Registered Charity Number: 1034531
Queensgate Pre-School Playgroup
Report of the Trustees and
Unaudited Financial Statements for the
Year Ended 31st July 2022
Queensgate Pre-School Playgroup Contents
| Page | |
|---|---|
| Report of the Trustees | 1-2 |
| Independent Examiner's Report | 3 |
| Statement of Financial Activities | 4 |
| Balance sheet | 5 |
| Notes to the financial statements | 6-8 |
| Detailed Statement of Financial Activities | 9 |
Queensgate Pre-School Playgroup Report of the Trustees for the Year Ended 31 July 2022
The trustees present their report with the financial statements of the charity for the year ended 31 July 2022 and confirm they comply with the requirements of the Charities Act 2011, the trust deed and the Charities SORP (FRS 102).
REFERENCE AND ADMINISTRATIVE DETAILS
Registered Charity number
1034531
Principal address
Beverley Grammar School Queensgate Beverley East Yorkshire HU17 8NF
Trustees
Gail Simpson Chairperson Rachel Gillespie Treasurer Stacey Cook Secretary Jade Colley General Member Louise Harley General Member Meg Wycks General Member Natalie Hall General Member
Independent examiner
Yorkshire Accountancy Limited 123 Hallgate Cottingham East Yorkshire HU16 4DA
STRUCTURE, GOVERNANCE AND MANAGEMENT Governing document
The charity is controlled by its governing document, a deed of trust, an constitutes and unincorporated charity.
At a meeting held on 12 July 2011 the trustees adopted the Pre-school Learning Alliance Model Constitution 2008.
Recruitment and appointment of new trustees
The overall management and control of the Charity rests with the individuals of the Pre-School management committee who are also the Charity trustees. Trustees are recruited at the annual general meeting. Prospective members are elected from those candidates who have notified their willingness to stand. Candidates receiving the highest number of votes will be elected up to a maximum of 12 committee members in total. The minimum number of trustees at any one time is 5.
Induction and training of new trustees
New trustees are provided with a copy of the Pre-School Learning Alliance document 'Guidance for Trustees'. They are encouraged to attend all meetings of the trustees and are able to address any queries they may have from time to time with the Charity's manager.
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How our organisation is of public benefit
The trustees have had due regard to Charity Commission guidance on public benefit. The Charity is involved with the advancement of education. Our facilities are available to all children under the statutory school age and are not restricted to specific social or economic groups.
Risk management
The trustees have a duty to identify and review the risks to which the charity is exposed and to ensure appropriate controls are in place to provide reasonable assurance against fraud and error.
OBJECTIVES AND ACTIVITIES
Objectives and aims
The aims of the Pre-School are to enhance the development and education of children primarily under statutory school age by encouraging parents to understand and provide for the needs of their children through community groups and by:
(a) Offering appropriate play, education and care facilities, family learning and extended hours group, together with the right of parents to take responsibility for and to become involved in the activities of such groups, ensuring that such groups offer opportunities for all children whatever their race, culture, religion means or ability;
(b) Encouraging the study of the needs of such children and their families and promoting public interest in and recognition of such needs in the local areas;
(c) Instigating and adhering to and furthering the aims and objects if the Pre-School Learning Alliance
ACHIEVEMENT AND PERFORMANCE
Charitable activities
The charity has done well to continue to provide a high quality service with the reduced number of children entering the setting, as children in the East Riding now start school in the year in which they turn four not the year in which they turn five. With careful management of the staff and funds we have been able to remain open when many pre-schools in the area have had to close. Children continue to enjoy being at Queensgate Pre-School and their parents continue to enthuse about the pre-school spreading the word that Queensgate Pre-School is a quality, friendly place to send their children
We are always looking for ways to improve the pre-school and this year we have really worked hard to improve resources. We have also improved our key worker system and record keeping to tie in with the new EYFS. These changes have enabled us to tailor childrens learning to their interests and needs.
FINANCIAL REVIEW
Reserves policy
At 31 July 2022 the unrestricted reserves were £37,209. This is sufficent for the Charity's requirements and in accordance with the reserves policy which is to retain between 3-6 months of the resources expended.
ON BEHALF OF THE BOARD:
25 May 2023
R Gillespie - Trustee 31st March 2023
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Queensgate Pre-School Playgroup Report of the Independent Examiner to the Members of the Queensgate Pre-School Playgroup
I report on the accounts for the year ended 31 July 2022 set out on pages four to nine.
Respective responsibilities of trustees and examiner
The charity's trustees are responsible for the preparation of the accounts. The charity's trustees consider that an audit is not required for this year (under Section 144(2) of the Charities Act 2011 (the 2011 Act)) and that an independent examination is required.
It is my responsibility to:
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examine the accounts under Section 145 of the 2011 Act
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to follow the procedures laid down in the General Directions given by the Charity Commission (under Section 145(5)(b) of the 2011 Act)
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to state whether particular matters have come to my attention
Basis of the independent examiners report
My examination was carried out in accordance with the General Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently no opinion is given as to whether the accounts present a 'true and fair view' and the report is limited to those matters set out in the statements below.
