1.The decision setting up an imprest account and appointing an imprest administrator and the decision amending the operating terms for an imprest account shall specify in particular:
(a)the maximum amount which may be initially provided as an imprest, and its purpose;
(b)whether a bank account or post office giro account is to be opened in the name of the institution;
(c)the nature and maximum amount of each item of expenditure which may be paid by the imprest administrator to third parties or collected from them;
(d)the frequency with which supporting documents must be produced, the procedure for producing them and the arrangements for transmitting them to the authorising officer for settlement;
(e)the procedure to be followed if the imprest has to be replenished;
(f)that imprest transactions will be settled by the authorising officer by no later than the end of the following month, so that the accounting balance and the bank balance can be reconciled;
(g)the period of validity of the authorisation given to the imprest administrator by the accounting officer;
(h)the identity of the appointed imprest administrator.
2.In proposals for decisions setting up imprest accounts the authorising officer responsible shall ensure that:
(a)priority is given to the use of budgetary procedures where there is access to the central computerised accounting system;
(b)imprest accounts are used only in substantiated cases.
The maximum amount which may be paid by the imprest administrator where it is materially impossible or inefficient to carry out payment operations by budgetary procedures shall not exceed EURÂ 60 000 for each item of expenditure.
3.The imprest administrator may make payments to third parties on the basis and within the limits of:
(a)prior budgetary and legal commitments signed by the authorising officer responsible;
(b)the positive residual balance of the imprest account, in cash or at the bank.
4.Payments from imprest accounts may be made by bank credit transfer, including the direct debit system referred to in Article 89 of the Financial Regulation, cheque or other means of payment, including debit cards, in accordance with the instructions laid down by the accounting officer.
5.Payments made shall be followed by formal final validation decisions and/or payment orders signed by the authorising officer responsible.