HASSRA Finance Bulletin Issue 2 October Key messages

Transcription

1 President: Rbert Devereux, Permanent Secretary Department fr Wrk & Pensins First Vice President: Una O Brien, Permanent Secretary Department f Health HASSRA Finance Bulletin Issue 2 Octber 2014 Key messages Cllecting mnies fr trips/events Where a trip/event is rganised in which members are required t pay a fee, rather than cllecting mnies by traditinal cash/cheque payments, members can pay mnies by BACS using their wn n-line/telephne banking system t issue a payment directly t the HASSRA club bank accunt fr the requisite fee. Clubs rganising a trip/event shuld issue an Event Pre-Payment Frm fr members t cmplete (see example at Annex 1). This frm shuld prvide details f the bank accunt t be credited, including a payee reference number t be entered with the payment. Nte - the payee reference number is critical t enable the club treasurer t recncile the payments received. After the member has submitted their n-line payment, the Event Pre-Payment Frm shuld be sent t the rganiser t cnfirm that an n-line payment has been made fr the requisite fee. The rganiser shuld then cllate all the Event Pre-Payment Frms and pass them t the treasurer t recncile with the BACS payments received, thus prviding a clear audit trail. On-line banking fr HASSRA clubs The latest versin f the Staff Clubs Guide recgnises that clubs may wish t utilise mdern n-line banking systems (see Annex 2). If a club wishes t set up n-line banking it shuld be agreed by their cmmittee and apprval shuld be given frm the Business Spnsr. The same principles apply t n-line banking as with traditinal cheque-bk banking; namely that there is a tw signatry system in place that requires tw peple t be invlved in the prcess f issuing a payment. In practice this means that ne signatry lgs in t the n-line accunt t set up the details f a BACS payment (amunt, payee name, payee bank details etc) and then a secnd signatry has t lg in t release the payment. This prvides a clear audit trail. Natinal and Reginal HASSRA bank accunts currently use the dual-signatry nline banking system frm Llyds, althugh ther high street banks may ffer a similar system. Page 1 f 6

2 President: Rbert Devereux, Permanent Secretary Department fr Wrk & Pensins First Vice President: Una O Brien, Permanent Secretary Department f Health Debit Card Plicy fr clubs and vlunteers HASSRA recgnises the need fr clubs t use payment cards t cnduct HASSRA business. Hwever, in n circumstances shuld vlunteers in Regins r lcal clubs have credit cards. The nly cards permitted fr use by vlunteers attached t HASSRA affiliated clubs/regins are debit cards. A HASSRA Reginal Activity club shuld keep n mre than 4 cards. A HASSRA lcal ffice club shuld keep n mre than 2 cards. Permissin t hld a card shuld be given in writing, either by the Reginal Chair (fr Reginal Activity Clubs) r the Business Spnsr (fr Lcal Office Clubs). Permissins must be renewed annually fllwing the AGM. If permissin is nt renewed then the card must be returned t the regin/club with immediate effect and the card shuld be destryed by the regin/club and the bank cntacted t cancel the card. The prfrma at Annex 3 can be used t keep a recrd f permissin f debit card hlders. The card must nly be used fr the purpse f HASSRA business and authrisatin must be btained by anther cmmittee member befre any spend is incurred. The prfrma at Annex 4 can be used t authrise spend via a debit card. It is gd practice t have a separate accunt fr using the debit card. This reduces the risk t clubs/regins and fficials f any irregular spend n the card either by a cardhlder r a third party if the club was t be subject t card fraud. Funds can then be transferred in advance f use f any debit card spend but the balance n this accunt n an nging basis shuld remain minimal r nil. Clubs shuld cnsider setting financial limits fr use f the card in cnsultatin with their business spnsr. Issued by HASSRA Natinal Finance Cmmittee Oct 2014 Page 2 f 6

