Guidance

Academies financial returns: online form registration

Guide for academy trusts on how to register and set up the online forms for the budget forecast, accounts return and the land and buildings collection tool.

Resources

Introduction

This is the online forms guidance page, for the academy trust’s registration process to complete these forms:

These forms all use a secure information management service called (IDAMS). Log in to IDAMS.

Each online form has two roles available for academy users:

  • preparer role - this is a role for someone who fills in the return
  • approver role - this is a role for someone with the authority of the accounting officer to submit the return on-behalf of your trust

The above guidance document will provide further details for each role and how roles to external users such as, external auditors, are granted by the trust.

If you have a role in preparing or approving your trust’s financial returns, you must register to use IDAMS and your academy trust Super User must approve/assign you a role within the system. If you don’t have a role, you will not be able to use the online form.

The budget forecast return uses the same academy trust user roles as the budget forecast return outturn. If you could access the budget forecast return outturn form you’ll be able to access this new return.

New trust registration and set up

New trusts that have incorporated since 1 September 2017 will need register to use the system for the first time and assign a Super User. We recommend that this is someone who either manages your IT systems or your finance systems.

New trusts who have not used the online forms portal before we will write to you in due course to provide further details to use when registering in IDAMS

A responsible person in each academy trust needs to first register to use the system. The first user in the trust is assigned the role of Super User. The Super User then invites people within their trust to register to use IDAMS and assigns specific roles for completing the online forms. Super Users may also assign additional Super Users.

Existing trust registration and set up

Academy trusts that submitted financial returns in 2017 are already registered to the system. The log-in information is the same but the trust’s Super User(s) will need to review roles currently allocated to ensure that the correct users have the right roles.

Guidance

You can read the Academies financial returns: online form registration guide (PDF, 1.98MB, 31 pages) and Academies financial returns: online form registration checklist (PDF, 199KB, 1 page) with instructions about how to register for the first time and how the Super User grants access and assigns roles.

Video tutorials

You can also view the following video tutorials that demonstrate how to register for and set up the IDAMS system.

How to register for the IDAMS system using your trust UPIN

How to register for the IDAMS system using your trust UPIN

How to invite new users to your academy trust IDAMS system

How to invite new users to your academy trust IDAMS system

How to assign roles in the IDAMS system

How to assign roles in the IDAMS system

How to grant access to your external auditors in the IDAMS system

How to grant access to your external auditors in the IDAMS system

Other resources

Academies accounts return guide

Academies land and buildings collection tool guide

Budget forecast return

Enquiries

If you are having difficulties registering or allocating roles please raise a query using the link below and title the query “IDAMs query” - this will help us prioritise your query.

ESFA enquiries

For all enquiries for the Education and Skills Funding Agency

Published 26 September 2017
Last updated 21 June 2018 + show all updates
  1. We have updated the registration guidance page to include the extra details about the budget forecast return (BFR). This confirms that people who could access the last budget forecast return outturn (BFRO) online form will be able to access the BFR form.
  2. Updated to include further details for the budget forecast return outturn registration and roles procedures.
  3. Updated to include budget forecast return changes
  4. First published.