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Club Accounts

Northumberland FA Financial Control Policy

1) Financial records must be kept so that:

The organisation meets its legal and other statutory obligations, such as Charity

The trustees have proper financial control of the organisation.

The organisation meets the contractual obligations and requirements of funders.

Acts, Her Majesty s Revenue & Customs and common law.

2) The books of accounts must include:

A cashbook analysing all the transactions appearing on the bank accounts

A petty cash book if cash payments are being made

3) Accounts must be drawn up at the end of each financial year within 3 months of the financial year end and presented to the next Annual General Meeting.

4) Prior to the start of each financial year, the trustees will approve a budgeted income and expenditure account for the following year.

5) A report comparing actual income and expenditure with the budget should be presented to the trustees every three months or whenever meetings take place.

6) The AGM will appoint an appropriately qualified auditor/ independent examiner to audit or examine the accounts before presentation to the next AGM

1) The club/league will bank with X Bank plc at its Y Road Branch and accounts will be held in the name of the organisation. The following accounts will be maintained:


2) The bank mandate (list of people who can sign cheques on the organisations behalf will always be approved and minuted by the trustees as will any changes to it.

3) The organisation will require the bank to provide statements every month and these will be reconciled with the cash book at least every three months and the treasurer will spot check that this reconciliation has been done at least twice a year, signing the cash book accordingly.

4) The organisation will not use any other bank or financial institution or use overdraft facilities or loan without of the agreement of the trustees.

1) All monies received will be recorded promptly in the cash analysis book and banked without delay (this includes sundry receipts such as payment for telephone calls, photocopying etc.). The organisation will maintain files of documentation to back this up.

2) The aim is to ensure that all expenditure is on the charity's business and is properly authorised and that this can be demonstrated. The latest approved budget provides the cheque signatories with authority to spend up to the budgeted expenditure, not beyond it.
3) The Director will be responsible for holding the cheque books (including unused and partly used cheque books) which should be kept under lock and key.
4) Blank cheques will NEVER be signed.
5) The relevant payee's name will always be inserted on the cheque before signature and the cheque stub will always be properly completed.
6) No cheques should be signed without original documentation (see below).
1) Each cheque will be signed by at least two people.
2) A cheque must not be signed by the person to whom it is payable (you will have to ensure that you have enough signatories on your bank mandate)
The accounts of 10% of organisations not independently verified upon return to the Association will be verified by the Association or appropriately qualified third party with recourse available to the Association to any club found to be failing this financial control policy.
A copy of any Receipts and Payment Statement shall, on demand, be forwarded to The Association or relevant Affiliated Association.
The following Weekly Club / Team Accounts Sheet will aid your organisation with keeping track of regular club/team finance throughout the season, it is however not mandatory for your end of season submission.
In accordance with F.A. Regulations this duly inspected Statement of Accounts for the previous season must reach this office by 1st July or your club/league will not be permitted to commence the new season. Club finance by a Social Club etc. must still comply and all books, receipts, etc. must be retained for 2 years. This document is mandatory; alternatively a professionally prepared statement can be submitted.

Signed Club Secretary Date

Signed Club Treasurer Date


Signed Date

Get In Touch

Andrew Rose - Cook

Email: Andrew.cook@northumberlandfa.com

Mobile:  07921 144906

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