Ithempulethi Yembiko Yezimali Ye-SGB: Iqondiso Lamahhala

Abaphathi bezimali be-SGB namakomidi ezezimali ngokuvamile bayalwa ukukhiqiza imibiko yezimali yonyaka ewanelisa i-SASA neminyango yezemfundo yezifundazwe. Izingxenye ezingekho, ukwakheka okungacacile, nokuxega ekugcineni ngedokhumentesi kuholela ekubambezeleni kokucwaninga, ingozi yokuthobela, nokucindezeleka okungeziwe kumalungu e-SGB azithandayo. Ngaphansi kwe-SASA Section 41, iSchool Governing Body ngayinye kufanele ilungise izimemezelo zezimali zonyaka ezibonisa ngokunembile ingeniso yesikole, izindleko, izimpahla, nezikweletu, futhi zithumele kumnyango wezemfundo wezifundazwe ngaphakathi kwesikhathi esidingekayo.

Leli qondiso linikeza ithempulethi yembiko yezimali ye-SGB yamahhala enezingxenye ezinemininingwane yegeniso, izindleko, izimpahla, izikweletu, nokuthobela. Idlula ingxenye ngayinye nemiyalelo yokuqedela, ichaza izidingo zokubika ze-SASA, futhi inikeza amathiphu okulungiselela ukucwaninga ukuze i-SGB yakho ithumele izimemezelo zezimali ezinembile, ezithobayo. Ukwakheka kuvumelana nemilinganiselo ye-Generally Recognised Accounting Practice (GRAP) nezidingo zezifundazwe, ngakho isikole sakho sihlangabezana nezibopho zomthetho kuyilapho sihlala sobala nabazali nezikhulu.

Ukuqonda Izidingo Zokubika Kwezimali Ze-SGB

Ngaphambi kokungena ekwakhekeni kwethempulethi, kubalulekile ukuqonda lokho i-SASA ekudingayo emibikweni yezimali ye-SGB. I-Section 41 yoMthetho Wezikole WaseNingizimu Afrika iyala ukuthi ama-SGB:

Agcine amarekhodi ezimali afanele: Gcina amarekhodi anemininingwane yayo yonke ingeniso nenzindleko kulo lonke unyaka wezimali
Alungise izimemezelo zezimali zonyaka: Khipha imibiko ehlanganisayo ehlanganisa unyaka wezimali ophelele
Thumela izimemezelo kumnyango: Nikeza izimemezelo zezimali kumnyango wezemfundo wezifundazwe ngaphakathi kwezikhathi zokugcina ezicacisiwe (ngokuvamile izinyanga eziyisithupha ngemva kokuphela konyaka)
Yenza izimemezelo zitholakale: Vumela abazali nabasebenzi ukufinyelela ezimemezelweni zezimali uma becelile
Qinisekisa ukuthi izimemezelo zicwaningwa: Izimemezelo zezimali zonyaka kufanele zicwaningwe umcwaningi obhalisiwe (Section 42)

Iminyango yezemfundo yezifundazwe ingaba nezidingo ezingeziwe, ngakho hlola imihlahlandlela yezifundazwe zakho. Izifundazwe eziningi zidinga izimemezelo zilandele i-GRAP noma imilinganiselo yokubalwa efanayo, zifake ukuvezwa okuqondene, futhi zithunyelwe ngendlela ebekiwe.

Ukwakheka Kwethempulethi Yembiko Yezimali Ye-SGB

Ukwakheka kwethempulethi okulandelayo kunikeza uhlaka oluphelele lwemibiko yezimali yonyaka ye-SGB. Ingxenye ngayinye ifaka imiyalelo yokuqedela nokubhekisela ezidingweni ze-SASA.

