Drafted 22 February 2023 based on Wikimedia UK Finance Policy

1. Purpose

As a registered charity and incorporated organisation in Australia we are required to maintain accounting records and controls to satisfy the requirements of the Australian Taxation Office, and the Australian Charities and Not-for-profits Commission (ACNC).

Committee members have a legal duty to safeguard Wikimedia Australia’s assets and apply them exclusively to the furtherance of its declared Statement of Purposes and mission. These requirements are expanded by the key principles listed in section 2.

Within this Purpose the Policy may, in exceptional circumstances, be overridden by the Executive Officer (EO) by prior agreement with the President or Treasurer as an emergency decision between Committee meetings. Any such override will be immediately reported by the EO to the Committee.

The Executive Officer is responsible for ensuring that the Policy is adhered to, in conjunction with, and subject to the overall legal responsibility of, the Committee.

2. Key Principles

The key principles underlying this Policy are that:

Legal obligations to keep adequate records to be able to prepare, publish and file statutory reports are satisfied
Assets are safeguarded from undue loss, and from misuse, damage or fraud
Assets are applied to further our Purpose in the most effective and efficient way
Finances and assets are administered in a way that identifies and manages risk
Controls in place are proportionate to the risks
A high standard of record keeping and financial reporting is maintained
Financial reporting is clearly expressed, comprehensive and transparent
Duties are sufficiently segregated to satisfy the demands of governance

3. Personal integrity

Effective financial controls rely on the personal integrity of all the people involved - including those making payments, claiming for reimbursement, authorising, monitoring or controlling budgets.

We will apply guidance regarding checks on committee members and members of the senior management team prior to appointment.
Where issues are revealed or disclosed, these will be treated sensitively and discreetly, having due regard for the privacy of the individual but ensuring that chapters' assets are not put at undue risk.
Compliance with the Conflict of Interest policy will be monitored at least annually.

4. Accounts, accounting records and internal controls

Accounting records and internal controls shall be maintained to allow the timely production of quarterly Business Activity Statements, regular financial management reports and statutory accounts that satisfy external auditors or independent examiners, and any conditions imposed by any grantor that have been accepted by the Committee.

5. Audit

Accounts shall be prepared annually and independently audited if required by incorporation and charity legislation. The Committee may at its discretion opt for accounts to be independently examined or audited beyond these requirements. The Committee shall consider the reasonable requirements of major donors or grantors when exercising this option.

6. Budgeting

The Committee shall agree an annual budget, where possible before the start of the financial year to which the budget relates, to give effect to the operational plan agreed for the year. Information shall be collected as is necessary to prepare a budget by the start of each financial year.

The annual budget shall include a projection of income and the reserves position at the end of the forthcoming financial year. The annual budget and projection of income shall be reviewed by the Executive before presentation to the Committee for their agreement.

The agreed annual budget shall be re-forecast if in the opinion of the Executive Officer there is a material change that warrants it and in that event the re-forecast budget shall be reviewed and approved by the Committee at their next scheduled meetings.

A separate budget will be prepared for any external grant or project income.

7. Income and Expenditure

Detailed regulations on the procedures around the acceptance and recording of income and the incurring of expenditure shall be maintained and agreed by the Executive Officer and the Treasurer. The following principles shall be followed:

Acceptance of non-immaterial donations subject to donor restrictions of any kind shall be subject to Committee agreement in accordance with the Donations and Grants Acceptance Policy
All payments from any source must be from budgeted expenditure or otherwise approved in accordance with any existing Procurement Policy and procedures and the Scheme of Delegation.
No commitment to expenditure shall be made without the prior knowledge and agreement of the relevant budget holder.
Creditors shall be paid promptly in accordance with terms agreed.

8. Banking

All bank accounts will be held in the name of Wikimedia Australia
No account will be opened or closed in the name of Wikimedia Australia without Committee authorisation.
Signatories on all bank accounts and electronic banking powers shall be decided by Committee resolution.
Bank payments or other written instructions require at least two signatories except as described in paragraphs 5 to 8.
Electronic banking payments will be set-up online and authorised in accordance with the Scheme of Delegation concerning small or recurring payments.
The Treasurer shall act as the administrator of the electronic banking system.
The EO will be a main mandate signatory and can be a signatory to current and deposit accounts
No signatory or authoriser may authorise payments to themselves as a sole authoriser.
Bank reconciliations are to be prepared monthly for all accounts including credit, debit or any other type of payment card. These shall be reviewed by the Treasurer.
All transactions shall be recorded in accordance with standard accountancy practice using software approved by the Committee that allows accounts to be produced readily that comply with the requirements of the ATO, ACNC, WMF and other granting bodies.
If so specified by a grantor and agreed by the Committee income shall be treated as a discrete (restricted) fund and expenditure shall record the fund from which it is made.
Choice of deposit accounts will take account of credit worthiness and interest rates.
Adequate training (inhouse or otherwise) is to be provided to all involved in online financial transactions.

9. Assets

A Register of Fixed Assets shall be maintained listing all assets at or above a value determined from time to time by the Committee.
All physical assets shall be physically verified at least once a year or more frequently where the Executive Officer considers it appropriate.
All assets shall be appropriately safeguarded from loss or damage
Adequate insurance cover shall be maintained to protect against any substantial loss.

10. Wages and Salaries

Full records of all payroll and superannuation payments and deductions shall be maintained and returns and payments made to satisfy the Australian Taxation Office.
Payroll may be outsourced to a reputable administration company.
Where payroll services are outsourced the performance of that company shall be reviewed annually.
Payroll, taxation and superannuation payments shall be made directly by Wikimedia Australia.
Monthly payroll reports are reviewed by the Treasurer or a member of the Executive committee.
Statutory returns and payment of deductions and superannuation shall be made to the Australian Taxation Office by due dates.

