Accounts & Finance Department Manual

1. Financial Record Keeping Requirements 

Document Retention Schedule  

• Financial statements | Permanent | Primary and backup locations | 

Audit Trail Standards  

• Immutable record of all financial movements 
• User identification for each system entry 
• Timestamp accuracy with system synchronization 
• Regular integrity verification checks 

2.CTR and STR Documentation 

CTR Preparation Checklist 

STR Supporting Evidence   

• Customer profile and history 
• Transaction details and patterns 
• Documentation of suspicious behaviour 
• Investigation notes and rationale 
• Supporting documents (IDs, bank statements, etc.) 

3. Audit Trail Maintenance   

System Integrity Controls 

• Access Logs: Who accessed what and when 
• Change Records: Modification history with reasons 
• Approval Workflows: Electronic sign-off requirements 
• Backup Systems: Regular tested backups 

Data Protection Measures  

• Encryption standards for stored data 
• Access controls based on job responsibilities 
• Regular security vulnerability assessments 
• Incident response plan for data breaches 

4. Regulatory Reporting Compliance

FIU Reporting Timeline  

Report Quality Standards 

• Accuracy and completeness verification 
• Timeliness of submission 
• Consistency with internal records 
• Readability and professional presentation 

5. Budgeting for Compliance Resources    

Compliance Cost Allocation 

• Technology systems and maintenance 
• Staff training and certification 
• External audit and consulting fees 
• Regulatory fines and penalty reserves 
• Continuous improvement initiatives 

ROI Measurement   

• Reduction in compliance incidents 
• Audit finding improvements 
• Regulatory examination results 
• Staff competency assessment scores