Financial Control & Expense Policy

Introduction

This policy sets out the principles for Financial Control and Expenses within Claremont Primary School PTA. It is relevant to all within the association and is endorsed by the committee of Claremont Primary School PTA.

Applicability

This policy is applicable to all Trustees and Committee Members who are legally responsible for the running of the association and for all Members of the Association who are entitled to be reimbursed for out-of-pocket expenses which they legitimately incur whilst supporting the delivery of the charity’s objects.

Bank Account Management

The Bank mandate will require two signatures from a pool of three to four signatories

The Treasurer will operate the bank account and retain passwords for online banking

Any payments made through online banking should be authorised

Use of Bank Cards (not currently issued to any member)

Any Bank card issued is the property of the PTA and should be returned to the committee if the card holder is no longer an elected committee member.

Bank cards should only be issued and used by the authorised bank signatories named on the card.

Any purchases made using the PTA bank card require a receipt to be handed to the Treasurer for correlation with the bank statement.

All purchases must be agreed by the committee prior to purchase.

Online Banking

Any online banking login details issued are to be stored safely and only known to the person they have been issued to.

If online banking details have been issued to an individual it is for their use only and not to be shared.

If online banking details have been issued for the association rather than individuals, then these should only be known to the current bank signatories that have authority to act on behalf of the association.

If a single authorisation is required, then any payments or transfers should be made only after agreement with the committee.

If dual authorisation is required, then one person creates the transaction, and another signatory authorises the transaction. The committee should have agreed to any payments or transfers in advance.

If a person with online bank details leaves the committee they should be removed as a bank signatory and the bank notified to remove their online access. The responsibility lies with the Treasurer for such action, or if them leaving, then with the Chair.

Handling of Cash

We aim to run as a cashless charity wherever possible. Some events will allow payment by cash. In such circumstances, the event organiser must request a float (if required) from the Treasurer at least 7days in advance of the required date. The Treasurer will require a signature when the float is handed over to event organiser and will arrange a return date.

Cash taken at events must be kept secure during the event and never left unattended.

Counting of cash must be done in the presence of at least two people. One must be the event leader, Treasurer, Chair or Vice-Chair and at least one other non-related member. The PTA cash count form must be completed once the count has taken place and signed by each party then handed to the Treasurer with the cash within 3 working days of the event or sooner.

All cash must be safely stored or handed to the Treasurer for safe keeping until banked.
Cash taken from events and/or return of cash floats must be banked directly into one of the PTA accounts and never into a personal account for transfer into the PTA account. This is inline with Anti Money Laundering rules.

Expenses

All members of the Association may be reimbursed for reasonable expenses incurred whilst carrying out their duties as a Trustee of Claremont Primary School PTA. A detailed list is below, and all expenses must be approved by a separate member of the Executive Committee, who must not be the claimant.

Allowable expenses are:

Administrative costs incurred in the day to day running charity business (e.g. printing, renewal of council licenses, fees for running the website/fundraising platforms).

Telephone calls and travel costs to the extent explained in the explanatory notes.

Receipts must be provided for all expenses.

All claims for reimbursement must be made in writing emailed to claremonttwpta@gmail.com within 30 days of the date of expense.

Purchases

Members of the Association are entitled to be reimbursed for purchases made for the Association. Purchases at or below £250 must be approved by two Trustee’s. Purchases above £250 must be pre-approved by the committee (in-line with the constitution) as an agreed spending of funds (e.g. through a vote at a meeting or via email).

Any member who has not received pre-approval for a purchase is not guaranteed reimbursement.

Receipts must be provided for all purchases.

No members of the PTA are authorised to open credit accounts with any business.

Waiving Expenses (Donating Expenses as Gifts in Kind)

Members who generously waive their expenses or purchases as ‘donations’ to the Charity inadvertently create some difficulties. If reimbursement of expenses and purchases are not claimed, they cannot be entered into the accounts to show both the true running costs of the Charity and the generosity of its supporters through cash-donations. If the amount of waived expenses and purchases are entered into the Charity Accounts the Charity may not claim Gift Aid on these amounts as ‘Gifts In Kind’ are excluded from Gift Aid. The charity would much prefer a cash donation instead.

Changes to the policy

The Committee reserve the right to change its Expense Policy to maintain consistency with current best practice and the needs of the Charity.

Explanatory Notes:

Telephone Calls - No reimbursement will be made for telephone calls that have incurred no actual cost as they are covered by a contract which includes an allocation of ‘free’ calls.

Travel Expenses - Public transport should be used where possible, and if travel is by private vehicle then a mileage allowance will be paid as agreed by the committee in line with guidance provided by HMRC, providing the vehicle used has a valid certificate of Insurance, a valid MOT certificate and road tax (if required).

Mileage will be calculated from the normal place of Charity work (Claremont Primary School, Banner Farm Road, TN2 5EB) will be reimbursed according to HMRC’s mileage rates that apply at that time (see footnote)

Parking costs incurred when on Charity business away from the normal place of Charity work are eligible for reimbursement

Note: For mileage rate calculation - https://www.gov.uk/government/publications/rates-and-allowances-travel-mileage-and-fuel-allowances/travel-mileage-and-fuel-rates-and-allowances

Updated October 2025

If you have any questions about this policy, please contact us at claremonttwpta@gmail.com.