Finance & Fundraising Policy: Difference between revisions

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== 1. Introduction ==
==1. Introduction ==


As a [[charity status|registered Charity]], and a very public one at that, it is imperative that we institute financial controls that satisfy the expectations of the Charity Commission, the Wikimedia community and the Wikimedia Foundation. This is also a vital part of attainment of our [[:wikipedia:PQASSO|PQASSO]] accreditation.
As a [[charity status|registered charity]], and a very public one at that, it is imperative that we have financial controls that satisfy the expectations of the Charity Commission, the Wikimedia community and the Wikimedia Foundation. This is also a vital part of attainment of our [[:wikipedia:PQASSO|PQASSO]] accreditation.


This policy reflects two major developments in the chapter's organisational structure, namely the appointment of our first permanent staff on 1 October 2011 followed by the approval of our charity status by the Charity Commission on 5 November 2011 with its duties and responsibility.
This policy reflects two major developments in the chapter's organisational structure, namely the appointment of our first permanent staff on 1 October 2011 followed by the approval of our charity status by the Charity Commission on 5 November 2011 with its duties and responsibility. Further changes are recommended following the Hudson review which led to the establishment of Board Committees and the CEO’s Delegation Scheme and the consequent need for revised Board-reporting procedures.


As part of this policy, the system is set out where the Board of Trustees agrees the annual plan with financial allocations for different activity areas, projects and grants. The staff then administer the spending and the reporting against budgets, with the Treasurer having responsibility for ensuring appropriate expenditure, reporting and auditing. Volunteers receive support through the expeditious payment of expenses against activity budgets, and grants as agreed by the board.
As part of this upgraded Financial Policy, the Board of Trustees agrees the annual plan with financial allocations for different activity areas, projects and grants. The CEO is instructed to administer the spending and the reporting against budget, with the ARC having responsibility for ensuring appropriateness of expenditure, reporting and auditing.  


The policy has been developed by bringing together best practice in the UK Charity Sector with what already exists within Wikimedia UK to create a robust framework that will be practical, proportional and secure. Charity commission guidance has been applied where appropriate and discussions have been had with Jon Worsop at UHY Nottingham, our accountants, and a meeting with UHY London.
This Policy is intended to be flexible enough to allow for the expected growth of the chapter over the next few years, effective from 1 February 2012. In some areas there will be a period of transition before this policy is fully implemented. These areas, along with any other exceptions, will be included in the Chief Executive's report to each Board Meeting following the effective date. The policy was reviewed for operational effectiveness in October 2012, and will be reviewed annually thereafter by the ARC.


This policy is intended to be flexible enough to allow for the expected growth of the chapter over the next few years. It is effective from 1 February 2012. In some areas there will be a period of transition where this policy is not fully implemented at first. These areas, along with any other exceptions, will be included in the [[Chief Executive]]'s report to each Board meeting following the effective date. The policy was reviewed for operational effectiveness in October 2012, and will be reviewed annually thereafter.
The Policy may, in exceptional circumstances, be overridden by the Chief Executive by prior agreement with the Chair as an emergency decision between Board Meetings. Any such override will be immediately reported by the Chief Executive to the Board.  


The policy may, in exceptional circumstances, be overridden with the approval of the Chief Executive. Any such override will be immediately reported by the Chief Executive to the Board. A board decision may also override the policy in exceptional circumstances.
The points of each policy area are given below. Those responsible for ensuring that the Policy is adhered to are noted in brackets.  
 
The points of each policy area are given below, with the responsible role for ensuring that the policy is adhered to given in brackets.


== 2. Key Principles ==
== 2. Key Principles ==


The key principles underlying this policy are:
The key principles underlying this Policy are:


# That our assets are safeguarded from loss, damage or fraud  
# That our assets are safeguarded from loss, damage or fraud
# That our assets are applied to our objects in the most effective and efficient way  
# That our assets are applied to further our Objects in the most effective and efficient way
# That volunteers are facilitated to help deliver the Wikimedia UK mission.
# That volunteers are facilitated to help deliver the Wikimedia UK mission
# That our finances and assets are administered in a way that identifies and manages risk  
# That our finances and assets are administered in a way that identifies and manages risk
# That the controls in place are proportionate to the risks  
# That the controls in place are proportionate to the risks
# That the highest standard of record keeping and financial reporting is maintained  
# That the highest standard of record keeping and financial reporting is maintained
# That financial reporting is clearly expressed and highly transparent  
# That financial reporting is clearly expressed and highly transparent
# That duties are sufficiently segregated in order not to overburden any individual or allow an excessive concentration of authority
# That duties are sufficiently segregated in order not to overburden any individual or allow an excessive concentration of authority


== 3. Personal integrity ==
== 3. Personal integrity ==
Effective financial controls rely on the personal integrity of all the people involved - including those making payments, claiming for reimbursement, authorising, monitoring or controlling budgets.  
Effective financial controls rely on the personal integrity of all the people involved - including those making payments, claiming for reimbursement, authorising, monitoring or controlling budgets.
# We will follow Charity Commission guidance regarding checks on trustees prior to appointment. (Administrator)
# We will follow Charity Commission guidance regarding checks on trustees prior to appointment. (Administrator reporting to Govcom)
# Where issues are revealed or disclosed, these will be treated sensitively and discretely, having due regard for the privacy of the individual but ensuring that chapters' assets are not put at risk (CE)
# Where issues are revealed or disclosed, these will be treated sensitively and discretely, having due regard for the privacy of the individual but ensuring that chapters' assets are not put at risk. (CEO and Govcom)
# Compliance with the [[Conflict of Interest policy]] will be monitored at least annually (Chair/Secretary/CE)
# Compliance with the Conflict of Interest policy will be monitored at least annually. (ARC)


