Managing Financial Approvals Process - Revision history

RevampBot: Wiki revamp: restructure & modernise

2026-07-17T12:00:00Z

Wiki revamp: restructure & modernise

← Older revision		Revision as of 12:00, 17 July 2026
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	Rule 6 of the [[Finance_Policy]] states that all expenditure must be approved by the ~~board~~.		Rule 6 of the [[Finance_Policy]] states that all expenditure must be approved by the Board.

	This process describes how to manage those approvals.		This process describes how to manage those approvals.

	====Triggers====		====Triggers====
	Approvals are made by the ~~board~~. This is normally done in 3 ways:		Approvals are made by the Board. This is normally done in three ways:
	# Alongside the agreements made when setting the annual budget (the majority of financial approvals are made at this time)		#Alongside the agreements made when setting the annual budget (the majority of financial approvals are made at this time)
	# As part of a decision made at a Board Meeting (recorded in the minutes)		#As part of a decision made at a Board Meeting (recorded in the minutes)
	# As an ad-hoc decision between board meetings		#As an ad-hoc decision between board meetings

	====Responsibilities====		====Responsibilities====
	The individual [[budget owner]] requests the approval		The individual [[budget owner]] requests the approval.

	The [[Freegle Board]] approves (or rejects) the request and agrees what [[Payment Approval Level]] is required		The [[Freegle Board]] approves (or rejects) the request and agrees what [[Payment Approval Level]] is required.

	The Finance Director updates the record of approved expenditure		The Finance Director updates the record of approved expenditure.

	====Inputs====		====Inputs====
	* Details of the expenditure being requested		*Details of the expenditure being requested

	====Outputs====		====Outputs====
	* Updated record of payment approvals.		*Updated record of payment approvals

	====Payment Approvals Detail====		====Payment Approvals Detail====
	The Payment Approvals sheet is structured in 2 parts;		The Payment Approvals sheet is structured in two parts:
	# Payment approvals made as part of the budget		#Payment approvals made as part of the budget
	# Payment approvals made since the budget		#Payment approvals made since the budget
	~~Keeping this distinction helps with other financial management activities~~

	For each payment approval, the following information is recorded		Keeping this distinction helps with other financial management activities.
	* Date approved
	* Amount approved		For each payment approval, the following information is recorded:
	* [[Payment Approval Level]]		*Date approved
	* Where the ~~Approval~~ was made (e.g. at a board meeting)		*Amount approved
	* Any supporting comments/notes		*[[Payment Approval Level]]
			*Where the approval was made (e.g. at a board meeting)
			*Any supporting comments/notes

	====Process====		====Process====
	# The Budget Owner details of the expenditure required - specifically, the amount and what it will be spent on		#The Budget Owner provides details of the expenditure required - specifically, the amount and what it will be spent on
	# The Board approves the request, following their standard decision making process		#The Board approves the request, following their standard decision-making process
	# The Finance Director updates the record of financial approvals		#The Finance Director updates the record of financial approvals

	====Links====		====Links====
	* [https://docs.google.com/spreadsheets/d/13ihORiS-49zd3FYuht1sV8iGbG1I6QlLT60fvqMn30I/edit?usp=sharing Google Sheet Containing Current Approvals for Financial Year ending in April 2025] (access required)		*[https://docs.google.com/spreadsheets/d/13ihORiS-49zd3FYuht1sV8iGbG1I6QlLT60fvqMn30I/edit?usp=sharing Google Sheet Containing Current Approvals for Financial Year ending in April 2025] (access required)

	[[~~category~~:~~Policies, Procedures, Remits~~]]		[[Category:Organisation & Governance]]
	[[~~category~~:Finance]]		[[Category:Finance]]
	[[~~category~~:Freegle Board]]		[[Category:Freegle Board]]
			[[Category:Policies, Procedures, Remits]]

NotNowCraig: Added Finance Category

2025-01-05T12:34:55Z

Added Finance Category

← Older revision		Revision as of 12:34, 5 January 2025
Line 44:		Line 44:

	[[category:Policies, Procedures, Remits]]		[[category:Policies, Procedures, Remits]]
			[[category:Finance]]
	[[category:Freegle Board]]		[[category:Freegle Board]]

NotNowCraig at 11:43, 5 January 2025

2025-01-05T11:43:48Z

← Older revision		Revision as of 11:43, 5 January 2025
Line 1:		Line 1:
	Rule 6 of the [[Finance_Policy]] states that all expenditure must be approved by the board.		Rule 6 of the [[Finance_Policy]] states that all expenditure must be approved by the board.

