Archived decisions


Audit No/ Ref
Hardley Fire Station 2006/07
3.9
Insurance Costs & Compensation 2005/06
3.33
Clothing and Operational Stores 2005/06
3.28
Payroll 0506
3.30
A review of Employee Self Service has been undertaken which resulted in the withdrawal of this option from individuals who had not used the facility. This was preceded by a cost/benefit analysis.
Corporate Governance 2005/06
3.63
PRT Note: The Strategic Risk Register was reported to The Fire Authority in September 2006.
3.26
3.56	We recommend that a register of interests should be maintained in which all staff can record declarations.	2	Head of Financial & Office Services	Head of Financial and Office Services	We are proactive at maintaining a register of interests for members of Service Management Team, but do not routinely record information for all staff in a register. We will take steps to advise staff of the need to register interests following advice on identified best practice.	March 2007.	5/02/2007	5/02/2007
PRT Note: 05/02/2007 - The Code of Conduct now includes a requirement for staff to declare interests to the Head of Financial and Office Services for entry into the Register.
3.10
Burley Fire Station 200607
3.7
3.8	The Station Manager should contact the Operations department to ensure that the new vehicle inventory is received as soon as possible.	3	Station Manager	Head of Financial & Office Services	Actioned	30/09/2006	03/10/2006	06/10/2006
Stockbridge Fire Station 2006/07
3.8
Havant Fire Station 2006/07
3.6
3.10	A copy of all overtime claims for payment should be held on file as evidence that the overtime payment has been requested and authorised. All staff working overtime should sign their overtime forms confirming overtime worked.	2	Station Manager	Head of Financial and Office Services	The overtime records will be initialled by the individual when recording the hours in the overtime records. Approval will be by the Line Manager at the same time.	Immediate	12/09/2006	12/09/2006
3.23	The station inventory should be checked annually by someone other than the officer who compiles and maintains the inventory. The inventory sheets should be signed and dated as evidence of independent review.	2	Station Manager	Head of Financial and Office Services	The Service Order that refers to Inventories has been updated and changes will be implemented to reflect these.	Immediate	12/09/2006	12/09/2006
3.27	All claims should be appropriately authorised before the top copy is removed and sent to payroll, to ensure that evidence of authorisation is held on site.	2	Station Manager	Head of Financial and Office Services	This procedure has been adopted.	Immediate	12/09/2006	12/09/2006
FR121 Alresford Fire Station 0607
3.3
3.8	The station inventory should be updated as soon as possible. Assets should be marked, and physically verified annually. A record of checking should be maintained for audit purposes.	2	Watch Manager/ Group/ Station Administrator	Head of Financial and Office Services	The Officer In Charge to liaise with Group /Station Administrator to ensure inventory is updated.	31/08/2006	16/08/2006	21/09/2006
3.11	All claim forms should be ruled off before being authorised to ensure only legitimate staff make a claim.	2	Watch Manager	Head of Financial and Office Services	The Officer In Charge will ensure that this procedure is followed	14/08/2006	16/08/2006	21/09/2006
Budgetary Control 2006-07
3.14
3.9	We recommend that the Authority considers including a column in the virement record that records the date the virement was approved by the Management Team/Authority to provide a clear audit trail and to demonstrate compliance with Financial Regulations and Service Orders.	1	Financial Services Manager	Head of Financial & Office Services	Agreed	Immediate	05/12/2006	05/12/2006
Backpay
4.1
4.1	For future projects, contingency time should be built in at the planning stage. This would help ensure that even if there are delays during the project, sufficient time can be given to ensuring all stages are completed to a proper standard.	3	Project Managers	Deputy Chief Officer (Ops/CFS)	Agreed	As projects are set up and scoped	07/02/2007	07/02/2007
4.1	We recommend that for future projects, consideration is given at an early stage to who is the most appropriate person to carry out tasks and to ensure that milestones are achievable.	3	Project Managers	Deputy Chief Officer (Ops/CFS)	Agreed	As projects are set up and scoped	07/02/2007	07/02/2007
PRT Note: As from April 2007, the management structure will be reorganised. The DCFO Ops/CFS will be in charge of projects. For each project, a Sponsor will be appointed, normally at Service Management Team level.
