benefit the educational programs of the school from community groups, organisations and individuals. The relationship with appropriate organisations, individuals, business and other government agencies which can be used to enhance educational programs. Refer to Sources of funding: 5.5 Sponsorship.


Budget phasing represents the pattern of expenditure or income over the budget period (for example, over the twelve months of an annual budget). Also known as budget spread.


A set of calculations and formulas which is used to sort or manipulate data. Spreadsheets range from very simple to highly complex. MS Excel is a common spreadsheet program.


Refer to EDConnect.


Employees of the NSW Department of Education


A stakeholder is a person who has an interest in the success of the school. They can be internal or external.  Stakeholders include employees, application users, families, customers, suppliers, sponsors and the school community.

Statewide (pre-determined) internal order

Statewide internal orders are pre-determined internal orders. Use of pre-determined internal orders reduces the total number of internal orders within the system and should be used as a priority over local internal orders. These internal orders are common across many schools and already in use in SAP.  Any school can use these numbers to track costs and revenue.


A general term that may refer to items of equipment, stationery etc. Stock is another word for inventory.


A count of all assets/equipment/stationery etc in an organisation. Stocktakes must be performed regularly.

Subject contributions

Levied by schools for the purchase of materials used and consumed by pupils in elective subjects and compulsory practical subjects. Subject contributions are on ‘a need to pay’ basis, that is, students need to pay only if they choose options which go beyond the minimum curriculum requirements of a subject.

Sundry tax invoice

Schools receive a sundry tax invoice that shows casual staff charges as well as charges for centrally invoiced goods and services eg professional development, postage, maintenance.


Supplier of goods or services to schools.  Also known as a vendor in SAP.

Supporting documents

Documents not produced by SAP, expense8, duet or the Schools Finance system which relates to purchases/expenses ie receipts, quotes, delivery notes.

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