==4. Income==
==4. Income==


# Post is held securely before collection (CE)
# Post is held securely before collection. (CEO)
# Post is opened in the presence of two 'unrelated individuals' (i.e. people that are not close relatives by blood or marriage and are not living as part of the same household) with rotating staff where practical. (CE)
# Post is opened in the presence of two 'unrelated individuals' (i.e. who are not close relatives by blood or marriage and are not living as part of the same household) with rotating staff where practical. (CEO).
# All cheques and cash received held in a secure, locked place prior to banking (Administrator)
# All cheques and cash received held in a secure, locked place prior to banking (Administrator)
# All cheques and cash received recorded in a register (Administrator/Fundraiser)  
# All cheques and cash received recorded in a database (Administrator/Fundraiser)
# Cash received as recorded in the register is reconciled against paying in slips and bank statements at least monthly (Administrator with CE or Treasurer).
# Cash received as recorded in the register is reconciled against paying in slips and bank statements at least monthly (Administrator with CEO and Accountant to ARC)  
# Accurate Gift Aid records are kept and timely returns made. (Fundraiser)  
# Accurate Gift Aid records are kept and timely returns made. (Fundraiser)
# Regular spot checks are to be undertaken to ensure that Gift Aid declarations and claims are accurate. (Fundraiser with CE or Treasurer)  
# Regular spot checks are to be undertaken to ensure that Gift Aid declarations and claims are accurate. (Fundraiser with CEO and Accountant to ARC)
# Spot checks are to be undertaken to ensure that the funds from any Gift Aid claims are received and reconciled. (Fundraiser with CE or Treasurer)
# Spot checks are to be undertaken to ensure that the funds from any Gift Aid claims are received and reconciled. (Fundraiser with Administrator and Accountant to ARC)
# Appropriate controls are put in place for any Trading Income (CE)  
# Appropriate controls are put in place for any Trading Income (CEO)
# All donations in kind that are greater in value than £1,000 are duly recorded, but not monetized in the accounting records. (Administrator)
# All donations in kind that are greater in value than £1,000 from any source for the financial year are duly recorded, together with a note of their value to the charity, in the accounting records. (Administrator)
# All donations received in cash, cheque, bank transfer, Paypal, text, direct debit or other fundraising mechanism are to be promptly thanked and recorded (Fundraiser)
# All donations received in cash, cheque, bank transfer, Paypal, text, direct debit or other fundraising mechanism are to be promptly thanked and recorded (Fundraiser)
# All donor communication received by the chapter is responded to at least as quickly enough to comply with the Fundraising Agreement (Fundraiser)  
# All donor communication received by the chapter is responded to quickly enough to comply with the Fundraising Agreement (Fundraiser)
# All direct debit instructions are processed in compliance with the Direct Debit regulations (Administrator/Fundraiser)
# All direct debit instructions administered are processed in compliance with the Direct Debit regulations (Administrator/Fundraiser)
# Where restricted donations are received, records are kept of the restriction and their own budget lines will be maintained within the accounting records. (Administrator)
# Where restricted donations are accepted, records are kept of the restriction, (this should happen exceptionally, and on legal advice if necessary) and their own budget lines will be maintained within the accounting records. (Administrator and fundraiser)  
# Adequate monitoring is undertaken to ensure there is no abuse of public collections or fundraising events (CE)
# Adequate monitoring is undertaken to ensure there is no abuse of fundraising events (CEO)  
# All donor data is encrypted and password protected in accordance with the Charity's data protection policies (Fundraiser)
# All donor data is encrypted and password protected in accordance with the Charity's data protection policies (Fundraiser)


==5. Banking==
==5. Banking==


# All bank accounts will be held in the name of Wikimedia UK (Administrator)  
# All bank accounts will be held in the name of Wikimedia UK (Administrator)
# No account will be opened or closed without Board authorisation (Administrator)  
# No account will be opened or closed without Board authorisation (Administrator)
# Bank payments (cheque or BACS) require at least two signatories, unless the amount is for less than £250, in which case one signatory is required (Administrator)
# Bank payments (cheque or BACS) require at least two signatories, unless the amount is for less than £300, in which case one signatory plus an authoriser is required (Administrator)
# Signatories on all bank accounts shall be decided by Board resolution (Administrator)
# Signatories on all bank accounts shall be decided by Board resolution (Administrator)
# Records of all signatories on all accounts are kept in a single document (Administrator)
# The CEO will only be a signatory to current accounts, and will only be so in a dual signatory system (Administrator)
# Signatories will be a combination of the CE and trustees (Administrator)
# No signatories can make or authorise payments to themselves with the exception of the CEO salary as shown in the payroll bureau’s monthly computations and where a trustee is the other signatory<ref>The committee feels that as is usual in this area the basic salary as calculated by our payroll bureau can be approved by JD with the usual second signatory.</ref>
# The signatories to the current account are not also signatories to deposit accounts (Administrator)
# No third party shall be allowed to open accounts in our name (CEO)
# The CE will only be a signatory to current accounts, and will only be so in a dual signatory system (Administrator)
# The credit rating, charges and interest of all banks used shall be reviewed at least annually. (Administrator to ARC reporting to the Board)
# No signatory can make payments to themselves
# Bank reconciliations are to be prepared monthly for all accounts. (Administrator reporting to CEO)
# No third party shall be allowed to open accounts in our name (CE)  
# Accounting records must clearly record all interest receipts (Administrator)
# The credit rating, charges and interest of all banks used shall be reviewed at least annually. (Administrator and Treasurer reporting to the Board)  
# A record is to be kept of all payments written (Administrator & Signatories)
# Bank reconciliations are prepared monthly for all accounts. (Administrator reporting to Treasurer & CE)  
# After each electronic banking transaction a printout is to be taken showing details of that transaction and stored as part of the accounting records (Administrator)  
# Accounting records clearly record all interest receipts (Administrator)  
# Money held with any single financial institution or group should be no more than the current Government guarantee limit unless specifically authorised (Administrator to ARC reporting to the Board)
# A record is kept of all cheques written (Administrator & Signatories)
# Choice of deposit accounts will take account of credit worthiness, qualification for the government guarantee scheme (ie UK banks only and interest rates. (Administrator to ARC reporting to the Board)
# After each electronic banking transaction a printout is taken showing details of that transaction and stored as part of the accounting records (Administrator)  
# All PCs with banking access to be password protected in accordance with Wikimedia UK's data protection policies (Administrator)
# Paper copies of all bank statements are retained and published on the office wiki (Administrator)
# All passwords are to be kept confidential to each user in accordance with Wikimedia UK's data protection policies (Administrator and all users)
# A reserve policy is reviewed each year as part of the annual budget and year end (Treasurer)
# All passwords are to be changed regularly and always following changes in authorised staff and trustees, in accordance with Wikimedia UK's data protection policies (Administrator and all users)
# The balance of the current account is kept to a minimum, having regard for forecast cashflow requirements. Surplus cash is invested in deposit accounts (Administrator)
# Adequate training is to be provided to all involved in online financial transactions. (CEO)
# As a short-term measure in present conditions, money held with any single financial institution should be no more than £85,000 (the Government guarantee limit), unless specifically authorised (CE/Treasurer/Administrator)
# Choice of deposit accounts will take account of credit worthiness, qualification for the government guarantee scheme (ie UK banks only), deposit insurance and interest rate and will ensure that the failure of one investment or institution would not have a major impact on the chapter. (Administrator reporting through the Treasurer to the Board)
# Records of all deposits made are maintained with regular reports (Administrator)  
# All PCs with banking access be password protected in accordance with Wikimedia UK's data protection policies (Administrator)  
# All passwords are kept secret in accordance with Wikimedia UK's data protection policies (Administrator and all users)  
# All passwords are changed regularly and always following changes in authorised staff and trustees, in accordance with Wikimedia UK's data protection policies (Administrator and all users)  
# Adequate training is provided to all involved in on-line financial transactions. (CE)


