Housing ‘How to’ guide - Creative Support · PDF fileCreative Support Housing ‘How to’ Guide Page 1 of 26 ... 20-21 How to order a petty cash requisition. ... Stationery Cleaning

Creative Support Housing ‘How to’ Guide Page 1 of 26

Housing ‘How to’ guide

Filling in Log Books

Page 3-5 Safe Contents

All items other than cash which staff keep in the office should be recorded in this book. This includes un-cashed cheques, service users’ passports and birth certificates and project items such as project mobile phones.

6 Petty Cash Petty cash should be recorded in a petty cash book.

7 Personal money Any service user money which is kept in the safe should be recorded into a personal money book, even if it is an

informal arrangement.

8 Activities The activities budget will have been agreed with the project manager and will be for an ongoing activity, for

example art club. Any change goes back into the activities pot and should be kept and spent on the ongoing activity. All transactions should be recorded in an activities book.

9 One offs A one off request is a request for a specific item or event, for example garden furniture or a Christmas party. When

the item has been purchased the receipt and change should be re-banked or returned to head office. A payment received sheet should be completed so that finance know where to allocate the money. All transactions should be

recorded in a one off’s book.

10 Car book

This is to record the mileage for all journeys taken in a motability vehicle.

11 Staff beverages

Creative Support have a responsibility to safeguard staff money as well as service user money so all money collected for or spent on staff beverages should be recorded in a staff beverages book.

Service user beverages

If a service user beverage fund is in place a book should be in place to record all transactions. This works in the same way as staff beverages book.


12 Food money collected in rent

13 Food money – tenants cash contributions If a food fund is in place a book should be in place to record all transactions. This applies if the project requisitions

an amount from head office or if money is collected from service users at the project.

14 Cash rents/HB shortfall/payphone book

15 Rent card If cash rents or housing benefit shortfall is collected at the project this must be recorded in a book as well as being

recorded on individual rent cards. Payphone money should also be recorded in this book. When this money is

banked a payment received sheet should be completed so that finance know where to allocate the money.

16 Occupancy record

An up to date record of all tenants should be kept. It is good practice to record forwarding addresses of tenants when they leave if these are available as this information can be useful in the future.

17 Stamp book Some projects bulk buy stamps from petty cash which they then record in a stamp book and sign out as they are

used.

18 Hospital admissions

As benefits are affected by hospital admissions it is important to keep accurate records of any time spent in hospital. The procedure re. informing benefits agencies and housing officers is detailed in the front of the book.

19 Weekly Safe Checks The safe contents book should be checked against the items in the safe on a weekly basis. The checks should be

recorded.

Other Guides

Page

20-21 How to order a petty cash requisition.

22-24 How to order a requisition – not petty cash.

25-26 How to complete a payment received sheet.

27 Page totals balances – how to.


SAFE CONTENTS BOOK

Index

Page No

CLIENT'S NAME Comments / Other information

Page No

CLIENT'S NAME Comments / Other information

1 John Smith Continued on p.4 13 2 Sue Bloggs 14 3 James Brown Left project 2/2/01 15 4 John Smith 16 5 17 6 18 7 19 8 20 9 21

10 22 11 23 12 24

Pages 25 - 30 Miscellaneous - for project items

The index page at the front of the book shows staff which page to use for each service user.

Page one details items held in the safe belonging to John Smith, page two details Sue Bloggs’ belongings and page three details James

Brown’s belongings. Because John Smith has taken things in and out of the safe lots of times

his safe contents are continued on page four. The staff member who started the new page has written this into the comments box. James left the project on 2/2/2001 and this has also been noted in the

comments box.


SAFE CONTENTS BOOK CLIENT'S NAME :…Sue Bloggs…………………………...

Date item deposited

Description of article deposited in the safe

Client Signature Staff Signature Date Item taken out

Client Signature Staff Signature

1/1/2001 Passport Sue Bloggs Staff One 5/1/2001 Sue Bloggs Staff One

1/1/2001 HSBC cheque book Sue Bloggs Staff One

9/1/2001 Birth Certificate Sue Bloggs Staff One 19/1/2001 Sue Bloggs Staff One

26/1/2001 Passport Sue Bloggs Staff One

Items belonging to Sue Bloggs are recorded on this page. On 1/1/2001 her passport and HSBC cheque book were signed into the safe. Her passport was signed out again on 5/1/2001.

