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Contents

1. Petty Cash Payments
2. Authorisations
3. Paper Flow
4. Office Stationary, equipment etc.
5. Personal Expenses
6. Team Claims

1. Petty Cash Payments

Each team has access to a facility where they can make an emergency s17 payment in cash.  These payments should be made as an exception rather than a rule and need to be proportionate to the circumstances, i.e. money to cover an immediate need for food, gas, electricity etc.  They should be considered as 'one off' payments and not a regular arrangement.

Where a regular payment is required to meet the needs of a child as part of an ongoing Care Plan, alternative methods of payment, other than a cash payment, need to be explored, i.e. BACS payment, cheque etc.  Ongoing payments (that exceed one month) need to be presented at funding panel for approval irrespective of whether they come out a team's s17 budget or a request being made to meet the costs from the agency budget.

The only exceptions are those payments agreed at the s19, DRP or complex needs panels.

Leaving Care payments are also excluded and subject to alternative procedures.

Requests for other 'one off payments' such a furniture, clothing, holidays, etc must be authorised (irrespective of the amount) by the relevant Head of Service.

2. Authorisations

The following staff have delegated authority to agree to the following:

• DGM's (in the absence of the GM) are authorised to agree a 'one off payment' to a maximum of £25.
• GM's are authorised to agree a 'one off payment' to a maximum of £50
• HOS are authorised to agree a 'one off payment' up to £500 (N.B. cash payments over £200 also require the authorisation of the Head of Finance)

All requests for amounts over £500 can only be authorised by the AD.

3. Paper Flow

All requests for funding must be made using the appropriate funding request form that is fully completed and includes details of what the money will be used for.  This form must be signed as per the authorisations above.  Where a cash payment is made a receipt must be duly signed by the recipient.  Administrative and Finance staff have been instructed that no payment can be made without the appropriate paperwork.

4. Office Stationery, equipment etc.

Administrators (who have access to I-Proc) are permitted to raise orders for essential office stationery, i.e. pens, paper, note books, printer cartridges etc via I-Proc and with approved providers.  Authorising manages must ensure that prior to authorising the order that it is proportionate and appropriate to the needs of the team.

Requests for non-standard items, such as office equipment, IT, books etc must be discussed with the relevant Head of Service and where the business case can be made out advice will be given as to how to procure these items.

5. Personal Expenses

Claims for expenses incurred as part of an officer's duties must be claimed on the appropriate claim form.  Any claim must be accompanied by a receipt and only the actual amount incurred, up to the maximum allowance, will be payable.  Claim forms must be authorised by the officer's line manager who must satisfy themselves that the claim is reasonable.  Completed claims should be forwarded to the payroll section for inclusion in the officer's salary.  Only in exceptional cases, and with the approval of the relevant Head of Service, can these payments be made via petty cash.

6. Team Claims

Petty cash must not be used (accept where it is totally unavoidable and approved by the AD and Head of Finance) to cover the cost of team away days, etc.

In all circumstances the approved method of payment is for the Council to be invoiced for these costs. 

Please note:  Alcohol cannot be included in these invoices.

End