Chapter 2 Tool 13: Options for on-site inspections
Published 3 January 2011
Applies to England and Wales
© Crown copyright 2011
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Some form of monitoring is essential to ensure that the charity’s funds are being used for proper purposes. In some cases on-site inspections are the only reliable method, but it is not always practicable for trustees to carry out the inspections. This flowchart may help in assessing the different options and their merits.
| Visit the project in person | • Is it possible? • Is it safe for all parties? • Is it affordable? • Are there any specific restrictions, eg DBS check, obtaining a visa, health and safety? |
|---|---|
| Yes | • Who should undertake the visit, will they be able to assess whether items have been purchased at a reasonable price, for example? • Do you give prior notice to the people at the project or visit unannounced? • Are there specific things you want to see, for example accounts, which you may need to request in advance? • Are you clear about the objectives of the visit? |
| No - Can someone to visit on your behalf | This can be: • auditors • donors • another charity • local representative or agent • specialist consultants • external regulator • other stakeholders |
| If you can’t arrange for someone to visit on your behalf, how do you receive written or verbal reports? | • Can you use technology to make this easier, eg video conferencing, Skype etc? • Can reports be given in a timely manner? • Have you agreed what reports should contain? |
| If you cant receive written or verbal reports | Consider whether the project should go ahead |
| If someone can visit on your behalf | • How will they report back to you? • Is there a cost and is it affordable? • Is the person briefed on the project? |