Her birth certificate was signed in on 9/1/2001 and taken out again on 19/1/2001. Her passport was signed back in on 26/1/2001.

Sue’s HSBC cheque book and passport are currently held in the safe. You can tell this because they have not been signed out in the right hand column.

The service user and a staff member should always sign all items in and out of the safe. If the service user is unable to sign two staff members should sign.

If any discrepancy is found between the safe contents and the book it must be investigated.


SAFE CONTENTS BOOK MISCELLANEOUS ITEMS

Date item deposited

Description of article deposited in the safe

Staff Signature Staff Signature Date Item taken out

Staff Signature Staff Signature

1/1/2001 Petty Cash Box Staff One Staff Two

1/1/2001 Cash Rents Box Staff One Staff Two

1/1/2001 Money Box for John Smith Staff One Staff Two

1/1/2001 Money Box for Sue Bloggs Staff One Staff Two

1/1/2001 Money Box for James Brown Staff One Staff Two 2/2/2001 Staff One Staff Two

1/1/2001 Works mobile Phone Staff One Staff Two 5/1/2001 Staff One Staff Two

6/1/2001 Works Mobile Phone Staff One Staff Two

Miscellaneous items are recorded from page 25 onwards. These are items which don’t belong to a service user as well as all tins which stay permanently in the safe. On 1/1/2001 The petty cash box, cash rents box, John Smith’s money box, Sue Bloggs’ money box,

James Brown’s money box and the works mobile phone were put into the safe. The works mobile phone was taken out on 5/1/2001 and returned on 6/1/2001. When James Brown left

the project on 2/2/2001 his money box was removed. The petty cash, cash rents, John Smiths, Sue Bloggs’ and Fred Jones’ boxes and the works mobile are currently being held in the safe.

Items which are kept inside the tins should be recorded on each service users page.


PETTY CASH

Date V. No Transaction details

Money in

Money out

Balance

Stationery

Cleaning

Postage

Travel

Other (specify)

Other (specify)

Money taken out by

Transaction authorised by

Balances carried over from previous sheet £ £ £15.81 £ £ £ £ £ £

10/1/07 Balance Check £ £ £15.81 £ £ £ £ £ £ A. Staff Sue Worker

10/1/07 8 Money out for broom £ £10.00 £5.81 £ £ £ £ £ £ A. Staff Sue Worker

10/1/07 8 Change in from broom £2.01 £ £7.82 £ £7.99 £ £ £ £ A. Staff Sue Worker


11/1/07 Requisition requested £ £ £7.82 £ £ £ £ £ £ A. Staff Sue Worker


12/1/07 Requisition in from H/O £42.18 £ £50.00 £ £ £ £ £ £ A. Staff Sue Worker £ £ £ £ £ £ £ £ £

£ £ £ £ £ £ £ £ £

£ £ £ £ £ £ £ £ £

£ £ £ £ £ £ £ £ £

£ £ £ £ £ £ £ £ £

£ £ £ £ £ £ £ £ £

£ £ £ £ £ £ £ £ £

£ £ £ £ £ £ £ £ £

£ £ £ £ £ £ £ £ £

£ £ £ £ £ £ £ £ £

£ £ £ £ £ £ £ £ £

£ £ £ £ £ £ £ £ £

£ £ £ £ £ £ £ £ £

Totals check for the page £ £ £ £ £ £ £ £ £ Page Checked by:

Balances carried forward £ £ £ £ £ £ £ £ £

COMMENTS

The balance carried over from the previous sheet is £15.81.

Balance checks are completed and recorded every day. 10/1/07 £10.00 is taken out to purchase a broom. £2.01 change is returned and this is recorded going in on the next line. The amount spent is written into the relevant cost centre column, in this case cleaning. Staff should never take out money

without recording it then record the exact amount out in the book when they bring the change back. They should also never purchase items out of their own money on the way into work and refund themselves out of petty cash. The receipt number

is recorded in the ‘v no.’ column. 11/1/07 Staff have requested a petty cash requisition. They have completed a petty cash claim form and returned it to head office with all petty cash receipts. If the project is far from Manchester staff can fax the receipts and requisition form and

send the original receipts by post later. The receipts + current balance should = Float. In this project the float is £50.00. 12/1/07 The petty cash requisition arrives from head office and is immediately written into the petty cash book and added

to the total. All transactions and balance checks are signed by two staff members. Only sign if you have personally checked that the

balance in the book and tin tally. It isn’t appropriate to ask service users to sign. As with all money books the page totals checks need to be completed at the bottom of every page and any anomalies investigated.