Independent examiner's statement
In connection with my examination, no matter has come to my attention:
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(1) which gives me reasonable cause to believe that, in any material respect, the requirements
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to keep accounting records in accordance with Section 130 of the 2011 Act; and
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to prepare accounts which accord with the accounting records and to comply with the accounting requirements of the 2011 Act.
have not been met; or
- (2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
Yorkshire Accountancy Limited Accountants
123 Hallgate Cottingham East Yorkshire HU16 4DA
31st March 2023
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Queensgate Pre-School Playgroup Statement of Financial Actvities for the year end 31st July 2022
| Notes INCOMING RESOURCES Incoming resources from generated funds Voluntary income Activities for generating funds 2 Pre-school playgroup 3 Other incoming resources RESOURCES EXPENDED Pre-school playgroup 5 NET INCOMING/(OUTGOING) Total funds brought forward TOTAL FUNDS CARRIED FORWARD |
Unrestricted Restricted fund fund £ £ - - 635 - 66,838 - 39 - 67,512 55,409 - 12,103 25,106 37,209 - |
2022 Total funds £ - 635 66,838 39 67,512 55,409 12,103 25,106 37,209 |
2021 Total funds £ 624 370 43,350 130 44,474 47,301 (2,827) 27,933 25,106 |
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Queensgate Pre-School Playgroup Balance Sheet as at 31 July 2022
| Notes FIXED ASSETS Tangible assets 8 CURRENT ASSETS Debtors 9 Cash at bank Creditors: Amounts Falling Due Within 10 One Year TOTAL ASSETS LESS CURRENT LIABILITIES NET ASSETS FUNDS 11 Unrestricted funds Restricted funds |
Unrestricted fund £ - 265 37,857 38,122 (913) 37,209 37,209 |
Restricted fund £ - - - - - - - |
2022 Total funds £ - 265 37,857 38,122 (913) 37,209 37,209 37,209 - 37,209 |
2021 Total funds £ - - 25,973 25,973 (867) 25,106 25,106 25,106 - 25,106 |
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The financial statements were approved by the Board of Trustees on 31st March 2023 and were signed on its behalf by:
R Gillespie - Trustee
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Queensgate Pre-School Playgroup Notes to the Accounts for the year end 31st July 2022
1 ACCOUNTING POLICIES
Accounting convention
The financial statements have been prepared under the historical cost convention, and in accordance with the Charities SORP FRS 102, the Charities Act 2011 and the requirements of Recommended Practive, Accountng and Reporting by Charities and in accordance with FRS 102.
Going Concern
There are no material uncertainties about the charity's ability to continue.
Incoming resources
All incoming resources are included on the Statement of Financial Activities when the charity is legally entitled to the income and the amount can be quantified with reasonable accuracy.
Resources expended
Expenditure is accounted for on an accruals basis and has been classified under the headings that aggregate all cost related to the category. Where costs cannot be directly attributed to particular headings they have been allocated to activities on a basis consistent with the use of resources.
Depreciation
| Depreciation has been provided at the following rates in order to write off the assets over their estimated useful lives. | Depreciation has been provided at the following rates in order to write off the assets over their estimated useful lives. |
|---|---|
| Mobile classroom | 10% on cost |
| Improvements to mobile classromm | 10% on cost |
| Fixtures, fittings & equipment | 10% on cost |
Taxation
The charity is exempt from tax on its charitable activities
Fund accounting
Unrestricted funds can be used in accordance with the charitable objectives at the discretion of the trustees.
Restricted funds can only be used for particular restricted purposes within the objects of the charity. Restrictions arise when specified by the donor or when funds are raised for particular purposes.
Further explanation of the nature and purpose of each fund is included in the notes to the financial statements
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| ACTIVITIES FOR GENERATING FUNDS Fundraising events INCOMING RESOURCES FROM CHARITABLE ACTIVITIES Fees Received CHARITABLE ACTIVITIES COSTS Pre-school playgroup |
2022 £ 635 2022 £ 66,838 Direct Costs (see note 5) £ 55,409 |
2021 £ 370 2021 £ 43,350 2021 £ 47,301 |
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DIRECT COSTS OF CHARITABLE ACTIVITIES
| DIRECT COSTS OF CHARITABLE ACTIVITIES Staff costs Rates and water Insurance Postage and stationery Sundries Toys and equipment Food and consumables Trip expenses Repairs and renewals Accountancy Telephone Other Expenses Depreciation |
2022 £ 48,662 886 778 929 1,026 518 858 255 676 426 215 180 - 55,409 |
2021 £ 42,242 734 - 1,020 627 335 612 - 677 390 229 435 - 47,301 |
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TRUSTEES REMUNERATION AND BENEFITS
There were no trustees' remuneration or other benefits for the year ended 31 July 2022 nor for the year ended 31 July 2021.
Trustees' expenses
There were no trustee's expenses paid for the year ended 31 July 2022 nor for the year ended 31 July 2021.
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STAFF COSTS
| STAFF COSTS Wages and salaries Staff training Employers pensions The average monthly number of employees during the year was: Pre-school staff |
2022 £ 47,773 560 329 48,662 2022 7 |
2021 £ 41,787 328 127 42,242 2021 7 |
|---|---|---|
TANGIBLE FIXED ASSETS
| TANGIBLE FIXED ASSETS COST At 1 August 2021 and 31 July 2022 DEPRECIATION At 1 August 2021 Charge for year NET BOOK VALUE At 31 July 2022 At 31 July 2021 |
Improvements Mobile to mobile Fixtures classroom classroom and fittings £ £ £ 13,751 16,188 3,462 13,751 16,188 3,462 - - - 13,751 16,188 3,462 - - - - - - |
Totals £ 33,401 33,401 - 33,401 - - |
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| 9 DEBTORS: AMOUNTS FALLING DUE WITHIN ONE YEAR 2022 £ Other debtors 265 10 CREDITORS: AMOUNTS DUE FALLING WITHIN ONE YEAR 2022 £ Other creditors 150 Other taxes and social security costs 259 Accruals 504 913 11 Movement in Funds Net movement At 01.08.2021 in funds £ £ Unrestricted funds General fund 25,106 12,103 Restricted funds Extension - - TOTAL FUNDS 25,106 11,115 Net movement in funds, included in the above are as follows: Incoming Resources resources expended £ £ Unrestricted funds General fund 67,512 (55,409) Restricted funds Extension - - 67,512 (55,409) |
2021 £ - 2021 £ 86 277 504 867 At 31.07.2022 £ 37,209 - 37,209 Movement in funds £ 12,103 - 12,103 |
|---|---|
Extension
This fund represents a grant received from East Riding of Yorkshire Council for the refurbishment of the mobile classroom.
