AMETHYST ACADEMIES TRUST SCHEME OF DELEGATION 2016/17

Transcription

1 AMETHYST ACADEMIES TRUST SCHEME OF DELEGATION 2016/17 1

2 Scheme of Delegation RELATING TO Amethyst Academy WERE APPROVED BY THE MANAGEMENT BOARD On 13/10/2016 SIGNED BY THE GOVERNING BODY OF THE Amethyst Academy On 13/10/2016 Signed CHAIRPERSON 2

3 SCHEME OF DELEGATION Contents PAGE A Powers and duties reserved for the Trustees 4 B Powers and duties reserved for the governing body 5 C Powers and duties delegated to the Finance Committee 6 D Financial powers and duties delegated to the Principal 7 E Financial powers and duties delegated to the Principal 8 Finance Officer F Financial powers and duties delegated to other staff 9 G Authorisation levels 10 3

4 A. POWERS AND DUTIES RESERVED FOR THE ALDERSLEY ACADEMIES TRUST BOARD A1. Approval of a written scheme of delegation of its financial powers and duties to its Trustees and Academies. The scheme must satisfy the Trustees ultimate responsibility for ensuring that there are adequate operational controls in place for all the financial processes within the Amethyst Academy. The Scheme of Delegation should be operated in conjunction with the Financial Regulations of the Amethyst Academy. Audit The Trustees to ensure that each Academy has in place the following requirements and that the DfE is notified of any changes and irregularities within the academies. All audit reports should be received by the Trustees as well as the governing bodies of each Academy. A2. To oversee the arrangement for the appointment of external auditors; and informing the Department for Education (DfE) in the event of the removal or resignation of auditors for the Amethyst Academy. A3. To receive the reports of the Responsible Officer on the use of resources, systems of internal financial control, and discharge of financial responsibilities. A4. Receiving the reports of the Responsible Officer on the use of resources, systems of internal financial control, and discharge of financial responsibilities. A5. Informing the DfE if it suspects any irregularity affecting resources. Budgets/Budgetary Control A6. To oversee the preparation of the draft financial statements for each Academy prior to audit and to approve the audited financial statements prior to submission to the Secretary of State by 31 December. A7. To ensure that each Academy has approved the annual Academy budget by 30 th June prior to the start of each financial year and reported the budget to the Trustees. A8. To oversee the preparation of the draft financial statements for each Academy prior to audit and to approve the audited financial statements prior to submission to the Secretary of State by 31 December. A9. Authorisation of all virements in excess of 100,000 between or within budget headings for each Academy. Details of all virements, approved and authorised by the Director of Finance are to be formally notified to the Trustees and the Governing Body of the Academy as appropriate. Contracts A10. Tenders other than the most financially favourable, or late tenders, can only be accepted by the Trustees who shall minute the reasons for their decision. A11. Maintenance of a Register of Business Interests for all Trustees and those Amethyst Academy staff involved in the short listing or awarding of contracts on behalf of the Trust or Academies. Register of Business Interests for each Academy must include all Governors, budget holders and senior staff. A12. Authorisation of the advertising of tenders above the OJEU (Official Journal of the European Union) limit, and authorising the award of such tenders. These should be notified to the Amethyst Academy. 4

5 Income A13. Authorisation of the write off of debts not collectable (the Secretary Stat s prior approval is also required if debts to be written off are above the value set out in the annual funding letter). Security of Assets A14. Authorisation of the disposal of individual items of equipment and materials owned by the Amethyst Academy that have become surplus to requirements, unusable or obsolete with an original purchase value in excess of B. POWERS AND DUTIES RESERVED FOR THE GOVERNING BODIES OF EACH ACADEMY The Governing Body shall be responsible for:- B1. Approval of a written scheme of delegation of its financial powers and duties to its Finance Committee and the Principal. The scheme must satisfy the Governing Body s ultimate responsibility for ensuring that there are adequate operational controls in place for all the financial processes within the Academies. The Scheme of Delegation should be operated in conjunction with the Financial Regulations of the Academy. Audit B2. Receiving the reports of the external auditor and the of the audit committee. B3. Receiving the reports of the Responsible Officer on the use of resources, systems of internal financial control and discharge of financial responsibilities. B4. Informing the DfE if it suspects any irregularity affecting resources. Budgets/Budgetary Control B5. Reviewing the draft financial statements prior to audit and approve the audited financial statements prior to submission to the Secretary of State by 31 December. B6. Formally approving the annual Academy budget by 15 th June prior to the start of each financial year. B7. Considering budgetary control reports at every meeting from the Finance Committee with relevant explanations and documentation where required. B8. Authorisation of all virements between 30, ,000 between or within budget headings. Details of all virements, approved and authorised by the Finance Committee are to be formally notified to the Governing Body. Contracts B9. Tenders other than the most financially favourable, or late tenders, can only be accepted by the Governing Body who shall minute the reasons for their decision. B10. Maintenance of a Register of Business Interests for all governors and those Academy Staff involved in the short listing or awarding of contracts. B11. Authorisation of the advertising of tenders above the OJEU limit and authorising the award of such tenders 5

