Appendix A Management Accountant - Thomas Pocklington Trust (TPT) - Oct 08 to Oct 09

Address: 5 Castle Row, Horticultural Place, Chiswick, London W4 4JQ

This work includes the following check list for a typical month’s production of the Management Accounts and to agree the accounts as reflected below;ThomasPocklingtonTrust (TPT)

Head OfficeFINANCE TEAM

Ban

k

Recon

cilia

tion

sC

on

trol A

ccou

nts

R

econ

cilia

tion

sC

op

y &

Ed

it

(Task O

ne)

Bu

dg

ets

– M

on

th

& Y

TD

TB

Recon

cilia

tion

s(T

ask T

hre

e)

Jou

rnals

(Task F

ou

r)

Imp

ort

TB

&

Revie

w D

raft

s(T

ask F

ive &

Six

)

Dis

trib

uti

on

of

Man

ag

em

en

t A

/Cs

Rep

ort

ing

to H

oF

& F

D

Financial Accounting – FA

BS

BS

I&E

I&E I&E I&E BSI&E

BSI&E

BSI&E

HO Bank A/Cs √ √

All Other Centers Bank Accounts

√ √

Debtors & AR √ √

Creditors & AP √ √

PAYE & NIC √ √

VAT √ √

Insurance Claims

√ √

PE Investments

√ √

Restricted Funds

√ √

Un-Restricted Funds

√ √

Stocks and Shares + Property Income

√ √

Managemen

t Accounting - MAModel √ √

Individual Centers (Branches)

√ √ √ √ √ √

Centre Summary(s) (Consolidation)

√ √ √ √

Regional Summary(s)(Consolidation)

√ √ √ √

HO Summary(s)(Consolidation)

√ √ √ √

HO-Individual (Departments)

√ √ √ √ √ √

HO + Centers (Consolidation)

√ √ √ √

Accrued Expenses

√ √

Prepayments √ √

Cr Cards - Accruals

√ √

Petty Cash - Centre

√ √

Accrued Income

√ √

Deferred Income

√ √

Depreciation √ √

Bad debts √ √

Sundry Creditors – Write-off(s)Write-back(s)

√ √

Sales/Disposals FA

√ √

Additions FA √ √

1st 2nd 3rd

Drafts√ √

Distribution of MA

√ √ √

History & Background: Housing & Support for people with sight loss. Est. 1935

Mission Statement: To provide quality housing, care and support services for people with visual impairment that promote independence and choice and to fund research into the prevention, alleviation and cure of visual impairment.

Main Responsibility – Producing the Monthly Management Accounts for the Trust

Duties in the month include;

1. Planning & Co-ordinating the daily/weekly tasks around the monthly timetables set by the Head of finance (HoF) to meet the deadlines in the period(s).

2. These included Bought Ledger & Sales Ledger Close down for the period, Payroll cut off times and Nominal Ledger closes down for the period.

3. The Management Accounts usually is delivered on the third Friday of the month which means the production of the complete package comprising of around 83 work sheets must be completed no later than the Wednesday before.

Task One – The Build-up towards the Management Accounts Package

At the beginning of every month, I copy over the model from the last period editing those areas which the ODBC links allow without much interference with the v-look-ups, formulas, etc. Once, I am satisfied the model is ready for the current period my next priority is to move over the previous month’s YTD (year-to-date) Cumulative figures to a separate section of the work sheets which are later hidden on completion of the accounts. This now leads me to the next all important task of working on the Budget figures for the month and cumulative YTD.

Task Two – Budgets With around 10 Centres in both London & South East (LNSE) plus Midlands & South West (MDSW) together with the Head Office departments in Chiswick, London there is around 18 budgets to collate into the Management Accounts which provides the month’s budget & the YTD Cumulative figures standing in between the Actual & Variances for the month. Each of the Budget columns in the package feed in from the original Budgets sheets held separate in various different folders of the same drive. I ensure that the v-look-ups are capturing its contents from the correct source and there is no corruption on any of the working sheets or support documents linked to one and another.

