Business finance support during the Covid-19 pandemic

During the Covid-19 pandemic, businesses have been under extreme pressure to efficiently run some essential financial functions, and this may continue once lockdown restrictions are fully lifted.

The main areas of concern for many businesses focus around cash flow, as well as internal working practices not being as efficient as they once were.

MHA Moore and Smalley can provide temporary support to relieve such pressures and deliver finance functions which may have previously been done in house or with another adviser.

How we can relieve the burden during this time:

Finance function support secondment

The finance function of any business is key, and it is essential to ensure compliance needs are met, and deadlines are adhered to. As such, our specialists can perform duties on a temporary basis on behalf of staff who may be unavailable. Such roles include:

• Management accountant
• Financial accountant
• Bookkeeper

We can assist with a range of duties usually performed by such individuals in an efficient and cost-effective manner.

Management accounts

Management accounts is an essential business function which allows you to make informed decisions, by providing crucial financial and statistical information, in a regular and timely manner. We can assist you in setting up these processes or preparing the information for you. This is integral to the success of any business.

Cash flow forecasts and projections

As we are all unsure how long the restrictions imposed for the Covid-19 pandemic will continue for, as well as the after effects on the economy, it is essential that all businesses assess cash flow immediately and understand how much is required to survive. Many businesses will require additional funding requirements both in the short-term and longer-term. Our specialist Corporate Finance team can assist with:

• Cash flow forecasts including sensitivity analysis
• Financial modelling
• Grant / funding applications

VAT advice and Time to Pay support

There are several areas which can be assessed immediately in order to minimise business interruption and maximise your working capital, including reclaiming VAT and the newly introduced deferral of VAT payments for 3 months.

Getting Time to Pay can hinge on the presentation of information, gathering suitable evidence and negotiation skills; we can support you when approaching HMRC and help you when considering the
wider impacts and implications of Time to Pay.

Our team can also assist with VAT return preparation and submission.

For further information on the various VAT reliefs that can be used to improve cash flow and working capital, please click here.

Payroll services

We can assist with the changes required in the payroll function regarding furlough leave and flexible furlough, under the Coronavirus Job Retention Scheme, as well as assisting you with running your payroll if some of your key staff members are unavailable to do so.

Statutory accounts

We are also able to prepare your statutory accounts and other pre-year end related services, including:

• Preparing statutory accounts
• Corporation tax computations
• iXBRL tagging
• R&D claims

Business Healthcheck

We have devised a useful Business Healthcheck Questionnaire to help you identify areas where short term planning and changes may be required due to the impact of Covid-19. This looks at various areas including cashflow management and tax issues.

For further information about how our specialists teams can assist you, please contact us on 08081683464 or email info@mooreandsmalley.co.uk


New December Annual Benefit Statement (ABS)/Total Reward Statement (TRS) available

The second GP Pension Total Reward Statement of the year was released on 18 December and is available for GPs to view via www.totalrewardstatements.nhs.uk. Any certificates and pensions information that was submitted to PCSE by 11 October 2019 should be reflected in the December TRS. If submissions were made after 11 October 2019 then the information will be reflected in their updated TRS in the August 2020 release.

Pension records can only be updated sequentially, if certificates from previous years are missing, the most recent years cannot be updated. For instance, if certificates have only been received and processed for the years 2010/11, 2011/12 and 2017/18 then the ABS will only reflect the pension figures up until 2012.

Members are advised to contact the NHS Pensions TRS team using the contact details below if they are unable to see their December TRS but had submitted their certificates in time by 11 October.

It is important to check your records are up to date and that there are no missing periods in order that your future pension is maximised.

If you need any assistance or information, please contact one of your Healthcare Services team members at MHA Moore and Smalley

Useful links and contacts:

NHS Pensions TRS team – 0300 3301 351 or email nhsbsa.trs@nhsbsa.nhs.uk

PCSE Customer Support Centre – 0333 014 2884

Changes to submission of pension certificates

For the most recent financial year, 2018/2019, NHS Pensions have now released the Type 1 Annual Certificate of Pensionable Profits and the Type 2 Self-Assessment of Tiered contributions form. PCSE will process certificates submitted by the deadline on 28 February 2020.

For the 2018/19 certificates, submissions will still be made via the current processing of the form on the ‘Contact Us’ page on the PCSE website.

PCSE have announced that an automated, efficient and easy to use online payments and pensions service for GP practices will be introduced from May 2020.

