6 UNDERTAKING CAPITAL WORK

General

  • For approved work, governors receive a grant of up to 90% towards the cost, including any fees and VAT.
  • Prior to undertaking any work, governors should ensure that it is their responsibility. More details can be found in the Responsibility for Work section.
  • Work cannot start on site until full DBE approval is given. Governors could be personally liable for any work undertaken without full approval.

 

Statutory Proposals

Before certain types of work can be undertaken, public notices must be published and the approval of the LA, Adjudicator or Secretary of State received. This is a separate approval from that necessary prior to the work commencing and governors should be aware that the process takes several months. Such approval is required for:

  •  Alteration of upper or lower age limit by 3 years or more;
  • Adding/removing a sixth-form;
  • Transferring to a new site;
  • Closure of a site in a split site school.

For further advice contact DBE officers.

 

Funding ICT Equipment with DFC

DFC includes the capital element for ICT expenditure. How much DFC is used for either ICT or buildings and grounds is for the governors to decide. DFC can be used to support schools’ purchases of ICT infrastructure and equipment; for example, items such as desktop computers, interactive whiteboards or laptops and computer peripherals such as digital video cameras and printers.

However the purchase of such items must still comply with the definition of capital. If the cost is less than £2,000, DFC cannot be used. Remember that VAT must be paid if DFC is used. DFC cannot be used for repairs of equipment or replacement of like with like, for example, after theft.

Leasing ICT equipment may provide better value for money, but this is revenue expenditure and DFC cannot be used.

Where there is no structural work, Governors can seek approval for DFC projects directly from the DBE without involvement from their Building Consultant. Form PAG (Governor Project Approval) should be submitted to the DBE office with supporting documentation.

  • Governors must ensure there are adequate funds remaining in the DFC allocation. Requests to bring forward money from a future year should be made by email to Sandra Jones.
  • Projects will not be approved unless certified by the governing body.
  • When a project is approved to proceed, consultants and headteachers will be notified by email and this will include a project number.
  • Once approval is received from the DBE, the project may commence.
  • Invoices and fee notes must be made out to the governors and sent to the DBE office via the school for payment.
  • If costs are more than projected on Form PAG, a new submission must be made.

When the project is finalised, form CDBE/FC must be completed and forwarded to the DBE office.

 

Projects funded with SCA or DFC grants

For projects receiving SCA grant, the following procedure is undertaken:

  • Bids for work must be made on form Capital Bid which can be downloaded from the website by 31st October for work in the following year. Failure to complete the form fully will hold up any submission. It is advisable to discuss such projects with DBE officers prior to such submissions.
  • Forms will not be processed unless submitted by an approved consultant.
  • It is expected that governors will use part of their DFC allocation to help fund the project. They must ensure there are adequate funds remaining in their DFC allocation for the part being funded from that source.
  • Schools are notified of the outcome of bids by March prior to the work commencing.
  • Form SCA Approval should be fully completed and returned to the DBE office via the consultant.
  • When a project is approved to proceed, consultants and headteachers will be notified by email and this will include a project number.

When the project is finalised, form CDBE/FC must be completed and forwarded to the DBE office.

 

To obtain approval for other DFC only projects via Building Consultant

Form SCA Approval should be submitted to the DBE office with supporting documentation. Governors should ensure the form is fully completed, including the amount/s and where the Governors liability will be met.

  • Projects will not be approved unless submitted by the school’s consultant (and will be subject to the payment of fees) and certified by the governing body.
  • Governors and consultants must ensure there are adequate funds remaining in their DFC allocation. Requests to bring forward money from a future year should be made by email to Sandra Jones.
  • When a project is approved to proceed, consultants and headteachers will be notified by email and this will include a project number.

When the project is finalised, Form CDBE/FC must be completed and returned to the DBE office via the consultant.

Page last updated: Monday 17th January 2022 8:31 AM
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