SCOTTISH AMBULANCE SERVICE ENDOWMENT FUNDS

24 Pages·2009·0.11 MB·English

SCOTTISH AMBULANCE SERVICE
ENDOWMENT FUNDS
SCOTTISH AMBULANCE SERVICE
Endowment Funds
1 Use and Administration of certain endowments and other property held
byHealth Boards
Under Section 83 of the National Health Service (Scotland) Act 1978
paragraphs 3 & 4 it is stated that:
“In exercising the power conferred on them by this section in relation to any
endowment or property a Health Board shall secure, so far as is reasonably
practicable, that the objects of the original trust (including, in the case of an
endowment, the objects of the endowment) and the observance of any
conditions attaching thereto, including, in particular, conditions intended to
preserve the memory of any person or class of persons, are not prejudiced by
the exercise of the power.
Any reference in this section to an endowment or to any property includes a
reference to the accumulated income”
2 Power of Health Boards and Local Health Councils to hold Property on
Trust
Section 83 of the Act states that:
“A Health Board shall have power to accept, hold and administer any property
on trust for purposes relating to any service which it is their function to make
arrangements for, administer or provide, or to their functions with respect to
research.”
3 Position of Health Boards as Trustees
The legal position of Health Boards as trustees of their endowment funds
arises from the terms of the above.
As trustees they are subject to the normal rules affecting the rights and duties
of trustees as contained in the Trusts (Scotland) Acts 1921 and 1961. Health
Boards are solely responsible for the administration of funds for which they are
trustees and although the Cabinet Secretary for Health and Wellbeing may
offer advice on the use of endowment funds, the responsibility for the funds
remains with the Board.
Dateupdated VersionNo: Doc&page: Reviewarrangements:
April2009 0.02 Page2of24 Tri-annuallyoron
introductionofnew
systemsbyFinance
Manager
DateofRelease: DateofIntranet Implementation: Approvedby:
Posting: Immediate AuditCommittee
Equality&DiversityImpactAssessment: noadverseoutcomehasbeenidentified
Printedversionsofthisdocumentareuncontrolledandmaynotbeextant–checktheServiceintranet
orwiththedocumentauthor. TheScottishAmbulanceServicetitle,crest,uniformandvehicledesign
arevariouslyprotectedinEuropean,UKandScottishlaw. AllcopyrightisretainedbytheService.
SCOTTISH AMBULANCE SERVICE
Endowment Funds
The Cabinet Secretary for Health and Wellbeing may, by order or other
instrument, limit the extent to which endowment funds may be used in the
administration of the health services but the power is negative rather than
positive. In other words the Cabinet Secretary for Health and Wellbeing can
state what cannot be done with endowment funds but he cannot state what can
be done with them.
As trustees the Board should approve all expenditure from endowment funds
either in the form of an annual budget submitted to the Board in respect of
individual Ambulance Stations, Departments, Divisions or Headquarters, or in
the form of individual submissions for the larger types of expenditure.
Funds, which are donated for Specific purposes, will be administered by
appointed fund holders who will have authority to approve all reasonable
expenditure from their fund. It should however be noted that there is a duty
placed on the trustees to ensure that the specific nature of the fund is complied
with. The reason for this is that although the money is donated for specific
purposes these funds are still part of the endowment fund as a whole. Equally
because they are for specific purposes it is not considered necessary for
budgets to be submitted to the Board for the approval of expenditure as it is
alreadyknown what the fund is to be used for.
There may be many sources of specific funds such as fund raising activities by
the public, legacies left for specific purposes, ‘donations’ bycompanies etc
4 The Office of Scottish CharityRegulator
The Endowment Funds is registered as a charity with the Office of Scottish
Charity Regulator (OSCR) Charity Number SC027131. The purpose of the
charity is entered in Scottish Charity Register as for the “Advancement of
Citizenship or CommunityDevelopment.”
5 Sources of Income
All sources of income must be recorded on the Register of Donations
(including legacies) stating details of donator, amount and restrictions where
applicable.
 Legacies
Legacies may be received from lawyers in respect of a deceased person’s
wishes. The legacy may state a particular use, department, station etc. for
which the legacyis to be used. When a cheque is received an official receipt
must be issued and sent to the lawyer concerned with an official letter of
thanks.
