Accurate business records

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A business record is any document or communication created or received in the course of doing business. For example, this includes financial records, quality records, legal records, travel and expenses records, or work booking records.

Principles

We maintain accurate and complete records of our business dealings. These include all transactions between our business and external individuals and organisations, and all expenditure and labour charges.
We act in line with the law and applicable technical and professional standards.
We prepare our financial records on time, representing the facts accurately and completely.
We maintain a rigorous system of financial, operational and compliance controls and an effective system of risk management.
We do not engage in fraud, money laundering or tax evasion, nor do we facilitate the tax evasion of others.

We will

Keep all our records accurately, on time, and in line with local procedures. This includes expenditure, hours worked, transactions or any other aspect of our company’s business;
Complete product inspection and testing documentation accurately and honestly;
Not influence others to do anything that would compromise the honesty and accuracy of our business records, reports, products or services;
Not knowingly help our customers, suppliers or anyone else we work with to evade tax, that is, to fraudulently under pay or not pay tax;
Not make a false or deliberately misleading entry in a report, record or expense claim or falsify any records we are asked to keep, including financial, safety, environmental or quality results; and
Work within the Delegated Authority Levels for the approval of financial and other business decisions.

What happens when…

We’re getting close to using up all our budget. I’ve been asked to move some costs to another department, as they have underspent this year. My manager has assured me this is above-board, should I make the adjustment?

You can only move costs between departments or businesses when there is a valid reason (e.g. having completed work for the department). To ensure you aren’t artificially manipulating results, double check the reason for the change with your manager.

We’re really close to hitting our annual bonus – we’re only off by a tiny amount. Is it ok if I tweak the financial record a little?

We know a bonus would be nice, but you must maintain the records accurately. This is your responsibility and it’s never right to change the records.

Group Policies

If need more information having reviewed our principles, these policy documents could help:

Quality Policy

Additional Guidance

Having reviewed our principles and policies another potential source of information might be:

Some of these are internal links and only available if accessing from a Rolls-Royce GAD network asset.

Approach to managing the Group’s tax affairs
Preventing the facilitation of tax evasion
Group Finance Manual
Delegated Authority Levels
Travel and Expenses
Governance Framework

Contacts

Still not clear, then contact the relevant Subject Matter Experts:

Some of these are internal links and only available if accessing from a Rolls-Royce GAD network asset.

If need more information having reviewed our principles, these policy documents could help:

Quality Policy

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