Client Money Handling.
This policy set out the internal procedures and rules for how the firm manages and protects client funds.
How and where client money is held
Client funds are held either in a general clients account or in a designated discrete account at a UK clearing bank, authorised by the FCA.
Access to funds
Principals and senior employees within the firm are the only personnel with access to these accounts.
Timescale receipts
Payment of cash and cheques paid into the client accounts are made on a timely basis, within 48 hours of being received, subject to bank opening times.
Payment authorisation
Payments are authorised by the firms' principals, following review of the invoice in question or specific request of client. This authorisation will be in writing and will include name of client signature of principal. Payments are only made if/when funds for are available for the client in question.
Interest and bank charges
Interest will not be paid on client accounts (unless such accounts are discrete deposit accounts) and any such interest will be retained by this firm. Any bank charges incurred in respect of clients' accounts will be paid by this firm.
Reconciliation of accounts
Client bank accounts are reconciled monthly to each individual client ledger therefore, ensuring funds in the client bank account match each individual client ledger. Reconciliations are signed by RICS principal monthly, in a timely manner. Any discrepancies are investigated and resolved.
Information for clients
Regular rent statements are provided to each client on a monthly or quarterly basis depending on clients' specific request. Included with the rent statement are all receipts for expenses paid and details of commission charged. If a reserve is held back and not paid over to the client this has been agreed with the client beforehand and is shown on the rent statement in question.
Standard procedure for unidentified funds
Should we receive funds into our clients account which we cannot immediately identify the following procedure will be followed:
Prompt Review and Investigation: All unidentified funds are reviewed as soon as possible, often within but no later than one month from receipt, to try and identify the client or sender.
Detailed Record Keeping: A detailed internal schedule is maintained for all unidentified funds, including:
The date the money was received.
The method of receipt (e.g., cash, cheque, bank transfer).
Any references shown on the bank statement.
Records of all steps taken to investigate the origin.
Attempted Return to Sender: Where possible, the firm will endeavour to return the payment to the originating bank or sender.
Holding Period (Suspense Account): If the sender cannot be identified or the funds returned, the money is typically held securely in a designated "unclaimed client funds account" or suspense ledger for a set period, often three years in the UK property sector (RICS guidance).
Donation to Charity: If the client or owner has not been found after the specified period (e.g., three years) and all reasonable avenues of investigation have been exhausted, the funds are donated to a registered charity.
Indemnity and Receipt: When donating to a charity, the firm must obtain a receipt and an indemnity from the charity. This indemnity ensures that if the true owner is subsequently identified and claims the money, the firm can recover the donation from the charity to repay the client.