==6. Assets==
==6. Assets==


# Any individual item valued at over £500 is recorded in the fixed asset register listing their purchase price, purchase date, description, any identifying marks and location. (Administrator)  
# Any individual item or set of related items for ongoing use and valued at over £500 is recorded in the fixed asset register listing their purchase price, purchase date, description, any identifying marks and location. (Administrator)
# All assets are safeguarded from loss or damage (CE)  
# All assets are appropriately safeguarded from loss or damage (CEO)
# Adequate insurance cover is maintained to protect against any substantial loss. (CE with Administrator)
# Adequate insurance cover is maintained to protect against any substantial loss. (CEO with Administrator)
# The value of any such asset will be depreciated on a three-year, straight line basis.
# The value of any such fixed asset will be depreciated on a three-year, straight line basis or, unless the difference is immaterial, over its currently estimated useful economic life.


==7. Wages and Salaries==
==7. Wages and Salaries==


# Full records of all payroll payments and deductions are maintained. (Our agency monitored by Administrator)  
# Full records of all payroll payments and deductions are maintained. (Our agency monitored by Administrator).
# Monthly payroll reports from bureau are reviewed by Chief Exectutive with administrator
# Payroll and HMRC payments are made directly by the charity
# Paper payroll records are held separately from any paper Human Resources files (Administrator)  
# Monthly payroll reports from bureau are reviewed by Chief Executive with administrator
# Statutory deductions are paid to HMRC monthly (Our agency monitored by Administrator)  
# Paper payroll records are held separately from any paper Human Resources files (Administrator)
# Year end payroll declarations are completed (P35, P11D and P60s) (Our agency monitored by Administrator)  
# Statutory deductions are paid to HMRC monthly by the 15th of the month. (Administrator)  
# Minimum wage legislation is adhered to. (Our agency monitored by Administrator. Trustees to oversee.)
# Year end payroll declarations are completed (P35, P11D and P60s) (Our agency monitored by Administrator)
# For staff based in London, the London Living Wage is adhered to as a minimum. (Administrator)   
# The current Living Wage, or London Living Wage as appropriate, is adhered to as a minimum. (Administrator)   
# No unauthorised deductions are taken from pay (Our agency monitored by Administrator)
# All employees have a proper contract of employment. (CEO)  
# All employees have a proper contract of employment. (CE with board support)  
# A stakeholder pension scheme is provided for staff to opt in to, the employer contribution to which will be 6 per cent of the employee's salary (CEO)  
# A stakeholder pension scheme is provided for staff to opt in to, the employer contribution to which will be 6 per cent of the employee's salary (CE)
# Procedures are in place to record starters, leavers, changes in salary, overtime, sickness, maternity etc. (Our agency monitored by Administrator)
# Procedures are in place to record starters, leavers, changes in salary, overtime, sickness, maternity etc. (Our agency monitored by Administrator)  
# Annual appraisal and salary reviews are held based on RPI, performance and market forces (CEO or, in the case of the CEO, the nominated member of the Board)
# Annual appraisal and salary reviews are held based on RPI, performance and market forces (CE or, in the case of the CE, the Board)


==8. Reporting==  
==8. Reporting (internally and externally)==


# It is a condition of receipt of expenses that all expenses are published on an appropriate wiki so that the highest standards of transparency are maintained  
# It is a condition of receipt of expenses that all expenses are published on an appropriate wiki so that the highest standards of transparency are maintained
## Individual expense claims are normally published on the office wiki (Administrator) with a summary of the claims posted on the public wiki
## Individual expense claims are normally published on the office wiki (Administrator) with a summary of the claims posted on the public wiki.
## Office expenses and the Chief Executive's expenses are published on the public wiki in summary form (Administrator)
## Office expenses and the Chief Executive's expenses are published on the public wiki in summary form i.e. the claimant’s name, the total amount of the claim and the nature of the claim in broad terms.  (Administrator)  
# Income and expenditure is regularly monitored against budget. (Administrator)
# Income and expenditure is regularly monitored against budget. (QFMR to ARC)
# Monitoring to include management accounts, a comparison of budget to actual figures, an explanation of variances and details of cash flow, card accounts and closing bank balances. (Administrator)
# Monitoring to include management accounts, a comparison of budget to actual figures, an explanation of variances and details of cash flow, card accounts and closing bank balances. (Administrator)
# Monthly financial reports to be published on the public wiki (Administrator)  
# Quarterly Balance sheets, and current activity statement by the CEO (which includes commentary on variances) and the SORP sheet which tallies with our annual accounts from the QMFR reports to be published on the public wiki after agreement from the Board meeting.(Administrator and accountant to CEO and ARC).
# Budget holders notify responsible staff of detailed plans and budgets (Budget holders)
# Budget holders shall be members of staff subject to overall control by the CEO under his agreed financial authority. In line with good practice and spirit of Hudson review, volunteers may take leads on programme areas but the day-to-day control of budgets shall not be their responsibility.
# Processing of budget line expenses is the responsibility of staff with regular reporting to the budget holder and the Board. (Staff)
# Budget holders notify relevant volunteers of detailed plans and budgets (Budget holders)
# Accounting records in line with good Charity Commission practice and our accountant's advice are kept to show all transactions. (Staff)
# Annual accounts are provided to the Charity Commission, Companies House and the Wikimedia Foundation as required. Board responsibility, with CEO now authorised to act as “CC-correspondent” and filing at CH being as directed by Board  
# Annual accounts are prepared and audited in line with the SORP (Statement Of Recommended Practice) (Accountants & Administrator)
# The Board must formally approve of any expenditure that exceeds £5,000, excluding recurring expenditure (such as salary, pensions and rent)  
# Annual accounts are presented to the AGM for approval and published publicly (Administrator)
# Annual accounts are provided to the Charity Commission, Companies House and the Wikimedia Foundation as required. (Administrator)
# Funds are specifically delegated to the initiatives that are explicitly described in the respective activity plan. Should an initiative not be specifically included in the activity plan, then the Board needs to be notified about the change of purpose of the budget line should the amount affected be equal to or greater than £500.
# The Board must be informed of any expenditure that exceeds £1,000, and the Board must be given a 24 hour period in order to raise objections to this expenditure. Should any trustee object to the expenditure, then a formal decision must be made about said expenditure.
# The Board must formally approve of any expense that exceeds £5,000, excluding recurring expenses (such as salary, pensions and rent).


