Hayfield’s Service User Finance Policy and Guidelines

Policy Statement

During the admission meeting following a 6 week assessment, the service user will be asked if they would like to participate in a personal savings scheme once their placement becomes permanent.

The aim of this savings scheme is to encourage service users to take responsibility for their own finances and to save for special events, such as Hayfield’s biannual holiday, Christmas, family birthdays, home visits, and for personal items of their own choosing.  

If the service user agrees to participate, a formal Service User Finance Procedure consent document will be presented for signature by the service user. This signature will be witnessed and counter-signed by the Day Care Manager and Day Care Instructor.  (The referring authority and carer, if appropriate, may see this documentation if the service user gives their consent).

A similar consent process will occur for service users if any of their finances are saved or lodged in the services Residential settings.  In this instance forms will be witnessed and counter-signed by Residential Manager and Residential Care Worker. 

The Service User Finance Policy will form part of the Personal Care Plan for all service users, which complies with the Adults with Incapacity [Scotland] Act 2000 and the National Care Standards.

Each year, financial procedures will form part of the Care Commission’s Inspection to ensure financial records are up-to-date and undergo regular checking by Management.  All bank books and associated documentation such as Welfare Benefit payments information will be kept in a secure environment [Hayfield’s Company safe] which is covered by the organisation’s insurance policy.

This process will be explained to the service user where all forms of communication [British Sign Language, Sign Supported English and visual aids may be used to assist understanding regarding the savings plan and the support available by Hayfield to manage their finances].

Guidelines regarding implementation of the policy and the required elements contained therein.

A new financial database system will be introduced on 1st April 2010 which will ensure that each service user’s financial records are subject to rigorous checks by Management.

The database has been designed to provide maximum security using passwords and will take account of each step of financial management.

It will comprise...

• A detailed record for each service user using a computerised ledger for the cash account.
• Records of all transactions and record of funds request.
• Record of all Bank Statements and Welfare Benefits received [DLA, DSS] plus weekly Incentive Payments].
• Management’s financial checks record.
• The database system acknowledges the requirements of the Data Protection Act.
• Each service user will have access to the information retained regarding their finances on request, as dictated by the National Care Standards.

Tasks specific to Day Care Instructors required in the day-to-day management of service users’ finance comprise...

• Entering Cash In and Out Data transactions, with appropriate descriptions.
• Entering Bank In and Out Data transactions, with appropriate descriptions.
• Adding additional transaction lines on the system for breakdown, if the spend is appropriate.
• Categorising each transaction fully, as appropriate.
• Managing requests for access to cash and banking funds from other authorised persons.
• Recording statements received or updated bank books.
• Reconciling the bank account to the statement or bank book.
• Recording all reconciliations undertaken.
• Ensuring appropriate signatures for all transactions.
• Ensuring appropriate signatures for all funds requests at point of collection.
• Acquiring and keeping records for appropriate spending.
• Keeping all records safe and secure in hard copy format in each service user’s financial folder.

Tasks specific to Managers and Team Leaders required in the day-to-day management of service users’ finance comprise...

• Authorising all cash or bank withdrawals at or in excess of £100.00.
• Authorising any cash or bank funds withdrawal by any person other than the designated Day Care Instructor.
• Checking all income is being recorded on the appropriate computerised ledger, which includes DLA, DSS and weekly Incentive Payments.
• Checking cash and bank transactions as valid.
• Checking cash and bank transaction descriptions are appropriate.
• Checking cash and bank transaction categories are correct.
• Checking for hardcopy signatures for all transactions.
• Checking appropriate transactions have receipts.
• Checking bank transfers are entered correctly and are authorised.
• Checking bank statements of bank books are being received or updated and recorded.
• Checking the cash and bank balances are correct within 6 weeks of the last check.
• Checking the hardcopy financial folder is accurate and current.
• Performing random cash box checks to ensure the box balance is correct and containing at or below £50.00 [Hayfield insurance requirement].

Tasks specific to Hayfield’s Director on behalf of Board of Trustees comprise...

• Random checks of Manager and Team Leader tasks as detailed above.

Tasks specific to Independent Auditor, Wylie and Bisset LLP comprise...

• Independent in-year random check on all service users accounts and balances.
• End of year audit of all service users’ accounts and balances.

Policy and Guidelines:  March 2010

To be reviewed March 2011.