HELP Policies

Financial Risk Management Policy

1. Introduction
   1. Financial records will be kept so that Helping East Lanka Progress (HELP) can meet its legal and other obligations and enable the Trustees to have control of the organisation’s finances.
   2. The books of accounts will include a cashbook analysing all transactions appearing on the organisation’s bank account.
   3. The financial year for HELP will end on 30 June.
   4. Accounts will be drawn up after each financial year within 3 months of the end of the year and presented to the Trustees for approval.
2. Bank
   1. HELP will maintain a current account with the Bank of Ceylon (UK) Ltd at its branch in London.
   2. HELP will require the bank to provide regular statements and these will be reconciled by the organisation’s accountant upon receipt.
   3. HELP will not use any other bank or financial Institution or use overdraft facilities or borrow funds.
3. Receipts (income)
   1. All monies received in the form of cash or cheques will be banked without delay and notified to the organisation’s accountant immediately.
4. Payments (expenditure)
   1. Disbursements will only be made by bank transfer from the organisation’s bank account held with the Bank of Ceylon (UK) Ltd.
   2. Money will only be spent in pursuance of the organisation’s objectives as set out in its Constitution.
   3. No payments in cash or by cheque will be permitted.
5. Payment Documentation
   1. All payments out of the organisation’s bank account will be supported by an original payment request from the ultimate beneficiary. The payment request will be filed and kept for a minimum of seven years.
   2. Payment will only be made if all Trustees agree to the proposed disbursement. Agreement of all Trustees will be documented and maintained for a minimum of seven years.
   3. All bank transfers require a minimum of two signatures from duly appointed Trustees.
6. Other Undertaking
   1. All fund raising and grant applications undertaken on behalf of HELP will be done in the name of the organisation with prior approval of all Trustees.
   2. These controls will be reviewed periodically by the Trustees.

Safeguarding and Due Diligence Policy

Introduction

Helping East Lanka Progress (HELP) is a small UK charity registered with the UK Charity Commission (Registered Number 1111363) which aims to help disadvantaged children on the East Coast of Sri Lanka. We have no direct contact with children and young adults who benefit from our support, but we provide grant-aid to organisations in Sri Lanka which work directly with vulnerable children and young adults.

Charity Commission guidance notes that “where a registered charity supports, or works closely with overseas partners, … the registered charity [will be held] to account over the suitability and management of that relationship, including its supervision of safeguarding risks”.

The Trustees of HELP believe that all those who benefit from our support should be protected from harm and we aim to ensure that all third-party organisations which receive grant funding from us have safeguarding as a top priority. All recipients of our grant-funding are required to report any major safeguarding incidents which could impact on future funding support, together with details how such incidents have been resolved.

Context

HELP’s primary focus is to support disadvantaged children and young adults on the East Coast of Sri Lanka. It actively supports organisations that offer a place of safety, and which seek to challenge stereotypes, improve education and life opportunities.

By the very nature of the geographic area in which HELP operates and the type of organisations which it supports, many of the ultimate beneficiaries of our grant funding may have been subject to discrimination, prejudice, lack of opportunity and, on occasion, abuse. They may also have been subject to physical threat or other forms of exploitation.

Charity Commission guidance states that:

"Charities that fund other organisations, including overseas partners, whose activities involve contact with children or adults at risk, should carry out appropriate due diligence on the recipient body. Trustees should be confident that the partner is capable of delivering the proposed activities or services and has in place appropriate systems of control, including adequate safeguarding policies and procedures."

In following this guidance, the Trustees of HELP seek to ensure that:

• adequate steps are taken to mitigate any risk to the vulnerable children and young adults who benefit from our grant funding;
• our grant funding is used solely for the purposes for which it is intended; and
• the effectiveness and impact of the initiatives we fund are monitored measured.

How the Trustee will exercise due diligence of recipient organisations

It is not possible for the Trustees of HELP to maintain continuous hands-on involvement with the organisations it supports in Sri Lanka, but due diligence of such organisations is carried out through:

• on-the-spot observation and the monitoring of grant expenditure through periodic on-site visits by Trustees;
• ensuring that the organisations supported are, where appropriate, subject to all relevant state and local safeguarding and other regulations;
• assessing the competence and capability of the senior management of the organisations supported through regular correspondence and on-site reviews;
• requiring progress reports on projects financed, including financial monitoring;
• reviewing the track-record of the organisations supported online and through other means, including consulting independent experts where appropriate.

What we require from organisations seeking support

At the application stage:

• where the applicant works directly with vulnerable children and young adults, details are required of how the grant will be of benefit to those individuals;
• details of how many children and young adults will benefit from the grant;
• a copy of the latest annual report and accounts of organisations supported;
• confirmation that the applicant meets all local and state safeguarding .and other relevant laws and regulations.

Following the award of a grant

Although the levels of grant offered are small, ranging from a few hundred pounds to a few thousand pounds, the Trustees undertake a robust approach to monitoring compliance, delivery and effectiveness of all grants awarded. Receipts of expenditure are required for all grants issued and applicants are encouraged to provide photographic evidence of the outcomes of grants. 

Helping East Lanka Progress

January 2024