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Hamilton Junior High School

Supplementary Schedule of Responsibilities
Policy

Adopted by the Board of Trustees on 16 December 2013 (to come into effect from 1 January 2014)

The list below shows financial tasks alongside the person responsible for carrying out each task. This Schedule is supplementary to the School’s Schedule of Delegations, and when carrying out these tasks Trustees, staff, contractors and volunteers must not exceed the authority delegated to them via their Memorandum of Delegation.

 

Banking and Cash Handling

What

Who

Opening mail and receipting the cash and cheques received        

School Secretary or Executive Officer

Receipting of all student cash received                         

School Secretary or Executive Officer

Preparation of banking                                                      

Executive Officer

Signature of bank deposit                                                 

Executive Officer

Deposit of banking 

Executive Officer

Reconciliation of daily receipts with banking    

Executive Officer

Periodic bank reconciliation         

Executive Officer

Certification of bank reconciliation          

Accounting Service
Provider

Custody of cash and cheques     

Executive Officer

Petty Cash

What

Who

Authorising reimbursement of petty cash claims/vouchers

Executive Officer

Reconciling petty cash balance

Executive Officer with ratification by another cheque signatory

Signing petty cash top-up cheque

Any two bank signatories

Purchases and Payments

What

Who

Raising purchase orders – paper, phone or internet

Budget Holders – the order must be authorised by the Principal or another delegated official before the order is placed

Verifying receipt of goods or services

Budget Holders

Approval of invoices for payment

Executive Officer

Signing cheques/approving bank payment       

Any two bank signatories

 

Investments

What

Who

Transfer to and from general, at-call and term deposit accounts

Executive Officer

Reconciliation of transfers

Accounting Service Provider

           

Accounting System

What

Who

Monthly history file back-up

Accounting Service Provider

Annual archive back up safe deposit

Principal

 

Payroll

What

Who

Check of fortnightly SUE report

Executive Officer/Principal

Reconciliation with bank debit with errors followed up

Executive Officer

Verification of SUE reconciliation report and bank debit

Principal

Attendance fee voucher certification

Executive Officer

Staff expense claim – voucher approval

Principal

Principal’s expenses claim

Chairperson

           

Income

What

Who

Preparation of receivables invoices

School Secretary or Executive Officer

Certification of invoices

Executive Officer

Reconciliation of receivables ledger

Executive Officer

Verification of reconciliations

Accounting Service Provider

Debt write-off approvals

Principal with a limit of $500. Debt write-offs in excess of $500 require Board approval.

           

Fixed Assets

What

Who

Fixed asset purchase approval

Principal up to a maximum of $10,000

Fixed asset purchase order approval

Principal

Fixed asset delivery acceptance check

Curriculum Leader

Fixed asset invoice certification

Executive Officer

Fixed asset voucher certification

Principal

Fixed asset register update

Executive Officer

           

Signed by the Principal

___________________(full name)

on the……day of………..2014







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