Guidance

Academies financial returns: online form registration

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

Introduction

Online forms for the academies accounts return and the land and buildings collection tool use a secure information management service called IDAMS. Log in to 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.

For the accounts return, the Accounts Return Internal Approver also grants access to their auditor.

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

New trust registration and set up

New trusts that incorporated between 1 September 2016 and 31 August 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. We’ve written directly to new trusts with a unique trust UPIN that they should use when they register for the first time.

Existing trust registration and set up

Academy trusts that submitted financial returns for 2015 to 2016 are already registered to the system. The log-in information is the same but the trust’s Super User(s) may need to add or amend roles for people who need to use the online forms.

Granting access to auditors for the accounts return

For the accounts return, the accounts return internal approver must grant access to their auditor who can, if agreed with the trust, prepare the return on behalf of the trust. The auditor must approve the accounts return before submitting it to ESFA by 19 January 2018.

Trusts should draw to their auditor’s attention the Academies accounts return 2016/17 letter to auditors (PDF, 248KB, 2 pages) advising them how to access the system and encouraging them to make arrangement with trusts as soon as possible.

Guidance

You can read the Academies financial returns: online form registration guide (PDF, 2.72MB, 29 pages) and Academies financial returns: online form registration checklist (PDF, 224KB, 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

Enquiries

EFA questions

For schools, local authorities, other education institutions and providers, accountants, auditors and other professional advisers with queries for the Education Funding Agency

Published 26 September 2017