Contracts for building and civil engineering works at schools may involve substantial payments on account spread over a long period, followed by a final settlement on the basis of a detailed final account agreed by both contractor and school. These instructions are designed to ensure that the Governing Body makes proper arrangements for the control and/or authorisation of interim payments, variation orders and detailed accounts relating to the final contract payment.
4.1 Contracts for building and civil engineering works at schools shall be awarded in accordance with the procedure for contracts and tenders laid down in Standing Orders relating to Contract for Schools with Delegated Budgets.
4.2 The school Governing Body shall ensure that proper arrangements are made for checking and authorising interim payments and detailed final accounts in support of the final settlement, before payment is made to the contractor.
4.3 The school Governing Body shall ensure that proper arrangements are made for authorising every extra or variation on a contract for building or civil engineering work.
4.4 The final certification of completion of any contract shall not be issued until the Headteacher has submitted to the Head of Finance a detailed statement of account and all relevant documents as required.
4.5 The Head of Finance shall, to the extent considered necessary, examine final accounts for contracts and shall be entitled to make such enquiries and receive such information and explanations as may be required in order to establish the accuracy of the accounts.