== 9. Grants==  
== 9. Grants==
# Grants under the value of £250 that are outside of individual budget lines will be considered via the [[Microgrants]] process.
# Grants up to £2,000 that are outside of individual budget lines will be considered via the WMUK Grants process. Grants in excess of £2,000 are subject to a majority decision by the Board.
# Grants between the values of £250 and £2,000) may be submitted as a one page document for review by the WMUK board via the [[Macrogrants]] process. See [[Grants/proposal template]] for a checklist of topics to cover in that submission.
# Where grants also fall under the Wikimedia Foundation's grant processes, then those grants could first be submitted to Wikimedia UK, and where suitable they may subsequently referred to the WMF with WMUK's approval.
# Grants in excess of £2,000, or complex projects involving 4 or more people, should be submitted to the Board for review after a page on this wiki has been created to develop and discuss your proposal.
# Grants to the Wikimedia Foundation will be made in line with the advice of our lawyers, with individual transfers being made upon agreement from the Board on the advice of the ARC 
# Where grants also fall under [[m:Grants:Index|the Wikimedia Foundation's grant processes]], then those grants could first be submitted to Wikimedia UK, and where suitable they may subsequently referred to the WMF with WMUK's approval.
# Grants to the Wikimedia Foundation will be made in line with the advice of our lawyers, with individual transfers being made upon agreement from the Board on the advice of the Treasurer (Treasurer)
== 10. Authorisation of expenditure==


== 10. Payments==
# Clear and public authority levels are agreed as set out in the scheme of delegation. CEO
 
# Clear and public authority levels are agreed by the Board for purchases and payments (within budget lines) as follows: (CE)
## Chief Executive: £5,000
## Other staff: £250
# The Chief Executive will, in liaison with relevant budget holders in each case, to seek approval from the Audit & Risk Committee prior to the commitment of expenditure on any one item or set of items per supplier that is in excess of £5,000 and is within the approved budget plan for the year or that is unbudgeted but does not exceed a threshold of £2,000 (CE)
# The Chief Executive is required to seek approval from the Board via the Audit & Risk Committee prior to committing the charity to expenditure on any item or set of items per supplier above £2,000 which is not within the approved budget plan for the year. (CE)


===11. Procurement===
===11. Procurement===
::''NB: See [[Procurement process]] for an explanation of how to follow this.
::''NB: See [[Procurement process]] for an explanation of how to follow this.''
# All purchasing must be considered in terms of 'value for money' including:
# All purchasing must be considered in terms of 'value for money' including:
## Whether the suppliers are reliable and reputable (Budget Holders)
## Whether the suppliers are reliable and reputable (Budget Holders)
## Whether the costs, measured against similar suppliers, are reasonable (Budget Holders)
## Whether the costs, measured against similar suppliers, are reasonable (Budget Holders)
# The purchase of any equipment or service over £1,000 must show evidence of comparative quotes having been sought. When the lowest quote is not chosen reasonable arguments must be put forward for this decision. (Budget Holders)
# The purchase of any equipment or service must show evidence of comparative quotes as determined by the CEO. When the lowest quote is not chosen reasonable arguments must be supplied for the decision.
#All successful tenders for services over a threshold of £5,000 should have a mutually acceptable contract signed by both Wikimedia UK and the contractor
# All successful tenders for services over a threshold of £5,000 should have a mutually acceptable contract signed by both Wikimedia UK and the contractor
#Any records of communications with, or about, tenderers and contractors should be retained for at least three years following the termination of the contracts.
# Any records of communications with, or about, tenderers and contractors should be retained for at least three years following the termination of the contracts.
# We shall endeavour to choose suppliers and purchases that reflect the values of the chapter, in particular not-for-profit, open source and free information (Budget Holders)  
# We shall endeavour to choose suppliers and purchases that reflect the values of the chapter, in particular not-for-profit, open source and free information (Budget Holders)
# We shall endeavour to source local, environmentally friendly and sustainable suppliers where this is possible and does not conflict with another priority (Budget Holders)  
# We shall endeavour to source local, environmentally friendly and sustainable suppliers where this is possible and does not conflict with another priority (Budget Holders)
# All procurement shall be subject to our [[Conflict of Interest policy]] (Budget Holders)  
# All procurement shall be subject to our Conflict of Interest policy (Budget Holders)
# We will take regular advice from accountants in order to avoid any unnecessary VAT obligations, where and if appropriate (CE)
# We will take regular advice from accountants in order to avoid any unnecessary VAT obligations, where and if appropriate (CEO)
# All invoices are checked against goods or services received. (Administrator)
# All invoices are checked against goods or services received. (Administrator)
# All invoices are to be paid within the agreed terms unless disputed (Administrator)
# All invoices are to be paid within the agreed terms unless disputed (Administrator)


===12. Cheque and online payments===  
===12. Cheque and online payments===


Secure procedures will be instituted for any payment by cheque including:  
Secure procedures will be instituted for any payment by cheque including:
# Cheques must only be written in presence of documentation supporting the request for the cheque (Signatories)
# Cheques must only be written in presence of documentation supporting the request for the cheque (Signatories)
# No pre-signed cheques may be provided (Signatories)
# No pre-signed cheques may be provided (Signatories)
# Chequebooks kept in secure locked place (Administrator)
# Chequebooks kept in secure locked place (Administrator)
 
# Secure procedures will be instituted for payments made with online banking, working within the bank's system procedures to ensure separation of duties, and authorization at the appropriate levels.
Secure procedures will be instituted for payments made with online banking, working within the bank's system procedures to ensure separation of duties, and authorization at the appropriate levels.


