Page 26 - AYO Governance Manual Draft

Cash Received
The establishment of strong internal controls for cash collections is necessary to prevent mishandling of
funds and to safeguard against loss. Strong internal controls are also designed to protect staff from
inappropriate charges of mishandling funds.
 Only delegated staff may handle cash.
 Cash donations that need to be counted from concerts or fundraising activities will be counted
by two people to ensure accountability.
 All cash received must be kept secure and under the control of a delegated person and must
be banked as soon as possible, preferably within one working day of receipt.
 Receipts will be issued for all donations received (other than bucket donations)
 No cash received can be used to pay accounts in cash.

Payment of Invoices
 Invoices for payment must be approved by two Committee members
 Any unbudgeted expense totalling $1,000 or more will need approval from the EC prior to payment

Reimbursement of Expenses
There may be a need for staff to incur costs on behalf of either Players or the Society that require
reimbursement to the staff member.

When costs may be incurred
Costs may only be incurred when undertaking business activities on behalf of either AYO or its sponsors.
Such costs may include the purchase of merchandise and/or services required as a function of their duties.
Expenditure that requires prior approval
Purchases exceeding the value of $500 in any one transaction must be authorised in advance by one other
EC member. All authorisations should be recorded in emails or in an EC meeting minutes.
Receipts, Invoices and Vouchers
Original receipts and proof of purchase must be provided (where applicable) and a schedule providing full
details as to why the expenditure was incurred must be completed, including:

 Amount charged, supported by a GST invoice
 Full details of items purchased (vouchers that only detail the amount of the transaction
alone are not acceptable)
 Full explanation of the reason for the purchase, including persons present if expenditure is of
an entertainment nature.
Review of Expenses
Any Staff or Player expense claim over $500 requires review and approval by the Chairman prior to
payment.

Honoraria
The EC may decide in meeting to pay honoraria to any Officer. The current practice is to pay small
honoraria to all members of the EC and to the Librarians, as a contribution towards their role-related
expenses. The honoraria paid to the Music Director, the Manager and the Assistant Manager comprise an
expense reimbursement component, with the balance being payment for their work (withholding tax is
deducted before payment).