Purchasing Policy

Budget Template

A simple budget template is provided for Team Manager to use or adapt for planning competition and trips (home and abroad). It is hoped that this will provide a useful tool for the calculation on the costs of planned trips with realistic costs being allocated to each of the teams / team players. The template allows for variances to be captured which may assist Team Manager in planning future events.

Procurement Policy

The Water Polo Committee operates a procurement policy whereby the tender documentation for the purchase of any equipment must be carried out in the manner detailed below:-

  1. Written quotes must be obtained for all purchases.
  2. Written information will be sent to suppliers requesting a quotation for all purchases.
  3. For all purchases under £1,000, two written quotes must be obtained.
  4. For purchases between £1,000 and £5,000, three written quotes must be obtained.
  5. For all purchases over £5,000 three quotations must be obtained.
  6. Suppliers who persistently demonstrate that they are the most cost effective supplier of goods and/or services will be recognised as a Scottish Swimming preferred supplier.
  7. The Water Polo Committee recognises that in exceptional circumstances it will not always be possible to seek tenders in accordance with our Procurement Policy due to supplies that are technical or swimming specific. When this happens approval must be obtained by the committee’s Finance Manager (FM) and signed off by the Committee Chair or Vice Chair before purchases are made.
  8. Team Manager should contact the committee’s FM to seek clarification if it is found that the procurement policy cannot be adhered to.

Purchase Invoices

Team Managers may organise trips and competitions in advance with invoices being submitted to Scottish Swimming for payment. When purchase invoices are sent or received by Scottish Swimming office they must be signed off by the person making the purchase and the committee’s FM.

Purchase Payments

Purchase ledger pay runs are carried out on a bi-monthly basis. All invoices entered onto Scottish Swimming Finance system before the 25th of the month will be included in the month end (30th / 31st) payment run. Invoices entered after 25th will be included in the mid- month pay run (15th).

Floats

Scottish Swimming operates a system whereby volunteers can request a float to be used for specific events. All requests for floats should be submitted to the finance team in accordance with the payment schedule outlined under the Purchase Payments section.

To assist Scottish Swimming processing float reports the person requesting the float will be expected to follow the processed outlined below:

  1. Ensure the amount in sterling or currency requested matches the float amount detailed on the report.
  2. Enter the Payee’s name as it appears on the receipt; mark on the receipt the corresponding line number from the float report.
  3. In the description column, the name of Payee as shown on the receipt, followed by a description of the expenditure e.g. Easyjet – costs of flights to X.
  4. Enter the amount in the relevant column; if you are working on currency enter the amount in currency.
  5. Add up the amounts entered in each column and enter the full amount in the total section. Deduct the total amount from the float given and return the balance to Scottish Swimming, ensuring that the sum returned to Scottish Swimming matches the balance description on the float report.
  6. Attach the receipts in numerical order and staple this to the float report.
  7. If you require using a second float report please carry out the process outlined above and use another report, carry forward the running total from the first report to the next report.

Sales Invoices & Credit Control

Once purchase invoices have been paid by Scottish Swimming, the Water Polo administrator will issue a Sales invoice to each of the Players to recover the costs of any trip, competition or pool hire costs. It is the Team Manager’s responsibility to ensure that the Water Polo Players are advised that all invoices need to be paid in full before the trip/competition or event takes place. Scottish Swimming’s finance team will work with the Team Manager to ensure all debtors are paid before event takes place.

Nominal Reports

The FM will receive a copy of the nominal report every two months or upon request to Scottish Swimming’s finance team. The FM should check the report for accuracy and report nominally back to the Finance Office. Scottish Swimming’s financial year is from 1st November to 31st October.

Sponsorship

Discipline chairs can look for sponsorship opportunities but cannot agree or sign up to anything without confirmation from the Scottish Swimming CEO. Any sponsorship opportunities would need to go to the committee in the first instance before being presented to Scottish Swimming and no conflict of interest can occur with current sponsors of Scottish Swimming.

Pool Hire

Stirling University pools hire- These invoices are coded and signed off by Shona McCallum, Executive Officer Performance. A copy of these invoices will be sent to Water Polo Finance Manager to authorise. Once authorisation received the invoice will be paid.

All other pool hire charges, once the office receive the invoices, Neal Rayner, Water Polo Development Officer will code these with a copy sent to Water Polo Finance Manager, Katie Elder to authorise. Once authorisation received the invoice will be paid.

Finance Policy August 2016 v1