6 Income B12. Authorisation of the write off of debts not collectable (the Secretary of State s prior approval is also required if debts to be written off are above the value set out in the annual funding letter). Security of Assets B13. Authorisation of the disposal of individual items of equipment and materials that have become surplus to requirements, unusable or obsolete with an original purchase value in excess of 5,000 owned by the Academy. C. POWERS AND DUTIES DELEGATED TO THE FINANCE COMMITTEE OF THE GOVERNING BODY The Finance Committee shall be responsible for:- General C1. Exercising the powers and duties of the Governing Body in respect of the financial administration of the Academy, except for those items specifically reserved for the Governing Body and those delegated to the Principal, or those delegated to other staff by the Principal. C2. Reporting on decisions taken under delegated powers to the next meeting of the Governing Body. Audit C3. Reviewing the reports of the Responsible Officer on the effectiveness of the financial procedures and control. These reports must also be reported to the Governing Body. Budgets/Budgetary Control C4. Considering budgetary control reports on the Academy s financial position at every meeting, take appropriate action to contain expenditure within the budget and report to the Governing Body. C5. Reviewing the virement of sums between and within budget heads, subject to a limit of 30,000. Details of all virements approved and authorised by the Principal/Finance Manager are to be formally notified to the Finance Committee who shall minute the notification. C6. Reporting to the Governing Body all significant financial matters and any actual or potential overspending. Contracts and purchasing C7. Authorising the award of contracts or purchases of over 50,000 but below the OJEU limit. Insurances C8. Ensuring that arrangements for insurance cover are in place and adequate. Security of Assets C9. Ensuring that there are annual independent checks of assets and the asset register. 6

7 C10. Authorising the disposal of individual items of equipment and materials that have become surplus to requirements, unusable or obsolete with an original purchase value of up to 5,000 and reporting such authorisations to the Governing Body. Personnel C11. Authorising permanent changes to the Academy s establishment. D. FINANCIAL POWERS AND DUTIES DELEGATED TO THE PRINCIPAL Delegation of Principal s Responsibilities The Principal has delegated powers and functions in respect of internal organisation, management and control of the Academy, the implementation of all policies approved by the Governing Body and for the direction of teaching and the curriculum. The Principal shall be responsible for:- Accounts D1. The operation of financial processes within the Academy, ensuring that adequate operational controls are in place and that the principles of internal control are maintained. D2. Ensuring that full, accurate and up to date records are maintained in order to provide financial and statistical information. Audit D3. Ensuring that all records and documents are available for audit by the appointed external auditors and by the Responsible Officer. D4. Reviewing income and expenditure reports and highlighting actual or potential overspending to the Finance Committee. D5. Approving the virement between and within budget headings of over 10,000 up to 30,000 and reporting such approval to the Finance Committee. Contracts D6. Exercising the following powers and duties of the Governing Body in respect of the Financial Regulations relating to Contracts: a) Ensuring that all contracts and agreements conform with the Financial Regulations b) Acceptance of quotations up to 50,000 in value c) Receipt and custody of all tenders d) Authorisation of senior members of staff to open tenders e) Signing contracts on behalf of the Governing Body D7. Authorisation of contract and expenditure of up to 25,000 in conjunction with the Finance Officer. Financial Management D8. Ensuring the arrangements for collection of income, ordering of goods and services, payments and security of assets are in accordance with the Financial Regulations. 7

