Practice Assurance visits

Practice Assurance
visits
Your Practice Assurance
visit is designed to
reassure you that your
practice is meeting the
requirements of the
principles-based Practice
Assurance standards,
other relevant regulations
and the ICAEW Code of
Ethics.
If you hold a DPB licence
or you are approved by
us to conduct probate
activities, we may carry
out our monitoring of
these areas alongside our
Practice Assurance visit.
During the visit, you’ll
also have the opportunity
to discuss any other
matters regarding your
firm.
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Before the visit
Your response
We’ll phone you usually 7 to 14 days before the
visit to answer any questions you may have,
and discuss practical arrangements.
We ask you to respond in writing to any
findings requiring action within 15 business
days. You need to explain what action you plan
to take and by what date.
You will need to have ready for the review the
documents and records opposite. Not every
document or record listed will necessarily be
relevant to your practice.
The opening meeting and review
Our approach is open and friendly, starting
with an opening meeting to gain a general
picture of your firm.
Our review varies from firm to firm, but usually
covers:
• a sample of client files;
• a sample of fee notes, commission
statements, office and client bank account
records;
• your professional indemnity insurance (PII)
policy and proposal form; and
• other matters which might have arisen
during the opening meeting.
If your visit includes DPB
We’ll look at how the firm meets the
requirements of the DPB Handbook in the
conduct of exempt regulated activities or
insurance mediation activities.
If your visit includes probate
We’ll look at how the firm meets the
requirements of the Probate Regulations.
We don’t form judgements on your professional
advice or examine your clients’ affairs in depth.
We concentrate on finding out how your firm
demonstrates that it meets the relevant
standards, regulations and the Code of Ethics.
The standards can be applied in different ways
and we consider whether your approach is
appropriate for the size and nature of the firm
and the work it undertakes.
The closing record
After our review, we record our findings and
discuss them with you. The purpose is to
discuss:
• any issues that have arisen; and
• your initial thoughts on any action we may
suggest to help your firm.
After the visit
When we receive your response, we complete
our visit documentation which may include a
quality control review.
If we have any questions or need additional
information we will contact you. We will only
be able to close the process once we have
received and reviewed your responses.
You will usually receive a letter from us to
confirm that your visit has been completed
satisfactorily or to request additional
information so that we can close the visit.
In some circumstances, we may need to report
matters to an ICAEW committee. If this
happens, we will keep you fully informed and
send you a copy of our report to the committee
for comment before it is considered.
Complaints
There is a formal process for handling
complaints. If you have any comments about
the visit process, please write to:
Director, Quality Assurance Department
ICAEW
Metropolitan House
321 Avebury Boulevard
Milton Keynes
MK9 2FZ UK
If your comments are about the director,
Quality Assurance Department, please write to:
Chief Executive
ICAEW
Chartered Accountant’s Hall
Moorgate Place
London
EC2R 6EA UK
List of documents and records
Self-monitoring
The list of documents and records tells you
what you need to have available on the day of
the visit.
• Most recent annual review of compliance
with the Client’s Money Regulations.
• Most recent review of compliance with the
Money Laundering Regulations 2007.
• Most recent review of compliance with the
Practice Assurance standards.
The reviewer will not necessarily want to see
every document and some may not be
applicable to your practice.
Firm information
• Details of ownership of the firm and any
connected entities.
• Details of any trading names used.
• PII policy (including policies for connected
entities), most recent renewal/proposal
documentation and details of claims history
and of any current claims or notifiable
events.
• Fee protection insurance policy and examples
of all documentation sent to clients.
• Copies of any promotional or marketing
material (eg, newsletters, budget circulars,
website).
• Sample of firm’s letterhead and email
template.
Personnel information
• List of staff and their responsibilities.
• CPD records for the current and previous
year for principals and qualified staff.
• Subcontractor and consultancy agreements
(if applicable).
Accounting records
• List of practice bank accounts and of current
mandated signatories.
• Bank statements and cashbooks (or access to
electronic records) for the practice accounts
for the last six months.
• Client bank account statements, cashbooks
(or access to electronic records) and
reconciliations for the last 12 months, trust
letter(s) from the bank, details of alternate
and compliance review.
• Letters notifying clients of commission
received in the last 12 months, and
commission statements in the last 12
months.
• Fee notes for the last six months.
Client records
• Access to client files.
If the visit includes DPB
• Details of exempt regulated activities or
insurance mediation activities undertaken in
the last two years.
• Most recent annual review of compliance
with the DPB Handbook.
If the visit includes probate
• Details of probate and estate administration
activities in the last two years.
• Records of clients’ property.
• Publication of diversity monitoring.
• Annual fit and proper declarations.
• Probate complaints procedures.
• Notifications to the probate compensation
scheme.
• Most recent annual review of compliance
with the Probate Regulations.
Sources of information
icaew.com/cpd
icaew.com/DPB
icaew.com/faculties
icaew.com/helpsheets
icaew.com/moneylaundering
icaew.com/pii
icaew.com/practice
icaew.com/practiceassurance
icaew.com/probate
icaew.com/regulations
icaew.com/sigs
icaew.com/support
ICAEW is a world leading professional membership organisation
that promotes, develops and supports over 144,000 chartered
accountants worldwide. We provide qualifications and
professional development, share our knowledge, insight and
technical expertise, and protect the quality and integrity of the
accountancy and finance profession.
As leaders in accountancy, finance and business our members
have the knowledge, skills and commitment to maintain
the highest professional standards and integrity. Together
we contribute to the success of individuals, organisations,
communities and economies around the world.
Because of us, people can do business with confidence.
ICAEW is a founder member of Chartered Accountants
Worldwide and the Global Accounting Alliance.
www.charteredaccountantsworldwide.com
www.globalaccountingalliance.com
ICAEW
Chartered Accountants’ Hall Moorgate Place London EC2R 6EA UK
T +44 (0)1908 248 250
E [email protected]
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© ICAEW 2015 PSDPLN13911 05/15