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Queensgate Pre-School Playgroup Detailed Statement of Financial Activities for the Year Ended 31 July 2022
| INCOMING RESOURCES Voluntary income Donations Grants Activities for generating funds Fundraising events Incoming resources from charitable activities Fees received Other incoming resources Sundry receipts Total incoming resources RESOURCES EXPENDED Charitable activities Wages Staff training and welfare Employers pension Rates and water Light and heat Insurance Telephone Postage and stationery Sundries Toys and equipment Food and consumables Trip expenses Repairs and renewals Accountancy Cleaning Other expenses Depreciation Total resources expended Net income/(expenditure) |
2022 2021 £ £ - 124 - 500 - 624 635 370 66,838 43,350 39 130 67,512 44,474 47,773 41,787 560 328 329 127 331 108 555 626 778 - 215 229 929 1,020 719 208 518 335 858 612 255 - 676 677 426 390 307 419 180 435 - - 55,409 47,301 55,409 47,301 12,103 (2,827) |
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OUR ENGAGEMENT TERMS AND CONDITIONS
www.yorkshireaccountancy.co.uk
We want our working relationship to last a long time. We pride ourselves on offering quality accountancy services. But we feel it’s helpful to set our expectations so that we can offer these to the best of our ability. Much of this is contained in our engagement terms, but I thought highlighting some conduct and expectation points useful.
If you have any questions please get in touch.
Nick Ro�ins�n
Nick Robinson FFA Director Yorkshire Accountancy Limited
OUR EXPECTATIONS
Fees
You can view our up-to-date fee schedule by clicking here. We will always try and keep this folder up to date with the latest fees.
See the detail on the engagement letter (point 3) but essentially we expect all our fees to be paid on time (our usual terms are 14 days).
Dates and deadlines
In order for us to do our work we need your information to come to us in a timely manner.
We require information from you no later than:
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30[th] September after tax year end (5[th] April) for accounting papers for partnerships / sole traders.
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5 months after year-end for company / LLP / CIC accounting papers.
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30[th] September after tax year end (5[th] April) for personal tax papers.
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15[th] day of next month for VAT returns.
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For payroll / CIS – we need pay details 48 working hours’ notice before the pay date
Do not fear though. If for any reason you get your paperwork to us later than these dates we will do our best to prepare and file your work. But we will charge an uplift in fees for “jumping the queue”. A little bit like when you renew your passport at short notice.
For year-end accounts and tax work, we will increase fees by 20% if the work arrives to us with less than 2 months to its deadline or 40% if there is less than one month.
This premium service can also be used if you need your work preparing quickly for things like mortgage applications.
Client code of conduct
We consider Yorkshire Accountancy Limited to be a very friendly firm of accountants. Here is how we expect to be treated by clients, whether we are meeting face to face, in groups or individually, or talking on the phone, in emails or on social media.
We ask our clients to:
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Please show staff respect and courtesy
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Be responsible and honest
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Work with us to find solutions to problems
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Respond to our queries within a reasonable timeframe
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Help us to provide the best service we can
It goes without saying - Yorkshire Accountancy will not tolerate:
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Swearing or racist, sexist, homophobic or otherwise offensive language
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Any form of harassment or personal attack
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Aggressive, intimidating, threatening or violent words or behaviour
As always if you have any questions please get in touch with us.
Telephone: 01482 845750
Email: info@yorkshireaccountancy.co.uk Book a call/meeting: https://www.yorkshireaccountancy.co.uk/book-a-discovery-call/
June 2022 version
1. Introduction
1.1 This document sets out the terms and conditions under which we will supply our services as set out in our quotation (“Services”) We shall try to keep this document as simple as possible. This document and any other terms and/or conditions issued to you by us forms the basis of the agreement between Yorkshire Accountancy Limited and yourself.
1.2 Within this document "We" ('us' etc.) refers to Yorkshire Accountancy Limited, “You" (‘your’ etc.) refers to any client of Yorkshire Accountancy Limited, being an individual, a partnership and/or its partners, a limited company and/or its directors or a charity and/or its trustees (the entity). In the case of a corporate entity, charity or LLP, the responsibility for preparing accounts and administering taxes is a personal one of the directors, trustees or partners hence this agreement is jointly and severally with the directors, officers, trustees or partners as applicable rather and the entity itself.
1.3 These terms will be valid from the date above unless agreed with us separately in writing and will automatically continue on a twelve-monthly basis unless terminated in accordance with this clause 1.3. This agreement can be terminated in writing by either party by way of letter to the latest address held, with no notice required. For the avoidance of doubt, contract terminations should be clearly marked as such.
1.4 This agreement is intended to operate under English Law and in the event of any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with it or its subject matter or formation, shall be governed by and construed in accordance with the laws of England and Wales. You further agree that the courts of England and Wales shall have sole jurisdiction in determining any such dispute or claim (including non-contractual disputes or claims). Any clause deemed unenforceable stands alone and does not render the rest of the agreement void.
