Financial Regulations
Reviewed March 2024. Next review: March 2025
1. General
These financial regulations govern the conduct of financial management by the council and may only be amended or varied by resolution of the Council. Financial regulations are one of the council’s three governing policy documents providing procedural guidance. Financial regulations must be observed in conjunction with the council’s standing orders and any individual financial regulations relating to contracts.
The Council’s accounting control systems must include measures:
• for the timely production of accounts;
• that provide for the safe and efficient safeguarding of public money;
• to prevent and detect inaccuracy and fraud;
• identifying the duties of officers.
The Responsible Finance Officer (RFO);
• acts under the policy direction of the Council;
• administers the council's financial affairs in accordance with all Acts, Regulations and proper practices;
• determines on behalf of the Council its accounting records and accounting control systems;
• attends relevant financial management and other relevant training as required
2. Accounting and Auditing
• All accounting procedures and financial records of the council shall be determined by the RFO in accordance with the Governance and Accountability for Smaller Authorities in England (March 2016).
• The RFO shall complete the annual statement of accounts as soon as practicable after the end of the financial year, to the council within the timescales set by the Accounts and Audit Regulations.
3. Annual Budget Estimates
• Annual forecasts for end of the financial year estimates shall be presented to the council in preparation for the November council meeting.
• An estimated budget prediction for the following financial year shall be presented to the council for the November meeting to support setting the precept in the January meeting.
4. Budgetary Control And Authority To Spend
• The council must provide authority to spend both on revenue and capital items.
• A finance heading should be included on each council meeting agenda
• The RFO has no authority to authorise spend.
• The council determines the reserves which are identified in the accounts.
• The RFO files all bank statements and updates accounts; these are kept for a minimum of 7 years in accordance with financial regulations. A total of the monthly authorised spend is recorded in the meeting minutes. Items of £100.00 are listed.
• The council bank statements are held on the Barclays website and a printed copy on file. Monitoring and dual authorisation payments are carried out by the finance committee.
5. Banking Arrangements And Authorisation Of Payments
The council online based system:
- RFO prepares for authorisation of payments via the parish finance commitee or via council meetings
- RFO authorised to set up online banking payment
- Finance committee members authorised to complete payment
- Mandate changes are approved by the council and actioned via the RFO.
- The council will not maintain any form of cash float.
6. Records and Access
6.1 Hardcopy File – RFO access and councillors access upon request
• Receipts and invoices
• Parish Council bank statements for accounting reconciliation
• Annual audit (Annual Governance and Accountability Return) documents
• Precept returns to ELDC
• Wind turbine account bank statement
• Wind turbine account external verification of the accounts
6.2 Online Banking – RFO and finance committee members
- Bank statements hardcopy back up
6.3 Website – personal data including bank account details removed
- Parish Council accounts published annually as part of external AGAR
- Wind turbine accounts published annually as part of external verification
6.4 Emergency Payments
- Two of the three people on the Parish Council Finance Committee
7. Payment Of Salaries
• RFO completes the work for the Council on a voluntary basis.
8. Loans And Investments
• All borrowings shall be effected in the name of the council, after obtaining any necessary borrowing approval. Any application for borrowing approval shall be approved by council as to terms and purpose. The application for borrowing approval, and subsequent arrangements for the loan shall only be approved by council.
• Following approval by the council, then LALC will be informed and they will complete appropriate authorisation documents linked to NALC and the Department of Communities and Local Government. Alternatively, bridging loans maybe requested via ELDC.
• All investments of money under the control of the Council shall be in the name of the council.
• All investment certificates and other documents relating thereto shall be retained in the custody of the RFO.
9. Income
• Payments to the council shall be the responsibility of the RFO
• Any sums found to be irrecoverable and any bad debts shall be reported to the council and shall be written off in the same financial year.
• The RFO will complete any VAT Return that is required. Any repayment claim due in accordance with VAT Act 1994 section 33 shall be made at least annually coinciding with the financial year end. Note 1: ‘Great & Little Carlton Parish Council’ bank account is with Barclays. Note 2: ‘The Carltons Turbine Account’ bank account is with Lloyds. All VAT records should be kept for at least 7 years
9.1 The procedure for Parish Council VAT reclaim is:
• All invoices must be addressed to Great and Little Carlton Parish Council and must include the VAT amount along with an appropriate VAT registration number.
• All invoices to be paid by the Parish Council.
• HMRC contacted in the online format at the end of the month if the claims are more than £100.
• If claims are less than £100 then this should be done towards the end of the financial year.
• HMRC returns VAT funds direct into the Parish Council community account.
9.2 The procedure for The Carltons Turbine community fund VAT reclaim is:
• All grant applicants must indicate if VAT is applicable. If not, then applicants are paid the grant by cheque or bank transfer.
• If VAT reclaim is applicable, then grants awarded should include VAT along with an appropriate VAT registration number.
• Cheques from The Carltons Turbine Account fund are payable to Great and Little Carlton Parish Council.
• The Parish Council settles the invoices.
• The Parish Council contact HMRC, via the online system, to reclaim the VAT.
• HMRC return the VAT and the Parish Council identifies this in the accounts.
• The Parish Council then transfer the VAT reclaim to The Carltons Turbine Treasurers Fund in Lloyds, to benefit future grant applicants.
10. Contracts
• Awarding contracts, usually through the production of at least 3 quotes to secure best value, and the payments of the contract sum shall be authorised by the council. Rolling contacts are renewed via 3 competitive quotes every three years unless they are under £600.
11. Assets
• The RFO shall ensure that an appropriate and accurate Register of Assets is kept up to date. The continued existence of tangible assets shown in the register shall be verified at least annually as part of the audit (Annual Governance Accountability Return).
12. Insurance
- Following the annual risk assessment, the RFO shall effect all insurances and negotiate all claims on the council's insurers.
- The RFO shall give prompt notification to full council of all new risks.
13. Charities
• The council may decide to support charities as appropriate.
14. Risk Management
• The council is responsible for putting in place arrangements for the management of risk. The RFO shall prepare, for approval by the council, risk management policy statements in respect of all activities of the council. Risk policy statements and consequential risk management arrangements shall be reviewed by the council at least annually.
• When considering any new activity, the RFO shall prepare draft risk management proposals for consideration and adoption by the council.