Board Orientation Manual 2024

 Signed, checked, and approved Travel and Business Expense form. Electronic expense forms are used and signed/approved as 8.2 CHEQUE SIGNATURE/ONLINE BANKING TRANSACTION APPROVAL Before the authorized signatory (see Signing Authorities Matrix) signs a cheque or approves an online banking transaction, Board Members should review the documentation to ensure that:  The coding stamp or approvals section of the expense form has been properly “signed”, dated, checked, and approved  the coding is correct; and  the cheque has been signed or the online payment has been initiated by the President and CEO or another person authorized based on the Signing Authorities Matrix so long as the person initiating the payment is not the person being paid. Note that the initiation of the cheque or online payment refers also to availability of funds.  In addition, the signatory may wish to look at the invoice to determine the type and quantity of goods being paid as a final check. Note that it is improper for any authorized officer to sign a cheque if they are the payee. If the cheque is a reimbursement of petty cash, the President and CEO should review the attached reconciliation and coding before approving. 8.3 CONTRACT SUMMARY If cheques or online payments are for payments on a contract, the Operations and Technology Manager should update the contract summary to show the balance left to pay on the contract. (See also Chapter 12 "Service Contracts".) 8.4 FILING After cheque signing, the documentation will be saved in the appropriate folder in the Society’s electronic files.

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