Financial Standing Instructions
FSI-01 Financial Standing Instructions Incident Form – Completion Guidelines
This form is to be completed in the event of discrepancies arising in the amount of cash held in the cash imprest or service users monies or in the event of a discrepancy in service users valuables retained for safekeeping.The form should be completed by the person who discovered the discrepancy and the person the incident was reported to. (Note that this action should only be taken if the Project Manager decides it is required).
Action to be taken by the person discovering the discrepancy.
Complete the form name and project number as well as the following boxes: -
1-5 and 13
1Box 1 - Describe the nature of the financial incident.
2Box 2 - Enter your name (as the person who discovered the incident/discrepancy).
3Box 3 - Enter the name of the person you reported the discrepancy to.
4Box 4 - Note the amount or value of the discrepancy
5Box 5 - Describe how you discovered the discrepancy.
6Go to box 13 (page 2) and sign and date the formand enter the name of the person you reported the incident to.
7Give the form to the person you reported the incident to.
Action to be taken by the Project Manager/Senior Staff the discrepancy was reported to.
Complete the following boxes: -
6-12 and 14.
1Box 6 - Describe the checks initiated by you to establish that a discrepancy occurred.
2Box 7 - Enter the details of when the cash box/s was last checked and signed for as agreeing to the cash record forms i.e. CIS-01 (cash imprest discrepancy), SUF-05 (service user cash discrepancy).
3Box 8 - Enter the details of when the valuable/s was last checked and signed for as agreeing to the Valuables Record Form i.e. SUF-09 (Valuables Record Form).
4Box 9 - Name the staff who have had access to the cash box/valuables since last checked.
5Box 10 - Ensure the following forms are completed by all staff who have had access to the cash box/secure area since they last agreed to: -
CIS-01 Cash Imprest - complete form CIS-06.
SUF-05 Service Users Monies - complete form SUF-08.
SUF-09 Valuables Held For Safekeeping - complete form SUF-10.
Completed forms CIS-06/SUF-08/SUF10 should be appended to FSI-01.
6Box 11 - Note if anyone other that TMF staff could have gained access to the cash box/valuables. If so, enter the person/s name and reason for this.
7Box 12 - Enter any additional information you may have regarding the incident.
8Go to box 14 and acknowledge the incident by signing and dating the form.
9Give the form to the Project Manager.
Action to be taken by the Project Manager only.
1Ensure that the appropriate number of cash discrepancy forms are appended for FSI-01- see box 10.
2Send the forms to the appropriate Service Manager within 24hours of the discovery of the discrepancy (or as soon as practicable).