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Confessions of an education CFO: why finance for academic organisations needn’t be a headache

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Confessions of an education CFO: why finance for academic organisations needn’t be a headache

When you’re running a business of whatever size, it’s critical to know your numbers – but when you’re running the finances for 22 schools, it’s even more imperative to get your maths right.

Established in 2016, Sapientia Education Trust (SET) is responsible for more than 8,500 pupils and 1,300 staff across Norfolk and Suffolk. However, until 2022, the administration of its finances was still being done the old school way – manually – with piles of paper-based files and spreadsheets.

Steven Dewing, SET’s chief financial officer, says: “When I joined in September 2021, the team were struggling. The trust was recovering after Covid, and getting invoices paid on time and reports delivered on time was a challenge.”

The system being used by the trust was adopted back when it encompassed just five schools. By the time Dewing joined, the number of schools had risen to 15 – each with its own database and no sharing of data. “There were lots of silos.”

Dewing recalls how his deputy needed a whole day each month simply to reconcile it all, with numbers pulled out and manually put on to consolidated spreadsheets. Only then could data be manipulated into the right formats needed.

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“That was not uncommon for finance departments,” he says, “but it is very prone to error. Also, invoices were being manually signed, requisitions were written by hand, and because we had a different system for each school, we couldn’t join these up. People physically carried around loads of paper, so it was hard to maintain compliance.”

‘Everything in one database’

All this changed in September 2022 when SET moved to a new system, Sage Intacct, which was rolled out with the support of ION, a Sage Education implementation partner.

And for a trust that includes the country’s largest state boarding school with 1,400 children alongside small, rural primary schools with as few as 16 pupils, the finance platform was a gamechanger.

The trust includes the country’s largest state boarding school

“Now we have everything in one database,” says Dewing. “Each school is still its own entity, but it’s all shared so there is no manual reconciling, it all just happens in the system.”

He adds that using Intacct has also meant SET can combine purchasing across the trust, allowing it to benefit from economies of scale and supplier discounts, while reducing the admin of having to purchase across all its schools.

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He also highlights the platform’s ease of use and describes how having access to personalised dashboards for every user has been a massive step forward. “We used to pull out data and then email it to people,” he says, “but now depending on what level you are and what your role is, there are different dashboards. Users can go in and see information whenever they want and drill down to the transaction. It has enabled us to empower them with data they need, when they need it.”

Successful use cases for this part of the implementation include head teachers in SET’s small rural schools seeing an accurate and real-time position of their finances, with staff able to login from any location any time to study the data and reports.

“What’s good is we can pull in non-financial information too, like pupil numbers and staff numbers,” adds Dewing. “You can then combine that with other data to give cost per student, cost per staff member, and much more, without any Excel manipulation.”

Adding up the time saved with AI

Within SET’s finance department, a pool of four people is responsible for multiple schools reporting to Dewing. Below this there are others who input transactions, invoices and payments.

To ensure the department was up to speed from day one, ION provided training in Sage Intacct during the onboarding process. It offered Dewing and his colleagues a structured programme, which the CFO says was a major help given “it’s a really big bit of software with lots of different functionality”.

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AI tools have proved to be an invaluable timesaver for processing invoices

“Having someone guide you through it and teach you what it does, while making sure you’re doing the right things at the right time, was vital,” he says. “We broke the training down into four two-hour sessions rather than one whole day and also got them to record some short videos, which we continue to use.”

Dewing has found a number of Sage Intacct’s AI-driven tools particularly useful. For instance, Outlier Detection, which automatically spots data appearing in odd patterns and suggests corrections, and Accounts Payable Automation, which uses AI to populate invoices against purchase orders.

Given that SET processes more than 25,000 invoices a year, this represents a transformational timesaver for colleagues who no longer have to input the details themselves and simply now check over the AI-prepared documents.

Dewing cites this as just one key example of how the move to Sage Intacct has revolutionised what his finance team can do for the wider trust.

“It has enabled finance to move from a pure admin function, where you carry bits of paper around and get things paid, to a strategic partner in the organisation,” he says. It’s become less about ‘have we paid this on time or have we ordered that’, because that just happens through the system.

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“We can now spend far more time supporting people to take financial decisions and in budgeting. Sage Intacct has changed our relationships with the schools because they see what value we bring.”

