This briefing sets out the basis upon which branch funding is allocated and the process for applying for and accounting for funding. Branches will have to put forward a very strong case for any increased funding due to budgetary constraints, so please read this before applying for any additional funding.
A brief guide on how to complete the end of year branch accounts, which should be read in conjunction with the guidelines on branch expenditure below and the Guide for Treasurers & Auditors.
All branches should complete the end of year accounts form to show their income and expenditure during the calendar year, from January to December. The form should be submitted to headquarters by 31 March to ensure that your funding continues from April. Any non-legitimate expenditure shown in your accounts will be deducted from your funding (please see the guidelines on branch expenditure below).
This form has to be used by all branches that are applying for funding. The form will be considered by the funding sub-committee of the NEC, so you will need to ensure that both sides are fully completed and a brief letter explaining the individual circumstances of your branch would be very helpful. There will need to be strong reasons submitted for any increase in funding, please see the treasurers' briefing.
This is a useful tool for treasurers. It will, for example, automatically total your annual accounts on the appropriate end of year accounts form, as well as providing all the necessary accounting sheets and forms for branch treasurers.
This guidance primarily explains longstanding PCS practice on expenses and draws together information contained in various different documents. It also clarifies a range of issues that are frequently referred to the PCS Finance Department and the PCS auditors.
Read more about the 0-5 hour suspension from 01 Feb 2012. (All other susbistence allowances remain in the PCS expenses guidelines)
This form should be used, with the guidance notes on the reverse, by all members claiming travel and subsistence on PCS business. The form also includes the new cycle mileage allowance and increases in certain designated city rates for overnight accommodation. All claims should be submitted to your branch or group treasurer within three months of incurring the expense, as any claims submitted after this deadline may not be paid.
This form should be used to claim any telecommunications costs or any other expenses incurred on PCS business, apart from travel and subsistence. Please read the guidance notes on the reverse for clarification and note that this form can not be used to claim travel and subsistence, this would need to be claimed on the travel and subsistence expenses form.
This form should be used where members need to claim an advance to enable them to attend meetings on PCS business. Please note that all advances can only be cleared by a subsequent claim form with all the relevant receipts attached. All advances should be cleared within a month of the expenditure being occurred and within a maximum of three months.
This briefing highlights the areas that should either not be financed by branch funding, or that need special authorisation from headquarters prior to expenditure. Treasurers should bring these guidelines to the attention of all branch officers and their Branch Executive Committee.
The guide for treasurers and auditors is the key document setting out the roles of treasurers and auditors and how branch accounting and auditing should be undertaken. The guide covers all aspects of branch accounting including operating your cash book, petty cash and receipt books. It also sets out how to undertake bank reconciliation, and prepare your statement of accounts and balances.
This guidance aims to clarify the circumstances where PCS are able to assist with such costs and how reps (and members) can make a claim for such support.
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