Finance Manual

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Finance Manual

Staff Payroll

Cash Management

Cashflow Forecasts

Bank Reconciliations

Financial Management

Reserves Management

Policy

POTS Management

End of Year POTS process

End of Month POTS PRocess

Levies

Transfers

Quarterly POTS PPA

Set up New POT

Understand POTS

Overview of PPA

Month End Management Accounts

Month End Close

Update POWER BI Model

Month End Expenses Process

Month End Revenue Process

Budgeting & Budgetary Control

Quarterly Reforecast

Report monthly Actual vs Budget

Monthly Expense Reporting

Monthly Income Reporting

Set Annual Budget

Process / Frequency

Master Data

Fixed Assets

Intangible Assets

Annual Stocktake

EOM

Reconcile sub ledger

Register/Deregister

Depreciation

Sale

Purchase

Tax Compliance

GST

Reporting

No content

Charities Comission Requirements

Overview of Key Risks/Internal Controls

Payroll

Operational Expenditure

Major Risks & Mitigating Controls

Design

POTS = Managemet & Control of Designated Funds

Cost Centres = Budgetary Control

Systems

What they each do

Picture with Links

Financial Management Purpose

Tearfund Purpose

Whanau

Onboarding

Volunteers

Staff

FOREX

Disaster Response

Go to Appeal

Decide Tearfund Disaster Response

Spend

Operational Spend

Petty Cash

Travel

Staff Reimbursements

Reimbursements from Staff

Reimbursements to Staff

Consumable Ordering

Staff Credit Cards

Code & Approve

Incur cost

set up new

Supplier Payments

Supplier Bills

Procurement of Goods & Services

Grant Payments

Remit Payment

Authorise Grant Payment

Procurement Policy

Kraljic model

Strategic Items

• External support - XP
• Contractors? e.g. Robin,

Leverage Items

• Travel Costs
• Mailhouse - collaterall printing and postage

Non-Critical

• Stationery
• Mobile Phone

When do we need to have a supply agreement in place?

Sustainability - factors to consider in selection

When do we need to get quotes?

simply from the supplier we use

From more than one supplier

Tearfund people respnsible for a relationship

Preferred Suppliers

When should tenders be used?

Value for Money

OPS TASKS

Child Letters

Comm Kits Exceptions

Is this best part of B2S and S2B or it's own section?

Christmas Cards

Birthday Card Processes copied to use as a base

Birthday Letters DONE

S2B Letters

B2S Letters

Major Donor forecast matching TO DO

Print and Send Acknowledgements TO DO

Print Welcome Packs TO DO

Operations Tasks TO START

GNA

Undeliverable Emails TO DO

Undeliverable Letters

Fulfillment of Gift for Life DONE

Mailroom Processing

Check HOT TO process DD form is in the mailroom documentation

Hunt down HOT TO doco - save in centralised area and link in promapp

Get Mailroom policy from Mikayla - save and link

Get Deborah to review

DD Forms Received

Process Donation Batches

Donation Batches

Base Processing

Income

1c. Other Income

No processes yet

Courier/Postage Recovery

Tickets

Physical Goods e.g. cookbook

1a. Private Income

Monitoring & Fixes i.e. Controls

Refunds i.e. Controls

Child Gifts

Web

Web Donations

Web Sponsorships

Automatic Payments

Retrigger of Cape File

Daily Reconciliation

Overview

DD and CC pulls

Regular Giving

One off

1b. Goverment Income

Goverment Grant income

Month End Adjustment (income in advance)

Invoice MFED

Government Grant approval (applying and getting to a signed agreement = PROGRAMMES)