11. Reporting (internally and externally)

A Profit and Loss statement for the previous period shall be presented at each Committee meeting
A quarterly Business Activity Statement shall be prepared for the Australian Taxation Office after each quarter end (April, July, October, January)
Annual accounts shall be presented to members at the Annual Meeting, and filed with the ACNC, and the Wikimedia Foundation as required.

12. Authorisation of expenditure

Clear and public authority levels are agreed as set out in the Scheme of Delegation.
All expenditure from any source shall be pre-authorised by a budget holder.

13. Payments

Secure procedures will be agreed for any payment working within the bank's system procedures to ensure separation of duties, and authorisation at the appropriate levels.
All payments shall be by electronic transfer unless agreed by the EO

14. Credit cards

Staff or committee members may be provided a credit or debit card if a clear need can be demonstrated, after approval by the Committee.

Provision of a card can be withdrawn by the Committee, or by the EO at any time
Individuals receiving a Wikimedia Australia card shall agree to a deduction from their salary or other amounts owed to them in the event of improper use of the card/expenditure.
If a card user ceases in their role with the chapter, their cards will be cancelled and destroyed
All statements will be sent directly to the post office box of Wikimedia Australia
All expenses incurred using a card must be authorised by a budget holder
All card use must be supported by appropriate tax invoice/receipts etc.
There will be an annual review of card use to ensure proper practice.

Scheme of Delegation to Executive Officer

Adapted from Wikimedia UK https://wikimedia.org.uk/wiki/Scheme_of_Delegation

Introduction

This Scheme of Delegation sets down the authority delegated by the Wikimedia Australia Committee and its Executive Officer. It supplements the job description for the Executive Officer and addresses a number of areas more specific to delegation to facilitate fully accountable, effective and efficient management of the organisation. The Scheme of Delegation was reviewed in March 2023.

Policy framework

Within the constraints of the Wikimedia Australia Rules, the strategic direction of the organisation, including its relationships with Wikimedia Australia members, the community, and other stakeholders, its policies and public benefit aims, the setting of key objectives for achieving those aims and the handling exceptional situations and circumstances are matters reserved to the Committee, as the framework within which the Executive Officer is required to manage the organisation’s day-to-day operational activities for optimal performance, drawing to the attention of the Committee any perceived need to update the framework from time to time.
The annual budget plan to be agreed with budget holders will be drafted from the current strategic and business plan by the Executive Officer for submission to the Committee for approval at least one month before the start of the new financial year in order to ensure that the aims, strategies, objectives (targets) and longer-term projections remain relevant to the contemporary operating conditions.
The Executive Officer will circulate to the Committee a Quarterly Management Report at least two weeks prior to each face-to-face Committee meeting, reporting on progress against the year’s Budget Plan and commenting on any major variances in outturn figures and their implications for future operational performance.

Delegation of management decisions

The Executive Officer is hereby delegated to manage the proper use of the operational, budgetary, property, staffing and other resources of the association within the above policy framework.

Subject to the limits and conditions outlined below, the Executive Officer is authorised to commit the organisation to incur expenditure within the approved annual budget plan.
The Executive Officer is specifically:
1. Delegated the authority, subject to prior consultation with relevant budget holders in each case, to commit the association to expenditure on any one item or set of items per supplier that does not exceed a threshold of $10,000 and for which there is provision in the approved budget plan for the year; and
2. delegated the authority, subject to prior consultation with relevant budget holders in each case, to commit the charity to expenditure on any one item or set of items per supplier that does not exceed a threshold of $2,000 and for which there is no provision in the approved budget plan for the year.
3. Required to seek approval from the Committee prior to committing the association to expenditure on any item or set of items per supplier between $2,000 and $10,000 which is not within the approved budget plan for the year; and
4. required, in liaison with relevant budget holders in each case, to seek approval from the Committee prior to the commitment of expenditure on any one item or set of items per supplier that is between $10,000 and $20,000 and is within the approved budget plan for the year.
5. Required to seek approval from the Committee, prior to committing the organisation to expenditure on any item or set of items per supplier that is in excess of $10,000 and is not within the approved budget plan for the year; and
6. required to seek approval from the Committee, prior to committing the charity to expenditure on any item or set of items per supplier that is in excess of $20,000 and is within the approved budget plan for the year.

Recruitment and management of staff

Staffing changes within the approved budget plan may be made during the year by the EO

The recruitment of the Executive Officer will be the responsibility of the Committee or relevant Committee. Support and development of the Executive Officer will be the responsibility of the President. With input from the Committee the appraisal of the Executive Officer will be undertaken by the President annually and reported as appropriate to the Committee.
Subject to the policies and procedures detailed in the Staff Handbook, the Executive Officer will be responsible for the guidance, support and supervision of staff employed by the association and jointly with relevant budget holders in respect of any volunteers working on projects undertaken by the association.
Staff Remuneration policy will be determined by the Committee, but its detail and application will be the responsibility of the Executive Officer, except that in the case of the Executive Officer’s post the Committee will determine its implementation.
The Staff Handbook to be approved by the Committee shall detail at least:
1. Terms and conditions of employment
2. Grievance and disciplinary procedures
3. Health and safety policy and procedures
4. Equal opportunities policy

Further delegation

The Executive Officer may, for the efficient management and proper operation of the charity, delegate at their sole discretion any of the individual responsibilities contained within this Scheme of Delegation to other employees. This further delegation of responsibilities does not release the Executive Officer from overall responsibility to the Committee.

Term

This Scheme of Delegation will be reviewed at least every three years to ensure it remains relevant to the current circumstances.
The Committee at its sole discretion may revoke this Scheme of Delegation or any part thereof, subject to due process, at any time.

Adopted as policy 20 March 2023
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