7.9 If thought appropriate by the Council, regular payments of fixed sums may be made by banker's standing order, provided that the instructions are signed/approved by two authorised signatories, evidence of this is retained and any payments are reported to Council when made. The approval of the use of a banker's standing order shall be reviewed by the Council at least every two years.
7.10 Account details for suppliers may only be changed upon written notification by the supplier verified by two of either the RFO, the Finance Officer or a Councillor. This is a potential area for fraud and the individuals involved should ensure that any change is genuine.
7.11 Councillors and officers shall ensure that any computer used for the Council's financial business has adequate security, with anti-virus, anti-spyware and firewall software installed and regularly updated.
7.12 Remembered password facilities other than secure password stores requiring separate identity verification should not be used on any computer used for Council banking.
8.1 Cheques or orders for payment in accordance with a resolution or delegated decision shall be signed by two bank signatories.
8.2 A signatory having a family or business relationship with the beneficiary of a payment shall not, under normal circumstances, be a signatory to that payment.
8.3 To indicate agreement of the details on the cheque with the counterfoil and the invoice or similar documentation, the signatories shall also initial the cheque counterfoil and invoice.
8.4 Any signatures obtained away from Council meetings shall be reported to Full Council at the next convenient meeting.
9.1 Any debit or credit card issued for use will be specifically restricted to RFO and Finance Officer for the purchase of items within an agreed budget of up to £2,000 excluding VAT for a single transaction. Any credit card balance shall be paid in full each month.
9.2 Any corporate credit card or trade card account opened by the Council will be specifically restricted to use by the RFO, Finance Officer and Operations Manager and any balance shall be paid in full each month.
9.3 Personal credit or debit cards of Councillors or staff shall not be used except for expenses of up to £250 including VAT, incurred in accordance with Council policy. In cases of emergency approval to use personal debit/cards shall be sought from the Clerk in agreement with the Chair.