Task Three – Balance Sheet Reconciliations This is a very crucial stage in the build up of the financials that forms the Actual Income or Expenditure for the period hence, all Control Accounts including various other Nominal Ledger Balances are Reconciled to the TB (Trial Balance). This is usually completed soon after the all Ledgers are closed down for the period. I normally conclude this task around the end of the second week of the month. I go through a check list (refer to Appendix A- Summary of B/S Reconciliations) that is attached with this said document. This check list ensures all of the Assets & Liabilities that bare the B/S Codes are all reconciled before the TB is imported into the Management Accounts Package on excel. Once, the import is successfully completed, I then, look into all of the check points within the package with particular emphasis on the Reconciliation sheet that will indicate if there is corruption during import. Should there be any differences between the Nominal Ledger Balance and TB, I then address those issues during this stage of the 1st Draft Accounts.

Task Four - Journals At this stage, much of that which has not been posted via the Sales or Bought Ledgers is then posted via the Nominal Ledger now gets posted into the system. I then move onto the following categories to ensure all relevant Accruals, Prepayments, Credit Card Statements, Petty Cash, Accrued and Differed Income are all accounted for in the period. Here again these figures are collated from various source documents ensuring the processors are correctly capturing the data as and when required. These figures are then reconciled to the appropriate reports that form part of the process and matched against the source documents that form part of the back up schedules to the Auditors hence, attached together with the Journal sheets and filed away in accordance to our Filing requirements as deemed necessary towards the Year End and Interim Audits that

takes place in the course of our financial year ending 31st March, 2009.

Task Five – 2nd Import of the TB & Review of the 2nd Draft set of Accounts

The 2nd Draft Management Accounts for the month is now Reviewed for the first time against the Budgets to establish the reasons of various Highs & Lows have occurred during the period when compared to the Month & YTD Budget figures that have already been established by the Board of Trustees and under the jurisdiction of the Finance director. At this stage, the Head of Finance (HoF) and myself explore the reasons of these Variances which can include for example, Supplier Invoices that are sent out to Centres for Authorisation but has not been posted or even simply not received for processing in time, hence accrued, or it could be a Prepayment scenario where Utilities can be prepaid in the course of the year therefore need to account for Prepayment for that particular period, or it could be a fact that we receive Block Payments for Quarterly or Yearly from the Local Authority on some of our services rendered for the period hence can be Differed or Accrued depending on the nature of the payment received, or in the case of Planned Maintenance where Building Maintenance takes place either on a Project base or on a day-to-day basis and depending on the review against the budgets I can establish the position pending or following further investigations.

Task Six – 3rd Import of the TB & Review of the 3rd Draft set of Accounts

Here again there is the possibilities of more Journals being posted in order to arrive at a very true & fair set of Accounts. I then complete these Journals before Importing the revised TB back into the Management Accounts Package. I now have a more accurate set of Accounts for the final Review by both the HoF & FD. At this stage, the three of us then examine how these figures look in comparison to the YTD Forecasts for which all directions are focused towards what we said we can and will achieve thus, lead by the FD upon which we meet the criteria’s of both the Board of Trustees and the Senior Management Team (SMT) respectively.

Task – Seven – Distribution of the monthly Management Accounts

Once these Accounts are approved by the FD, I then get instructions from my HoF to prepare for distribution. This means that I now create separate work books in accordance to the Distribution List where all Centre Managers receive their relevant Management Accounts

copied to the Regional Directors and the HO which comprises of Chief Executive, HR, Finance, Admin & Communications are also sent out at the same time via email to the relevant Directors in office. However, the SOFA ( Statement of Financial Accounts ) which comprises of figures consolidated in accordance to the Charity Regulations are then forwarded to the FD & CEO prior to their meeting with the Trustees & SMT which takes place in the following week. This concludes my duties as the Management Accountant for the Trust.

