DTE Financial Bookkeeping Policies Ratified by Board of Directors: 6-Jun-2019 (see minutes https://dte.coop/to/vqdfd)

● The Board of Directors will appoint professional and experienced bookkeepers as required to perform financial bookkeeping services. This engagement may be on a volunteer, pro-bono or commercial contract basis.

● The Board of Directors will appoint two directors to act as the organisation’s representatives with the Bookkeeper.

● Only the cooperative’s bookkeepers, accountants and auditors are to have security permissions to modify transactions or financial ledgers of the cooperative’s accounting software. All other parties (including DTE volunteers and officeholders) will have read only access.

● To eliminate chain of custody problems, no account controller (a volunteer who spends DTE money) will ever be required to surrender original copies of tax invoices, receipts and other supporting documentation.

● Digital copies of tax invoices, receipts and other supporting documentation for financial transactions are to be supplied directly to the bookkeeper in the manner they prescribe without intermediation by a third party unless prior consent is obtained from an account controller.

● An internal review of financial transactions of an account controller must be performed by a group of at least three people. The review must be conducted with confidentiality. The person subject to the review must be advised prior to the review, provided a copy of the preliminary findings of the review and given a confidential right of reply to the reviewing group prior to the final review findings being presented to the Board of Directors for consideration. Any reviewer found breaching privacy and confidentiality of this process will be removed from their role.

● An external audit of financial transactions of an account controller by an accounting professional may be performed only at the request of the Board and must also adhere to the same principles of confidentiality, disclosure and fair right of reply as for an internal review.

A  Model of Data Flow