===13. Card payments===
===13. Card payments===


# Staff or trustees may be provided a credit or debit card if a clear need can be demonstrated, after approval by the board (Administrator)
# Staff or trustees may be provided a credit or debit card if a clear need can be demonstrated, after approval by the board (Administrator)
# Provision of a card can be withdrawn by the Board or by the Chief Executive at any time (Card users, CE and Trustees)
# Provision of a card can be withdrawn by the Board or by the Chief Executive at any time (Card users, CEO and Trustees)
# Individuals receiving a Wikimedia UK card shall agree to a deduction from their salary or other amounts owed to them in the event of improper use (Card users)
# Individuals receiving a Wikimedia UK card shall agree to a deduction from their salary or other amounts owed to them in the event of improper use (Card users)
# If a card user ceases in their role with the chapter, their cards will be cancelled and destroyed (Administrator)
# If a card user ceases in their role with the chapter, their cards will be cancelled and destroyed (Administrator)
# All statements will be sent directly to the offices of Wikimedia UK (Administrator)  
# All statements will be sent directly to the offices of Wikimedia UK (Administrator)
# All expenses incurred using a card must go through the usual authorization processes (Card users)
# All expenses incurred using a card must go through the usual authorisation processes (Card users)
# There will be a six monthly review of card use to ensure proper practice. (Administrator and Treasurer)
# All card use must be supported by appropriate receipts etc.
# There will be an annual review of card use to ensure proper practice. (Administrator and ARC)
===14. Regular bank payments===


===14. Regular bank payments===
# There will be a quarterly review to ensure no redundant regular payments (standing orders or direct debits) are being made. If any redundant payments have been made, then a refund will be requested from the payee. (Administrator)


# There will be a quarterly review to ensure no redundant regular payments (standing orders or direct debits) are being made. If any redundant payments have been made, then a refund will be requested from the payee. (Administrator)
===15. Cash payments===
 
===15. Cash payments===  


# Cash payments should generally be kept to a minimum, balancing the risks to the chapter against the convenience for individuals. (Administrator)
# Cash payments should generally be kept to a minimum, balancing the risks to the chapter against the convenience for individuals. (Administrator)
# A petty cash system with a float of normally £250 will be maintained. (Administrator)
# An imprest petty cash system with a float of normally £250 will be maintained. (Administrator)
# Recipients sign for all payments received. (Administrator)
# Recipients sign for all payments received. (Administrator)  
# The petty cash book recorded a running balance of Petty Cash (Administrator)
# The petty cash log sheets will be published publicly monthly (Administrator)
# The petty cash log sheets will be published publicly monthly (Administrator)
# Regular spot checks of Petty Cash are undertaken by a third party (CE/Trustee)
# Regular spot checks of Petty Cash are undertaken by a third party (CEO)
 
==16. Reimbursement of Expenses ==
:''For the record of expense claims by staff and trustees, see [[Trustee Expenses 2012-2013]]''
:''For an expenses claim form, see [[:File:Expenses Claim Form.pdf]]
 
# A common set of financial controls is applied to all expense payments, without exception, to all those involved with the chapter whether staff, trustees or other volunteers. (CE)
# We seek to involve people in our activities that reflects the diversity of Wikimedia project users and recognise that not all such people are able to pay for their own out of pocket expenses. We will therefore normally reimburse expenses that are properly incurred for the benefit of the chapter. Advance payment of expenses will be considered where cost may be an obstacle to any person carrying out their activities. (Administrator)
# We have tried to establish a policy that is as easy to use as possible, particularly for volunteers. (Administrator)
# The procedure and policy for expenses is included in all induction training (Administrator)
# Expenses will only be reimbursed if they are approved in principle prior to the expense, are reasonable, are correctly submitted and supported by receipts as appropriate and are properly authorised. (Payer)
# The policy sets out the requirement for the provision of properly identified claims and original receipts. If necessary credit card or bank statements may be acceptable (Payer)
# Claimants are expected to keep the expenses they incur to the lowest reasonable level. (Claimants)
# Authorisers must only authorise claims after they have been checked for accuracy and the correct associated paperwork. Authorisers may not process their own claims. (Authorisers)
# Expense claims must be accurate. Submitting or authorising a false or misleading claim, even if not paid, may damage public confidence in the chapter and will be considered a serious disciplinary matter. For staff members this may result in disciplinary action. In extreme cases, disciplinary actions may include removal of membership and hence, for board members, their directorship under [[Article]] 4. (Claimants/Authorisers)
# Expenses are expected to be submitted within three months, or, for expenses incurred up to two months prior to the accounting year end, by one month after the year end. If expenses are not submitted in time, the Charity may be unable to pay them. This rule ensures that the annual financial statements can be prepared promptly. (Administrator)
# All claims for reimbursement will be paid, unless disputed, by BACS or through petty cash within a week of approval. (Administrator)
# Unless we receive a dispensation, an annual P11d expenses form will be provided for any affected staff (Administrator & Agency)
 
More detailed areas of expense are detailed below:
 
===17. Airfare ===
 
# Airfares are only repaid at economy class rates.
# Flights not using low cost carriers should be booked through the office with our in-house travel agent to obtain charity rates. (Administrator)
# When not booking through the office, budget airlines are preferred where available; otherwise the use of standard airlines is acceptable, particularly when flights are of long duration (i.e. over 4 hours), or the cost of a standard airline is comparable to a budget airline. (Administrator)
# Increased costs resulting from travelling at more convenient times are acceptable, providing that it does not significantly increase the cost. (Chief Exec)
# Travel by train is generally preferable to flying so long as it does not take significantly longer, and that it is not significantly more expensive than flying. (Administrator)
 
===18. Train ===
 
# Train fares are generally only repaid at standard rates. First class fares may be reimbursed where the cost is less than standard class plus the reasonable benefits of first class [e.g. internet access and catering]
# Claimants should try to travel off-peak wherever possible 
 
===19. Private vehicles===
 
# Travel by private motor vehicle will be reimbursed at the [http://www.hmrc.gov.uk/rates/travel.htm HMRC mileage rates] applying at the time. The additional amount per passenger per mile can be claimed when carrying passengers who are also on WMUK business. As mileage is more likely to be incurred for individual trips than in bulk throughout the year, the higher HMRC rate will be used for the first 150 miles of any round trip; thereafter the lower HMRC rate will be used for the remainder of the miles.
# Individuals are expected to travel by public transport, or private vehicle, wherever possible. Travel by taxi should be considered only if there is no other reasonable option.
# Claimants should ensure that their car insurance allows them to be compensated for travel. This may require them to include use for business purposes on the insurance for the vehicle. The cost of such coverage, or any other insurance coverage including breakdown cover, will not be covered by WMUK beyond the standard rates.
# Toll charges where unavoidable or incurred during peak times will be reimbursed.
 
