A spending limit attached to a board decision should remain visible in the implementation records. Approval of a proposal does not necessarily authorise every later increase, variation or payment. Give the implementing team the actual condition and ask the secretary to clarify uncertain scope.
Identify what the limit covers
Retain the approved decision, currency, period and relevant attachments. Establish whether the limit relates to a single purchase, total project, contract value or another defined measure. Do not invent a tax-inclusive or tax-exclusive interpretation where the decision is silent.
Track commitments and changes
Keep a practical schedule of approved commitments, proposed variations and payments. These measures can differ: money not yet paid may still relate to an existing commitment. Ask the responsible reviewer to decide how the board's wording applies.
Example: a variation raises the total
A supplier offers extra work that takes the proposed total beyond the recorded ceiling. Refer the variation for the required authority before implementation. Splitting the invoices does not answer whether the total commitment fits the approval.
Close against the decision
Retain the accepted outcome and any further approval with the transaction history. The schedule supports administration; it does not replace the constitution, delegated authority or legal requirements applicable to the company's decision.
Related practical guidance
For the surrounding records and responsibilities, see maintaining statutory records, the company secretary role, company recordkeeping.
Official guidance: ACRA company guidance.
Help with your company records
For corporate secretarial and company administration support, contact Raffles Corporate Services at [email protected] or WhatsApp +65 8501 7133. Tell us which records or process need attention so we can discuss the relevant next steps.
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