Policy
Policy 4202 - Authority for Expenditures
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1. | GENERAL SPENDING AUTHORITY1.1. | Budgets, as originally Surrey Board of Education approved and as amended pursuant to Policy #4203 – Operating Budget, constitute authority for management to expend funds. Where the board has incurred a legal obligation to pay (ie: pursuant to collective agreements, contracts or legislation), management is authorized to make expenditures even though there may be no or insufficient budget. | 1.2. | The secretary-treasurer is responsible to the board to ensure that all expenditures comply with this general authority. The secretary-treasurer, after consultation with the superintendent, may refer to the board, any question concerning authority to expend. |
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2. | SPECIFIC AUTHORITY FOR PAYROLL EXPENDITURES2.1. | Management is authorized, under the following circumstances, to pay staff salaries, benefits and payroll taxes at rates pursuant to board approved contracts, board policy and legislation.
| a) | Regular staff where the board has approved the position, expressed in terms of full time equivalent (FTE) positions. | | b) | Substitute staff when deemed necessary by management. | | c) | Supplementary staff to the extent of budget. | | d) | Staff other than the foregoing to the extent of budget established based on special funding and cost recovery arrangements. |
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3. | SPECIFIC AUTHORITY FOR SPECIAL PURPOSE FUND EXPENDITURES3.1. | Where special purpose funding arrangements are entered into pursuant to Board Policy #4104 – District Generated Revenue, management is authorized to expend funds subject to the special purpose fund conditions. Each special purpose fund account will be assigned to a management or administrative officer who will be responsible for financial and program operation of the activity. | 3.2. | Where the program for which special purpose funds were received is completed and non-returnable funds remain, the superintendent and secretary-treasurer acting jointly may redirect residual funds to other purposes. If the funds are substantial, board approval for the action is to be obtained. |
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4. | SPECIFIC AUTHORITY FOR CAPITAL FUND EXPENDITURES4.1. | Management is authorized to expend funds on Bylaw Capital and Capital Reserve projects which have received board and ministry approvals. | 4.2. | Management is authorized to expend funds contained in the Local Capital Reserve based on board specific and budget approvals. | 4.3. | In the interest of the expeditious cost-effective development of capital projects, the secretary-treasurer is authorized to expend funds related to capital costs awaiting ministry funding approval. |
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5. | DISBURSEMENT OF FUNDS IN RELATION TO AUTHORIZED EXPENDITURES5.1. | Upon receipt of authentic documentation, funds may be disbursed from the board’s central general bank account in relation to the expenditures authorized by this policy. Policy #2300 – School District Signing Authority defines bank signing authority.
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