Part 4 - Financial procedure rules

Below are the financial procedure rules.

General:

D.1         The Chief Financial Officer is responsible for the operation of the Authority’s accounting systems, the form of accounts and the supporting financial records. Any changes made by Directors to the existing financial systems or the establishment of new systems must be approved by the Chief Financial Officer. However, Directors are responsible for the proper operation of financial processes in their own departments.

D.2         Changes to agreed procedures proposed by Directors to meet their own specific service needs must be agreed with the Chief Financial Officer.

D.3          Directors must ensure that staff are aware of their responsibilities under data protection and access to information legislation, for example Freedom of Information and Environmental Information legislation.

Income and Expenditure:

D.4         It is the responsibility of Directors to ensure that where a scheme of delegation has been established within their area, it is operating effectively. The scheme of delegation should identify staff authorised to act on the Director’s behalf in respect of payments, income collection and placing orders together with the limits of their authority.

Income:

D.5         Directors are responsible for reviewing and implementing changes to all fees and charges within their services on an annual basis. It is preferable to obtain income in advance of supplying goods or services as this improves the Council’s cash flow and also avoids the time and cost of administrating and collecting debts.

D.6         Any proposed new or variation to an existing fee or charge, which involves a policy change, requires the approval of the Council.

D.7         In order to comply with Money Laundering Regulations 2017, the Council will not accept cash income for the purchase of goods if it exceeds £5,000. Further details of the council’s Money laundering Policy can be found in the Finance Manual.

D.8         The Chief Financial Officer shall issue guidance on the write off of debtor accounts.  Periodically, a report of the cumulative amount must be made to the appropriate Scrutiny Committee.  An annual report should be made to the relevant Scrutiny Committee on the management of debtor accounts. Significant individual debts will be referred to Cabinet, Leader of the Council or a Cabinet Member for approval.

Expenditure:

D.9         All payments made on behalf of the Council, with the exception of payments from imprest accounts, will be made by the Chief Financial Officer relying, where necessary, on the certification of authorised employees. 

D.10         All orders for works, supplies and services shall comply with the Council’s procedure rules. Procedures covering orders/contracts under £50,000 are detailed in the finance manual.

D.11       The Chief Financial Officer will authorise such imprest accounts that they consider appropriate to allow authorised employees to defray petty cash and similar expenses.

Payments to Employees and Members:

D.12       The Chief Financial Officer is responsible for all payments of salaries and wages to all staff, including payments for overtime and for payment of allowances to Members.

Taxation:

D.13       The Chief Financial Officer is responsible for advising Directors, in the light of guidance issued by appropriate bodies and relevant legislation as it applies, on all taxation issues that affect the Authority.

D.14       The Chief Financial Officer is responsible for maintaining the Authority’s tax records, making all tax payments, receiving tax credits and submitting tax returns by their due date as appropriate.

Trading Accounts / Business Units:

D.15    It is the responsibility of the Chief Financial Officer to advise on the establishment and operation of trading accounts and business units.

Page updated: 25/01/2022 Page updated by: Gloucestershire County Council

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