Ingxenye 1: Ikhasi Lokuvala Nesifinyezo Sokuphatha

Ikhasi lokuvala kufanele lifake:

Igama lesikole nenombolo yokubhalisa
Unyaka wezimali (isb., 1 Januwari 2025 kuya ku-31 Disemba 2025)
Usuku lwembiko
Amagama namasignesha oSihlalo we-SGB noMphathi Wezezimali
Igama nesignesha likaMphathi

Isifinyezo sokuphatha (amakhasi 1–2):

Umbono ofushane wesimo sezimali sesikole
Ingeniso ephelele nenzindleko yonyaka
Insalela noma ukushoda
Okugqamile (amaphrojekthi amakhulu, izinguquko ezibalulekile)
Izinga lokubutha imali yesikole (uma kusebenza)
Isimemezelo esifushane ngokusimama kwezimali

Imiyalelo:

Gcina isifinyezo sokuphatha sifushane futhi sitholakale kubafundi abangezona abezimali
Gqamisa impumelelo emihle futhi yemukela izinselelo ngokusobala
Sebenzisa lesi sigaba ukubonisa ukuphatha kwezimali okuthatha umthwalo

Ingxenye 2: Isimemezelo Sesimo Sezimali (Ibalansi Sheet)

Ibalansi sheet ibonisa isimo sezimali sesikole ekupheleni konyaka wezimali—lokho isikole esinakho (izimpahla) nesikweletu (izikweletu).

Izimpahla:

Izimpahla zamanje:

Amabhalansi ebhange (ama-akhawunti okugcina nawamanje)
Imali esandleni
Abakweletwayo (izimali zesikole ezingakhokhiwanga nezinye ezitholiwayo)
Izindleko ezekhokhiwe phambili (umshwalense, ukubhalisa okukhokhiwe phambili)
Ukutshalwa kwezimali (ukufaka izimali okwesikhashana, ama-akhawunti emakethe yemali)

Izimpahla ezingezona zamanje:

Impahla, izitshalo, nempahla (umhlabathi, izakhiwo, ifenisha, impahla)
Ukuncipha okuqoqwe
Inani elincane lembuka lezimpahla
Izimpahla ezingabonakali (uma kusebenza)

Izikweletu:

Izikweletu zamanje:

Abakweletwayo (abahlinzeki, abahlinzeki bezinkonzo)
Izindleko eziqoqiwe (izisebenzi, amaholo adingekayo kodwa angakakhokhwa)
Izimali zesikole ezitholiwe phambili (uma kusebenza)
Izimali ezibolekisiwe zesikhashana noma ama-overdraft

Izikweletu ezingezona zamanje:

Izimali ezibolekisiwe zesikhathi eside
Ezinye izibopho zesikhathi eside

Izimpahla ezingenamali/equity:

Izimpahla eziphelele minus izikweletu eziphelele
Zimelela inani lesikole elingenamali

Imiyalelo:

Bhala zonke ama-akhawunti ebhange ngezinombolo ze-akhawunti namabhalansi
Faka irejista yezimpahla enemininingwane ebonisa yonke impahla, ifenisha, nempahla
Bala ukuncipha kwayo yonke impahla emisiwe
Lungisa wonke amabhalansi emidokhumenteni esekelayo (izimemezelo zebhange, ama-invoyisi, irejista yezimpahla)
Qinisekisa ukuthi izimpahla eziphelele zilingana nezikweletu eziphelele plus izimpahla ezingenamali

Ingxenye 3: Isimemezelo Sokusebenza Kwezimali (Isimemezelo Sogeniso)

Isimemezelo sogeniso sibonisa yonke ingeniso etholiwe nenzindleko eyenziwe phakathi nonyaka wezimali.

Ingeniso:

Ukuxhaswa nguhulumeni:

Ukwabiwa kwabasebenzi (amaholo, izinzuzo)
Izibonelelo zezinfrastrukture
Ukwabiwa kwezinsiza zokusekela abafundi
Ukuxhaswa kohlelo lokudla (uma kusebenza)
Ezinye izibonelelo zikahulumeni

Ingeniso ekhishwe isikole:

Izimali zesikole (ziphelele ezikhokhiwe, ngaphansi kokukhululwa, ngaphansi kwezikweletu ezingabi kahle). Ngezindlela zokuthuthukisa ukubutha, bheka amasu okubutha imali yesikole ezikoleni zaseNingizimu Afrika
Imisebenzi yokuxhasa ngezimali (emicimbi, ukuxhaswa, izipho)
Ingeniso yenzalo
Ingeniso yokuqashisa (uma kusebenza)
Enye ingeniso (ikantini, ukuthengisa imifaniswano, njll.)

