 MODEL FINANCIAL REGULAT IONS Page  11    of 20 1.1. as practicable. The fact tha t the sealed envelope has been opened , in whatever  circumstances, shall be reported  to  all members immediately and formally to the next  available  m eeting of the  c ouncil. This will not be required for a member’s personal  computer used only for remote author isation of bank payments. 1.2. No employee or  councillor shall disclose any PIN or password, relevant to the  working of the  c ouncil or its bank accounts, to any person not authorised in writing by  the  c ouncil or a duly delegated  c ommittee. 1.3. Regular back - up copie s of the records on any computer shall be made and shall be  stored securely away from  the  computer in question , and preferably off site. 1.4. The  c ouncil, and any members using computers for the council’s financial business,  shall ensure that anti - virus, anti - s pyware and firewall, software with automatic  updates, together with a high level of security, is used. 1.5. Where internet banking arrangements are made with any  b ank, the Clerk [RFO] shall  be appointed as  the Service Administrator. The bank m andate approved by the  c ouncil shall identify a number of  councillor s who will be authorised to approve  transactions on those accounts. The  b ank  m andate will state clearly the amounts of  payments that can be instructed by the use of the Service Administrator alone, or by  th e Service Administrator with a stated number of approvals. 1.6. Access to any internet banking accounts will be directly to the access page  (which  may be saved under “favourites” ) ,  and not through a search engine or e - mail link . Remembered or saved passwords f acilities must not be used on any computer used  for  c ouncil banking work.  Breach of this Regulation will be treated as a very serious  matter under these r egulation s . 1.7. Changes to account details for suppliers,  which are used for internet bank i ng may  only be  changed on written hard copy notification by the supplier and support e d by hard copy authority for change signed by [two of] the Clerk [the RFO][a member]. A  programme of regular checks of standing data with suppliers will be followed. 1.8. Any Debit Card  issue d for use will be specifically restricted to the Clerk  and the RFO and will also be restricted to a single transaction  maximum  value of  £1 00 unless  authorised by  c ouncil or  f inance  c ommittee in writing before any order is placed . 1.9. A pre - paid debit card may  be issued to employees with varying limits. These limits  will be set by the  c ouncil  Fi nance  C ommittee. Transactions and purchase s made will  be reported to the  c ouncil or  relevant  c ommittee] and  authority for topping - up sha ll be  at the discretion of the  c ou ncil or [relevant  c ommittee . 1.10. Any  corporate  credit card  or trade card  accoun t opened by the c ouncil will be  specifically restricted to  use by  the C lerk  and RF O  and shall be subject to  automatic  payment in full at each month - end. Personal credit or debit car ds of members or staff shall not be used under any circumstances. The  c ouncil will not maintain any form of cash float. All cash received must be banked intact.   Any payments made in cash by the Clerk or RFO (for example for
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