Wollaston Parish Council
Wollaston Parish Council
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Internal Financial Controls 2026

Document Date

19/03/2026

Created by

Parish Clerk

Category

Policies

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WOLLASTON PARISH COUNCIL

INTERNAL FINANCIAL CONTROLS

Accounts

 

Invoices (Received)

  • Stamp date received invoice
  • Check goods/service have been received
  • Check invoice for correctness and amount
  • Check VAT number on invoice
  • Check VAT amount
  • Check addition on invoice
  • Complete record sheet and attach invoice
  • Add details to Schedule of Payments sheet with power to spend for PC meetings for the previous month
  • Finance to approve and complete wages/HMRC/pension
  • Take to meeting – Schedule of Payments sheet for the previous month –

(Chair to sign after read out)

  • Payments for the previous month to be incorporated in agenda and minutes
  • Update Payments on PC accounts, PF breakdown and Earmarked Reserve as applicable
  • Update VAT record
  • Update Scribe payments including VAT

 

Bank Transfer

  • Transfer enough funds to cover total on schedule of payments once payments agreed at PC meeting in £5,000 blocks (where possible)
  • Payments and Clerk’s wages to be made week of the PC meeting as agreed

 

Payment received

  • Check amount received correct and mark outstanding invoice – received and date
  • If payment received and no invoice previously issued send out a small receipt
  • Add to Receipts in PC accounts
  • Update Scribe receipts
  • Add to Schedule of Receipts for approval and to go with minutes to be signed by Chair
  • Update PF breakdown and Earmarked Reserve if applicable

 

Monthly Reconciliation

  • Run off bank statements for previous month (as soon after the 1st of month as possible), reconcile them to accounts
  • Run Scribe Bank Reconciliation

 

Audit

  • Councillor to check bank reconciliation monthly
  • Internal audit annually NCALC – Julia Tuffnail appointed by NCALC as the Internal Auditor for the year 2025-26
  • External audit annually PKF Littlejohn

 

VAT

  • Add VAT amount and details to claim form
  • When applicable (quarterly) complete claim form and send off/complete online (keep photocopy in outstanding)
  • When bank statement received update on PC Receipts and file copy claim form in black folder

 

 

Direct Debits/Standing Orders

The following direct debits – Standing Orders are in place for 2026

Tesco mobile                                                   £15.99                         1st of the month

NMPTL Pension                                              £73.42                         2nd of the month

Whitestar Website                                         £35.00                         11th of the month

Hayeswood Landscapes                                 £2,407.32                    1st of the month

YU Energy (Street Lighting)                            approx. £90                 8th of the month

Starboard Ltd (Scribe)                                     £61.20                         1st of the month

YU Energy (PF Floodlights/Bollard)                approx. £9                   8th of the month

Lloyds Bank Monthly Charge                          £4.25                           28th of the month

NPS Shoes office & internet hire                    £382.50                       4th of the month

HP Instant Ink                                                 variable                       24th of the month

 

 

MARCH  2026

Agreed at Parish Council meeting of 19th MARCH 2026 under minute 26/_160__