Description

Accounting Policy and Procedures Template for SA FSPs

The Accounting Policy and Procedures Template is an editable downloadable document designed for authorised Financial Services Providers that need a practical finance governance policy for accounting records, budgeting, approvals, payments, payroll, cash controls, financial reporting and financial soundness monitoring.

This Accounting Policy and Procedures template helps an FSP document how financial transactions must be authorised, recorded, supported, reviewed and reported. It is useful for small and owner-managed FSPs, as well as FSPs that work with external bookkeepers, accountants, payroll administrators or compliance officers.

For related compliance templates, you may also view our Financial Recovery Plan Template, Client Funds Protection Policy and Compliance Governance and Monitoring Pack.

For official regulatory context, you can also visit the FSCA FAIS regulated entities page.

What Is Included In This Accounting Policy and Procedures Template?

This template is designed to help FSPs create clearer finance controls and better evidence of financial governance. It covers the key accounting and financial administration areas that support operational ability, financial soundness and responsible management oversight.

The policy includes sections for:

• Policy review control sheet
• Policy review details and change log
• Training and implementation record
• Accounting policy statement
• Purpose and scope of the policy
• Regulatory and governance framework
• Financial management principles
• Roles and responsibilities
• Accounting records and systems
• Financial year, month-end and reporting procedures
• Budgeting and financial planning
• Authorisation and approval controls
• Payments, procurement and expense management
• Unbudgeted expenses
• Bank account controls
• Cash and petty cash controls
• Salaries and payroll
• Travel and subsistence claims
• Financial statements and FSCA submission tracking
• Financial soundness monitoring
• Recordkeeping and document retention
• Breach management
• Review, monitoring, ownership and accountability

Accounting Policy and Procedures Annexures Included

The Accounting Policy and Procedures template includes practical annexures that can be used to support finance administration, management review, regulatory evidence and internal control monitoring.

The annexures include:

• Annexure A: Payment Requisition Form
• Annexure B: Budget Template
• Annexure C: Expense Claim Form
• Annexure D: Petty Cash Register
• Annexure E: Bank Account Register
• Annexure F: Authorisation Matrix
• Annexure G: Month-End Finance Checklist
• Annexure H: Payroll Processing Checklist
• Annexure I: Fixed Asset Register
• Annexure J: Financial Soundness Monitoring Register
• Annexure K: FSCA Financial Statements Submission Checklist
• Annexure L: Cash Transaction Register
• Annexure M: Supporting Document Checklist
• Annexure N: Policy Acknowledgement and Declaration

Why FSPs Need Accounting Policy and Procedures

Financial governance is not only an accounting function. For an FSP, poor financial administration can affect financial soundness, operational ability, regulatory submissions, tax compliance, payroll, cash flow, supplier payments, client servicing and management oversight.

A written Accounting Policy and Procedures document helps the FSP show how income, expenditure, payroll, bank accounts, supporting documents, financial statements and financial soundness indicators are managed.

This template helps address common weaknesses such as:

• No written accounting policy for the FSP
• No clear payment approval process
• No authorisation matrix for finance transactions
• No month-end finance checklist
• No structured budget template
• No expense claim form or petty cash register
• No bank account register
• No payroll processing checklist
• No financial soundness monitoring register
• No FSCA financial statements submission checklist
• No supporting document checklist for invoices, payments and approvals

Finance Controls, Payments and Approval Processes

The template includes procedures for supplier payments, procurement, unbudgeted expenses, approval limits, recurring payments, related-party payments and banking detail verification.

The payment requisition form and authorisation matrix help the FSP record who requested, reviewed and approved a transaction, what supporting documents were attached, and whether proof of payment was saved.

Month-End, Payroll and Financial Soundness Monitoring

The Accounting Policy and Procedures template includes a month-end finance checklist covering bank statements, reconciliations, income allocation, expense allocation, debtors, creditors, payroll journals, supporting documents, management accounts and financial soundness indicators.

The payroll checklist helps the FSP track salary changes, deductions, PAYE, UIF, SDL where applicable, payslips, payroll approvals and payroll recordkeeping. The financial soundness register helps the FSP monitor whether assets exceed liabilities, current assets exceed current liabilities, and liquidity requirements are being considered where applicable.

FSCA Financial Statements Submission Support

The template includes an FSCA financial statements submission checklist to help the FSP track its financial year-end, accountant or auditor appointment, accounting records, draft financial statements, approval, submission and proof of submission.

This gives the business a practical way to monitor the submission process and retain evidence for management, compliance review or regulatory queries.

Who Should Use This Accounting Policy and Procedures Template?

• Authorised Financial Services Providers
• Small and owner-managed FSPs
• Key Individuals responsible for operational ability
• FSPs working with external accountants or bookkeepers
• FSPs preparing for FSCA financial statement submissions
• Compliance officers assisting FSPs with financial soundness controls
• Business owners who need practical finance governance templates

Editable and Customisable Accounting Template

This Accounting Policy and Procedures template is editable and must be customised before use. The FSP must insert its name, FSP number, accounting system, financial year-end, approval limits, responsible persons, payroll process, banking controls, accountant details, review frequency and evidence storage location.

The annexures should be completed and aligned to the FSP’s actual finance process before the policy is approved and implemented.

Important Compliance Note

This Accounting Policy and Procedures template is a compliance and governance support document. It does not replace accounting advice, tax advice, audit advice, payroll advice, financial statement preparation, FSCA submission support or a full financial soundness review. Each FSP remains responsible for ensuring that the final policy is accurate, practical, implemented and aligned with its accounting system, business model, licence conditions and regulatory obligations.