Ingeniso ephelele:

Isamba sazo zonke izigaba zegeniso

Izindleko:

Izindleko zabasebenzi:

Izikhundla zokufundisa ezingeziwe (uma zixhaswa isikole)
Amaholo abasebenzi abasekelayo
Ukuthuthukiswa kobungcweti
Izinzuzo zabasebenzi

Izindleko zokusebenza:

Izisebenzi (ugezi, amanzi, ukulahla)
Ukugcina nokulungisa
Ukuhlanza nokuphepha
Umshwalense
Ukuxhumana (ucingo, i-inthanethi)

Izindleko zemfundo:

Izinsiza zokufunda nezinsiza
Izincwadi zomtapo wezincwadi nezinsiza
Impahla yemidlalo
Ubuchwepheshe (amakhompyutha, isoftware, ukugcina)
Imisebenzi yemidlalo

Izindleko zokuphatha:

Izinsiza zehhovisi
Ukuphatha kwezimali (izindleko zokucwaninga, isoftware, izindleko zebhange)
Izindleko zomthetho nezobungcweti
Ukuprinta nophebula

Inzindleko yezimpahla:

Ukuthuthukiswa kwezinfrastrukture
Ukuthenga impahla
Ukuthuthukiswa kobuchwepheshe

Inzindleko ephelele:

Isamba sazo zonke izigaba zezindleko

Izikole ezifuna ukuthuthukisa ukubutha kwezimali zingasebenzisa amasu ethu okubutha imali yesikole ezikoleni zaseNingizimu Afrika ngezinyathelo eziyisebenzayo ndawonye nale thempulethi.

Insalela noma ukushoda:

Ingeniso ephelele minus inzindleko ephelele
Inombolo ephozithivu ibonisa insalela, enegethivu ibonisa ukushoda

Imiyalelo:

Hlukanisa yonke ingeniso nenzindleko ngokwechathi yama-akhawunti
Faka ukuhlukaniswa okunemininingwane kuzigaba ezinkulu
Qhathanisa izibalo zangempela nezinani zesabelomali futhi chaza ukwehluka okubalulekile
Qinisekisa ukuthi zonke izibalo ziyalungiswa nezimemezelo zebhange nemidokhumenti esekelayo
Faka amaqaphela achaza izinto ezingajwayelekile noma ukuthengiselana okubalulekile

Ingxenye 4: Isimemezelo Sokugeleza Kwemali

Isimemezelo sokugeleza kwemali sibonisa ukuthi imali yahamba kanjani yangena yaphuma esikoleni phakathi nonyaka.

Imisebenzi yokusebenza:

Imali etholiwe kuzimali zesikole
Imali etholiwe ekuxhasweni nguhulumeni
Imali etholiwe ekuxhaseni ngezimali
Imali ekhokhiwe ngezindleko zokusebenza
Imali engenamali evela emisebenzini yokusebenza

Imisebenzi yokutshala:

Imali esetshenzisiwe ekuthengeni izimpahla (impahla, izinfrastrukture)
Imali etholiwe ekuthengiseni izimpahla (uma kusebenza)
Imali engenamali evela emisebenzini yokutshala

Imisebenzi yezezimali:

Imali etholiwe ezimalini ezibolekisiwe (uma kusebenza)
Imali ekhokhiwe ngezinkokhelo zezimali ezibolekisiwe (uma kusebenza)
Imali engenamali evela emisebenzini yezezimali

Ukunyuka/ukuncipha kwemali engenamali:

Isamba semisebenzi yokusebenza, yokutshala, neyezezimali

Ibalansi yemali yokuqala:

Ibalansi yemali ekuqaleni konyaka wezimali

Ibalansi yemali yokuvala:

Ibalansi yemali ekupheleni konyaka wezimali
Kufanele ivumelane namabhalansi ezimemezelo zebhange

Imiyalelo:

Lungisa yonke imikhakha yemali nezimemezelo zebhange
Chaza izinguquko eziphambene zokugeleza kwemali
Qinisekisa ukuthi ibalansi yokuvala ivumelana namabhalansi ebhange ebalansi sheet

Ingxenye 5: Amaqaphela Ezimemezelweni Zezimali

Amaqaphela anikeza imininingwane ezingeziwe nomumo wezinto ezimemezelweni zezimali.

