Step one
Who is responsible? President or Treasurer
A purchase is made by a committee member. The committee member sends their receipt, sort code and account number to the President or Treasurer.
The President or Treasurer uses the 7 levels of scrutiny to ensure the payment matches the purpose of the society or community.
The President or Treasurer submits an invoice or payment form (with receipts!) to the Development and Communities Team.
Step two
Who is responsible? Societies and Communities Coordinator
The coordinator receives the payment submission form or invoice and uses the 7 levels of scrutiny to ensure the payment matches the purpose of the society or community.
If satisfied with the claim, the coordinator will submit the form to the Finance Team.
If the coordinator is not satisfied with the claim as it does not pass the 7 standards of control, the Development and Communities Manager will scrutinise the payment before it reaches the Finance Team.
Step three
Who is responsible? The Finance Team
The Finance Team receives a copy of the payment submission form or invoice. They will do random spot checks on the forms to ensure the 7 levels of scrutiny have been used.
If the Finance Team is satisfied with the claim, the payment will be processed. If the form is submitted before 12pm on Tuesday, the payment will be made on Friday.
If the Finance Team is not satisfied with the claim, they will engage with the coordinator to decipher what went wrong. This can cause severe delays to the payment being made.