Chief Executive Officer’s or Chief Finance Officer’s Comments (CEO / CFO Endorsed Comments).
Victorian Public Hospitals - F1 Financial Reporting Format Version 14.03 for 2014-2015 (Excel, 3.0mb) - Updated March 2015 (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.
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 and Budget 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.
Balance Specifications (Word File 28KB) - March 2005
Budget Trial Balance Upload Specification - updated March 2015
5.1.4 Instructions for preparing and uploading the trial balance and budget trail 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.
From 1 July 2015 it will be mandatory to upload the budget income and budget expenses via the automated process which will also allow a complete budget trial balance to be uploaded.
Trial Balance and Budget Trial Balance Format and Instruction Manual – updated March 2015
5.2 Quarterly Whole of Government
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
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
In addition to the above, organisations that receive Aged Care funding
must additionally report to the Commonwealth on CAP.
5.5.1 Conditional Adjustment
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.