financial regs may 2016 page 11

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