PERSONAL MONEY

V. Cash Box

Date No Transaction details Requistion Money

in Money

out

Balance Signature (Client) Signature (Staff)

Balances carried over from previous sheet £ 31.00

3/2/08 14 Out for food shop £ £ £20.00 £11.00 Brian Jones A. Staff

3/2/08 14 Change from food shop £ £3.47 £ £14.47 Brian Jones A. Staff

3/2/08 Balance check £ £ £ £14.47 A. Staff Sue Worker

4/2/08 Out for cinema £ £ £ 10.00 £4.47 Brian Jones A. Staff

4/2/08 Requisition to head office £100.00 £ £ £4.47 Brian Jones A. Staff

4/2/08 15 Change from cinema £ £4.50 £ £8.97 Brian Jones A. Staff


5/2/08 Out for sweets and crisps £ £ £5.00 £3.97 Brian Jones A. Staff

5/2/08 16 Change from sweets and crisps £ £3.42 £ £7.39 Brian Jones A. Staff

5/2/08 Requisition received from head office £ £100.00 £ £107.39 Brian Jones A. Staff


6/2/08 Out for food shop £ £ £20.00 £87.39 Brian Jones A. Staff


6/2/08 18 Out for toiletries £ £ £10.00 £82.07 Brian Jones A. Staff

6/2/08 18 Change from toiletries £ £6.01 £ £88.00 Brian Jones A. Staff

6/2/08 Balance check (see comment) £ £ £ £88.08 A. Staff Sue Worker

7/2/08 19 Out for bus fare to mums £ £ £5.00 £83.08 Brian Jones A. Staff

7/2/08 19 Change from bus fare to mums £ £1.70 £ £84.78 Brian Jones A. Staff


Totals check for the sheet £ £123.78 £70.00 £84.78 Page checked by:

Balances carried forward £84.78 COMMENTS 6/2/08 Balance mis-calculated. Should be £88.08. This was noticed during balance check on same day. A Staff.

When money is taken out of the project it is signed out. The change is signed in on the next line when it is brought back to the project. The receipts have been stapled to a folio and the folio number written in when money is taken

and when the change is brought back. Receipt numbers are started from one at the beginning of every month. Balance checks are completed daily and signed by two staff who have both counted the tin.

On 4/2/08 money is requisitioned from head office. This is recorded in the book but not added to the balance as the money hasn’t yet been received. It is added once the money arrives at the project.

On 6/2/08 a calculation error was made. When A Staff completed the balance check he noticed this, amended the error and wrote this up in the comments box. Errors shouldn’t just be crossed out as it is difficult to read and we need to know that the error has been investigated.

The totals check has been completed. See ‘page totals checks – how to’.


ACTIVITIES FUND TRANSACTIONS

Date V. No. Transaction details

Money in

Money out Balance

Receipt amount Signature 1 Signature 2


2/5/2005 Money in from head office £150.00 £ £171.20 £ I Staff S Worker

2/5/2005 Balance check £ £ £171.20 £ I Staff S Worker

3/5/2005 1 Money taken to Hobbycraft £ £100.00 £71.20 £ I Staff S Worker

3/5/2005 1 Change from Hobbycraft £17.60 £ £88.80 £82.40 I Staff S Worker


4/5/2005 2 Money taken to paint & co. £ £60.00 £28.80 £ I Staff S Worker

4/5/2005 2 Change from paint & co. £6.16 £ £34.96 £53.84 I Staff S Worker


£ £ £ £

£ £ £ £ £ £ £ £

£ £ £ £

£ £ £ £

£ £ £ £

£ £ £ £

£ £ £ £

£ £ £ £

£ £ £ £

£ £ £ £

£ £ £ £

£ £ £ £

Totals check for the page £ £ £

Balances carried forward £ Completed by Signed

COMMENTS

The activities budget will have been agreed with the project manager and will be for an ongoing activity, for example art club. Any change goes back into the activities pot and should be kept and spent on the ongoing

activity. This should not be confused with one offs, which is a requisition for a specific item. In this example £150.00 comes in regularly from head office.