8 Security of Assets D9. Ensuring that proper security is maintained at all times for all buildings, furniture, equipment, vehicles, stocks, stores, cash, information and records etc under his/her control. Personnel D10. Approving new staff appointments within the authorised establishment (this may also be delegated to Vice Principals). E. FINANCIAL POWERS AND DUTIES DELEGATED TO THE PRINCIPAL, FINANCE OFFICER AND BUSINESS DIRE4CTOR The Principal shall be responsible for ensuring the following are adhered to. The Principal and Finance Officer of the Academy will be responsible for the preparation and maintaining the following:- Banking Arrangements E1. Maintaining proper records of account and reviewing monthly bank reconciliations. E2. Regular monitoring of expenditure and income against the approved budget and submitting reports on the school s financial position to every meeting of the Finance Committee. Any actual or potential overspending shall be reported to the Finance Committee. E3. Preparing an annual draft budget plan for consideration by the Finance Committee before the start of the relevant financial year. E4. Approving virements between and within budget headings up to a value of 10,000 and reporting such approval to the Finance Committee. Contracts E5. Maintaining a register of formal contract entered into, amounts paid and certificates of completion. E6. Retention of quotes obtained for goods, works and services. Income E7. Ensuring that all income is accurately accounted for and is promptly collected and banked intact. Insurances E8. Notifying the Finance Committee on any eventuality that could affect the Academy s insurance arrangements. Orders for goods, works and services E9. Authorising members of staff to order or receive goods and certify invoices for payment, ensuring the appropriate division of these duties between the staff. 8

9 Payments E10. Ensuring that all correct invoices are duly certified by authorised staff before payments are made and that invoices, vouchers and other records are retained and stored in a secure way and are readily available for inspection by authorised persons. Salaries, Wages and Pensions E11. Notifying the payroll provider of any matters affecting payments to employees. Security of Assets E12. Maintaining a permanent and continuous register of all items of furniture, equipment, vehicles and plant. F. FINANCIAL POWERS AND DUTIES DELEGATED TO OTHER MEMBERS OF STAFF Members of staff with delegated responsibilities should be aware that these must be exercised in accordance with Financial Regulations. The following responsibilities are delegated to Vice Principals and other staff as stated: Contracts F1. The following members of staff, in addition to the Principal and Business Director are authorised to open tenders in the presence of another authorised person:- Vice Principals Principal Finance Officer Orders for goods, works and services F2. The Principal and Business Director are able to authorise orders for goods, works and services as specified:- STAFF TYPES OF ORDER Principal Up to 35,000 Business Director Up to 5,000 Receipt of good F3. The following members of staff are authorised to receive goods:- Reception Staff Payments F4. The following members of staff in addition to the Principal are authorised to certify invoices: Business Director Principal Finance Officer 9

10 Salaries and Wages F5. The following members of staff, in addition to the Principal, are authorised to certify pay documents and time records and authorise pay changes and appointments (excluding documents relating to themselves):- Vice Principal: Attainment and Standards G. AUTHORISATION LEVELS These levels incorporate the Amethyst Academies Trust, an Academies level within the one structure. Delegated Duty Value Delegated Authority Virements between and within Up to 5,000 Business Director budget heads (all reported to 5,000 to 35,000 Principal the Finance Committee) 35,000 to 100,000 Governing Body Over 100,000 Amethyst Academies Trustees Bank accounts transfers and Up to 25,000 Any two signatories cheque/bacs payment authorisation Over 25,000 Principal and one other Requisitions for orders/invoice approval Up to 5,000 Up to 35,000 Up to 100,000 signatory Budget Holder Principal or Business Director Chair of Finance Committee or Chair of the Amethyst Academies Trust Board of Trustees Lease Agreements Any Business Director Quotations and tendering 5,000 to 50,000 Minimum of three quotes to be obtained by the Business Director, Principal or Vice Principals 50,000 to relevant OJEU limit Formal tendering process requiring Finance Committee approval Over OJEU limit OJEU advertising required, Governing Body approval Authority to accept other than Any Finance Committee lowest quotation Disposal of assets Up to 5,000 Finance Committee Over 5,000 Governing Body Write-off bad debts Any Any two (or as required) of Principal, Business Director and other agreed Governing signatory Income invoice approval Over 25,000 Invoices raised over 25,000 must be notified to the Finance Committee Maintenance repairs Up to 5,000 Business Director Emergency and normal repairs Formula Capital Over 5,000 Principal or Chair of Governors All expenditures must be approved by Finance Committee 10

11 Glossary of Terms OJEU DfE RO CEO Official Journal of the European Union Department for Education Responsible Officer Chief Executive Officer 11