An imprest account is a bank account managed by a Barnardo’s service with a designated monetary limit (a float) for petty cash usage.
Imprest accounts are for paying small expenses only, by cash or cheques.
Each imprest account is reimbursed monthly by Accounts Payable, Head Office (HO), on receipt of the relevant forms.
For basic imprest usage/process guidance please see: Imprest Usage and Process Guide
Form to be completed monthly for reimbursement X300/299: Imprest Spreadsheet – MS365 Compatible from May 2021
Instructions for using the Form: Imprest Spreadsheet Form Instructions
Bank statements for these accounts are sent directly to the service that manages the imprest.
Barnardo’s employees can download the following forms and guidance securely from Content Server. If you have any queries, contact your regional office finance department.
- Quick-glance reference for imprest forms and more At-a-glance information about the forms required by head office and Barclays for the day-to-day running of the imprest bank accounts. This information may change periodically so please mark this as a favourite.
- Requesting a new imprest account Guidance to read before requesting a new bank account for a service imprest/float (for petty cash usage). The forms and guidance notes are available below.
- Barclays global banking authority (GBA) SMART mandate form The form for requesting a new service account or changing authorised cheque signatories on an existing account (colleagues who only collect cash and do not sign cheques should use the Barclays open credit arrangement form instead). You’ll need to print this form and complete it, as Barclays require an original document once signed at HO. See the Guide for completing Barclays global banking authority SMART mandate form for instructions on how to fill in the form.
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The Barclays Open Credit Arrangement form (OCA) is for setting up a facility for staff to go into a specified Barclays branch to collect cash with a cheque pre-signed by an authorised mandate signatory. See the Guide for completing Barclays open credit arrangement (OCA) form before filling the form in. There are two forms to choose from:
for a new facility request: Barclays open credit arrangement form for new facility
for amending a current facility: Barclays open credit arrangement to amend a current facility - Internal form for changes to imprest accounts – current or new This form should accompany all changes, to request a new account or make any changes to an existing account, such as address, narrative, code reference, branch used, signatories, float limit. If making signatory amendments, service colleagues will also have to sign. See the Imprest level changes guide for guidance on amending the service imprest limit.
- Information required by Barclays - service changes The information we need to forward to Barclays to keep our imprest accounts running smoothly.
- Ordering cheque books and credit (paying in) books guide Guidance for service administrators on requesting new cheque books for imprest accounts and a rough guide on ordering credit (paying-in) books for imprest accounts/nursery accounts and Barnardo's Services Limited. The paying-in book order forms are available below:
- Paying-in book order form - local banking
- Requesting an income-only bank account Guidance for services such as nurseries needing bank accounts to take payments by cash, cheques, BACS, standing orders or internet banking.
- Barclays bank processes, counter problems and emergency cash A guide to branch counter processes relating to signed cheques and an open credit arrangement for cash collection, what to do if you have problems in branch when collecting cash, and how to order emergency cash if signatories are not set up.
- Cheque signing and collecting cash Outline of our processes for setting up colleagues to sign cheques and/or to collect cash.
- How to cancel or stop cheques Guidance on stopping a cheque you've issued or cancelling incorrect or unissued cheques.
- Closing accounts Guidance on closing a Barclays imprest account.