- The Hon Treasurer is responsible for the finances of the association. The Hon Treasurer will delegate the day to day administration to a named member of staff and report the name to the Central Council. The SHA bank accounts will be held at a bank decided by the Central Council. Until otherwise decided by them, this will be the Co-operative bank in Lewisham, being the most socially responsible bank available. The SHA will maintain a current account and a 30 day deposit account, or such other accounts as may be agreed by the Central Council.
- The Central Council will agree the cheque signatories who will normally comprise the Director, Chair, Secretary and Treasurer. Information available from the bank by telephone and over the Internet by means of a password will be accessible to the designated member of staff and the Treasurer.
- The Hon Treasurer will normally countersign all cheques. Where this is not possible, a second signatory will countersign. No cheque signatory may sign a cheque payable to themselves.
- Normally no transactions are made in cash.
- The Central Council may appoint a named staff member to maintain a credit card in his own name which is used when appropriate for purchases which cannot be made by cheque.
- The designated member of staff will maintain the accounts in a database, which is used to send out invoices. S/he will pay in cheques received and record the receipt of subscriptions and other payments made directly into the bank account. Invoices are normally paid electronically. The calculation of salary will be contracted out to CAS in Manchester. S/he will send out subscription reminders to members and affiliated organisations.
- Expenses will be paid for authorised activities agreed in advance. This includes attendance by Central Council members at agreed meetings of the council, officers at meetings of the officers, and attendance by any agreed delegate to a conference or other event. Claims should be submitted within one month of expenditure being incurred, normally accompanied by receipts specifying the activities against the specific expenses incurred. Second class rail travel or the equivalent for other modes of travel is normally paid. In the event that journeys have to be made by car the SHA will reimburse at the rate of 25p per mile, and 10p per mile for each additional person carried, and the cost of parking. For use of a bicycle the SHA will pay £1 per day. The Association recognises its obligations under the equalities legislation. Any costs such as accommodation, subsistence, insurance, medical expenses or additional costs arising from a person’s disability, such as the cost of a carer, interpreters or taxis should be agreed in advance.
- The financial year is the calendar year. The auditors are elected at the AGM which also receives the audited accounts.
- The budget is prepared by the Hon. Treasurer and staff and agreed by Central Council. Any proposal for unbudgeted expenditure over £1000 must be agreed by the Treasurer. A report of any substantial variance from the budget should be made to the council.
- Conferences and events are generally expected to meet their own costs. Our policy is that retired, unemployed and non waged members should normally pay a reduced charge.
- Branches are normally expected to raise money to meet their own costs but the Association centrally meets the costs of affiliation to the Labour Party nationally and regionally. Branches are encouraged to ask for financial support for specific activities rather than a general subvention.
- All decisions taken by the Central Council concerning finance shall be recorded in their minutes.
- These Standing Financial Orders may be varied by a vote at the Central Council.