Find out more about Sage Intacct and book a demo, at: sage.com

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Finance

4 instances when student loan refinancing doesn’t make sense

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4 instances when student loan refinancing doesn’t make sense

Student loan refinancing is often billed as a way to expedite and simplify student loan repayment. And it certainly can be: By replacing your existing loans with a new one, you can potentially score a lower interest rate, and you will have just one payment due date to keep track of. But refinancing is not the right strategy for everyone.

In general, it’s a move that tends to make sense if you have private student loans and if your credit score and income are “high enough to qualify you for a lender’s lowest interest rates,” said NerdWallet. However, in the following four instances, you may want to reconsider or at least think twice.

1. You have federal loans and may want those benefits

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How to protect your finances if you lose your job

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How to protect your finances if you lose your job

 

In historical terms, the current unemployment rate of around 5% isn’t much to write home about. You only need go back to 2011 for a rate of over 8%, to 1993 for a rate of over 10% and 1984 for one of almost 12%. However, there are plenty of reasons why even at this level, it’s incredibly unsettling – and why it’s important to consider what it could mean for you.

The main concern for many people is that things are moving in the wrong direction. Unemployment is rising, and the pace has picked up very slightly, redundancies are up over the year and job vacancies are falling. It means workplaces are more likely to be laying people off, so those who remain in work feel less secure.

When things are steadily getting worse, it’s difficult to know where this will end. The Office for Budget Responsibility is optimistic, expecting it to remain around 5% for a while and then drop back closer to 4.1% by 2027. The Bank of England thinks it’ll hang around for longer at the current level; however the monetary policy committee admitted there’s a risk it could be higher than expected.

There are a couple of potential spanners in the works. There’s the massive unknown quantity of AI, which has started to impact hiring decisions, and is only likely to play an increasingly important role as the technology improves.

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A Kings College study found that those businesses with the most AI crossover have cut staffing by 4.5% and junior positions by 5.8%. They were also 16.3 percentage points less likely to advertise new jobs. It’s one reason why the ONS data shows the unemployment rate of those aged 18-24 in November was almost 13% and the employment rate less than 61%.

Interestingly, the loss of junior roles has an impact on the jobs market that may look at first glance to be a sign of strength. As junior roles go, it automatically means that average pay among those who remain in their jobs increases. It means we may see average pay rises and assume it’s a positive, when part of the movement will be directly as a result of job losses.

Fired woman · Jackyenjoyphotography via Getty Images

There’s also the risk that businesses are reluctant to invest in new staff. There’s a horrible level of uncertainty in the wider world, coupled with incredibly sluggish economic growth and the worry about business taxes every time there’s a budget.

Meanwhile, it has been 10 years since the consumer confidence index was in positive territory, so as people hold back on purchases, companies aren’t keen to expand.

This lack of confidence has led to cost-cutting, including the so-called ‘delayering’ of the workforce: removing levels of middle managers.

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It means people later in their careers, many of whom are on higher incomes, suddenly find themselves out of work. Not only that, but because every business in their sector may be doing the same thing, they struggle to find work again.

Unemployment can have a devastating impact on your financial resilience. The HL Savings and Resilience Barometer shows that, on average, unemployed households don’t have anything left at the end of the month. Overall, households have enough cash to cover more than three months of their essential spending. Among unemployed households, this falls to less than a week.

If you find yourself in this boat, it’s worth checking whether you qualify for any state support. You may be able to get jobseeker’s allowance – assuming you have worked and paid national insurance contributions recently.

You may also get universal credit, although this won’t apply if you have savings and investments. In any case, you will need to budget for the fact this is likely to offer a much lower level of income than you’re used to.

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It means that anything you can build while you’re working could be a lifeline later. It’s worth revisiting your emergency savings as soon as possible.

Ideally you should have enough cash to cover 3-6 months’ worth of essential spending – in a competitive easy access savings account. It’s worth checking online banks and savings platforms to make sure you’re making the most of this money.

Having a cushion of cash will help keep you on track if you are out of work for a period. At the moment, the HL Barometer shows just over half of people are in this position (52%), so it’s worth making sure you’re one of them.

Download the Yahoo Finance app, available for Apple and Android.

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Dear Nonprofit Leaders: Values Alignment Matters in Finance Too

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Dear Nonprofit Leaders: Values Alignment Matters in Finance Too

Tis the season: Quite soon, a slew of large public companies will be holding their annual shareholder meetings, which can feature voting on resolutions of all sorts of subjects and motivations—many of them advocating social and ideological causes that can be, intentionally, at odds with Judeo-Christian values and free-market principles.