===20. Car rental===
 
# Vehicle rental may be approved in advance where necessary on a case-by-case basis, but would not be reimbursed on a routine basis.
# For example when necessary to transport bulky items, or if the cost of renting and petrol is less than the cost of private motor vehicle mileage (as described above) or other reasonable transport alternatives.
 
===21. Insurance===
 
# WMUK Staff and trustees will be covered by the WMUK travel insurance policy when on WMUK business (Administrator)
# Pre-existing illnesses need to be reported to the insurance cover before travel (Staff and trustees)
# Otherwise WMUK expects, and encourages, all individuals traveling on WMUK business to have obtained the appropriate travel insurance, and will reimburse the cost of this insurance.
# WMUK will not normally reimburse expenses and liabilities incurred that would otherwise have been covered by such insurance.
 
===22. Companions===
 
Where expenses are being reimbursed for people under 18 years old, or for people who are disabled and require assistance, the corresponding travel for their guardian or companion may also be reimbursed, if approved in advance and in line with this policy. (Chief Exec)
 
===23. Accommodation===


# Reasonable costs of accommodation while on Wikimedia UK business will be reimbursed.
===16. Small payments===
# We expect people to choose accommodation that represent reasonable value. As a guideline this would mean their own room with their own bathroom in a safe area within reasonable distance of the venue they are attending.
# We recognise that the price of accommodation varies geographically and by season.
# When standard accommodation is designated by a conference or workshop, we would normally expect people to stay at that hotel even if alternative, cheaper, options exist.


===24. Incidental expenses - per diems===
# A new bank account will be used for payments of under £300.
# When agreed with the Office Manager in advance, the option of "per diem" expenses allowance may be paid for those coordinating, facilitating or presenting at Wikimedia events or for those at other events and meetings when acting as the official representative of Wikimedia UK. The per diem rate is intended to cover:
# Such payments will require dual authorisation by staff members.
##meals and refreshments, including breakfast, lunch and dinner for the full rate; or either lunch or dinner for the lower rate; in both cases including refreshment ##costs in between meals
# The balance in this account will not exceed £4000
##costs of phone calls
# The account will be maintained with an imprest balance of £4000 to be replenished as determined by the CEO.
##Incidental transport costs (e.g. bus fares, car park charges, short taxi rides) too trivial to submit claims for
#These rates are designed to apply to stays of less than 7 days duration within the UK, the rest of the European Union, and the United States of America. Rates may be altered at the discretion of the Chief Executive and Treasurer for longer stays, other locations, or particular circumstances. Where these items are provided by Wikimedia UK or another party, reasonable deductions, at least equivalent to the benefit, will be deducted from the per diem rate. Should there be any doubt or disagreement, the default of requiring receipts for all expenses shall apply.  If the per diem rates prove inadequate owing to high local costs then individual expenses can be submitted for assessment by the office whose decision will be final.
#Where any individual claims per diem expenses on a recurring basis, the Chief Executive will review the arrangement to ensure that the chapter is not breaking its obligations under minimum wage legislation.
#The normal rates for the per-diem, which may be varied for particular circumstances, are:
##Full day (> 7 hours of activity including travel to and from) with overnight stay : £30 per day
##Full day (> 7 hours of activity including travel to and from) without overnight stay : £20 per day
##Half day (4-7 hours of activity including travel to and from): £15 per day


===25. Other expenses===  
===17. Compliance===
These financial procedures will be subject to compliance monitoring from time to time with a view to reporting to the board any improvement needed.


WMUK may also reimburse, where incurred for the benefit of the chapter and approved by the relevant budget holder in advance:
==See also==
# Registration costs for conferences
* [[Expense procedures (proposed)]]
# Meeting rooms, catering and other corresponding costs for WMUK and WMUK-related events
==Notes==
# Long-duration car parking expenses where necessary
<references/>
# Publicity material, such as badges, T-shirts and printed materials, and corresponding postage costs, where that material cannot be supplied by the WMUK office
# Phone calls to participate in meetings remotely - normally not needed, as WMUK have a freephone conference call service
# Costs of caring for dependants whilst on WMUK activity
# Entertainment costs for other parties
# Other reasonable expenses


[[Category:Financial]]
[[Category:Financial]]
[[Category:Policies]]
[[Category:Policies]]

Revision as of 09:46, 9 February 2014

This policy was approved by the Board on 29 April 2013. (approved revision, subsequent changes)
Changes to this policy are subject to board approval, and should be proposed either on the talk page or the Engine room
Approval history:

29 April 2013 - Revision as per adoption of the Scheme of Delegation (approved revision)

26 March 2013 - Revision of car mileage rates (approved revision, changes)

1. Introduction

As a registered charity, and a very public one at that, it is imperative that we have financial controls that satisfy the expectations of the Charity Commission, the Wikimedia community and the Wikimedia Foundation. This is also a vital part of attainment of our PQASSO accreditation.

This policy reflects two major developments in the chapter's organisational structure, namely the appointment of our first permanent staff on 1 October 2011 followed by the approval of our charity status by the Charity Commission on 5 November 2011 with its duties and responsibility. Further changes are recommended following the Hudson review which led to the establishment of Board Committees and the CEO’s Delegation Scheme and the consequent need for revised Board-reporting procedures.

As part of this upgraded Financial Policy, the Board of Trustees agrees the annual plan with financial allocations for different activity areas, projects and grants. The CEO is instructed to administer the spending and the reporting against budget, with the ARC having responsibility for ensuring appropriateness of expenditure, reporting and auditing.

This Policy is intended to be flexible enough to allow for the expected growth of the chapter over the next few years, effective from 1 February 2012. In some areas there will be a period of transition before this policy is fully implemented. These areas, along with any other exceptions, will be included in the Chief Executive's report to each Board Meeting following the effective date. The policy was reviewed for operational effectiveness in October 2012, and will be reviewed annually thereafter by the ARC.

