1.Key Holders
1.1The manager, deputymanager and Premises support officer are the nominated safe key holders to the Main safe
1.2A spare set of safe keys is kept with the Head of Service at NLBP for emergencies.
1.3Nominated staff is responsible for the smaller safe (the petty cash safe) the person should keep the safe key in their possession when on duty.
1.4The settings manager must notify Audit of safe key holders.
- Transferring keys
2.1One set of petty cash keys will be passed from shift to shift. The keys should be transferred from shift to shift during the handover and signed for.
2.2In exceptional circumstances when keys need to be transferred at other times this should be noted in the daily log with appropriate signatures.
3.Procedures
3.1Each setting must have written key handling procedures that are available to all staff.
3.2All Staff need to complete the Corporate Anti Fraud training
3.3Internal Audit and the Service Manager for placement Services, should agree these procedures.
3.4Whenever safe keys or the petty cash keys go missing this should be reported immediately to the following:
iSetting Manager
ii Head of Service
iiiInternal Audit
3.5If it is believed that the keys have been stolen the police must be informed.
3.6Petty Cash must be counted, agreed and signed for at shift handover. Signature of the petty cash book is acceptance of responsibility.
3.7Discrepancies must be made good in cash and in the petty cash book. Investigation and resolution of disputes should happen as soon as possible.
3.8Staff are not authorised to spend in excess of £100.00 without the agreement of the Finance Section.
3.9All expenditure should be accounted for registration in the Imprest Account.
3.10SS66 vouchers (‘greenies’) should clearly state the nature of the expenditure; a credible receipt; the amount; date and signature and cheque number (where appropriate).
3.11The Allowance Payment Record Sheet is a composite voucher detailing regular expenditure for young people e.g. travel; pocket money; clothing; toiletries; hair care; telephone etc.
4.Allowances
4.1Allowances (including birthdays and festivals) must be paid and accounted for in accordance with guidelines – updated weekly
5. P.Card
5.1 It is the responsibility of the P.card holder to ensure that they understand the term and conditions of use.
5.2All expenditure must be authorised by the managers on intergra, and a receipt must be kept and attached to the statement
5.3It is the P.Card holders responsibility to ensure that all transaction are updated on the system, as failure to do so may mean the card is withdrawn
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21/07/2016 SN