Financial statements are monthly record of payments made to lead providers. They are generated based on the declarations submitted by lead providers, which are attached to a specific statement depending on the timing of submission and applicable funding criteria. Each statement provides a complete picture of the payments for that period, including a summary, detailed breakdowns, and total amounts. These totals may include output payments, clawbacks, VAT, service fees, and any additional one-off adjustments.
Contents
Attach declaration to a financial statement
Download statement declarations
Authorise statement for payment
Attach declaration to a financial statement
When a lead provider submits a declaration via the POST /api/v[1,2,3]/participant-declarations endpoint, the declaration is attached to the next output fee financial statement, provided the participant is fundable and the declaration is not a duplicate.
The next output fee statement is determined to be the first statement where:
output_feeistruedeadline_dateis in the future- Ordered by
deadline_date ASC
Lead providers can check submitted declarations using the GET /api/v[1,2,3]/participant-declarations endpoint.
Contract managers and product team members can check by:
- Logging in as a user with the
financerole - Visiting the DfE Finance dashboard
- Navigating to the Search participant data page
- Entering the participant ID or declaration ID
- Scrolling down to the Declarations section, which lists all submitted declarations
View financial statement
Financial statements are generated dynamically when visiting the View financial statements page in the DfE Finance dashboard.
To view a financial statement:
- Log in as a user with the
financerole - Visit the DfE Finance dashboard
- Go to the View financial statements page
- Choose a lead provider
- The financial statement will be displayed
You can use the dropdowns to filter and view different statements:
- Select a lead provider
- Select a cohort
- Select a statement month
- Click the View button
The following data is used to generate a statement:
- Declarations (including clawbacks)
- Call off contract
- Mentor call off contract
- Adjustments
Statement values are calculated using the Finance::ECF::StatementCalculator.
There are two versions of statements:
- Cohorts up to 2024 – values for ECTs and Mentors are combined
- Cohorts from 2025 onwards – values for ECTs and Mentors are separated
Declarations are submitted by lead providers. Call-off contract and mentor call-off contract information are provided by contract managers. Adjustments are also added by contract managers.
Download statement declarations
The financial statement page includes a Download declarations (CSV) link. This allows finance users to download a full list of all declarations used in the statement.
The CSV includes the following fields:
- Participant ID
- Participant Name
- TRN
- Type
- Mentor Profile ID
- Schedule
- Eligible for Funding
- Eligible for Funding Reason
- Sparsity Uplift
- Pupil Premium Uplift
- Sparsity and PP
- Lead Provider Name
- Delivery Partner Name
- School URN
- School Name
- Training Status
- Training Status Reason
- Declaration ID
- Declaration Status
- Declaration Type
- Declaration Date
- Declaration Created At
- Statement Name
- Statement ID
- Uplift Payable
Authorise statement for payment
A statement can be marked as paid if:
output_feeistruestateispayablemarked_as_paid_atisnildeadline_dateis in the past- It contains declarations
Statements are automatically marked as payable by a daily cron job once the deadline_date has passed.
If all the above conditions are met, an Authorise for payment button is shown on the financial statement page.
Once a statement is marked as paid:
- The button is replaced with
Authorised for payment at {marked_as_paid_at} - Adjustments can no longer be edited
- Declarations can no longer be attached to that statement
Additional adjustments
Statements with output_fee set to true can include additional one-off adjustments. These can be positive or negative, e.g. backdated service fees.
A breakdown of adjustments appears at the bottom of the financial statement page, and the total adjustment value is shown in the summary section at the top.
Adjustments cannot be edited after the statement has been marked as paid.
To add an adjustment
- Visit the relevant statement page (
output_feemust betrue) - Scroll down to Additional adjustments
- Click Add
- Enter the payment type and click Continue
- Enter the payment amount and click Continue
- Review the summary and click Confirm and continue
- Choose to add another adjustment or select No and click Continue
To change an adjustment
- Visit the statement page
- Scroll to Additional adjustments
- Click Change or remove
- Click Change on the relevant adjustment
- Update the payment type and/or amount
- Click Continue and then Confirm and continue
- Click Back to return to the statement page
To remove an adjustment
- Visit the statement page
- Scroll to Additional adjustments
- Click Change or remove
- Click Remove on the relevant adjustment
- Confirm and click Continue
- Click Back to return to the statement page
Contract information
Contract managers can view contract values used for statement calculation by clicking the Contract information link at the bottom of the financial statement page.
A contract is identified by the lead provider, cohort and version. Contracts are not shared by lead providers or cohort.
Statements from the same lead provider and cohort can share the same contract (identified by contract_version).
The information displayed depends on the cohort:
Cohorts up to 2024
- Provider name
- Recruitment target
- Revised recruitment target (+2%)
- Uplift target
- Uplift amount
- Set-up fee
- Bands:
- Band name
- Minimum
- Maximum
- Payment per participant
Cohorts from 2025 onwards
- ECT recruitment target
- Revised ECT recruitment target (+115%)
- ECT bands:
- Band name
- Minimum
- Maximum
- Payment per participant
- Mentor recruitment target
- Mentor payment per participant
Statement versioning
Statements include a contract_version field, which determines which version of the call off contract to use in the statement calculator. This value follows semantic versioning, starting from 0.0.1.
When contract values are updated:
- The existing contract and its bands are duplicated
- New contract values and band values are applied
- The contract
versionis incremented (patch version) - The statement’s
contract_versionis updated to match the new contract version
Contracts that are no longer linked to statements (due to them being superseded by new contract version) or identified as duplicates have their version prefixed with unused_ (e.g. unused_0.0.1) to indicate they should not be used for statement calculations.