Izinqubomgomo zokubalwa:

Isisekelo sokubalwa (isisekelo semali noma isisekelo sokuqoqa)
Izindlela namazinga okuncipha
Izinqubomgomo zokuqashelwa kwemali engenayo
Izindlela zokulinganisa inventory (uma kusebenza)

Ukuthengiselana okubalulekile:

Ukuthenga noma ukuthengisa okukhulu
Ukuthengiselana okuphathelene nohlangothi (uma likhona)
Izinto ezingajwayelekile noma ezingaphindi

Ama-contingency:

Izingxabano zomthetho noma izimangalo
Iziqinisekiso noma izibopho
Ezinye izikweletu ezingaba khona

Ulwazi lwezimali zesikole:

Izimali eziphelele ezikhokhiwe
Ukukhululwa okunikeziwe (inombolo nenani)
Izinga lokubutha
Izimali ezingakhokhiwanga (ukuhlaziya ukuguga)

Imininingwane yezimpahla:

Ukuthenga izimpahla ezinkulu phakathi nonyaka
Ukudayisa izimpahla
Isifinyezo serejista yezimpahla

Ukuthobela:

Ukuqinisekisa ukuthobela i-SASA
Ukuthobela imithetho yezifundazwe
Isimo sokucwaninga

Imiyalelo:

Nikeza imininingwane eyanele kubafundi ukuze baqonde izimemezelo zezimali
Veza zonke izinto ezingokoqobo
Chaza izinqubomgomo zokubalwa ngokucacile
Bhekisela ezigabeni ze-SASA eziqondene lapho kufanele

Ingxenye 6: Amasheduli Asekelayo Nemdokhumenti

Faka amasheduli anemininingwane asekela izimemezelo zezimali eziyinhloko.

I-Schedule 1: Ukuhlaziya Izimali Zesikole

Abafundi ababhalisiwe baphelele
Abafundi abakhokhayo
Abafundi abakhululiwe (namaphesenti okukhululwa)
Izimali eziphelele ezikhokhiwe
Izimali eziqoqiwe
Izimali ezingakhokhiwanga (ngobudala: zamanje, izinsuku eziyi-30, 60, 90+)
Izikweletu ezingabi kahle ezibhaliwe

I-Schedule 2: Ukuqhathanisa Isabelomali Nangempela

Ingeniso yesabelomali vs ingeniso yangempela (ngosigaba)
Inzindleko yesabelomali vs inzindleko yangempela (ngosigaba)
Ukwehluka nezincazelo

I-Schedule 3: Irejista Yezimpahla

Uhlu olunemininingwane lwayo yonke impahla emisiwe
Usuku lokuthenga nendleko
Ukuncipha okuqoqiwe
Inani elincane lembuka
Indawo/isimo

I-Schedule 4: Ukuguga Kwabakweletwayo

Uhlu lwabo bonke abakweletwayo
Izinani ezikweletwayo
Ubudala besikweletu (zamanje, izinsuku eziyi-30, 60, 90+)

I-Schedule 5: Isifinyezo Sokuthenga

Ukuthenga okukhulu phakathi nonyaka
Indlela yokuthenga esetshenzisiwe (ama-quote, ama-tender)
Amagama abahlinzeki nezinani

Imiyalelo:

Qinisekisa ukuthi wonke amasheduli ayalungiswa nezimemezelo zezimali eziyinhloko
Faka imininingwane eyanele ngezinjongo zokucwaninga
Gcina imidokhumenti esekelayo (ama-invoyisi, amarisipti, izivumelwano)

Ukuqedela Ingxenye Ngayinye: Imiyalelo Ngesinyathelo Ngesinyathelo

Isinyathelo 1: Qoqa Wonke Amarekhodi Ezezimali

Ngaphambi kokuqala, qoqa yonke imidokhumenti edingekayo:

