Checklist: prepare evidence needed to seek approval for a related party transaction
Updated 1 September 2023
Applies to England
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This publication is available at https://www.gov.uk/government/publications/related-party-transactions-information-for-academy-trusts/checklist-information-needed-before-completing-the-on-line-form
This checklist is to help you prepare the evidence needed when seeking approval for a related party transaction (RPT). The online form includes a ‘save and continue’ feature which allows you to return to your submission later.
| Checklist | Online form questions | Evidence required | Useful links and information |
|---|---|---|---|
| Supplier information | Company number (if a limited company) and registered address Supplier type If the academy trust has received donation from the supplier in the past Description of the relationship between the trust and the supplier |
N/A | Companies House |
| Transaction information | Total value of transaction required Transaction start date and end date If the transaction is novel, contentious and/or repercussive (ATH 5.44) If the transaction is for the appointment of an Accounting Officer or Chief Financial Officer (ATH 1.28 and 1.38) |
A copy of the contract or agreement for the transaction, where available | Where a transaction exceeds £10 million, please use the enquiry form to contact the ESFA to progress the submission If the RPT is novel, contentious and/or repercussive (ATH 5.44) or is for the appointment of an Accounting Officer or Chief Financial Officer who is not an employee of the academy trust (ATH 1.28 and 1.38), separate ESFA approval is required |
| Procurement process | If the academy trust followed its own procurement procedures (ATH 2.24 to 2.26) | Evidence could include: • quotes from different suppliers • the academy trust’s completed procurement form • a value-for-money assessment • evidence to justify the procurement process |
Buying procedures and procurement law for schools Get help buying for schools - GOV.UK (www.gov.uk) Crown Commercial Service public procurement Deals for schools Tendering ‘jargon busting’ guide Benchmarking schools financial data |
| Financial framework | If the academy trust has a competitive procurement procedure incorporated into the financial framework (ATH 2.24 to 2.26) | A copy of the academy trust’s competitive procedure or financial framework | |
| Delegation levels | If the academy trust applied the appropriate internal delegation levels (ATH 2.25) | A copy of the academy trust’s scheme of delegation | |
| Register of interests | If the related party and connected supplier are listed in the academy trust’s register of interests (ATH 5.45 to 5.48) | A copy of the academy trust’s register of interests | |
| Conflicts of interest | If the academy trust followed the correct procedures to manage the conflicts of interest | Evidence to demonstrate the conflict has been managed could include: • minutes of relevant meeting(s) • a copy of email approval |
|
| At cost | If the supplier is providing the goods and/or services at cost, where applicable (ATH 5.49 to 5.59) | Evidence to support this includes a signed statement of assurance (SoA) | Academy trust model statement of assurance |