Financial Management Policy

PURPOSE

This policy details the principles and processes for financial management and fraud prevention at Leaders Institute’s (LI).

SCOPE

Whole Institute

PRINCIPLES

LI ensures that:

• accounting standards and systems and other records are maintained in accordance with required laws and legislations;

• financial statements constitute a general-purpose financial report which has been prepared in accordance with Australian Accounting Standards, Statements of Accounting Concepts, and other authoritative pronouncements of the Australian Accounting Standards Board;

• financial statements are prepared on the accrual basis of accounting using the historical cost convention, except for certain assets and liabilities which, as noted are measured at fair value;

• LI funds are only expended on goods and services for the purpose of LI;

• all items purchased using LI funds are the property of LI unless otherwise agreed in writing;

• all financial transactions are properly documented and accurately recorded in a timely manner and in accordance with relevant laws and legislations;

• all staff, contractors, and students of LI are to act in an ethical and honest manner in all aspects of procurement and financial expenditure involving LI funds;

• best practices are implemented to detect and prevent fraud;

• there is zero tolerance of fraud and that all reported incidents of alleged fraud are investigated;

• a risk management approach is implemented for the prevention, identification, and management of fraud;

• all instances of suspected fraudulent or corrupt conduct exposed are investigated;

• the management, discipline, or facilitation of the prosecution of those responsible for substantive fraud are prosecuted as appropriate.

LI defines fraud as any dishonest activity causing actual or potential loss to any person or entity including theft of money or the property of other employees or people external to the Institute and where deception is used immediately before or immediately following the activity. The deliberate falsification, destruction, concealment, or use of falsified documentation intended for use for a normal purpose or the improper use of information or a position for personal benefits.

All staff and students of LI are required to comply with this policy. Failure to do so may result in disciplinary actions and/or withdrawal of privileges, services, and facilities.

PROCEDURES

PROCEDURES FOR FINANCIAL MANAGEMENT

Non-current assets

• The Institute takes all reasonable steps to ensure that the assets recorded in the assets module of the finance system are correct.

• For annual financial statement purposes, only capitalised assets are included.

• Tangible Assets: purchases of assets with a cost and with a useful life of more than 12 months are capitalised as tangible assets.

• LI amortises intangible assets over a useful life of 10 years.

• LI arranges for an annual stock take of assets to:

o   verify the existence of assets listed at least up to the value threshold (80% or 100% depending on the cycle);

o   identify any changes to asset records;

o   identify any capital assets held that are not on the list.

LI produces a statement verifying the assets held and advising any changes and will update the assets register to reflect the results of the stock take. LI uses a straight-line depreciation method to record the assets depreciation and amortisation, on an annual basis.

Recognition

Revenue is measured at the fair value of the consideration received or receivable and represents amounts receivable for goods and services provided in the normal course of business, net of discounts and Goods and Services Taxes (GST). Revenue is recognised as follows:

Fees and Charges

Revenue from tuition fees and charges are recognised in the accounting period in which the services are rendered, by reference to completion of the specific transaction assessed based on the actual service provided as a proportion of the total services to be provided.

Cash

For the purposes of the Statement of Cash Flows, cash includes cash at current bank accounts and term deposit bank accounts.

Receivables

Accounts receivable include amounts due from students for tuition fees, and other enrolment related services and reimbursements due. Accounts receivables are recognised at the amounts receivable as they are due for settlement no more than 90 days from the date of recognition. Accounts receivables do not carry any interest.

Payables

Payables, including accruals not yet billed, are recognised when Governing Board becomes obliged to make future payments because of a purchase of assets or services. Accounts payable are not interest bearing and are stated at their nominal value. Unearned revenue is also recognised as current liability.

EMPLOYEE BENEFITS

Remuneration

LI pays its employees based on their contracts and reviews annually. Academic staff are managed by Vice President Academic and are normally covered by professional indemnity and public liability insurances.

Annual Leave

Annual leave benefit is recognised at the reporting date in respect to employees’ services up to that date and is measured at the nominal amounts expected to be paid when the liabilities are settled.

Long Service Leave

The liability for long service leave expected to be settled within 12 months of the reporting date is recognised in the provision for employee benefits and is measured at the nominal amounts expected to be paid when the liability is settled. The liability for long service leave falling due more than 12 months after the reporting date is recognised in the provision for employee benefits and is measured at the present value of expected future payments to be made in respect of services provided by employees up to the reporting date.

On-Costs

On-costs arising from employee benefit obligations, when LI has a present legal or constructive obligation because of past events, including payroll tax and worker’s compensation, are recognised together with employee benefits costs when the obligations to which they relate are recognised as liabilities and expenses. It is more likely than not that an outflow of resources will be required to settle the on-cost obligation and the expected costs are accrued over the period of employment using the present value of the on-cost obligation at the reporting date.

Superannuation

LI contributes to a superannuation fund on behalf of its employees at a rate of 10.5% of their salaries and wages. It will increase as required by regulatory changes.

