Financial Management Policy

Autism Experiences Wellington Trust
Effective from: 01 December 2025
Review Date: 30 November 2027

Detailed processes are outlined in AEW’s Financial Procedures document.

  1. Purpose
    This policy outlines how Autism Experiences Wellington (AEW) manages its finances in line with its legal, ethical, and governance obligations. It provides assurance to families, funders, and stakeholders that AEW’s financial practices are transparent, accountable, and responsible, and that funds are used solely to support AEW’s charitable purposes.

    This policy supports compliance with:
    The AEW Trust Deed
    The Charities Act 2005 and Charities Services Tier 4 reporting standards
    MSD Level 3 Social Sector Accreditation requirements
  2. Financial Management Principles

AEW is committed to sound financial stewardship. In doing so, AEW will:

  • Manage its finances prudently to support the sustainability and long-term viability of its programmes;
  • Use Xero as its primary financial management system and system of record;
  • Ensure all income and expenditure is accurately recorded and appropriately authorised;
  • Require dual approval for all payments and banking transactions;
  • Maintain appropriate financial reserves where possible;
  • Track and report funding in accordance with funder requirements, including identifying restricted or government funding where applicable;
  • Comply with all relevant financial, legal, and reporting obligations.
  • 3. Governance & Oversight

    The Trustees hold overall responsibility for the financial management of AEW in accordance with the Trust Deed.
  • The Chair and Treasurer provide leadership in financial oversight, including budgeting, monitoring financial performance, and reporting.
  • The Executive Committee approves the annual budget and monitors financial performance against that budget.
  • Key financial decisions are recorded in Committee or Trustee meeting minutes.
  • AEW’s financial accounts are reviewed by an independent verifier, at least annually, as required by the Trust Deed.

4. Roles and Responsibilities

  • Trustees: Retain ultimate accountability for the stewardship and strategic use of AEW funds.
  • Chair and Treasurer: Lead financial planning, oversight, and reporting, and ensure appropriate financial controls are in place.
  • Executive Committee: Monitors financial performance and supports governance oversight.
  • Secretary: Supports financial governance processes, including co-signing payments and maintaining governance records as required

5. Delegation and Procedures

Day-to-day financial administration may be delegated to authorised staff or volunteers in accordance with AEW’s Finance Policy and Procedures, while overall accountability remains with the Trustees.

Detailed financial processes, controls, and programme-level responsibilities are set out in AEW’s Finance Policy and Procedures, which form part of AEW’s Operations Manual.

6. Review

This policy will be reviewed at least every two years, or earlier if required due to changes in legislation, funding requirements, or AEW operations.