Please read through this agreement and have your authorised representative sign and returns a copy to us. If you should have any queries, please let us know.
2. The practice
2.1 Yorkshire Accountancy Limited is a limited company registered in England number 05460543. The registered address is 123 Hallgate, Cottingham, East Yorkshire, HU16 4DA.
2.2 Yorkshire Accountancy holds a current and valid practising certificate from the Institute of Financial Accountants and is not registered to undertake investment business activities.
2.3 We only offer advice on, and carry out Services relating to, UK accounting and tax matters. We may offer general advice about overseas matters, but not jurisdiction specific advice.
3. Fees
- 3.1 All fees quoted by us exclude VAT.
3.2 Our fees are based on our fixed fee schedule and are subject to an annual review. This review takes place each December and we will notify you as quickly as possible. For the avoidance of doubt however, changes may be made to the fee schedule at any time.
- 3.3 Services covering VAT returns, bookkeeping and/or payroll are invoiced quarterly.
June 2022 version
3.4 It is important to note that in the event that a limited company is unable to meet its liability in respect of our fees as and when they fall due, then the company’s directors are personally, jointly and severally liable in respect of our outstanding fees.
3.5 Invoices are due for payment within 14 days of the invoice date and we reserve the right to charge an 8% surcharge on overdue fees. Any queries on invoices must be raised within seven days of the date of issue.
3.6 Payments can be made by cash, cheque, bank transfer, PayPal or major credit card, direct debit and by standing order. Our fees are computed on an annual basis, however, where payments are made by standing order these are payments on account of a quarterly/annual invoice.
3.7 Standing Orders 3.7.1 Where standing orders are cancelled without due notice, or two standing orders in a row are unpaid, any outstanding balance owing to us becomes payable in full.
3.8 Direct Debit 3.8.1 Any fees payable by direct debit will be collected automatically in line with these payment terms.
3.8.2 Where direct debits are cancelled without due notice, or two direct debits in a row are unpaid, any outstanding balance owing to us becomes payable in full.
3.9 Late Payments 3.9.1 In the event of credit terms being breached we may levy credit charges and interest in accordance with Late Payment of Commercial Debts (Interest) Act 1988 as amended by EC Directive 2000/35/EC.
3.10 At our discretion we may request payment in advance for all or part of our Services or withhold aspects of completed Services pending settlement of our fees.
3.11 We do not issue discounts or refunds for services contracted by you and not used. Similarly, we do not refund clients who have been paying monthly and then decide to terminate this agreement before the end of the accounting period. Furthermore, if you do terminate this agreement within the first twelve (12) months from commencement, we reserve the right to charge you £95.00 + VAT admin fee.
3.12 If you should start paying monthly mid-way through the accounting year, there will be a shortfall at year end, for which we will generate an ad-hoc invoice for any fees outstanding.
3.13 From time to time many businesses need some extra assistance, and non-routine work of this nature will be subject to a separate charge.
3.14 Occasional telephone calls, emails, requests for advice relevant to the Services already provided will not incur a separate charge. Separate charges only arise where a significant amount of extra work is called for or where work relates to Services not currently offered.
3.15 Where possible, we will tell you if the Services we are providing for you is outside of the quoted annual fee for routine Services and therefore incurring extra charges, and where at all possible we will give you a quotation for the non-routine Services.
3.16 Our hourly rates for non-routine work are currently (excluding VAT): -
June 2022 version
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£150 Principal/ director (£400/£800 half day/full day)
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£100 Manager Grade staff
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£50 Senior technician grade staff
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£25 Junior technician grade staff
4. Responsibilities
4.1 Your Tax, VAT and NIC affairs are your responsibility; we act only as your agent. It is your responsibility to:
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ensure that you maintain accurate records for accountancy, audit or taxation purposes; and
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consider the accuracy of accounts, tax returns or other documents which the practice prepares for you, before you sign them; and
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ensure that elections, forms, returns or accounts which are subject to a statutory time limit are made on time; and
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make sure we get copies or originals of all forms, assessments or other documents sent to you by HMRC or Companies House on which you wish us to advise or take action.
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4.2 We will offer you as much assistance as possible in meeting the above. This will include, where possible and practical:
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giving you guidance on the records you need to keep and advising you of any significant errors or omissions which we discover;
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ensuring that accounts, tax returns and other documents are an accurate reflection of the records and other information, written or verbal, which you have given us, and drawing to your attention any known uncertainties or errors;
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ensuring that you are aware of relevant time limits and critical dates; and/or
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ensuring that we process work you give us within the time scale necessary to meet relevant time limits provided that we have been given the necessary books and records within good time.
4.3 If you are not VAT registered it is your responsibility to monitor the registration thresholds and contact us if you need to effect registration. Likewise, if you use a VAT scheme with a turnover limit, it is your responsibility to monitor your continued eligibility for its use.
4.4 We are not responsible for the detection of, or prevention of, fraud, theft or accidental losses within your business or personal affairs, and you will indemnify us against any such losses or claims.
5. Preparation of Accounts
5.1 Unless we are appointed as bookkeepers you will deal with all routine items concerning day to day operations; in particular, you will:
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maintain the accounting records in respect of both cash and bank receipts and payments; and
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take, if appropriate, a physical inventory of stock at the end of the financial year, price and extend the values and summarise the totals, making proper allowance for any obsolete or unsaleable items; and
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provide detailed lists of unpaid invoices rendered to customers and unpaid bills for purchases etc., and the cash in hand at the year end.
