Please read the guidance below with respect to financial regulations and responsibilities. If you have any questions please refer them to the finance manager for your school.

All staff must complete the declaration below by 1^st December 2023.

In accordance with the ATLP Finance Policy, this document outlines our partnership financial regulations, which MUST be adhered to. These regulations are compliant with the DfE Academies Trust Handbook 2023.

The Chief Executive Officer is the Trust’s Accounting Officer. The Accounting Officer has a number of personal responsibilities for ensuring regularity, propriety, compliance, proper use of public funds and value for money.

Declaration of Interests – Applicable to ALL Staff

You must declare to the Headteacher any interests you have which could conflict with the interests of the school/partnership or affect your judgement as an employee. Such interest may be financial, business related, ownership of property, relationship with a member of staff, Governor or Trustee, membership of external bodies or any other factor that could be construed as a personal interest. Failure to disclose such an interest could result in disciplinary action.

Purchasing

ALL purchases (including those using the Purchase Card) must be made by completion of a Purchase Order Request form. Please use the ATLP PO template which is available from the finance team.

Purchase orders must:

• clearly identify the budget to be charged
• be signed by the designated budget holder(s)
• consider value for money

The Purchase Order route through the finance team is mandatory as this forms part of the Trust Boards internal controls and is tested during external and internal audit.

All goods must be delivered to the school address and not a personal address.

If for any reason you do need to order/purchase direct from a supplier, your request must first be approved by the Headteacher and a Purchase Order will need to be completed and sent to Finance prior to the purchase.  Such orders will only be approved in exceptional circumstances.

Staff must not use personal loyalty cards for purchase on behalf of the school

Staff must not take personal advantage of any discount arrangements the school has with suppliers.

Purchases for personal use are not allowed using the school purchase ordering system.

The purchase of alcohol is not permitted.

The deadline for placing purchase orders during this academic year is 7^th June 2024.

PURCHASE OF GOODS AND SERVICES:

Purchase of goods and services UP TO £7,500

Comparison of costs where applicable, school budget holder approval.

Purchase of goods and services OVER £7,501 

Three quotes (must be included in approved budget). School budget holder and Headteacher approval.

PURCHASE OF CONTRACTS:

Purchase of contracts up to £7,500

Comparison of costs where applicable, school budget holder approval.

Purchase of contracts OVER £7,501

Three quotes, where applicable (must be in approved budget). Head of Finance approval.

Catering

If you require in-house catering for a school event, an order form must be completed and signed by your school’s designated Budget Holder. 

Staff Reimbursements

Staff must not purchase goods and seek reimbursement unless pre-authorised                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                      by the budget holder. Such purchases will be minimal. A Purchase Order must be completed and sent to the finance team in advance of any purchase.  There is no petty cash facility available.

Receipts must be provided and signed by the budget holder to approve reimbursement. The Headteacher must sign to approve any reimbursements in excess of £100.

Reimbursements for Business Mileage & Car Parking Costs (reimbursed through payroll)

1. Staff member complete and sign ATLP Mileage Form
2. Line Manager to confirm mileage authorised and sign
3. Finance Manager to check calculations, sign to confirm
4. Receipts for car parking to be attached to the Mileage Form
5. Finance Manager to submit Mileage Form to HR Operations Team

Please note: all other reimbursements are processed through the ‘Staff Reimbursement’ procedure.

Collection of Cash

All of our schools operate a cashless system. All staff must avoid accepting cash and cheques directly from students.

Budget Monitoring

Budget holders will be advised of their budget allocation in the Autumn term each financial year. Budgets will not be allowed to overspend; careful budget planning is essential. Expenditure is closely monitored against the approved budget by Trustees.

Budget allocations are for the period 1^st September – 31^st August each year.

Asset Register

All staff have a responsibility to exercise care of school assets.  Loss or damage of any school assets must be reported to the Headteacher and finance team immediately.

Any equipment removed from the school site other than ICT equipment already signed for, must be signed out and back in. 

Disposal of assets must be recorded and authorised by the Headteacher and notified to the Finance Team.

Gifts and Hospitality

All gifts accepted or rejected must be recorded in the Gifts Register, which can be found online at

Staff may accept gifts from parents up to a monetary value of £30. These must be recorded in the Gifts and Hospitality Register.

Whistleblowing and fraud

The Trust has controls in place to mitigate the risks of fraud, theft and irregularity.

Incidents of fraud are increasing significantly across the education sector and staff should be aware of potential risks as a result of fraudulent activity, particularly in relation to suspicious emails and correspondence.

Where instances of fraud, theft or irregularity are suspected or identified the board of trustees will investigate it promptly and should any evidence of fraud be found, they will take appropriate action.

All concerns raised by whistle blowers are responded to properly and fairly in line with the Whistleblowing Policy which is available on the Trust website.