Bank payments

Bank payments by Wikimedia Belgium are only allowed via internet banking with a Digipass. The Digipass is owned by the treasurer. Payments must correspond 1:1 to an expense claim or a supplier invoice. For some recurring payments, for e.g. a telecom subscription, direct debit is allowed.

Wikimedia Belgium does not have a debit card, nor a credit card, to avoid fraudulent transactions.

Requirements

• For every payment a proper invoice, or an expense claim is mandatory
• Every payment has a unique booking code, that is registered in the general ledger
• Booking codes might be augmented by a booking sequence number (expense items, or repeated invoices from the same supplier in the same year)
• When making a payment, make sure to register the third party bank account number
• Use a unique payment reference (or structured communication)
• Mandatory /B/ prefix for expense claims (legal anti fraud requirement)
• Mandatory financial reporting and control

Known problems

• Direct debit fraud

See also

• Bank account
• Bank statements
• Budget review
• Expense account
• Financial reporting
• Kascommissie
• Reimbursement policy