Financial Procedure

FINANCIAL PROCEDURE

Document Identification

Effective Date:   Review Cycle (months):

Purpose

Scope

Definitions

Finance Manager:

Approving Officer:

Treasurer / Custodian:

Roles & Responsibilities

Procedure — Transaction Initiation

All disbursements must be initiated by an authorized request submitted to Accounts Payable. Requestor Name: ; Department: .

Required supporting documentation: invoice, approved purchase order, contract excerpt, or expense report as applicable. Describe exceptions or additional required documents below.

Authorization Limits and Approval Matrix

Enter standard authorization tiers below. All approvals must be evidenced in writing and retained with transaction records.

Payment Processing & Controls

Payment Methods permitted (check all that apply):

Check Bank Transfer Corporate Card

Expense Reimbursement

Expense reports must be submitted within calendar days of expenditure and include itemized receipts. Travel-related expenses must include itinerary and approvals. Cardholder reconciliation required monthly.

Petty Cash & Cash Handling

Petty cash maximum balance: . Custodian: . Reconciliation frequency: .

Records Retention & Audit Trail

Retention period for financial records: . Audit frequency: .

Non-Compliance, Exceptions & Remedies

Any deviation from this procedure requires documented exception approval signed by the Approving Officer prior to execution. Recurrent non-compliance will trigger escalation to senior management and may result in revocation of approval authority.

Acknowledgement & Certification

By signing below, each signatory certifies that: (a) they have read and understand the procedure; (b) they are authorized to assume the responsibilities assigned to their role; and (c) they will ensure adherence to the controls and retention requirements set forth herein. Signatories acknowledge that intentional circumvention of controls may lead to disciplinary action.

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