Compass Disability Services
11-12 Belvedere Trading Estate, Taunton, TA1 1BH
Minutes
Finance Team Meeting 6th April 2010
Present: Sharren Elliott (SE), Pam Powell (PP), Amy Irvine (AI), Nikki Watson (NW)
To be
completed by
who/when
What’s new for Payroll
Penalties (fines) are now being given to all employers who
fail to complete their returns on time – this includes NIL
returns. SE to check with Alison Mawhood (AM) regarding
the scope of Banking Service responsibilities if funding not
received etc.
Details to be included in next issue of Horses Mouth
Fit Notes to replace sick notes – payroll must be vigilant to
check that SSP is payable
SE to check WDPSS obligations under fit note rules
Self Funder’s – holiday records to be kept (via Sage
Payroll), may look to introduce this for all WDPSS payroll
Payroll to register all new employers with HMRC, this is to
be added to the new employer checklist
AI to write procedure for registering new employers
SAGE updates to be opened and marked if Year End can be
done
Year End back up to be done during processing
What’s new for Banking Service
New audit process – SE to authorise invoice payments, AM
to spot check authorisation to pay on 1:10 invoices
Paul White to audit banking service quarterly in 2010
Personal contributions – shortfall in funding can occur when
personal contributions are not made, ‘sense check’ to be
carried out against remittance advice.
Suggestions needed – as banking service is growing
steadily, new method of producing bank statements is
needed as the current process is proving long winded with
so many users
SE/AM
Apr 10
PP/AI
ongoing
PP/AI Apr 10
AI – May 10
PP/AI May 10
From June
2010
SE Apr 2010
All
SE has spoken to AM and we cannot alter existing set
up on SAGE – I am currently looking on line for suitable
alternative software – maybe even free software that will
improve the banking service recording systems
Banking Service responsibilities to be checked e.g. letters to SE/AI/AM
go out if insufficient funding to pay payroll etc.
Apr 10
Banking Service User Satisfaction Survey to be constructed SE/AI/NW/AM
and sent out
July 2010
Designed, but now being sent out with November
Horse’s Mouth per ME/AM
What’s new for Finance
New timesheet spreadsheet completed – TOIL carry over to
be entered from 09/10 spreadsheet
Postage, printing, freepost now being allocated as per usage
not set %.
Expense forms to be standardised and expenses over £10
to be paid through payroll
SE requests help with formatting documents
This will now happen in April 2011, forms to be sorted
by Sep 2010
Budget reports produced to help budget holders to take
more responsibility (not saying ‘well, it’s a support cost so I
can’t do anything about that’
Training for budget holders on invoice coding to happen
later in the year
Unity bank – transfer should be straightforward once trustee
has appropriate proof/id.
SE –Apr 10
NW – Apr 10
SE – Apr 10
ongoing
SE
May 2010
Payroll Year End - Resources
313 Employers x C4 envelopes required
313 x 12 pages of A4 paper required
PP & AI to check that replacement toner cartridges are
available
SE to help shield phone calls and process simple payroll (eg SE – Apr/May
automatics) during year end
10
TOIL has been agreed to be carried over
SE – Apr/May
10
Email to be sent out to all staff to ensure that payroll are
SE – Apr 10
supported through the year end process
New Project – Local Offer Payment
Families with children will be able to receive £600 (£400 +
£200), this would be paid to CDS, who would then pay out
the monies on behalf on the individuals. Returns would be
sent direct to CDS not council. If no returns received for first
payment – 1 chase letter then if still no returns – no second
payment.
CDS to collate returns information and report – more
information should be available from AM
First payments made – monitoring form to go out
shortly (when validated) to enable second payments
Starts May 10
Second
payment due
Nov 10
Sept 10
Introduction of Finance Work Plan – SE introduced first
finance work plan and gave explanation of some areas,
further update at Sept meeting
NW to help with Red, Amber, Blue formatting
NW Apr 10
SE to report back to finance team from Senior Team Review SE
meeting
Ongoing
Any other business
PP to go on Shadowing day during summer with DPA
Until further news about Wiltshire contract, shadowing
has been postponed
NW/SE looking into available funding sources to that AI can
continue with AAT study
Sharren to undertake her Charity Accounting Cert
September meeting PP to give payroll update
September meeting AI to give Banking Service update
June 10
Sept 10
Sept 10
Sept 10
Sept 10