3 Annex 1 President: Rbert Devereux, Permanent Secretary Department fr Wrk & Pensins First Vice President: Una O Brien, Permanent Secretary Department f Health Event Pre-Payment Frm HASSRA [Insert Club Name] Cheque r BACS Payment Frm Name: HASSRA Membership N: Lcatin: Tel N: Event: Date: Cst: [Insert Amunt] per persn. Please detail belw participant[s] cvered by the payment being made: Please either: (a) Send a Cheque, made payable t HASSRA t: [Insert Organiser s name & address] (b) Cnfirm that yu have arranged payment by BACS accunt details belw. Payee: [Insert HASSRA Club Name] Srt Cde: [Insert Bank Srt Cde] Accunt Number: [Insert Bank Accunt Number] Payee Reference: First Initial & Surname - Event [e.g. A Smith - Glf] Amunt:. Signed: Date / / IMPORTANT: [Insert address] r send this frm t [Insert Organisers Name and Address] when yur BACS payment has been actined. Page 3 f 6

4 Annex 2 President: Rbert Devereux, Permanent Secretary Department fr Wrk & Pensins First Vice President: Una O Brien, Permanent Secretary Department f Health Extracts frm the Staff Clubs Guide relating t use f On-Line Banking Custdy and cntrl f cash Operatin f bank accunts and cheque bks 37. All bank accunts shuld be perated primarily by 2 authrised signatries. It is prudent t appint 3 signatries t cver perids f absence and all signatries shuld be frmally appinted at the AGM. Where an emplyee is a signatry, all cheques shuld carry the additinal signature f a duly appinted fficer. All bank statements shuld be addressed t the Chair f the club, nt the Treasurer. 38. The Chair is respnsible fr ensuring that the Bank is sent a certified cpy f specimen signatures f the persns authrised. Cpies f the authrised signatries' signatures shuld be retained by the Chair. 39. Signatries t bank accunts have a real respnsibility t the persns wh appint them and shuld nt sign cheques r withdrawal rders unless they are satisfied that the payment is prper, apprpriate t the business f the Club, and fully supprted by dcumentary evidence. The details n the cheque shuld be cmpared t the cunterfil befre signing, paying particular attentin t any alteratins (which shuld have been initialled by the signatry). Bth signatries shuld als sign the cunterfil fr verificatin purpses. 40. With the increased use f payments by bank/n-line transfers the same principles need t be applied as fr cheques payments s that there is a clear audit trail f apprval frm 2 authrised signatries. Payments Methd 29. Payments shuld be made by cheque r nline transfer with the serial number f the cheque issued/n-line transfer reference against a particular invice shuld be recrded n the invice prir t filing. Cheque bks r Bank/n-line transfers 32. Only ne cheque bk shuld be in use at any ne time, and cheques shuld be issued in numeric sequence. A list shuld be kept f the numbers f any stck f cheque bks, and bks shuld be crssed ff as they cme int use. 33. A list f authrised signatures shuld be depsited with the bank, and recrded n the Cmmittee minutes and this shuld be kept up t date at all times. There shuld be a requirement fr 2 authrised signatures t be present n a cheque r fr bank/n-line transfers. Page 4 f 6

5 President: Rbert Devereux, Permanent Secretary Department fr Wrk & Pensins First Vice President: Una O Brien, Permanent Secretary Department f Health Annex 3 HASSRA PERMISSION FOR HOLDING A DEBIT CARD NAME BANK DEBIT CARD TO BE HELD WITH ACCOUNT NUMBER DEBIT CARD IS ATTACHED TO DEBIT CARD NUMBER (WHEN KNOWN) I, Give permissin fr the persn named abve t hld a debit card n behalf f (insert name f lcal HASSRA club/regin) in my capacity as HASSRA REGIONAL CHAIR/HASSRA BUSINESS SPONSOR (delete as apprpriate) until the AGM fr the year ending (insert year) Signed Date Page 5 f 6

6 President: Rbert Devereux, Permanent Secretary Department fr Wrk & Pensins First Vice President: Una O Brien, Permanent Secretary Department f Health Annex 4 HASSRA PERMISSION FOR SPEND ON A DEBIT CARD NAME DEBIT CARD NUMBER REASON FOR SPEND AMOUNT WHERE SPEND IS TO BE MADE I, Give permissin fr the spend detailed abve and cnfirm this is fr HASSRA business. Signed HASSRA POSITION (e.g Lcal cmmittee member) Date Page 6 f 6