Policy Exception Reporting

Who this is for

Finance directors, financial controllers, and audit committee secretaries who must show which payments, journals, credit notes, or treasury moves sat outside the written policy — and what happened next.

Result

You receive a policy exception register covering the agreed period: each exception linked to the policy clause, amount or exposure, approving party (if any), severity, and remediation status. We also prepare a short narrative for the board pack so the register is not left to speak for itself.

Scope included

• Kick-off to confirm which policy manuals and versions apply
• Population identification from general ledger extracts, payment files, and selected sub-ledgers
• Testing and classification of exceptions (breach, approved waiver, timing difference, or documentation gap)
• Draft register workshop with your finance lead
• Final register plus one revision after management comments
• Optional attendance at one audit committee briefing (Hong Kong)

Excluded

• Full statutory financial statement audit opinions
• Legal opinions on regulatory breaches
• Redesign of your entire policy manual (we can flag gaps; rewriting is a separate commission)
• Continuous monitoring software licences

How we work

1. Briefing — You share manuals, chart of accounts notes, and the reporting deadline.
2. Population — We agree filters (entity, period, account ranges, approval thresholds).
3. Fieldwork — Sampling, interviews with process owners, and evidence collection.
4. Register — Exceptions logged with consistent severity labels your committee already uses, or a set we propose.
5. Close-out — Findings walkthrough and final pack delivery.

Duration and location

Most mid-market engagements run three to six weeks, depending on entity count and how clean the extracts are. Work can be remote when data rooms are complete; we attend Mong Kok, Kwun Tong, and Central offices when original bank advice or stamped approvals are required.

Preparation

Before kick-off, please ready: current policy PDFs, user access lists for ERP exports, a named contact for accounts payable and treasury, and last period’s exception list if one exists.

Constraints

We need read-only access to agreed systems or timely extracts. Incomplete populations delay the register. Material fraud investigations sit outside this engagement and would be referred under separate terms.

Fee basis

Quoted as a fixed fee once we know the policy set, number of entities, and period length. See Rates for starting ranges. A deposit confirms the fieldwork window.

Next step

Request a scoping call with your policy list and target committee date.