Izimemezelo zebhange zama-akhawunti onke (unyaka ophelele)
Wonke ama-invoyisi namarisipti (ahlelekile ngosigaba)
Ama-voucher okukhokha nemidokhumenti yegunya
Irejista yezimpahla
Amarekhodi okubutha izimali
Imidokhumenti yesabelomali
Izimemezelo zezimali zonyaka odlule (ukuqhathanisa)

Isinyathelo 2: Lungisa Ama-Akhawunti Ebhange

Lungisa wonke ama-akhawunti ebhange nyanga zonke (kufanele kwenziwe kulo lonke unyaka)
Qinisekisa ukuthi yonke ukuthengiselana kurekhodiwe
Khomba futhi ixazulule noma yiziphi izinguquko
Thola izincwadi zokuqinisekisa zebhange uma kudingwa umcwaningi

Isinyathelo 3: Hlukanisa Ingeniso Nenzindleko

Buyekeza yonke ukuthengiselana futhi uhlukanise ngokwechathi yama-akhawunti
Qinisekisa ukuhlukanisa okungaguquki kulo lonke unyaka
Hlanganisa izinto ezifanayo ndawonye
Khomba futhi chaze izinto ezingajwayelekile

Isinyathelo 4: Bala Amanani Ezimpahla

Buyekeza irejista yezimpahla ngokuthenga okusha nokudayisa
Bala ukuncipha kwayo yonke impahla emisiwe
Qinisekisa ubukhona bezimpahla ngokuhlola ngokomzimba
Qinisekisa ukuthi amanani ezimpahla anengqondo futhi asekelwa

Isinyathelo 5: Bala Izikweletu

Bhala bonke abakweletwayo abangakhokhiwanga
Faka izindleko eziqoqiwe (izisebenzi, amaholo)
Bala noma yiziphi izinhlinzeko ezidingekayo
Qinisekisa ukuthi zonke izikweletu zirekhodiwe

Isinyathelo 6: Lungisa Izimemezelo Zezimali

Sebenzisa ukwakheka kwethempulethi ngenhla
Qinisekisa ukuthi zonke izibalo zinembile futhi ziyalungiswa
Bhekisela phakathi kwezimemezelo (ibalansi sheet, isimemezelo sogeniso, ukugeleza kwemali)
Faka konke ukuvezwa okudingekayo

Isinyathelo 7: Bhala Amaqaphela Nezincazelo

Chaza ukuthengiselana okubalulekile
Chaza izinqubomgomo zokubalwa
Veza ama-contingency
Nikeza umumo wokwehluka

Isinyathelo 8: Buyekeza Futhi Qinisekise

Buyekeza yonke ukubala
Qinisekisa ukuthi zonke izibalo ziyalungiswa
Hlola ukuphelela
Qinisekisa ukuthobela i-SASA nezidingo zezifundazwe

Audit Preparation Tips

Preparing for the annual audit well in advance ensures a smooth process and reduces audit fees. Follow these tips:

Start Early

Begin audit preparation 2–3 months before year-end
Complete monthly reconciliations throughout the year
File all documentation systematically as transactions occur
Don’t leave everything until the last minute

Organise Documentation

Maintain complete files of all invoices, receipts, and supporting documents
Organise documents chronologically and by category
Ensure all payments have proper authorisation
Keep minutes of all SGB and finance committee meetings

Complete Reconciliations

Reconcile all bank accounts monthly
Reconcile fee collection records regularly
Reconcile asset register to physical assets
Resolve all discrepancies before the audit

Prepare Supporting Schedules

Prepare detailed schedules for major items
Include ageing analyses for debtors and creditors
Provide budget vs actual comparisons
Prepare procurement summaries

Communicate with Auditor

Engage auditor early (book well in advance)
Provide auditor with access to records
Respond promptly to auditor queries
Address audit findings immediately

Common Audit Issues to Avoid

Missing documentation: Ensure all transactions have supporting invoices or receipts
Unreconciled accounts: Complete all reconciliations before audit
Incomplete records: Maintain complete records throughout the year
Unauthorised payments: Ensure all payments have proper authorisation
Poor asset management: Maintain accurate asset register and verify assets exist

For comprehensive guidance on SGB financial management, see our SGB Financial Management Guide, which covers budgeting, fee setting, procurement, and compliance in detail.

