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5 Financial Reporting Requirements of Public Hospitals

The F1 form provides a single data entry point for the following:

  • Income Statement (formerly Statement of Financial Performance).
  • Balance Sheet (formerly Statement of Financial Position)
  • Performance Indicators
  • Monthly Cashflow Statement.
  • Notes (consisting of 18 notes, 17 accounting notes and one narrative note in the balance sheet), and
  • Chief Executive Officer’s or Chief Finance Officer’s Comments.

AIMS Form F1 is used by all public hospitals and health services including Multi-Purpose Sites for financial reporting at consolidated entity level.

Hospitals and health services are required to provide monthly data to the department.

This information provides the Department of Health with information to evaluate the performance and viability of reporting entities.

5.1 Monthly Financial Reporting

The monthly F1 provides information on the financial result and position of public hospitals to the department on an accrual basis.  The analysis carried out on this information forms the basis of monitoring the industry by the department. 

Any inconsistencies in the reporting of revenue and expenses  will distort the comparability of financial results and performance of public hospitals. 

In addition to financial information provided through monthly F1, hospitals also provide financial information through Annual Reports, Quarterly Financial Reports, Annual Financial Reporting and Annual Returns.  To minimise inconsistencies in reporting of financial information between these financial returns or reports, the following tools are provided:

  • Introduction of the common chart of accounts, including campus account and cost centre codes.
  • Mapping of the F1 to these codes.
  • Mapping of AFR to common chart of accounts.
  • Introduction of uniform recording of wages costs.
  • The development of business rules for recording income and expenditure.

Where there are inconsistencies between the F1 and Quarterly Financial Reports / Annual Financial Reporting, hospitals are required to resubmit the F1 for the period in question to resolve the inconsistencies.

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5.1.1 F1 Reporting Format

Over the past decade, DH has gradually progressed from manual monthly data collection to electronic reporting, and more recently to web-based real time reporting. The F1 form is the conduit for this. The F1 provides for inclusion of data from the income statement, balance sheet, performance indicators, statement of cash flows, notes and endorsed comments by the CEO or CFO. F1 data provides DH with information on the performance and viability of Victorian health services. The analysis carried out on this information forms the basis of monitoring the industry.

Form F1 consists of the following:

  • Income Statement
  • Balance Sheet
  • Budget Sheet
  • Performance Indicators
  • Monthly Cashflow Statement
  • Notes (including accounting notes and a narrative note in the balance sheet) , and
  • Chief Executive Officer’s or Chief Finance Officer’s Comments (CEO / CFO Endorsed Comments).

      Victorian Public Hospitals - F1 Financial Reporting Format Version 13.00 for 2013-2014 (Excel, 3.0mb) - Updated XX August 2013 (User Note: The macro security setting must be disabled.) Change the macro settings in Excel 2007 & Excel 2010 to ‘ Disable all macros with notification’ by following the steps below:

    Click File Tab or Office Button, | Excel Options, | Trust Center, | Trust Center Settings, and | Macro Settings - set to 'Disable all macros with notification'.

    Close & re-open the F1.

    Excel icon Victorian Public Hospitals - F1 Financial Reporting Format Version 11.0.0 for 2011-2012 (Excel, 3.0mb) - Updated 18 August 2011 (User Note: The macro security setting must be set to low. This can be achieved by selecting 'Tools' 'Macro' and 'Security' in Microsoft Excel 2003)

    5.1.2 F1 Completion Guidelines

    The instructions are provided to assist users in completing the F1. The instructions should be adhered to closely so that the monthly financial returns of the public hospitals are prepared on a consistent and comparable basis.

      Guidelines for Completing the F1 (Finance Return) 2014-15

    5.1.3 F1 General Ledger (Trial Balance) Specification

    The general ledger specifications apply to all hospitals that submit their general ledgers electronically. These specifications cover File Type, File Format, File Rejections (conditions that will cause file rejection), and File Data Specifications.

    MS Word icon Trial Balance Specifications (Word File 28KB) - March 2005

    5.1.4 Instructions for preparing and uploading the trial balance into the F1

    To assist in automating the monthly reporting process, DHS requires agencies to submit a Trail Balance via an electronic file in comma delimited (CSV) format using the CCOA as the basis for reporting financial information. The format of this file has been pre-defined to enable automatic upload of the income statement and balance sheet into an excel file developed by DHS and referred to as the F1. The F1 file can be downloaded separately from the DHS HealthCollect web site. Agencies are required to ensure they are using the most recent version of the F1 file. The following instructions have been prepared to assist agencies in downloading the F1 file from the DHS web site and uploading their trail balance into the F1 file.

    MS Word icon Trial Balance Preparation and Upload (PDF File 274KB) - June 2007

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    5.2 Quarterly Whole of Government Reporting (AFR)

    Annual Financial Report (AFR) is required separately under S25 of the Financial Management Act as a result of AAS 31 ’Financial Reporting by Governments’. Each hospital needs to complete the prescribed formats in Excel to meet the AFR reporting requirements. AFR information from agencies is consolidated by DHS to produce a portfolio return to DTF. DTF then consolidates Portfolio returns to produce the State’s AFR report to be tabled in Parliament.

    The Department issues separate AFR instructions. To assist hospitals in the consistent treatment of items in the AFR, a table mapping the common chart subjective codes to the AFR is available (refer to 3.3.4).

    5.3 Annual Report

    Public hospitals are required to prepare annual reports under the Financial Management Act 1994. The annual report consists of Reports of Operations, Financial Statements and Explanatory Notes. The Financial Statements (consists of income statement, balance sheet, statement of changes in equity, statement of cash flow and explanatory notes). The accounting standard AASB101 primary deals with the presentation requirements of the financial statements. DHS also issues yearly guidelines to assist hospitals in fulfilling the requirements of the Act, DTF’s Financial Reporting Guidelines and the relevant accounting standards.

    Refer to www.health.vic.gov.au/anrep/index.htm

    5.4 Annual Return

    Public hospitals are required to prepare an Annual Return in the prescribed electronic format. The annual return provides additional financial and operational information not found in the annual report. The financial information provided in the annual return must agree with those contained in the audited annual report. The Annual Return is due on 30 September.

    Refer to the current AIMS Public Hospital User Manual

    5.5 Annual Commonwealth Aged Care Reporting

    In addition to the above, organisations that receive Aged Care funding must additionally report to the Commonwealth on CAP.

    5.5.1 Conditional Adjustment Payment CAP

    Conditional Adjustment Payment (CAP) is a Department of Health and Ageing initiative. The Commonwealth provides funding to public hospitals in return for the submission of prescribed information on residential age care services. This includes segment reporting on residential age care services being operated by hospitals. Relevant instructions are found in the Commonwealth Department’s website www.health.gov.au.

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Last updated: 18 December, 2014
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