Dateupdated VersionNo: Doc&page: Reviewarrangements:
April2009 0.02 Page3of24 Tri-annuallyoron
introductionofnew
systemsbyFinance
Manager
DateofRelease: DateofIntranet Implementation: Approvedby:
Posting: Immediate AuditCommittee
Equality&DiversityImpactAssessment: noadverseoutcomehasbeenidentified
Printedversionsofthisdocumentareuncontrolledandmaynotbeextant–checktheServiceintranet
orwiththedocumentauthor. TheScottishAmbulanceServicetitle,crest,uniformandvehicledesign
arevariouslyprotectedinEuropean,UKandScottishlaw. AllcopyrightisretainedbytheService.
SCOTTISH AMBULANCE SERVICE
Endowment Funds
 Executors
These may be received from lawyers in respect of a deceased person’s
wishes. The balance of an estate, after all other legacies etc. are paid, may
be left to some part of the Scottish Ambulance Service. When received, the
cheque together with all the accompanying paperwork must be sent to the
cashier at National Headquarters.
Donations
These may be received from various sources to be used in a division,
department, station or any other area of the Service specified by the donor.
An official receipt must always be
Issued and where appropriate the person receiving the cheque on behalf of
the Service shall write an official letter of thanks. (Annex 1) This may be
followed up with a letter from one of the Executive Directors.
 Bank Interest / Income from Investments
This will be money generated from the investment of cash received until
such time as it is to be used.
6 Banking and Recording of Income
All Endowment Funds income shall be paid into the Scottish Ambulance
Service Endowments Fund Reserve Account, number 16-57-10 53524767
Cater Allen Bank
9 Nelson Street
Bradford
BD1 5AN
Banking must be done on a regular basis and any donations received must be
banked no later than the following working day when the bank is open for
business.
All donations must be recorded on an Income Schedule, (Annex 2), detailing
the donor, fund name (where appropriate) and amount. A note must also be
appended to the schedule of the intended purposes of the use of the donation.
The Income Schedule should be forwarded to the Cashier at National
Headquarters.
Dateupdated VersionNo: Doc&page: Reviewarrangements:
April2009 0.02 Page4of24 Tri-annuallyoron
introductionofnew
systemsbyFinance
Manager
DateofRelease: DateofIntranet Implementation: Approvedby:
Posting: Immediate AuditCommittee
Equality&DiversityImpactAssessment: noadverseoutcomehasbeenidentified
Printedversionsofthisdocumentareuncontrolledandmaynotbeextant–checktheServiceintranet
orwiththedocumentauthor. TheScottishAmbulanceServicetitle,crest,uniformandvehicledesign
arevariouslyprotectedinEuropean,UKandScottishlaw. AllcopyrightisretainedbytheService.
SCOTTISH AMBULANCE SERVICE
Endowment Funds
7 Gift Aid
Where a private individual who pays income tax at the basic rate, the charity is
permitted to claim back the income tax in respect of the donation from the
Inland Revenue.
Where such a donation is received an official letter (Annex 1) should be sent to
the donor together with the requisite form for completion and return to the
General Manager Finance.
The procedure for recovering the tax only requires the donor to complete a
simple form of declaration – annex6.
8 Payments from Endowments Account
The cheque book for the payment of invoices etc. relating to an Endowment
Fund is under the control of the Cashier at National Headquarters.
The list of individuals authorised to sign cheques drawn on the Endowment
Fund Account, Number 53524767 is
Chief Executive
Finance Director
Medical Director
A request for a payment to be made by cheque should be submitted on the
appropriate form - payment schedule (Annex4) to the Cashier at NHQ together
with all the relevant paperwork.
The Endowments Fund Income Account is used both to lodge cheques
received from donors etc. and to make payments.
Interest will be accumulated and paid monthly.
Upon receipt, the interest must be promptly recorded in the books of the
Endowment Funds.
Dateupdated VersionNo: Doc&page: Reviewarrangements:
April2009 0.02 Page5of24 Tri-annuallyoron
introductionofnew
systemsbyFinance
Manager
DateofRelease: DateofIntranet Implementation: Approvedby:
Posting: Immediate AuditCommittee
Equality&DiversityImpactAssessment: noadverseoutcomehasbeenidentified
Printedversionsofthisdocumentareuncontrolledandmaynotbeextant–checktheServiceintranet
orwiththedocumentauthor. TheScottishAmbulanceServicetitle,crest,uniformandvehicledesign
arevariouslyprotectedinEuropean,UKandScottishlaw. AllcopyrightisretainedbytheService.