Using Technology to Streamline Financial Reporting

Manual preparation of financial reports is time-consuming and error-prone. Modern school management systems automate much of the financial reporting process, generating accurate statements automatically from transaction records.

Benefits of automated financial reporting:

Accuracy: Automated calculations eliminate errors
Efficiency: Reports generated in minutes instead of days
Compliance: Built-in templates ensure SASA compliance
Transparency: Real-time financial information available to SGB
Audit readiness: Complete audit trail of all transactions

School management software can generate financial reports from fee collection, expenditure tracking, and asset management data. Systems that produce income statements, balance sheets, cash flow statements, and supporting schedules help SGBs submit accurate, compliant reports with less administrative effort, and allow reports to be run at any time for regular oversight.

Best Practices for SGB Financial Reporting

Follow these best practices to ensure effective financial reporting:

Maintain records throughout the year: Don’t wait until year-end to organise records
Reconcile regularly: Complete bank reconciliations monthly
Use consistent categorisation: Apply chart of accounts consistently
Document everything: Maintain complete supporting documentation
Review regularly: Conduct monthly and quarterly financial reviews
Seek professional help: Engage accountants or auditors for complex matters
Use technology: Leverage financial software to automate processes
Train SGB members: Ensure finance committee understands financial statements

Conclusion

An accurate SGB financial report template that meets SASA requirements is essential for compliance and transparency. This template structure covers the required elements: balance sheet, income statement, cash flow statement, notes, and supporting schedules. By following the step-by-step instructions, keeping complete records during the year, and preparing for the audit early, SGBs can submit compliant financial reports that show responsible financial management.

Summary:

SASA Section 41 requires SGBs to prepare annual financial statements
Template structure should include balance sheet, income statement, cash flow statement, notes, and schedules
Complete documentation is essential for audit preparation
Regular reconciliation during the year simplifies year-end reporting
Technology can automate financial reporting and reduce errors
Early preparation helps the audit run smoothly

To generate SGB financial reports from fee collection and expenditure data in one place, and to keep your school’s finances and reporting compliant, see how Fundisa supports SGB financial reporting for South African schools.

Frequently Asked Questions

What is the deadline for submitting SGB annual financial reports?

SGBs must submit annual financial statements to the provincial education department within 6 months of the financial year-end. For schools with a December year-end, reports are typically due by 30 June the following year. Deadlines vary by province, so check your provincial education department’s specific requirements. Some provinces require earlier submission, and late submission may result in penalties or provincial intervention. SGBs should aim to complete statements and audits well before the deadline to allow time for review and corrections.

What happens if an SGB financial report shows a deficit?

If an SGB financial report shows a deficit (expenditure exceeds income), the SGB must explain the deficit in the notes to financial statements and develop a plan to address it. Common causes include lower-than-expected fee collection, unexpected expenses, or budget overruns. The SGB should: explain the reasons for the deficit, outline steps taken to address it, develop a recovery plan (may include fee increases, cost reductions, or fundraising), and submit the plan to the provincial education department. Persistent deficits may trigger provincial intervention, so SGBs should address deficits promptly and transparently.

Can SGBs prepare financial reports using cash basis accounting?

Most provincial education departments require SGBs to prepare financial statements using accrual basis accounting (recognising income when earned and expenses when incurred, regardless of cash flow). However, some smaller schools may be permitted to use cash basis accounting—check your provincial requirements. Accrual basis provides a more accurate picture of financial position and performance, aligns with GRAP standards, and is generally preferred by auditors. SGBs should consult with their auditor or provincial education department to confirm which basis is required for their school.

What supporting documentation should be kept with SGB financial reports?

SGBs must maintain complete supporting documentation for all transactions in financial reports. Required documentation includes bank statements for all accounts, invoices and receipts for all expenditure, payment authorisation documents, fee collection records and exemption applications, asset register and purchase documentation, procurement documentation (quotes, tenders, contracts), minutes of SGB and finance committee meetings, budgets and variance analyses, and previous year’s financial statements and audit reports. Documentation should be organised systematically and retained for at least 7 years as required by SASA. Make it available to auditors and provincial education department officials on request.