Overtime 2005/06
3.15
3.21	We recommend that an authorised signatory signs agency invoices.	1	HR Manager	Head of Human Resources	Individual agency timesheets are authorised by the line manager of the team in which the temp is working, as they are best placed to confirm the hours worked. These forms are submitted to the agency weekly by the temporary employee. An agency invoice is then produced and issued to the HR department who centrally manage this aspect. These invoices usually contain a copy of the timesheet that has been authorised. The HR Ops Manager checks and signs the invoices which are then actioned for payment.	ongoing	19/10/2006	19/10/2006
Petty Cash 2006/07
3.5
3.19	We recommend that the Financial Dept. complete a formal record of all increases and decreases in imprest levels to improve financial control	1	Financial Services Manager	Head of Financial & Office Services	We will add a record to the file for this	Immediate	05/12/2006	05/12/2006
3.24	We recommend that a further reminder is sent Romsey Fire Station to reiterate the importance of correctly accounting for VAT. Also the arrangement for the supply of food should be formalised in respect of insurance and health and safety issues and in ensuring a receipt is obtained for cash reimbursed to the supplier, or any third party.	1	Financial Services Manager	Head of Financial & Office Services	The relevant line manager will be contacted to explain how future catering expenses should be claimed.	Immediate	05/12/2006	05/12/2006
3.26	We recommend that at Redbridge and St Mary's stations, accounting for VAT should be clarified.	1	Financial Services Manager	Head of Financial & Office Services	Further guidance has been given and before we enter on SAP it is checked by finance staff and adjusted if required.	Immediate	05/12/2006	05/12/2006
3.27	We recommend that all station managers should be reminded of the importance of certifying reimbursement claims and associated vouchers, as required by Service Orders.	2	Financial Services Manager	Head of Financial & Office Services	Instructions were sent. They have been reminded and now authorise all claims	Immediate	05/12/2006	05/12/2006
Members Expenses 2006/07
3.6					That the Payroll department must contact the Member concerned to recover the overpayment of £2647.20.	3	Principal Officer, Democratic Services, Chief Exec Dept. HCC	Head of Financial & Office Services
3.10	That as a minimum, spot checks of claims should be made to ensure that the mileage claimed is correct.	2	Principal Officer, Democratic Services, Chief Exec Dept. HCC	Head of Financial & Office Services	Agreed. Arrangements are in place for spot checks to be made.	Mar-07	02/02/2007	02/02/2007
Debtors and Cash Income 2006/07
3.4
3.6	The Authority should consider implementing a formal request form for the raising of invoices.	1	Financial Services Supervisor.	Head of Financial & Office Services	Agreed. Currently trialling electronic version.	Jan-07	11/01/2007	11/01/2007
3.21	At Headquarters, on the very few occasions where income is not pre-recorded prior to coming to the finance office, we suggest that the receipting officer and banking officer are independent, or that a second member of the financial services staff countersigns the records to protect the role of the individual involved.	1	Financial Services Supervisor	Head of Financial & Office Services	Agreed. A second team member will sign the receipt book when cash is received without any supporting documentation.	Immediately	11/01/2007	11/01/2007
3.24	The Authority should consider recording details in the write off register of the date the write off was reported to Finance and General Purposes Committee for approval to complete the audit trail and demonstrate compliance with Financial Regulations.	2	Head of Financial & Office Services	Head of Financial & Office Services	Agreed	Immediately	11/01/2007	11/01/2007
3.26	We remind the Authority that the write off register should contain the appropriate signatures to evidence the authorisation of the write off.	1	Head of Financial & Office Services	Head of Financial & Office Services	Agreed	Immediately	11/01/2007	11/01/2007
3.24	The Authority should consider implementing limits of delegated authority for the issue of credit notes. Although the SAP system does not allow this facility we would support the implementation of a system whereby paper records are supported by a second authorising signature to protect the role of staff involved in raising the credit note.	2	Financial Services Supervisor	Head of Financial & Office Services	Agreed.	Immediately	11/01/2007	11/01/2007
3.13	All unauthorised private work at the Workshop should cease pending review by the Authority. The Authority should review the situation with regard to private work being carried out at the Workshop and decide whether a nominal charge should be made or whether the Authority is satisfied that no cost is being incurred. After this review we also suggest that a policy is documented to make it explicit as to the kind of works that will or will not be charged for, this will protect all parties involved.	3	Workshops Manager	Deputy Chief Fire Officer	I will write an explicit policy that covers Workshop personnel using the workshop facilities during lunch breaks and out of normal working hours. I will produce a risk assessment that covers Workshop personnel using Workshop facilities during lunch breaks and out of normal working hours.	March 2007	13/02/2007	07/03/2007
PRT Note: The Policy was received by the Performance Review Team for comments. (27/02/2007). The item will be closed once confirmation is received that it has been issued. 07/03/2007 PRT Note: Update from Workshops Manager - Policy issued to staff.