Other Responsibilities - Appendix B - Interim & Year End Audit Commitments

ThomasPocklingto

nTrust (TPT)

Accounting

Systems &

Processes

ACCESS

DIMENSION

S

(software)

Finance

Operation

s

Followed

in

accordanc

e

Info

Systems

Design &

Developmen

t

(Upgrades)

ACCESS +

Excel

Integration

Auditin

g

Interim

&

Y/E

Files

Taxation

PAYE/

NIC

VAT

Payments

or

Reclaims

Charity

Regulatio

n or Law

Observed

in

accordanc

e

To

SOFA

Supplier A/Cs

Agree to

Supplier(s)

Statements

√ √ √ √ √ √

Tenants A/Cs

Agree to

Centre

Records

√ √ √ √ √ √

Payroll &

Overtime

√ √ √ √ √ √

Fixed Assets

Register

√ √ √ √ √

Endowment

Investments

√ √ √ √ √

Stocks &

Shares

√ √ √ √ √ √

Insurance

Claims on

Damages to

Property

√ √ √ √ √

Property –

Tenancy

Contracts

√ √ √ √ √

Property – √ √ √ √ √

Refurbishmen

ts & Day-to-

day

Maintenance

& Surveys

Government

& Local

Authority

Contracts

√ √ √ √ √

All Charity

Bank

Accounts –

Mandates on

Signatories,

Online

Services,

Loans &

Overdraft

facilities,

Interests &

Charges

√ √ √ √ √

Audit & Legal

Fees

√ √ √ √ √

The above Check-list forms part of responsibilities together with the Finance Team. This is merely to observe the various Controls and to Monitor all areas of concerns raised by the Trustees. However, the above is directly under the Supervision of both the Head of Finance & Finance Director.

Recent Employment

Charity Accountant – Teach First - Nov 07 to Sep 08 Address: 14 Heron Quay, London E144JB

History & Background: Teaching & Support to disadvantage schools. Est. 2002

Mission Statement: To address educational disadvantage by transforming exceptional graduates into effective, inspirational teachers and leaders in all fields.

Main Responsibility – Producing the Monthly Management Accounts for the Trust

Establishing a plan to clear a 3 months back log of inputs. Recruiting 2 Finance Assistance, Setting up daily, weekly & monthly procedures on all Financial Operation Processors, Ensuring all month end financial accounting tasks are completed by the Finance Team, Balance Sheet Reconciliations, Extracting a fully reconciled Trial Balance and feeding it through to the Management Accounts

package, Producing a full comprehensive Income & Expenditure Statement with Budget V Actual and Balance Sheet, Commenting on its Variances with feed back from Budget Holders/Directors, Providing the Directors & Trustees the LEO (Latest Expected Outcome) on all Income & Expenditure to the year end and assisting the FD in various ad-hoc duties including preparing various finance committee papers for the Trustees.

Finance Committee Meeting(s) – Check List – Reports – Appendix – CTeach First Cash Flow

Forecasts

Income and

Expenditure

I & E Latest

Expected

Outcome

Balance Sheet

& BS Schedule

Lead Schedule –

Regional I & E

√

Consolidated

Income Monthly

& YTD

√

Consolidated

Expenditure

Monthly & YTD

√

Estimated Staff

Costs

√

London

Expenditure

√

North West

Expenditure

√

Midlands

Expenditure

√

Staff Costs √ √

Graduate

Recruitment

√ √

Training &

Support

√ √

Leadership

Development

√ √

Ambassador

Support

√ √

External

Relations

√ √

Management &

Administration

√ √

Capital

Expenditure

√ √

I T √ √

North West √ √

Midlands √ √

Fixed Assets √

Debtors √

Prepayments √

Bank √

Creditors √

Accruals √

Restricted & Un-

Restricted Funds

√