1 Purpose and scope
This policy controls collection, deposits, payments, signatures and the standing imprest, covering bank accounts and electronic payment gateways. Personal accounts must not receive or disburse Association funds. Verification codes and signing mechanisms must not be shared.(1)
2 Opening accounts and signatures
An account-opening application is submitted to the competent authority with authorised persons, bank, branch and required documents. No account is opened before a no-objection certificate. Accounts are in the Association’s name; foreign-currency accounts require prescribed approval. The authority is notified of details within ten working days of opening and of each change under the higher-ranking executive regulations.
The validity of account certificates and authorised persons is reviewed through licence expiry or changes, and updated certificates requested when necessary. Disbursements require two signatories—the Chair or authorised Deputy and the Treasurer—under the Articles. Electronic banking must reflect the same dual control.
3 Collection and deposit
An official numbered receipt is issued in three paper or electronic copies: for the payer, the receipts statement and the accountant’s records. Donations are distinguished from fees and income, with source and purpose recorded. Cash is deposited into the Association’s account before expenditure; costs are not deducted directly from collections.
The accountant reconciles the collection gateway with the bank and receipts, recording gross amounts, fees and refunds separately. Unknown, duplicate or suspicious amounts follow compliance and donation controls. They are not returned to another person or different account without a documented check.(2)
4 Payment and reconciliation
The payment request, invoice, acceptance, budget, authority and beneficiary account are checked. Supplier-account changes are confirmed independently using previously trusted contact details. An employee creates the transaction, the two authorised persons approve it, and the bank confirmation is retained and linked to the voucher.
Bank reconciliation is monthly and, where possible, performed by someone other than the payment executor. Differences, outstanding amounts and cheques are reviewed. Blank signed cheques are prohibited, and an urgent message alone does not justify payment. Attempted fraud is reported immediately.
5 Standing imprest
The Board grants the imprest at the start of the year, up to AED 5,000, to a named custodian. It covers urgent, necessary expenditure under budget chapters three and four, not salaries or other purposes. A single invoice for purchases, minor services or works must not exceed AED 500. Splitting is prohibited.
Replenishment requires original invoices and vouchers for each chapter, prepared by the custodian, signed by the accountant and approved by the disbursement authority. The balance is counted at the end of the last working day each week; differences are documented and investigated. The imprest is settled and handed over when the custodian changes or its purpose ends.
6 Closure and oversight
The Board appoints lawful substitutes for authorised persons before absences; passwords are not exchanged. Registers of accounts, certificates, signatures, gateways, advances and reconciliations are retained. An account is closed only after settling obligations, completing authority and bank approvals, and documenting the transfer and closure.
References in the approved document
-
The Association’s approved 2026 Articles of Association, Articles 50 and 56–60. This document establishes internal implementation controls without changing higher legal powers or requirements.
-
Cabinet Resolution No. 5 of 2025, executive regulations for public-benefit institutions, Article 15 on bank accounts. This document establishes internal implementation controls without changing higher legal powers or requirements.