SCOTTISH AMBULANCE SERVICE
Endowment Funds
9 Investments
Where relevant an Investments Register shall be maintained which shall record
full details of any investments made on behalf of the Fund or of any
investments donated to the Fund
All stock or share certificates will be held in a safe or compartment of a safe at
National Headquarters
Should there be any Endowment Property then the deeds relating to such
propertyshould be deposited with the Boards lawyers for safe keeping
The Director of Finance shall regularly review interest received from
investments and can decide on the most appropriate method of investment,
taking into account risk and interest rates. Any change in bank account or
investment vehicle should be reported to the Endowment Trustees (Board).
10 Value Added Tax
(a) NHS bodies can acquire the following goods zero-rated when purchased
whollywith charitable funds or voluntarycontributions.
i) For use in medical research, training, diagnosis or treatment:
 Medical equipment
 Scientific equipment
 Computer equipment and certain software
 Video equipment
 Sterilising equipment
 Laboratoryequipment
 Refrigeration equipment
Dateupdated VersionNo: Doc&page: Reviewarrangements:
April2009 0.02 Page6of24 Tri-annuallyoron
introductionofnew
systemsbyFinance
Manager
DateofRelease: DateofIntranet Implementation: Approvedby:
Posting: Immediate AuditCommittee
Equality&DiversityImpactAssessment: noadverseoutcomehasbeenidentified
Printedversionsofthisdocumentareuncontrolledandmaynotbeextant–checktheServiceintranet
orwiththedocumentauthor. TheScottishAmbulanceServicetitle,crest,uniformandvehicledesign
arevariouslyprotectedinEuropean,UKandScottishlaw. AllcopyrightisretainedbytheService.
SCOTTISH AMBULANCE SERVICE
Endowment Funds
i) Ambulances
ii) Parts or accessories for use in or with above goods
i) Medical or surgical appliances designed solely for the relief of
disabilityor injury;
ii) Electricallyor mechanicallyadjustable beds;
iii) Certain sanitarydevices;
iv) Certain Chair lifts or stair lifts;
v) Certain Hoists and lifters;
vi) Motor vehicles that are designed for carrying a maximum of 12 people
and have been specifically designed or substantially adapted for the
carriage of a person in a wheelchair or stretcher;
vii) Specificallydesigned or adapted motor vehicles;
viii) Unadapted motor vehicles that have between 7 and 50 seats and are
purchased or hired for use by an eligible body mainly for the
transportation of blind, deaf, mentally handicapped or terminally ill
people;
ix) Vehicles that have been substantially and permanently adapted to
carryat least one disabled person in a wheelchair;
x) Certain rescue equipment when purchased by or for donation to a
charityproviding rescue or first aid services;
xi) Certain resuscitation models for use in first aid training;
xii) Repair maintenance or installation of qualifying goods and any goods
supplied in connection with this repair maintenance or installation;
xiii) Equipment and appliances not already included for chronically sick or
disabled person;
xiv) Parts and accessories designed solely for use in or with goods
described above.
This list is not exhaustive but only an indication of the types of item, which may
be purchased from charitable funds for use in medical, training, diagnosis or
treatment.
(b) Under Schedule 8 of the VAT Act 1994 certain items may be zero rated where
the goods are:
i) relevant, and
ii) purchased wholly from charitable funds supplied to an eligible body
(c) To qualify for Zero rating the item must be used solely for the declared purpose
(If it were partly used for medical treatment and partly for general
administrative work, zero rating would not apply).
(d) Goods purchased with a mixture of exchequer and charitable funds cannot be
zero rated for VAT.
Dateupdated VersionNo: Doc&page: Reviewarrangements:
April2009 0.02 Page7of24 Tri-annuallyoron
introductionofnew
systemsbyFinance
Manager
DateofRelease: DateofIntranet Implementation: Approvedby:
Posting: Immediate AuditCommittee
Equality&DiversityImpactAssessment: noadverseoutcomehasbeenidentified
Printedversionsofthisdocumentareuncontrolledandmaynotbeextant–checktheServiceintranet
orwiththedocumentauthor. TheScottishAmbulanceServicetitle,crest,uniformandvehicledesign
arevariouslyprotectedinEuropean,UKandScottishlaw. AllcopyrightisretainedbytheService.
SCOTTISH AMBULANCE SERVICE
Endowment Funds
(e) In order to obtain zero rating a certificate should be presented to the
supplier in the format of the attached certificate at the time the goods are
ordered.
For details of goods and services qualifying for zero rating refer to annex 6
(Notice 701/6 Charity funded equipment for medical, veterinary etc uses -
September 2003).
11 Form of Certificate to AccompanyOrder for Goods when VATZero Rating
is claimed
The form of certificate to be used to request zero rating is attached in Annex5.