On 3/5/05 staff took £100.00 to buy craft supplies from Hobbycraft. The supplies cost £82.40 and £17.60 change was returned. The receipt was numbered and recorded in the book. On 4/5/05 staff took £60.00 out to buy some paint. The paint cost £53.84 and £6.16 change was returned.

The receipt was again recorded in the book. As with all books the balance in the book should be checked against the tin every day. This should be written

into the book. If going onto another page, the page totals checks should also be completed. All transactions should be signed by two staff members.


ONE OFF REQUESTS

Date V. No. Transaction details

Money in

Amount spent Balance Signature 1 Signature 2

Balance checked by (print

name)

Balance checked

by (signed)

Balances carried over from previous sheet £ £ £NIL

6/8/05 Money in from Head Office for gardening £200.00 £ £200.00 S. Doodle B Moore

6/8/05 Balance check £ £ £200.00 S. Doodle B Moore S Doodle S. Doodle

7/8/05 1 Money out for plants at B & Q £ £150.00 £50.00 B Moore S. Doodle

7/8/05 1 Change from plants at B & Q £30.43 £ £80.43 S. Doodle B Moore

7/8/05 Balance check £ £ £80.43 S. Doodle B Moore S Doodle S. Doodle

8/8/05 2 Garden bench delivered £ £75.00 £5.43 S. Doodle B Moore

8/8/05 Balance check £ £ £5.43 B Moore S. Doodle S Doodle S. Doodle

9/8/05 Change and receipts sent back to head office £ £5.43 £0.00 B Moore S. Doodle £ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

Totals check for the sheet £ £ £ Page Checked by:

Balance carried forward £ £ £

COMMENTS

A one off request is money requested for a specific item or event, for example garden furniture or a Christmas

party. This should not be confused with activities, which is an ongoing fund. When the item has been purchased the change should be re-banked or returned to head office and the receipts should be returned to head office. A

payment received sheet should be completed so that finance know where to allocate the money. In this example £200.00 has been requisitioned from head office. When collecting the money staff have had to sign an IOU note. This states that the receipts will be returned to show that the money has been spent on the project.

On 7/8/05 staff took £150.00 to buy plants at B & Q. The plants cost £119.57 and £30.43 change was returned. The receipt was numbered and recorded in the book.

On 8/8/05 A garden bench was delivered and staff paid £75.00 cash for this. Again, the receipt was numbered and recorded in the book. The change and receipts were taken back to head office on 8/8/05 and the balance was signed out of the book.

As with all books the balance in the book should be checked against the tin every day. This should be written into the book.

If going onto another page, the page totals checks should also be completed. All transactions should be signed by two staff members where possible. This book also has a balance checked by column. When the balance is checked the staff who completed the check should write their name clearly and sign

against the check.


JOHN JONES’ MOBILITY CAR

Date Start

Mileage Destination Passengers Closing Mileage Driver Damage/Miscellaneous

Mileage brought forward from previous page

6/9/2005 24533 Supermarket John Jones & Sue Staff 24545 Sue Staff

7/9/2005 24545 Church John Jones & Ann Worker 24559 Ann Worker Car damaged in car park. Informed insurance and housing officer.

This book is for recording mileage for service users’ cars. Mobility vehicles must only be used for service users and are not to be used to transport staff except in exceptional circumstances when staff are using the car in a way which will directly benefit the

service user, for example to pick up an emergency prescription. On 6/9/2005 John wanted to go to the supermarket so the staff member Sue drove him in his car.

She recorded the starting mileage and the closing mileage. On 7/9/2005 Ann drove John to church. She recorded the starting and closing mileage. While parked at the church someone drove into the car. The other driver left their details which Ann passed on to

the insurance company and the housing officer. If the vehicle is damaged in any way it must be reported to the insurance company and the housing

officer.


STAFF BEVERAGES

Date V.

