|
Financial Procedures Policy
(Including Petty Cash and Reimbursements)
ÅBack
The Board of Trustees recognises the general “duty of Care” undertaken by each individual trustee. Particulars of this “duty of care” are given in the constitution of CCT, the Charities Act 1993 and the Trustee Act 2000.
The Treasurer:
To ensure efficiency in the day-to-day management of finances, it is good practice for the Board of Trustees to appoint a treasurer. It is crucially important for protection of the treasurer’s good name and to enable the trustees to carry out their “duty of care” that the treasurer keeps the trustees informed through financial reports to every meeting of the Board, keeps the full membership informed by presenting audited accounts at the AGM, and provides the Charity Commission with annual financial information.
The following guidelines are intended to help both the Treasurer and the Board of Trustees manage the financial affairs of CCT.
Accounting Requirements:
- All transactions must be recorded
- The accounts must be capable of external scrutiny at any time
- The accounts must be presented, for approval, to the membership at the AGM
- All existing trustees must be provided with the annual accounts
- Newly appointed trustees must be provided with the latest annual accounts.
Financial Structure:
- The CCT “Business Plan” should give an outline of financial structure
- When financial powers are delegated to the treasurer, other individuals and groups, all particulars must be clearly minuted.
- Wherever practicable, full segregation of tasks will be the norm (CC8 page 10)
- The Board of Trustees must take professional advice when appropriate
- All trustees should receive training and be aware of their duties (CC3).
Budgets:
- An annual forecast, covering both projected income and expenditure should be prepared
- Performance compared to the annual forecast should be measured at regular intervals.
Income Management:
- The value, source and date of all income must be recorded
- All cash collections must be counted in the presence of the collector or their representative
- Accounting and recording should have dual control
- All income should be paid promptly and regularly into the CCT bank account
- All money belonging to CCT must be held in accounts separate from individuals
- The details contained in CCT “Fund-Raising Policy” are observed
- Each fund-raising event should have its own Income/Expenditure/Profit balance sheet
- When an event involves the sale of tickets, tickets should be numbered, records kept of who has which tickets, and reconciliation made of money received against tickets sold
- When individual donors use “Gift Aid” care should be taken to ensure all eligible tax repayments are obtained.
Expenditure Management:
- All expenditure must be properly authorised by the Board (viz. Petty Cash Payments)
- All payments must be supported by invoices or similar documentation
- As a general rule, all payments should be made by cheque
- All payments should be recorded along with the cheque number
- The bank mandate signatories should be up to date and available
- A nominated signatory may not sign a cheque made payable to themselves.
Investments:
- The account numbers of all bank accounts, investment accounts etc. should be kept by both the Treasurer and Chairperson
- Care must be taken over choice of investment to ensure that there no risk of loss of capital
- The yield from investments should be monitored to ensure good performance.
Petty Cash Account:
- The cash float should be drawn from the bank, not from money income
- All cash payment should be recorded in the “Petty Cash Book” and countersigned by the receiver
- The Petty Cash Account must be included in the annual audit of accounts.
Payments to Trustees and Volunteer Helpers:
- Payments can be money, goods or material benefits in return for a service performed for CCT. The constitution permits payments to trustees under clauses 3.12.6 and 9.2.6 for financial expertise, specialist skills or knowledge.
- Payments to volunteer helpers can be made provided all aspects of employment laws are fulfilled. All payments must be recorded for taxation purposes on the numbered payment forms provided for this purpose.
Payment of Expenses:
- Expenses are not payments for services. Expenses are any costs that have been incurred in order to carry out agreed duties. Trustees and volunteers may claim reimbursement of all such costs. Claims for larger sums (over £10 per item) should where practicable be supported by bills or receipts. A list of recognised legitimate expenses is available in CC11 page 6. The Charity Commission may be contacted where there is any doubt. All claims for expenses must be made on the numbered expenses claim forms provided for this purpose.
Support:
- Part of the service provided by the Charity Commission to registered charities such as CCT, is the provision of advice. Avon and Bristol Law Centre (0117 924 8662) is developing advice services to community groups as well as providing information packs and training. This policy makes reference to the following documents - Constitution of CCT, Charity Commission booklets CC3 “Responsibilities of Charity Trustees, CC8 “Internal Financial Controls for Charities, CC11 “Payment of Charity Trustees”, Payment Form, and Expenses Claim Form.
Date of Adoption by the Board………………………..5/11/03
Signature of Chairman of the Board…………….Angela Jones
Dates of Review and Amendment Adoptions by Board 10/11/04, 6/12/05, 28/11/06
Date for Next Review of Amended Policy……………November 2007
ÅBack
|
