CODE OF BUSINESS CONDUCTPage 31Page WE ENSURE ALL DOCUMENTATION, INCLUDING FINANCIAL ACCOUNTS AND RECORDS, IS ACCURATE, COMPLETE AND TRUTHFULAccuracy of Accounts and RecordsTruthful and accurate information, whether financial or non-financial in nature, is essential to support sound business decisions, to meet our legal and regulatory obligations and meet our responsibilities to all of our stakeholders.We maintain internal accounting controls and ensure that books, records and accounts reflect accurately, transparently and in sufficient detail, all transactions in connection with our business. You must:. comply with all relevant laws and external and company reporting requirements;. ensure that all transactions are honestly and accurately recorded;. cooperate with our internal and external auditors when requested for information.You must not:. deliberately falsify information or data in any media;. operate outside of the limits of your delegated authority.
31Page 32Cash TransactionsCash transactions should be kept to a minimum as the use of cash has the potential to result in breaches of accounting regulations, illegal transactions, money laundering, and fraud. Wherever possible, cash transactions should be avoided. Where it is unavoidable, cash transactions or petty cash facilities must be approved by management with all transactions being properly and transparently accounted for.All financial transactions must be accurately and transparently recorded in line with generally accepted accounting principles. KEY REQUIREMENTQUESTIONQUESTIONANSWANSW Question: I work in the finance department and my supervisor has asked me to record some large expenses under a category which I think is incorrect. What should I do? Answer: You must not record the expenses until you are satisfied the entry is correct. You should raise the issue with your supervisor and if you are still concerned you should escalate the matter. Question: A company that does consultancy work for us has requested that I pay this month's invoice in cash. We have a petty cash process so is this acceptable? Answer: No, we have no way of knowing if the cash payment will go to the correct company and it may not be in accordance with the payment provisions in the contract. Additionally, the payment will not be transparent and could be seen as money laundering or tax avoidance. You should report this to your Finance Manager. Giving or receiving cash can result in misappropriation, can be misinterpreted and can lead to a loss of transparency.