With effect from 1st March 2020 no one should issue purchase orders in the Association’s name other than the finance team at Head Office, who will generate them through the new bookkeeping system.  Those with authority to incur expenditure (as per the schedule below) will need to submit the details for the purchase order (i.e. supplier details, service provided or goods to be supplied, delivery and other contractual details) to the assistant finance manager at the Chesham Office.  An easy-to-complete electronic form is available, which may be used to assist that the correct information is supplied.  

The board of Essex Waterways Ltd has adopted similar procedures for all Essex Waterways Ltd purchase orders, expenditure and authorisations. 

The maximum level of expenditure that can be authorised without a purchase order (other than the exceptions listed below) is £500. 

The following authorisation limits apply, within agreed budgets:

Expenditure incurred at Head Office

• • Up to £500 – any member of staff authorised by the chief executive 
  • £1,000 – administration manager
  • £10,000 – chief executive or deputy chair (finance)
  • £25,000 – any two out of chief executive, deputy chair (finance) and national chair 
  • Above £25,000 – by resolution of trustees 

Exceptions to this general rule would be: 

• • Staff salaries – Remuneration Committee sets salaries for chief executive and other employees with an annual salary (full time equivalent) of above £30k;  
  • Other salaries set by the chief executive 
  • Head Office Premises Lease – set by existing contract 
  • Insurance, taxation, utilities, fees from regulatory authorities 

Expenditure incurred by trustees and other national office holders (excluding branches and national committees) 

• • Up to £250 – any trustee or other office holder appointed to office by the trustees 
  • £5,000 – any one of the national chair, deputy national chair (finance) or chief executive 
  • £25,000 – Any two of the national chair, deputy national chair (finance) or chief executive
  • Above £25,000 – by resolution of trustees 

Expenditure incurred by national committees (as a committee) or officers of those committees (includes WRG) 

• • Up to £500 – any national committee member or officer authorised by the relevant committee chair.
  • £2,000 – any committee chair, or committee treasurer. 
  • £6,000 – Supplies Manager for Festival of Water and Canalway Cavalcade and the relevant committee chair.
  • £10,000 – by resolution of the relevant committee; or the relevant committee chair and any one of the national chair, deputy national chair (finance) or chief executive 
  • £25,000 – by resolution of either Finance Committee or board of trustees; or any two of the national chairman, deputy national chair (finance) or chief executive 
  • Above £25,000 – by resolution of trustees 

Expenditure incurred by branches 

• • Up to £250 – any officer delegated to spend up to this level by the branch committee 

(branch committees may set lesser amounts if they think appropriate) 

• • £1,500 – by resolution of the branch committee 
  • Above £1,500 – by resolution of the branch committee and approval of Finance Committee or the Deputy National Chair (Finance) 

In the absence of an chief executive, the function or authority can be provided by a member of the Management Committee.