Independent review

Independent Treasury Approver needs the current instruction, its account scopes and the support attached to it. The decision belongs to a frozen revision. The decision record keeps the reviewer, source revision, decision, reason and time, so the team can find the authority behind an Authorized or Rejected instruction. An approval of an earlier amount does not authorize a later edit.

The approver checks the organization and counterparty, the requested amount, debit and credit account directions, and the evidence supplied by Treasury Preparer. If a supporting document is unclear, Return records that a correction is needed. Reject records a decision against the request. Approve supports authorization of the reviewed revision. These decisions have different meanings for the preparer and should not be collapsed into a generic completed review.

• Queue. Instructions in Review identify the work requiring an independent decision.
• Decision. Record Approve, Reject or Return with a reason and the reviewed revision.
• Evidence. Keep attachments and the decision linked to the instruction for later inspection.

A reviewer cannot approve their own submission. Organizational scope matters as well: membership in one organization should not confer approval authority over another organization’s instruction. App Administrator maintains membership but does not gain authority to approve money by editing configuration. The approval route should preserve the identity of the actual reviewer even if another person prepared the paperwork.

Define who can act as Independent Treasury Approver for each organization and how absences are covered without losing independence. Decide which supporting material is required for the instruction types the team uses, and how reviewers verify an amount or destination against that material. Agree how a returned instruction is corrected and resubmitted so the new revision, the old decision and the fresh decision remain distinguishable.

Set a rule for rejected work. A rejected instruction should retain its record number and reason. If the business later wants a materially different instruction, the owner should prepare a new request or a controlled revision, not erase the rejected history. Access to Internal and Shared attachments should match the reviewer’s scope and the auditor’s read access.

Prepare an instruction for a provider transfer and attach its source authorization. Have Treasury Preparer submit it for review. Independent Treasury Approver checks the current revision, account directions and counterparty, then records Approve with a reason. Confirm that the resulting Authorized instruction still points to the same reviewed revision and that the decision is attributable to the reviewer.

Then change a material detail and repeat the review. The older decision remains in the history, while the changed instruction requires a new decision. Rehearse a rejection as well: the instruction should carry Rejected status and the reason should be available to Auditor. The team should be able to explain each outcome from the instruction and decision records alone.

• Instructions in review — Work awaiting a reviewer, with the amount, counterparty and revision in view.
• Authorized instructions — Approved work ready for the next provider step.

See instruction review, account application and roles.