The Policy may, in exceptional circumstances, be overridden by the Chief Executive by prior agreement with the Chair as an emergency decision between Board Meetings. Any such override will be immediately reported by the Chief Executive to the Board.

The points of each policy area are given below. Those responsible for ensuring that the Policy is adhered to are noted in brackets.

2. Key Principles

The key principles underlying this Policy are:

  1. That our assets are safeguarded from loss, damage or fraud
  2. That our assets are applied to further our Objects in the most effective and efficient way
  3. That volunteers are facilitated to help deliver the Wikimedia UK mission
  4. That our finances and assets are administered in a way that identifies and manages risk
  5. That the controls in place are proportionate to the risks
  6. That the highest standard of record keeping and financial reporting is maintained
  7. That financial reporting is clearly expressed and highly transparent
  8. That duties are sufficiently segregated in order not to overburden any individual or allow an excessive concentration of authority

3. Personal integrity

Effective financial controls rely on the personal integrity of all the people involved - including those making payments, claiming for reimbursement, authorising, monitoring or controlling budgets.

  1. We will follow Charity Commission guidance regarding checks on trustees prior to appointment. (Administrator reporting to Govcom)
  2. Where issues are revealed or disclosed, these will be treated sensitively and discretely, having due regard for the privacy of the individual but ensuring that chapters' assets are not put at risk. (CEO and Govcom)
  3. Compliance with the Conflict of Interest policy will be monitored at least annually. (ARC)

4. Income

  1. Post is held securely before collection. (CEO)
  2. Post is opened in the presence of two 'unrelated individuals' (i.e. who are not close relatives by blood or marriage and are not living as part of the same household) with rotating staff where practical. (CEO).
  3. All cheques and cash received held in a secure, locked place prior to banking (Administrator)
  4. All cheques and cash received recorded in a database (Administrator/Fundraiser)
  5. Cash received as recorded in the register is reconciled against paying in slips and bank statements at least monthly (Administrator with CEO and Accountant to ARC)
  6. Accurate Gift Aid records are kept and timely returns made. (Fundraiser)
  7. Regular spot checks are to be undertaken to ensure that Gift Aid declarations and claims are accurate. (Fundraiser with CEO and Accountant to ARC)
  8. Spot checks are to be undertaken to ensure that the funds from any Gift Aid claims are received and reconciled. (Fundraiser with Administrator and Accountant to ARC)
  9. Appropriate controls are put in place for any Trading Income (CEO)
  10. All donations in kind that are greater in value than £1,000 from any source for the financial year are duly recorded, together with a note of their value to the charity, in the accounting records. (Administrator)
  11. All donations received in cash, cheque, bank transfer, Paypal, text, direct debit or other fundraising mechanism are to be promptly thanked and recorded (Fundraiser)
  12. All donor communication received by the chapter is responded to quickly enough to comply with the Fundraising Agreement (Fundraiser)
  13. All direct debit instructions administered are processed in compliance with the Direct Debit regulations (Administrator/Fundraiser)
  14. Where restricted donations are accepted, records are kept of the restriction, (this should happen exceptionally, and on legal advice if necessary) and their own budget lines will be maintained within the accounting records. (Administrator and fundraiser)
  15. Adequate monitoring is undertaken to ensure there is no abuse of fundraising events (CEO)
  16. All donor data is encrypted and password protected in accordance with the Charity's data protection policies (Fundraiser)

5. Banking

  1. All bank accounts will be held in the name of Wikimedia UK (Administrator)
  2. No account will be opened or closed without Board authorisation (Administrator)
  3. Bank payments (cheque or BACS) require at least two signatories, unless the amount is for less than £300, in which case one signatory plus an authoriser is required (Administrator)
  4. Signatories on all bank accounts shall be decided by Board resolution (Administrator)
  5. The CEO will only be a signatory to current accounts, and will only be so in a dual signatory system (Administrator)
  6. No signatories can make or authorise payments to themselves with the exception of the CEO salary as shown in the payroll bureau’s monthly computations and where a trustee is the other signatory[1]
  7. No third party shall be allowed to open accounts in our name (CEO)
  8. The credit rating, charges and interest of all banks used shall be reviewed at least annually. (Administrator to ARC reporting to the Board)
  9. Bank reconciliations are to be prepared monthly for all accounts. (Administrator reporting to CEO)
  10. Accounting records must clearly record all interest receipts (Administrator)
  11. A record is to be kept of all payments written (Administrator & Signatories)
  12. After each electronic banking transaction a printout is to be taken showing details of that transaction and stored as part of the accounting records (Administrator)
  13. Money held with any single financial institution or group should be no more than the current Government guarantee limit unless specifically authorised (Administrator to ARC reporting to the Board)
  14. Choice of deposit accounts will take account of credit worthiness, qualification for the government guarantee scheme (ie UK banks only and interest rates. (Administrator to ARC reporting to the Board)
  15. All PCs with banking access to be password protected in accordance with Wikimedia UK's data protection policies (Administrator)
  16. All passwords are to be kept confidential to each user in accordance with Wikimedia UK's data protection policies (Administrator and all users)
  17. All passwords are to be changed regularly and always following changes in authorised staff and trustees, in accordance with Wikimedia UK's data protection policies (Administrator and all users)
  18. Adequate training is to be provided to all involved in online financial transactions. (CEO)

6. Assets

  1. Any individual item or set of related items for ongoing use and valued at over £500 is recorded in the fixed asset register listing their purchase price, purchase date, description, any identifying marks and location. (Administrator)
  2. All assets are appropriately safeguarded from loss or damage (CEO)
  3. Adequate insurance cover is maintained to protect against any substantial loss. (CEO with Administrator)
  4. The value of any such fixed asset will be depreciated on a three-year, straight line basis or, unless the difference is immaterial, over its currently estimated useful economic life.