June 2022 version
5.2 In order that your accounts are prepared accurately, we may request the following information (where appropriate):
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Cash book (s)
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Petty cash book(s)/records
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VAT book(s)/records
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Copies of VAT returns
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Sales invoices
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Supplier invoices
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Bank statements - current account(s)
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Bank statements - deposit account(s)
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Bank statements - loan account(s)
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Cheque book stubs
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Paying in book counterfoils
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Credit card statements
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Wages/PAYE records
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5.3 We may also require the following where appropriate:
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Fixed assets added/disposed of during the period
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Debtors balance at the period end
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Creditors balance at the period end
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Stock value at the period end
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Copies of loans/HP Agreements
5.4 To guarantee that your accounts are completed before any deadlines we require the data within the following time deadlines:
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Limited Company/LLP – no later than 6 months after your year end;
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Sole trader/partnership – no later than 30[th] September before 31[st] January selfassessment deadline.
5.5 We will prepare your accounts from your records (or our bookkeeping if we prepare this), incorporating any other verbal or written information given. In preparing these accounts we will endeavour to identify and correct any material errors found in your records, and where appropriate will advise you accordingly.
5.6 We will draw your attention to any major deficiencies, errors or omissions which we discover in your records or accounting systems.
6. Tax compliance
6.1 We will check and advise you of the correctness or otherwise of any assessments, computations, statements of tax liabilities, PAYE codings or demands for payment sent to you by HMRC provided, of course, subject to us having a complete copy of the relevant documentation.
6.2 You acknowledge that we do not automatically receive copies of tax assessments raised by HMRC, and you agree to forward them to us so that we may act upon them.
6.3 Where requested we will prepare your business and/or personal tax returns. Once approved we shall submit these to HMRC.
June 2022 version
6.4 We will prepare tax computations on your accounts and will submit these to HMRC. These are submitted automatically after your accounts are sent to you for approval.
6.5 Having prepared your accounts, tax returns or computations, if at all possible we will advise you of your approximate tax liabilities.
6.6 We have your consent to make use of HMRC Electronic Filing opportunities where available.
6.7 We require a Data Request form / questionnaire to be supplied to us for personal returns. Where this is not supplied, we will endeavour to complete the form on information available but accept no liability for omissions and inaccuracies.
6.8 You must read through tax returns we send you for approval and consider their accuracy and completeness before signing them and authorising us to file them.
7. Tax planning and mitigation, financial planning
7.1 Where requested, we will offer advice on Capital Gains Tax, Inheritance Tax and other capital taxes for either long term strategic planning or estate planning.
7.2 Our advice will be based on current law and practice, and we will highlight any known uncertainties or matters requiring clarification.
7.3 We do not undertake to update our advice for subsequent changes in legislation, case law, practice or interpretation. If you require advice to be updated, you must ask us to update the advice.
7.4 Our advice is limited to taxation and financial matters. We do not offer advice on, nor accept responsibility or liability for, general legal or contractual matters.
8. Tax Enquiries
8.1 In the event we are engaged to represent you, we will correspond with HMRC on your behalf and represent you at any formal interviews. We ask that you do not contact HMRC directly, as this can compromise our handling of the enquiry.
8.2 We will copy all significant correspondence to you and seek your approval on our proposed actions/responses as the enquiry progresses.
8.3 If at any time you want to make voluntary disclosure of irregularities, then you should advise us as soon as possible.
8.4 We have three options for charging you:
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Hourly rate in accordance with our charge rates for non-routine / non-fixed price work
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Fixed retainer, payable on a monthly basis by standing order until the end of the enquiry. The amount of the retainer is assessed according to our experience of your business and the likely costs of the enquiry.
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Insured - we recommend that all of our clients consider tax enquiry insurance. We have a suitable product available. This is added to invoices as standard but is completely optional.
9.
VAT returns and bookkeeping
June 2022 version
9.1 Where we are engaged to prepare VAT returns and carry out basic bookkeeping we will do so from the records and information you provide to us.
9.2 You retain responsibility for the completeness of this information.
9.3 In order to guarantee that we produce timely information and meet the VAT submission deadline, we will require the following information to be sent to us no later than fifteen days after the month/quarter end:
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Bank/paypal statements for the month/quarter
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Purchase invoices for the month/quarter
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Sales invoices for the month/quarter
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Cheque book stubs for the month/quarter
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Paying in book slips for the month/quarter
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Note of any petty cash payments made in the month/quarter
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Fixed assets added/disposed of during the period
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Debtors balance at the period end
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Creditors balance at the period end
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Stock value at the period end
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• Copies of loans/HP agreements
9.4 The specific output in terms of reports and returns will be subject to agreement between us.
9.5 Where specifically agreed, we will maintain, on your behalf, electronic records, and the electronic data will be your property. Where there is no specific agreement, electronic data including backup files, data files, programme files and passwords, are our property but you will be entitled to ask for transaction reports, audit trails and day books to be printed.
10 Payroll and CIS
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10.1 Our payroll Services cover:
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Provision of computer generated payslips.
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Provision of payroll summary for your records.
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Preparation of end of year returns.
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Preparation of RTI requirements.
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Administration of monthly/quarterly remittances to HMRC.
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Calculation and administration of SMP and SSP payments and recoveries. Other paperwork relating to SMP and SSP, e.g. medical certificates, requests for information from third parties are the responsibility of the client.
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Dealing with payroll deductions or additions to be made relating to Student Loans, Child Support, Court Orders or Working Families Tax Credit. The client is responsible for liaising with the relevant bodies and providing information to them as requested; our responsibility is solely to include the relevant items in the payroll.