Regarding the process of submitting superannuation certificates, this new online system should help GP practices to access pension information, manage their submissions and check their progress.

Electronic processes and online validation will improve the quality of information provided and accuracy of payments.

If you need any assistance or information, please contact one of your Healthcare Services team members at MHA Moore and Smalley

Useful links and contacts:

Superannuation certificates – Type 1 https://pcse.england.nhs.uk/help/gp-pensions/annual-certificates-of-pensionable-profits-type-1/

Superannuation certificates – Type 2 – https://pcse.england.nhs.uk/help/gp-pensions/type-2-medical-practitioner-self-assessment-of-tiered-contributions/

PCSE Customer Support Centre – 0333 014 2884

The importance of organisation in the workplace

For any business to grow and run smoothly organisation is a key skill. Here are a few tips on how to stay organised in the workplace;

Manage your working area

An organised work space helps avoid misplacing documents and items getting mixed up or lost, it also avoids the scramble and stress of having to root through papers to find a specific document if a client or customer calls unexpectedly. As well as looking tidier for unexpected visits it creates a calmer atmosphere which can help with productivity. To help with this consider going paperless which avoids having physical documents to deal with altogether.

Keep your computer organised

If you decide to go paperless, you then must compete with the filing of digital documents. A system will need to be implemented for naming files and saving them to specific locations that everyone in the business is aware of. While this can initially be a timely process, once set up and running smoothly you will reap the benefits of not having paper documents lying around everywhere. Going paperless also helps to comply with GDPR and as the documents can be accessed remotely, flexible working is also a possibility.

Expenses

Keeping your expenses organised and recorded in a timely manner helps so you can focus on your business itself. It is easy to leave it till your businesses year end and then have to find all those receipts, often in various pockets and glove compartments to get your expenses claim in. Consider using an app that links to your accounting software so expenses can be posted immediately, receipt scanned and then it can be lost with no worry.

Keep track of your debtors and creditors

Paying suppliers, invoicing customers and chasing payments is a key part in every business. Disorganisation can lead to late payments, missed debts or even missed opportunities for raising bills. Keeping your accounting software up to date can help flag up important dates for when payments are due or if a payment needs chasing. Many software’s, such as quickbooks, have built in reminders and flag up these areas every time you login. If chasing debts is taking up a lot of your time and you don’t have someone employed to do this job consider an automated service such as Chaser (www.chaserhq.com/), which links to your accounting software and deals with the chasing of debts automatically.

Archive and delete emails

It can be frustrating to login to your inbox and see hundreds of emails. Reducing and clearing out your inbox regularly can help flag up the emails that still require attention and avoid important emails getting missed.

Keep track of deadlines

Be aware of deadlines such as the following to stay on track and avoid any unnecessary penalties;

  • Companies House, accounts are due nine months after year end
  • Corporation tax return, due for filing twelve months after year end
  • Corporation tax payment, due nine months and one day after year end
  • VAT returns, due for filing and payment one month and seven days after the period end

Related Party Transaction Reporting in Charity Accounts

Trustees must always act in the interests of their charity and not for their own personal benefit, but it is not uncommon for conflicts of interest to arise. It is important the charity is open and transparent in such situations, and it is good governance to handle these conflicts appropriately.

In charity accounts, the reporting of related party transactions is integral to complying with the SORP and providing details about their transactions with persons and entities closely connected to the charity or its trustees.

The Charity Commission has recently undertaken a review of a sample of Charity accounts and although reporting was found to be significantly better in larger charity accounts, less than two thirds of the charities in lower income samples fully complied with the SORP’s transparency requirement.

Charities preparing accruals (SORP) accounts must disclose:

  • trustees’ remuneration and benefits
  • trustees’ expenses
  • transactions with those persons and entities that are closely connected to the charity or its trustees, referred to as related parties

Trustees may delegate accounts preparation to charity staff or their accountant but remain responsible for approving the trustees’ annual report and accounts. The independent examiner or the auditor cannot be expected to know all of the related parties involved with the charity and so trustees need to co-operate with them to ensure that the disclosures provided in their accounts are complete.

If you have any questions on charity reporting, please do not hesitate to contact one of the charity specialist team at MHA Moore and Smalley.

Risk Management for Academies

Today’s video features Sarah Ollerton and Nicola Mason as they discuss risk management for academies.

This year the academies financial handbook has changed the requirement for a risk register from a should to a must, meaning academies need to update and review their existing risk register.

Watch to learn more!