Because of the controversial subject matter of these proposals (often given a spotlight courtesy of well-funded public relations efforts), they can and often do receive significant attention from the finance press.

And yet, despite the near-certain media attention and despite the controversy that can ensnare institutions—particularly religious denominations and non-profit advocacy groups—that own stocks and invested funds, there is widespread disinterest by faith-based groups in how they will deploy their moral standing, and investment muscle, in the realm of finance.

Why? This disinterest, for whatever its reason—lack of bandwidth, ignorance of the shareholder resolution process, ignorance of mission—can boomerang on faith-based groups. And it has.

Again, why? Because many organizations allocate their votes to third-party proxies, which can (and have) been cast in support of resolutions that are in direct opposition to the causes and mandates and beliefs of these nonprofits, especially of churches and religious orders.

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It does not have to be that way. And so as the shareholder-resolution season approaches, it is time to level that prudent annual warning to nonprofit leaders that want their funds to be true to their principles.

It should be of central importance to nonprofit leaders to have clear values alignment with financial consultants and advisers. This is especially true for Christians responsible for church assets, endowments and foundations; retirement plans; operating capital; and other pools of money for churches, ministries, dioceses, religious orders, denominations, and religious schools.

There are consequences—spiritual and temporal—in neglecting values alignment.

Lack of Manager/Product Availability

It should come as no surprise that most advisory firms that do not specialize in managing Christian assets are not motivated to provide high-quality, Christian-aligned managers on their platform.

Recently, a leading private equity manager specializing in investments that promote human flourishing shared that most advisory firms, including major Wall Street banks, are not interested in allocating the time within their research teams to even begin the due diligence process required to make the strategy available. Consequently, their advisers often argue that products and managers that align with Christian values are just too few and far between, which is simply not true.

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The fact: Quality Christian managers are far more numerous today than ever.

Proxy Voting

A values-aligned adviser/consultant should ensure the proxies are voted in alignment with Christian values.

Unfortunately, most advisers managing Christian portfolios have either ignored proxy voting or assumed they vote in line with the portfolio screening. However, proxy voting will not be Christian-aligned unless A. there is deliberate action to install a Christian proxy adviser or B. they are required to use formal Christian proxy guidelines, such as those created by The Catholic University of America.

The consequences of ignoring these stipulations are enormous and widespread: Corporate boards and, therefore, many an American C-Suite, have become intolerant, essentially casting Christians into the shadows, saying, “Jesus belongs only within the walls of your home and Church.”

In addition, there were five corporate resolutions adopted in 2025 supporting abortion benefits. Meanwhile the elimination by some firms of corporate matching donations to religious organizations have proven costly.

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Determining Values Alignment

It does not have to be this way, for religious organizations or even for secular but un-woke nonprofits. Leaders of these organizations should take note of a wonderful resource, 1792 Exchange, which distributes reports that expose coercion and corporate bias. 1792 Exchange also evaluates thousands of companies “on their divisive problems, actions, and cancellation of business relationships based on viewpoints or beliefs.”

In addition to vetting legitimate concerns over investing assets and taking shareholder positions, we recommend nonprofit leaders engage in due diligence by asking financial advisers and third-party firms a series of questions about their own internal practices to determine if there is Christian values alignment. These questions should include:

  • Do you pay for abortion, abortion travel, or transgender services in your benefit plan?
  • Where does your firm or your foundation donate? Provide a list.
  • How does your organization treat Christians in the workplace? Are they allowed to display religious items such as Bibles, crosses, or crucifixes?
  • Do you have a statement of faith?
  • If you have Employee Research Groups, and if so, do you have a Christian ERG?
  • Describe your corporate culture. How do you ensure human flourishing in your workplace?

It is long past time for Christian fiduciaries to become more deliberate and intentional about their obligations. Christians responsible for Kingdom assets need to examine their adviser/consultant’s client list for comparable clients, speak with the adviser/consultant’s references, evaluate the adviser/consultant’s investment process and the qualifications of its professionals, and ensure the adviser/consultant is values-aligned and experienced in proxy voting.

Tis the season—always.

We publish a variety of perspectives. Nothing written here is to be construed as representing the views of The Daily Signal.

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