Foreign Currency Translation

Transactions in currencies other than Australian dollars are recorded at the rates of exchange prevailing on the dates of the transactions. At each reporting date, monetary assets and liabilities that are denominated in foreign currencies are retranslated at the rates prevailing on the reporting date.

Taxation

LI’s income tax is prepared and lodged by an outside accountancy firm and audited by auditing firm.

Accounting Transaction

Accounting transactions and financial reports follow the Australian and International Accounting Standards. Processing of transactions is performed using recognised accounting software.

Financial Management System

Xero is used for company's accounting records; hardcopy records are also retained and stored in locked filing cabinets. The Institute's accounting transactions are daily managed and monitored by its CPA qualified accountant. To separate accounting duties, at least two people are allowed to access Xero and two people to manage the cash accounts.

Auditing Arrangements

LI’s annual report is audited by a registered auditing firm every year.

Budget Monitoring

The monthly report will be compared with the budget. If there is a significant difference, Governing Board is informed and advises on any necessary adjustment.

FINANCIAL MANAGMENET FOR FRAUD PREVENTION AND DETECTION

Governing Board has oversight of LI’s financial management through Finance and Budget Committee. The terms of reference for Finance and Budget Committee are listed in the Governing Board Terms of Reference Policy. LI’s internal controls to detect and prevent fraud are outlined below.

Checks and balances

LI uses a system of checks and balances to ensure no one person has control over all parts of a financial transaction. This includes:

• purchases, payroll, and disbursements authorised by a designated officer;

• separate handling (receipt and deposit) functions from record keeping functions (recording transactions and reconciling accounts);

• separate purchasing functions from payables functions;

• when opening mail, endorsing or stamping cheques “For Deposit Only” and listing cheques on a log before turning them over to the person responsible for depositing receipts. Periodically reconcile the incoming cheque log against deposits;

• requiring supervisors to approve employees’ time sheets before payroll is prepared;

• if electronic transfer option has not been chosen, then requiring pay cheques to be distributed by a person other than the one authorising or recording payroll transactions or preparing payroll cheques.

Monthly reconciliation of bank accounts

This includes:

• requiring the reconciliation to be completed by an independent person who does not have bookkeeping responsibilities or cheque signing responsibilities or require supervisory review of the reconciliation;

• examining cancelled cheques to make sure vendors are recognised, expenditures are related to LI business, signatures are by authorised signers, and endorsements are appropriate;

• examining bank statements and cancelled cheques to make sure cheques are not issued out of sequence;

• initialling and dating the bank statements or reconciliation report to document that a review and reconciliation was performed and file the bank statements and reconciliations.

Use of credit cards

This includes:

• restricting the use of LI credit cards and verifying all charges made to credit cards or accounts to ensure they are LI business-related;

• limiting the number of agency credit cards and users;

• setting account limits with credit card companies or vendors;

• informing employees of appropriate use of LI credit cards and purchases that are not allowed;

• requiring employees to submit itemised, original receipts for all purchases;

• independently examining credit card statements and corresponding receipts each month to determine whether charges are appropriate and related to agency business.

LI assets

This includes:

• examining expense reports, credit card charges, and telephone bills periodically to determine whether charges are appropriate and related to LI business;

• maintaining vehicle logs, listing the dates, times, mileage or odometer readings, purpose of the trip, and name of the employee using the vehicle;

• periodically reviewing vehicle logs to determine whether usage is appropriate and related to LI business;

• maintaining an equipment list and periodically complete an equipment inventory.

Petty cash

This includes:

• limiting access to petty cash funds, keeping funds in a locked box or drawer, and restricting the number of employees who have access to the key;

• requiring receipts for all petty cash disbursements with the date, amount received, purpose or use for the funds, and name of the employee receiving the funds listed on the receipt;

• reconciling the petty cash fund before replenishing it;

• limiting the petty cash replenishment amount to a total that will require replenishment at least monthly.

Cheques and cash

This includes:

• prohibiting writing cheques payable to cash;

• defacing and retaining voided cheques;

• storing blank cheques in a locked drawer or cabinet and limiting access to the cheques;

• requiring that cheques are to be signed only when all required information is entered on them and the documents to support them (invoices, approval) are attached;

• requiring two signatures on cheques above a specified limit;

• ensuring that the same person isn’t authorised to write and sign a cheques;

• conducting periodic reconciliation of the incoming cheque log against deposits;

• marking invoices “paid” with the cheque number when cheques are issued;

• enabling hidden flags or audit trails on accounting software;

• ensuring that all cash and cheques received are promptly recorded and deposited in the form originally received;

• issuing receipts for cash, using a pre-numbered receipt book;

• conducting unannounced cash counts;

• reconciling cash receipts daily with appropriate documentation (cash reports, receipt books, mail tabulations, etc.);

• centralising cash receipts whenever possible.