Financial Controls & Donations Policy

Together Britain Collective

Adopted: 26 February 2026 · Applies to all members, officers, volunteers, contractors, and affiliated groups.

1. Purpose

This policy establishes clear rules and procedures for:

  • Receiving, recording, and using donations
  • Managing organisational finances
  • Protecting the Collective from financial mismanagement or fraud
  • Ensuring transparency, accountability, and compliance with UK law

The Collective is committed to responsible financial stewardship and public trust.

2. Guiding Principles

All financial activity must be:

2.1 Lawful
Compliant with applicable UK legislation, including charity law (if applicable), tax regulations, and electoral spending laws (if campaigning).

2.2 Transparent
Financial records must be accurate, accessible for audit, and reported honestly to members and authorities where required.

2.3 Accountable
All officers handling funds are responsible for ensuring proper controls are followed.

2.4 Ethical
The Collective will only accept funds aligned with its values, aims, and legal obligations.

3. Donations & Funding

3.1 Acceptable Donations

The Collective may accept:

  • Voluntary contributions from members and supporters
  • Grants from approved organisations
  • Crowdfunding contributions

Donations must not be accepted if:

  • They originate from illegal activity
  • Acceptance would compromise independence or integrity
  • They contravene the Constitution or governance policies

3.2 Donation Limits & Transparency

Donations above £500 (or local equivalent) must be formally approved by leadership.

All donations must be recorded, including donor name, date, amount, and purpose.

Anonymous donations may be accepted if under £100 (or local equivalent) and do not pose a reputational risk.

3.3 Use of Donations

Funds must be used solely for purposes aligned with the Collective’s aims:

  • Campaigns approved through governance processes
  • Operational costs (e.g., office, technology, events)
  • Member engagement initiatives
  • Education, research, or policy development

Expenditure outside approved purposes requires prior written authorisation.

4. Financial Controls

4.1 Dual Authorisation

All payments, transfers, or expenses over £250 require two authorised signatories.

4.2 Record-Keeping

Receipts and invoices must be retained for all transactions.

Digital and physical records must be maintained for at least 6 years.

4.3 Bank Accounts

The Collective will maintain a dedicated bank account(s) separate from personal accounts.

  • Signatories must be approved by leadership.
  • Online banking must use strong passwords and two-factor authentication.

4.4 Expense Reimbursement

Members or volunteers may claim authorised expenses.

  • Claims must include receipts and a clear explanation of purpose.
  • Reimbursements require approval from at least one officer other than the claimant.

5. Fraud & Misuse

Misuse of funds, embezzlement, or fraudulent activity will result in immediate suspension and referral to authorities.

Any suspicion of financial irregularities must be reported promptly to leadership.

A whistleblowing mechanism will be available for confidential reporting.

6. Budgeting & Reporting

Annual budgets must be approved by leadership.

Quarterly financial reports should be prepared and reviewed.

Reports should include:

  • Income and expenditure
  • Cash flow overview
  • Outstanding obligations
  • Reserves and contingency levels

Major expenditure (>£1,000 or local equivalent) requires documented approval.

7. Reserves Policy

The Collective aims to maintain reserves equal to at least 3–6 months of operational costs.

Reserves may only be used for emergency operations or authorised purposes.

Use of reserves must be approved in writing by leadership.

8. Donations in Campaigning & Political Activity

Funds used for campaigns must comply with UK electoral law.

Campaign-related donations above thresholds defined by law must be reported to the Electoral Commission (once applicable).

No anonymous campaign donations above legal limits are accepted.

Digital fundraising must comply with data protection and transparency rules.

9. Audits & Accountability

Internal audits will be conducted annually.

External audits may be commissioned where necessary.

Leadership is responsible for ensuring compliance with this policy.

Non-compliance may lead to disciplinary action or legal consequences.

10. Financial Risk Management

All significant financial commitments must be assessed for risk.

Contracts, agreements, and fundraising partnerships must be reviewed for reputational and legal risk.

Contingency plans must be in place for unexpected shortfalls.

11. Policy Review

This policy will be reviewed:

  • Annually
  • Upon significant changes in financial law or governance
  • If major fundraising or campaigning initiatives are introduced

12. Acceptance

By managing, soliciting, or handling funds for Together Britain Collective, all members and representatives confirm:

  • They have read this policy
  • They agree to comply with all procedures
  • They understand that breaches may result in disciplinary action or legal consequences

Finances Constitution Contact