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HMRC queries relating to payroll deductions and calculation.
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10.2 For the avoidance of doubt, our payroll Services do not cover:
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Maintaining records of holiday or sickness absence.
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Matters related to contracts of employment or advice on employment law.
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HMRC queries on payroll matters other than deductions and calculations, e.g. benefits, minimum wage, working time directive.
June 2022 version
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Site attendance for PAYE/NI compliance audits.
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P11Ds (available by separate quotation for employees earning over £8,500 p.a.)
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10.3 Our CIS Services cover:
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Comprehensive service:
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Verification of new subcontractors
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Monthly statements for the subcontractors (CIS voucher substitute)
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Monthly return completion and submission
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Basic service
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Monthly return completion and submission
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10.4 For the avoidance of doubt, our CIS Services do not cover:
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Maintenance of primary records (record keeping, payment schedules)
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Matters relating to contracts of engagement and status issues or advice
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HMRC queries on status matters
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Site attendance for CIS compliance audits.
10.5 For all payroll and CIS matters we require notifications to us to be by email, fax or post. We will accept telephone instructions but do not accept responsibility for matters communicated by telephone.
- 10.6 Unless otherwise agreed, our Services are provided on a fixed fee.
10.7 We do not provide advice on employment law, employment disputes or contracts of employment/service.
11 Auto Enrolment
11.1 Initial set up
11.1.1 You are responsible for establishing the staging date applicable for your payroll. You will advise us if you bring forward, postpone or otherwise delay any aspect of your staging. We will assist you in establishing the staging date that applies. This is the date that you, as an employer, must start to auto enrol your workers.
11.1.2 Using the data supplied by you in order for us to prepare your payroll we will identify those individuals who would qualify as a ‘worker’ for auto enrolment purposes and will produce a list of them.
11.1.3 We will help you to establish which category each worker falls into, whether entitled worker, eligible jobholder or non-eligible jobholder.
Option 1 – Our Proposed Pension Service running alongside your payroll scheme
Our proposed pension Service is with Now: Pensions which will run alongside your payroll scheme.
- (a) We will enrol all eligible jobholders into an eligible pension scheme on the appropriate date. As part of the service from Now: Pensions, they will prepare and send a notice for each eligible jobholder telling them that they have been or will be enrolled, and setting out what that means for them, and also detailing their right to opt out (and to opt back in again). We will send information about the eligible jobholders to the pension scheme.
June 2022 version
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(b) Now: Pensions, will prepare and send a notice to each non-eligible jobholder that sets out certain information about opting in to an automatic enrolment scheme and what this means for them. They do not need to be automatically enrolled but have the right to opt in. If the non-eligible jobholder chooses to opt in, we will enrol them onto the scheme on receipt of an opt-in notice.
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(c) Now: Pensions will prepare and send a notice to each entitled worker, giving them information about joining a pension scheme and what it means for them. If the entitled jobholder chooses to opt in, we will enrol them onto the scheme on receipt of an opt-in notice.
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(d) You are required within five calendar months of your staging date to make a declaration of compliance with the Pensions Regulator. We will process this for you within the deadline so that you comply with all legislation.
Option 2 – Processing and set up of Auto Enrolment by you
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(a) You will choose a pension scheme that meets the automatic enrolment qualifying criteria and we recommend that you take appropriate independent advice. Your choice of scheme can be:
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The existing scheme used by the business if it is an eligible scheme for auto-enrolment;
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Through the National Employment Savings Trust (NEST);
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Or you can seek the advice of a financial adviser on a suitable pension scheme
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(b) We will not provide advice on the choice of a scheme but refer you to guidance issued by the Pensions Regulator on pension scheme selection.
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(c) You are responsible for providing the required statutory information to your workers.
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(d) You will enrol all eligible jobholders into an eligible pension scheme on the appropriate date. You will need to prepare and distribute a notice for each eligible jobholder telling them that they have been or will be enrolled, and setting out what that means for them, and also detailing their right to opt out (and to opt back in again). You will need to send information about the eligible jobholders to the pension scheme. (For eligible jobholders who are already active members of a qualifying scheme, you will prepare a notice to send them giving them information about the scheme. This is the only action required for such members).
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(e) You will need to send a notice to each non-eligible jobholder that sets out certain information about opting in to an automatic enrolment scheme and what this means for them. They do not need to be automatically enrolled but have the right to opt in. If the non-eligible jobholder chooses to opt in, you will enrol them onto the scheme on receipt of an opt-in notice. You will need to send information to the pension scheme about those non-eligible jobholders who choose to opt in.
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(f) You will need to prepare and send a notice to each entitled worker, giving them information about joining a pension scheme and what it means for them. You will arrange membership to a scheme for those entitled workers who choose to join and complete a joining notice. This can be a different scheme to the one used for auto enrolment.
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(g) You are required within five calendar months of your staging date to make a declaration of compliance with the Pensions Regulator.
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12 Charities
June 2022 version
12.1 We will not normally take responsibility for filing your accounts or annual return with the Charities Commission. We will not normally take responsibility for administration of Gift Aid and similar tax matters.
13 Company Secretarial & Registered Office
13.1 When requested, we will assist you with returns or documents to Companies House, although it is your responsibility to pay stamp duty, filing fees or other duty. We will normally submit your annual return to Companies House for a fixed fee as per our fee schedule. This fee includes the filing fee due to Companies House.
13.2 We are willing to allow our trading address to be used as a registered office address for client companies. We will process or forward on to you any official post received; junk mail will however, at our discretion, be destroyed.