This form is shown in the supplement to VAT notice 701/58 which is obtainable
from HMCustoms & Excise.
Dateupdated VersionNo: Doc&page: Reviewarrangements:
April2009 0.02 Page8of24 Tri-annuallyoron
introductionofnew
systemsbyFinance
Manager
DateofRelease: DateofIntranet Implementation: Approvedby:
Posting: Immediate AuditCommittee
Equality&DiversityImpactAssessment: noadverseoutcomehasbeenidentified
Printedversionsofthisdocumentareuncontrolledandmaynotbeextant–checktheServiceintranet
orwiththedocumentauthor. TheScottishAmbulanceServicetitle,crest,uniformandvehicledesign
arevariouslyprotectedinEuropean,UKandScottishlaw. AllcopyrightisretainedbytheService.
SCOTTISH AMBULANCE SERVICE
Endowment Funds
Annex 1
Official Letter of Thanks
(Ref)
(Date)
Dear .................................
I thank you for your kind donation of £____ that you have given to the Scottish
Ambulance Service. Please find enclosed our official receipt.
As per your request, your donation has been credited to the funds of
(station/department) /general fund where it will be put to good use.
The Scottish Ambulance Service’s Endowment Fund is registered by Office of
Scottish Charity Regulator (OSCR) as a charity (SC027131) and by HMRC and
therefore entitled to claim Gift Aid. If you are a UK tax payer and if you wish Scottish
Ambulance Service to claim tax back on the donation for the Fund please complete
the attached Scottish Ambulance Service form.
Tax claimed by the Scottish Ambulance Service’s Endowment Fund allows the
Endowment Fund to reclaim 28p of tax on every £1 you give as a donation.
Donating to the Scottish Ambulance Service’s Endowment Fund does not affect your
personal tax position. Should you wish the Scottish Ambulance Service’s
Endowment Fund to reclaim the Gift Aid please complete the attached form and
send back to us in the SAE
On behalf of the staff, mayI express our appreciation of your gift.
Yours sincerely
Name
Designation(Nameofpersonreceivingdonation)
ScottishAmbulanceServiceEndowmentFundisaregisteredcharityinScotland.Scottish
CharityNumberSC027131
Dateupdated VersionNo: Doc&page: Reviewarrangements:
April2009 0.02 Page9of24 Tri-annuallyoron
introductionofnew
systemsbyFinance
Manager
DateofRelease: DateofIntranet Implementation: Approvedby:
Posting: Immediate AuditCommittee
Equality&DiversityImpactAssessment: noadverseoutcomehasbeenidentified
Printedversionsofthisdocumentareuncontrolledandmaynotbeextant–checktheServiceintranet
orwiththedocumentauthor. TheScottishAmbulanceServicetitle,crest,uniformandvehicledesign
arevariouslyprotectedinEuropean,UKandScottishlaw. AllcopyrightisretainedbytheService.
SCOTTISH AMBULANCE SERVICE
Endowment Funds
GIFTAID DECLARATION
Name of Charity____________________________________________________-
Please treat
□ The enclosed gift of £__________________as a Gift Aid donation; OR
□ All gifts of money that I make today and in the future as Gift Aid donations;
OR
□ All gifts of money that I have made in the past 6 years and all future gifts of
moneythat I make from the date of this declaration as Gift Aid donations.
√ Please tick the appropriate box
You must pay an amount of income tax and/or capital gains tax in each
tax year at least equal to the tax that the charity will claim from HM
Revenue & Customs on your Gift aid donation(s).
Donor’sdetails
Title __________Initial(s)____________Surname___________________________
Home address ______________________________________________________
__________________________________________________________________
_________________________________________________________________
Postcode ___________________ Date _______________________
Signature ______________________________________
Please notifythe charityif you:
1. Want to cancel this declaration
2. Change your name or home address
3. No longer paysufficient taxon your income and/or capital gains
Dateupdated VersionNo: Doc&page: Reviewarrangements:
April2009 0.02 Page10of24 Tri-annuallyoron
introductionofnew
systemsbyFinance
Manager
DateofRelease: DateofIntranet Implementation: Approvedby:
Posting: Immediate AuditCommittee
Equality&DiversityImpactAssessment: noadverseoutcomehasbeenidentified
Printedversionsofthisdocumentareuncontrolledandmaynotbeextant–checktheServiceintranet
orwiththedocumentauthor. TheScottishAmbulanceServicetitle,crest,uniformandvehicledesign
arevariouslyprotectedinEuropean,UKandScottishlaw. AllcopyrightisretainedbytheService.