III/14.
Payments
5.
6.
7.
8.
9.
10.
Except where payment through the bank would be unsuitable every payment is to be made by direct transfer from, or cheque drawn on the Council's Subsidiary banking account.
Bank instructions will ordinarily be signed in the first instance by the Finance Officer, who is held responsible by virtue of his signature of the instructions
that
(a) the payment is duly authorised,
(b) the relative service was rendered,
(c) payment for the service has not previously been
made,
(d) the amount is correctly calculated,
(e) the bank instruction is in favour of the person or
company entitled to receive the money,
(f) sufficient funds stand in the Subsidiary account to
meet the payment,
(g) correct details are recorded on the copy of the
transfer or cheque counterfoil.
When the bank transaction is completed a copy of the bank instruction, certified by the bank that the amount concerned has been transferred to the payee's account, is to be annexed to the paid account.
If the Finance Officer is absent, the officer who replaces him will be responsible for seeing that the necessary checks have been made under paragraph 6 (a) to (g) and will initial the cheque counterfoil or duplicate bank instruction when satisfied. The first signatory will nevertheless take such steps as may be necessary and practical to satisfy himself generally as to the correctness of the instruction, the authority for the payment and the availability of the credit.
The officer who countersigns the bank instruction is to satisfy himself generally as to the propriety of and the authority for the payment. Both signatories are to initial the copy of the bank instruction.
Any payment exceeding 5,000 francs made in bank notes or coin, other than payments to the staff, is to be authorised in writing by a signatory to the Subsidiary banking account, who will be held responsible for its correctness under paragraph 6 (a), (b), (c) and (d) and as to the entitlement of the payee.