13.3 Registered Office facilities may be withdrawn in the event of Court Judgements, Bailiff visits or similar and are offered at our sole, revocable, discretion. When withdrawn we will change the registered office to the correspondence address we have on file for you. We have your implied authority to notify such a change to Companies House and third parties, and to release the address details we have on file for you.
13.4 Registered office facilities are provided at a fixed fee as per our fee schedule per annum.
13.5 Where we are engaged to act in respect of a company formation, a separate fee applies, and the following terms are imposed:
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Occasionally officers from this practice or our agents (if engaged) will act as the first director/secretary of a company and transfer the appointments to your nominated officers on incorporation. This speeds up the formation process.
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We will not normally supply statutory records for a company (share register, minute book, company seal) – these are available at extra cost if required.
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A standard form of Memorandum and Articles of Association will be used.
13.6 Unless specifically engaged to do so, our responsibilities do not extend to the maintenance of statutory records.
13.7 Where we provide a Company Secretary in the form of Yorkshire Accountancy Limited, we act as nominee secretary only and do not take on the responsibilities outlined in this paragraph 13.
13.8 Company secretarial facilities are provided at a fixed fee as per our fee schedule per annum.
14 Deadlines
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14.1 In order to meet filing deadlines, we require information from you no later than:
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30[th] September after tax year end (5[th] April) for accounting papers for partnerships / sole traders.
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5 months after year end for company / LLP accounting papers.
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30[th] September after tax year end (5[th] April) for personal tax papers.
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15[th] day of next month for VAT returns.
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For payroll / CIS – we need pay details 48 working hours’ notice before the pay date
June 2022 version
14.2 Where information is received late we will endeavour to complete the work on time but cannot guarantee this. We accept no responsibility for late filing penalties. If any work is passed to us for year-end accounts or for self-assessment: (i) less than two (2) months to the deadline, we will charge you an additional 20% to the fee; or (ii) less than one (1) month to the deadline, we will charge you an additional 40% to the fee. We will add a fixed fee of £60.00 plus VAT for any VAT return paperwork passed to us with less than two (2) weeks’ to the filing deadline. We may also seek to agree with you a supplementary fee for prioritising work to achieve statutory deadlines, where you provide us with information late. If you pay us on a monthly basis, you will receive an ad hoc invoice for these additional charges.
15 Contact details
- 15.1 You are responsible for providing us with up to date postal, e-mail and telephone details.
15.2 Any e-mail address used by you to correspond with us is deemed valid and confidential for reply purposes unless we are advised to the contrary.
16 Tax Credits
16.1 Our fixed price Services do not cover the preparation of tax credit claims or claims for similar benefits which are integrated with the tax system.
17 Limitation of liability
17.1 Unless specifically agreed to the contrary Yorkshire Accountancy Limited will only be liable to you for advice in respect of:
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matters which have been specifically drawn to our attention; or
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matters where we have specifically been asked to comment; or
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matters where we have specifically advised you.
17.2 Yorkshire Accountancy Limited will not be liable for failure to provide advice in respect of a matter which has not been drawn to our attention by yourself or where you have not sought our advice.
17.3 Unless an extension has been agreed Yorkshire Accountancy Limited has a maximum liability to you equal to ten times the annual fees charged under this agreement, or ten times the fee charged for a specific Service where a separate fee agreement exists.
17.4 Where, on your request, we engage the services of specialists or third parties we do not accept liability for their work or advice.
18 Ownership of papers
18.1 Copies of correspondence with HMRC or tax returns prepared on your behalf belong to you. We will normally retain these copies on our files, but copies can be provided to you on request and at no charge (subject to the rest of this paragraph 18).
18.2 Working papers for accounts and returns, file notes and copies of our correspondence to you are our property and will not normally be released. 18.3 Our working papers do not constitute a nominal ledger, nor do they qualify as statutory accounting information under the Companies Act 2006.
June 2022 version
18.4 We archive files periodically, and a charge will be made for recovering papers from archive. By concession this charge may be waived for active clients. Where the client relationship is terminated files will normally be archived three months later, and a charge made for access after that date.
18.5 We may levy a charge for providing copies of documents previously provided to you.
18.6 Where permitted by law, a lien may be exercised on papers or records, including prime records belonging to you, for any fee balance due to us. The lien will be released promptly upon receipt of payment in full.
18.7 We have your consent to store papers electronically or manually, and to destroy manual backups of electronic paperwork.
19 Confidentiality
19.1 We have an obligation to keep your affairs confidential.
19.2 We reserve the right, for the purpose of promotional activity, training or for other business purpose, to mention you as a client. As stated above we will not disclose any confidential information.
19.3 Correspondence with us, along with relevant schedules, should be kept confidential by you and not disclosed to third parties without our consent. You agree to indemnify us from any costs arising as a result of such disclosure in defending ourselves or asserting our rights, such costs to include our own time at the charge rates quoted for non-routine work. This does not apply to documents which are clearly intended to be forwarded to third parties, e.g. tax returns and certified annual accounts.
19.4 We have an implied authority to discuss your affairs with (i) any banker, lawyer or IFA acting for you (ii) any co director / partner / officer of your entity (iii) and your spouse. However, we would not normally discuss personal information with an unrelated director / partner, nor business matters with a spouse not normally involved with the business.
19.5 We have an implied authority to respond to any enquiry from a government department, law enforcement body, statutory agency or other legitimate third party where we have an obligation to do so at law, or where failure to do so may lead to a complaint against us.