No. Transaction details Money in Money

out Balance Signature 1 Signature 2

Balances carried over from previous sheet £ £ £12.53

14/9/2006 Contribution from Ian Staff £2.00 £ £14.53 Ian Staff A Worker

14/9/2006 Contribution from Sean Support £2.00 £ £16.53 S Support A Worker

14/9/2006 Contribution from Ann Worker £2.00 £ £18.53 A Worker S Support

14/9/2006 1 Money out for milk, coffee and tea bags from ASDA £ £10.00 £8.53 Ian Staff A Worker

14/9/2006 1 Change from milk, coffee and tea bags from ASDA £1.53 £ £10.06 Ian Staff S Support

14/9/2006 Balance check £ £ £10.06 Ian Staff S Support

15/9/2006 Balance check £ £ £10.06 S Support Ian Staff

£ £ £ £ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

Totals Check for the page £ £ £ Page Checked by:

Balances carried forward £ £ £

COMMENTS

Creative Support have a responsibility to safeguard staff money as well as service user money. This means that all money collected for staff beverages or spent on staff beverages should be recorded in a staff beverages

book. On 14/9/2006 Ian, Sean and Ann all contribute £2.00. Each contribution is written on a separate line and signed by the staff who are contributing. It is important to record each contribution separately to show how much each

person contributes. £10.00 is taken to ASDA to buy tea, coffee and milk on 14/9/2006 and the £1.53 change is recorded into the

book on a separate line. The receipt has been numbered and the number is recorded in the book. As with all books, the tin is counted and the balance is signed by two staff once it is found to match the balance in the book.

Also, as with all books the page total check must be completed at the bottom of every page.


FOOD MONEY TRANSACTIONS

Date V.

No. Transaction details Money

in Money

out Balance Amount Spent Signature 1 Signature 2

Balances carried over from previous sheet £ £ £14.53 £

19/4/2007 Money in from head office £150.00 £ £164.53 £ A Staff James Work

19/4/2007 Balance Check £ £ £164.53 £ A Staff James Work

20/4/2007 5 Money out to go shopping £ £100.00 £64.53 £ A Staff James Work

20/4/2007 5 Change from shopping £23.76 £ £88.29 £76.24 A Staff James Work


21/4/2007 6 Money out for Bread £ £5.00 £83.29 £ A Staff James Work

21/4/2007 6 Change from bread £3.80 £ £87.09 £1.20 A Staff James Work


£ £ £ £

£ £ £ £

£ £ £ £

£ £ £ £

£ £ £ £

£ £ £ £

£ £ £ £

£ £ £ £

£ £ £ £

£ £ £ £

£ £ £ £

Totals check for the sheet £ £ £ Checked by:

Balance carried forward £ £ £ £

COMMENTS

This book shows food money transactions for a project where money has been collected for food in

the tenants rents. This money is then requisitioned from head office on a weekly basis. Only requisition food money for service users who are at the project. For example if 5 people live at

the project but one service user is in hospital and one is on holiday you should only be requisitioning enough money for the 3 service users who are currently at the project. On 20/4/2007 £100.00 is taken out to go shopping. This is signed out by two staff. On the following

line the change is recorded in. The receipt number is recorded. The receipt number follows on from the previous receipt number. Receipts are numbered from one at the start of each month. The old

receipts are also filed at the start of each month. The amount spent is written in. On 21/4/2007 £5.00 is taken out for bread. Again this is signed out on one line and the change, receipt number and amount spent are logged on the following line.

Money from this fund should only be spent on client food and cleaning materials. Petty cash items such as stationary should be bought from the petty cash fund.

As with all books the balance is checked against the tin, written into the book and signed by two staff every day and the page total check is completed at the bottom of every page.


FOOD MONEY TRANSACTIONS

Date V.