3.18
▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ Actual costs for parts and labour c
3.3
Unofficial Funds 2006/07
3.9
3.11	We recommend that following the intended appointment of auditors by Basingstoke Station, they should carry out independent stock counts, in accordance with Service Orders.	2	Station Manager, Basingstoke	Head of Financial & Office Services	Financial Services Manager will also assist with an independent stock count as per Service Orders.	Immediate	02/02/2007	02/02/2007
3.18	We recommend that Basingstoke Station should ensure that two people sign all social club cheques in future, leaving appropriate correspondence to cover shifts, and in accordance with Service Orders.	2	Station Manager, Basingstoke	Head of Financial & Office Services	The bank is being written to, to confirm two signatories are required on all cheques.	Immediate	02/02/2007	02/02/2007
3.23	We recommend that serial numbers for all portable and attractive electrical items should be recorded on the inventory to assist in their identification in the event of loss.	1	All Station managers	Head of Financial & Office Services	Agreed. All Stations will be reminded of the need to record serial numbers on the inventories. All serial numbers of attractive electrical items have now been added to the inventory.	Immediate	02/02/2007	02/02/2007
2/02/2007 PRT Note - Stations have been reminded to ensure that this control is in place. Confirmation of compliance from each Station will be monitored by Station Support.
Workshops Stores 2006/07
3.6
3.18	We recommend that all job cards are checked and signed by an appropriate officer.	1	Workshop Manager	Deputy Chief Officer (Ops/CFS)	Agreed - actioned	01/12/2006	23/01/2007	23/01/2007
3.22	We recommend that access to TRACE to make stock adjustments and write-offs is restricted to the Workshop Manager and Fleet Manager and authorisation limits are defined.	2	Workshop Manager	Deputy Chief Officer (Ops/CFS)	Agreed. Fleet Manager should not have access to stock. Write off and stock adjustment to be included in stores procedures.	01/12/2006	23/01/2007	23/01/2007
3.4	We recommend that workshops policy and procedures are documented to ensure staff are fully aware of their responsibilities.	2	Workshop Manager	Deputy Chief Fire Officer	Agreed	31/01/2007	23/01/2007 13/02/2007	07/03/2007
PRT Note: The Policy was received by the Performance Review Team for comments. (27/02/2007). The item will be closed once confirmation is received that it has been issued. 07/03/2007 PRT Note: Update from Workshops Manager - Policy issued to staff.
3.17
PRT Note: The Policy was received by the Performance Review Team for comments. (27/02/2007). The item will be closed once confirmation is received that it has been issued. 07/03/2007 PRT Note: Update from Workshops Manager - Policy issued to staff.
3.29
PRT Note: This recommendation is also made in the Debtors and Cash income Audit report, where target date was March 2007. The Policy and procedures have been received by the Performance Review Team for comments. (27/02/2007). The item will be closed once confirmation is received that it has been issued. 07/03/2007 PRT Note: Update from Workshops Manager - Policy issued to staff.

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