	This process describes how to manage those approvals.		This process describes how to manage those approvals.

Line 10:		Line 11:
	====Responsibilities====		====Responsibilities====
	The individual [[budget owner]] requests the approval		The individual [[budget owner]] requests the approval

	The [[Freegle Board]] approves (or rejects) the request and agrees what [[Payment Approval Level]] is required		The [[Freegle Board]] approves (or rejects) the request and agrees what [[Payment Approval Level]] is required

	The Finance Director updates the record of approved expenditure		The Finance Director updates the record of approved expenditure

NotNowCraig at 11:43, 5 January 2025

2025-01-05T11:43:02Z

← Older revision		Revision as of 11:43, 5 January 2025
Line 10:		Line 10:
	====Responsibilities====		====Responsibilities====
	The individual [[budget owner]] requests the approval		The individual [[budget owner]] requests the approval
	The [[Freegle Board]] approves (or rejects) the request		The [[Freegle Board]] approves (or rejects) the request and agrees what [[Payment Approval Level]] is required
	The Finance Director updates the record of approved expenditure		The Finance Director updates the record of approved expenditure

NotNowCraig at 11:36, 5 January 2025

2025-01-05T11:36:20Z

← Older revision		Revision as of 11:36, 5 January 2025
Line 10:		Line 10:
	====Responsibilities====		====Responsibilities====
	The individual [[budget owner]] requests the approval		The individual [[budget owner]] requests the approval
	The [[~~Freegle_Board~~]] (or rejects) the request		The [[Freegle Board]] approves (or rejects) the request
	The Finance Director updates the record of approved expenditure		The Finance Director updates the record of approved expenditure

Line 28:		Line 28:
	* Date approved		* Date approved
	* Amount approved		* Amount approved
	* [[~~Payment_Approval_Level~~]]		* [[Payment Approval Level]]
	* Where the Approval was made (e.g. at a board meeting)		* Where the Approval was made (e.g. at a board meeting)
	* Any supporting comments/notes		* Any supporting comments/notes

NotNowCraig: Added detail on what payment approval info is recorded

2025-01-05T11:35:14Z

Added detail on what payment approval info is recorded

@@ Line 17: / Line 17: @@
 ====Outputs====
-* Updated record of payment approvals
+* Updated record of payment approvals.
 ====Process====

NotNowCraig: Created page with "Rule 6 of the Finance_Policy states that all expenditure must be approved by the board. This process describes how to manage those approvals. ====Triggers==== Approvals are made by the board. This is normally done in 3 ways: # Alongside the agreements made when setting the annual budget (the majority of financial approvals are made at this time) # As part of a decision made at a Board Meeting (recorded in the minutes) # As an ad-hoc decision between board meetings..."

2025-01-05T11:17:12Z

Created page with "Rule 6 of the Finance_Policy states that all expenditure must be approved by the board. This process describes how to manage those approvals. ====Triggers==== Approvals are made by the board. This is normally done in 3 ways: # Alongside the agreements made when setting the annual budget (the majority of financial approvals are made at this time) # As part of a decision made at a Board Meeting (recorded in the minutes) # As an ad-hoc decision between board meetings..."

New page

Rule 6 of the [[Finance_Policy]] states that all expenditure must be approved by the board.
This process describes how to manage those approvals.

====Triggers====
Approvals are made by the board. This is normally done in 3 ways:
# Alongside the agreements made when setting the annual budget (the majority of financial approvals are made at this time)
# As part of a decision made at a Board Meeting (recorded in the minutes)
# As an ad-hoc decision between board meetings

====Responsibilities====
The individual [[budget owner]] requests the approval
The [[Freegle_Board]] (or rejects) the request
The Finance Director updates the record of approved expenditure

====Inputs====
* Details of the expenditure being requested

====Outputs====
* Updated record of payment approvals

====Process====
# The Budget Owner details of the expenditure required - specifically, the amount and what it will be spent on
# The Board approves the request, following their standard decision making process
# The Finance Director updates the record of financial approvals

====Links====
* [https://docs.google.com/spreadsheets/d/13ihORiS-49zd3FYuht1sV8iGbG1I6QlLT60fvqMn30I/edit?usp=sharing Google Sheet Containing Current Approvals for Financial Year ending in April 2025] (access required)

[[category:Policies, Procedures, Remits]]
[[category:Freegle Board]]