19.6 We will inform you if we become aware of any conflict of interest in our relationship with you, and seek to agree with you a procedure for managing any such conflict.
20 Complaints and disputes
20.1 Any complaint about our Services must, in the first instance, be put in writing to Mr. Nicholas Robinson, and clearly marked as a complaint.
20.2 We will then investigate this complaint and report to you promptly. This investigation will normally be carried out by an independent staff member in the practice, who has not been involved with your affairs.
20.3 Where a complaint cannot be agreed between us after investigation, you have the right to raise the matter with our regulator, and we will provide you with details on request as to how to do this. We will co-operate with our regulator in their investigation of the matter. You undertake
June 2022 version
to pay our costs, both external, e.g. legal fees, and internal at the charge rates quoted for nonroutine work, if the regulator does not uphold the complaint.
21 Miscellaneous
21.1 We may from time to time hold money on your behalf. Such money will be held in trust in a client bank account, which is segregated from the firm’s funds.
21.2 We will endeavour to record all advice on important matters in writing. Advice given orally is not intended to be relied upon unless confirmed in writing. Therefore, if we provide oral advice and you wish to reply on that advice, you must ask for the advice to be confirmed in writing.
21.3 We welcome the efficiency of communicating with clients by email and will take steps to ensure that any emails we send are virus free. However, you are responsible for checking any emails, including attachments, from us for viruses. Email is an informal communication medium, and therefore the contents of an email to not constitute formal advice unless clearly stated to do so.
21.4 Under English law, we have a responsibility to identify all clients and the sources of their assets for Anti Money Laundering purposes. We also have an obligation to report suspicious transactions. We will need you to co-operate with us in the provision of identification documentation, and in the provision of explanations about specific transactions or arrangements.
22 Data Protection
22.1 Yorkshire Accountancy Limited shall comply at all times with Data Protection Legislation. For the avoidance of doubt, Data Protection Legislation shall mean: a) the General Data Protection Regulation ((EU) 2016/679) and the Data Protection Act 2018 and any secondary legislation, as amended or updated from time to time, in the UK; and
- b) all other laws and regulations applicable in the UK relating to the processing of personal data and privacy, including where applicable the guidance and codes of practice issued by the Information Commissioner.
22.2 Please see our Data Protection Policy for more information as to how we store and use your data.
23 Non Solicitation
- 23.1In order to protect our legitimate business interests, you covenant with us not to: a) attempt to solicit or entice away; or b) solicit or entice away, from the employment or service the services of any of our employees other than by means of a national advertising campaign open to all-comers and not specifically targeted at our staff.
23.2 You shall be bound by the covenant set out above during the term of this agreement, and for a period of 12 months after termination of this agreement.
23.3 If you commit any breach of this clause, you shall, on demand, pay to us a sum equal to one year's basic salary or the annual fee that was payable by us to our employee plus the recruitment costs we incur in replacing such person. You confirm that these liquidated damages are reasonable and proportionate to protect our legitimate interest in performance.
June 2022 version
24 Updates to this agreement
24.1 This agreement may be updated and changed by Yorkshire Accountancy Limited by giving you no less than thirty (30) days’ prior notice. These terms are available on our website.
24.2 You can request a copy of the latest copy of our terms of business from our offices at any time.
Agreement:
Date:
25 May 2023
Your full name: Rachel Gillespie Business Name: Quuensgate Pre School
In signing this document, I confirm that I have the authority to bind the entity, its directors, trustees and partners in contract.
CONTACT US
123 Hallgate, Cottingham, East Yorkshire, HU16 4DA 01482 845750 info@yorkshireaccountancy.co.uk
www.yorkshireaccountancy.co.uk
Audit Trail
Document Details
Title 2023-03-27 - Queensgate Pre School 2023-03-22 - Queensgate Pre-school Playgroup - 31-07-2022 - Accounts.pdf, 2023-03-17 - File Name Engagement.pdf Document ID 7ea989fa42b84dd19e4dd37e52c06c77 Fingerprint 49f7ba66340052245eda939b20260846 Status Completed Ld
Document History
| Document Created |
Document Created by Accounts Team (accounts@yorkshireaccountancy.co.uk) Fingerprint: de905576ee54e75530e33b7d47cf7bcd |
27 March 2023 03:07PM UTC |
|---|---|---|
| 27 March | ||
| Document Sent | Document Sent to Rachel Gillespie (queensgate_enquiries@hotmail.com) | 2023 |
| 03:07PM UTC | ||
| Document Viewed | Document Viewed by Rachel Gillespie (queensgate_enquiries@hotmail.com) IP: 159.253.68.96 |
25 May 2023 03:47PM UTC |
| Document Viewed | Document Viewed by Rachel Gillespie (queensgate_enquiries@hotmail.com) IP: 157.55.39.215 |
25 May 2023 03:47PM UTC |
| Document Viewed | Document Viewed by Rachel Gillespie (queensgate_enquiries@hotmail.com) IP: 77.86.111.21 |
25 May 2023 05:21PM UTC |
| Document Viewed | Document Viewed by Rachel Gillespie (queensgate_enquiries@hotmail.com) IP: 77.86.111.21 |
25 May 2023 05:25PM UTC |
| Document Signed by Rachel Gillespie (queensgate_enquiries@hotmail.com) | ||
| IP: 77.86.111.21 | ||
| Document Signed | kG ~ |
25 May 2023 05:26PM UTC |
| Document | This document has been completed. | 25 May 2023 |
| Completed | Fingerprint: 49f7ba66340052245eda939b20260846 | 05:27PM UTC |
PrDcesged by xodo sign