7. Wages and Salaries

  1. Full records of all payroll payments and deductions are maintained. (Our agency monitored by Administrator).
  2. Payroll and HMRC payments are made directly by the charity
  3. Monthly payroll reports from bureau are reviewed by Chief Executive with administrator
  4. Paper payroll records are held separately from any paper Human Resources files (Administrator)
  5. Statutory deductions are paid to HMRC monthly by the 15th of the month. (Administrator)
  6. Year end payroll declarations are completed (P35, P11D and P60s) (Our agency monitored by Administrator)
  7. The current Living Wage, or London Living Wage as appropriate, is adhered to as a minimum. (Administrator)
  8. All employees have a proper contract of employment. (CEO)
  9. A stakeholder pension scheme is provided for staff to opt in to, the employer contribution to which will be 6 per cent of the employee's salary (CEO)
  10. Procedures are in place to record starters, leavers, changes in salary, overtime, sickness, maternity etc. (Our agency monitored by Administrator)
  11. Annual appraisal and salary reviews are held based on RPI, performance and market forces (CEO or, in the case of the CEO, the nominated member of the Board)

8. Reporting (internally and externally)

  1. It is a condition of receipt of expenses that all expenses are published on an appropriate wiki so that the highest standards of transparency are maintained
    1. Individual expense claims are normally published on the office wiki (Administrator) with a summary of the claims posted on the public wiki.
    2. Office expenses and the Chief Executive's expenses are published on the public wiki in summary form i.e. the claimant’s name, the total amount of the claim and the nature of the claim in broad terms. (Administrator)
  2. Income and expenditure is regularly monitored against budget. (QFMR to ARC)
  3. Monitoring to include management accounts, a comparison of budget to actual figures, an explanation of variances and details of cash flow, card accounts and closing bank balances. (Administrator)
  4. Quarterly Balance sheets, and current activity statement by the CEO (which includes commentary on variances) and the SORP sheet which tallies with our annual accounts from the QMFR reports to be published on the public wiki after agreement from the Board meeting.(Administrator and accountant to CEO and ARC).
  5. Budget holders shall be members of staff subject to overall control by the CEO under his agreed financial authority. In line with good practice and spirit of Hudson review, volunteers may take leads on programme areas but the day-to-day control of budgets shall not be their responsibility.
  6. Budget holders notify relevant volunteers of detailed plans and budgets (Budget holders)
  7. Annual accounts are provided to the Charity Commission, Companies House and the Wikimedia Foundation as required. Board responsibility, with CEO now authorised to act as “CC-correspondent” and filing at CH being as directed by Board
  8. The Board must formally approve of any expenditure that exceeds £5,000, excluding recurring expenditure (such as salary, pensions and rent)

9. Grants

  1. Grants up to £2,000 that are outside of individual budget lines will be considered via the WMUK Grants process. Grants in excess of £2,000 are subject to a majority decision by the Board.
  2. Where grants also fall under the Wikimedia Foundation's grant processes, then those grants could first be submitted to Wikimedia UK, and where suitable they may subsequently referred to the WMF with WMUK's approval.
  3. Grants to the Wikimedia Foundation will be made in line with the advice of our lawyers, with individual transfers being made upon agreement from the Board on the advice of the ARC

10. Authorisation of expenditure

  1. Clear and public authority levels are agreed as set out in the scheme of delegation. CEO

11. Procurement

NB: See Procurement process for an explanation of how to follow this.
  1. All purchasing must be considered in terms of 'value for money' including:
    1. Whether the suppliers are reliable and reputable (Budget Holders)
    2. Whether the costs, measured against similar suppliers, are reasonable (Budget Holders)
  2. The purchase of any equipment or service must show evidence of comparative quotes as determined by the CEO. When the lowest quote is not chosen reasonable arguments must be supplied for the decision.
  3. All successful tenders for services over a threshold of £5,000 should have a mutually acceptable contract signed by both Wikimedia UK and the contractor
  4. Any records of communications with, or about, tenderers and contractors should be retained for at least three years following the termination of the contracts.
  5. We shall endeavour to choose suppliers and purchases that reflect the values of the chapter, in particular not-for-profit, open source and free information (Budget Holders)
  6. We shall endeavour to source local, environmentally friendly and sustainable suppliers where this is possible and does not conflict with another priority (Budget Holders)
  7. All procurement shall be subject to our Conflict of Interest policy (Budget Holders)
  8. We will take regular advice from accountants in order to avoid any unnecessary VAT obligations, where and if appropriate (CEO)
  9. All invoices are checked against goods or services received. (Administrator)
  10. All invoices are to be paid within the agreed terms unless disputed (Administrator)

12. Cheque and online payments

Secure procedures will be instituted for any payment by cheque including:

  1. Cheques must only be written in presence of documentation supporting the request for the cheque (Signatories)
  2. No pre-signed cheques may be provided (Signatories)
  3. Chequebooks kept in secure locked place (Administrator)
  4. Secure procedures will be instituted for payments made with online banking, working within the bank's system procedures to ensure separation of duties, and authorization at the appropriate levels.

13. Card payments

  1. Staff or trustees may be provided a credit or debit card if a clear need can be demonstrated, after approval by the board (Administrator)
  2. Provision of a card can be withdrawn by the Board or by the Chief Executive at any time (Card users, CEO and Trustees)
  3. Individuals receiving a Wikimedia UK card shall agree to a deduction from their salary or other amounts owed to them in the event of improper use (Card users)
  4. If a card user ceases in their role with the chapter, their cards will be cancelled and destroyed (Administrator)
  5. All statements will be sent directly to the offices of Wikimedia UK (Administrator)
  6. All expenses incurred using a card must go through the usual authorisation processes (Card users)
  7. All card use must be supported by appropriate receipts etc.
  8. There will be an annual review of card use to ensure proper practice. (Administrator and ARC)

14. Regular bank payments

  1. There will be a quarterly review to ensure no redundant regular payments (standing orders or direct debits) are being made. If any redundant payments have been made, then a refund will be requested from the payee. (Administrator)

15. Cash payments

  1. Cash payments should generally be kept to a minimum, balancing the risks to the chapter against the convenience for individuals. (Administrator)
  2. An imprest petty cash system with a float of normally £250 will be maintained. (Administrator)
  3. Recipients sign for all payments received. (Administrator)
  4. The petty cash log sheets will be published publicly monthly (Administrator)
  5. Regular spot checks of Petty Cash are undertaken by a third party (CEO)

16. Small payments

  1. A new bank account will be used for payments of under £300.
  2. Such payments will require dual authorisation by staff members.
  3. The balance in this account will not exceed £4000
  4. The account will be maintained with an imprest balance of £4000 to be replenished as determined by the CEO.

17. Compliance

These financial procedures will be subject to compliance monitoring from time to time with a view to reporting to the board any improvement needed.

See also

Notes

  1. ↑ The committee feels that as is usual in this area the basic salary as calculated by our payroll bureau can be approved by JD with the usual second signatory.
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