No. Transaction details Money

in Money

out Balance Amount Spent Signature 1 Signature 2

Balances carried over from previous sheet £ £ £12.60 £

5/9/2007 Fred Smith food contribution for w/e 12/9/07 £20.00 £ £32.60 £ Fred Smith M Staff

5/9/2007 Albert Forsythe food contribution for w/e 12/9/07 £20.00 £ £52.60 £ A. Forsythe James Job

5/9/2007 Balance Check £52.60 M Staff James Job

6/9/2007 7 Money out for food shop £ £50.00 £2.60 £ M Staff James Job

6/9/2007 7 Change returned for food shop £12.34 £ £14.94 £37.66 M Staff James Job

6/9/2007 Balance Check £ £ £14.94 £ M Staff James Job

7/9/2007 8 Money out for milk £ £2.00 £12.94 £ M Staff James Job

7/9/2007 8 Change returned from milk £0.50 £ £13.44 £1.50 M Staff James Job

7/9/2007 Balance Check £ £ £13.44 £ M Staff James Job

£ £ £ £

£ £ £ £

£ £ £ £

£ £ £ £

£ £ £ £

£ £ £ £

£ £ £ £

£ £ £ £

£ £ £ £

£ £ £ £

Totals check for the sheet £ £ £ Checked by:

Balance carried forward £ £ £ £

COMMENTS

This book shows food money transactions for a project where tenants make cash contributions which are then spent on food to be eaten communally. On 5/9/2007 Fred and Albert contribute £20.00 each to the fund. Each contribution is written

on a separate line and it is marked which week the contribution is for. Service users’ contributions shouldn’t all be entered on the same line as this makes it difficult to see who has

paid for each week and can lead to some service users paying more than others. On 6/9/2007 £50.00 is taken out to go to the supermarket. This is signed out by two staff. On

the following line the change is recorded in. The receipt number is recorded. The receipt number follows on from the previous receipt number. Receipts are numbered from one at the start of each month. The old receipts are also filed at the start of each month.

Money from this fund should only be spent on client food and cleaning materials. Petty cash items such as stationary should be bought from the petty cash fund.

As with all books the balance is checked against the tin, written into the book and signed by two staff every day and the page total check is completed at the bottom of every page.


CASH RENT/HB SHORTFALL/PHONE MONEY

Date V. No Client Name

Money in

Money out

New Balance

Cash / HB Shortfall / Phone Signature 1 Signature 2

Payment Slip No when banked

Balances carried over from previous sheet £ £ £ NIL

7/4/08 Brian Jones Rent £10.66 £ £10.66 HB shortfall Brian Jones A. Staff

7/4/08 Balance check £10.66 A. Staff Sue Worker

8/4/08 Celia Smith Rent £10.66 £ £21.32 HB shortfall A. Staff Sue Worker




11/4/08 Payphone emptied £24.90 £ £46.22 Phone money Sue Worker A. Staff

11/4/08 Banked £ £46.22 £ NIL A. Staff Sue Worker 019405

11/4/08 Balance check £ £ £ NIL A. Staff Sue Worker £ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

£ £ £

Totals Check for the sheet £ £ £ Page Checked by:

Balances carried forward £ £ £

COMMENTS

When a service user pays rent it must be entered into their cash rent card and the cash rent book.

7/4/08 Brian pays his rent. All transactions must be signed by the service user and a staff member or by two staff members. As Brian is able to sign he does so.

A balance check is completed by two staff members. They both count the balance in the tin and only sign when they agree that this tallies with the book. The balance is checked every day, even if there are no transactions or the balance is nil. 8/4/08 Celia pays her rent. The rent is added to the previous balance. As Celia is unable to sign two staff members sign the

book on her behalf. 11/4/08 The payphone is emptied. The money from the payphone is counted and the balance is also counted by A. Staff and

S. Worker before they sign. 11/4/08 At the end of the week all monies are banked. The money is recorded going out of the book and the payment slip number from the paying in book is recorded in the cash rents book and on Celia and Brian’s rent cards. A payment received

sheet is completed and sent back to head office. As with all money books the page totals checks need to be completed at the bottom of every page and any anomalies

investigated.

Creative Support Housing ‘How to’ Guide

CASH RENT CARD 2008-2009

Date Due Cash Rent Date paid Amount paid Balance Staff Signature P ayment Slip No

Bal B / F £10.66

07-Apr-08 £10.66 7/4/08 £ 10.66 £ 10.66 A. Staff 019404

14-Apr-08 £10.66 14/4/08 £ 21.32 £ NIL A. Staff 019405

21-Apr-08 £10.66 21/4/08 £ 10.66 £ NIL A. Staff 019406

28-Apr-08 £10.66 28/4/08 £ NIL £ 10.66 A. Staff

05-May-08 £10.66 5/5/08 £ NIL £ 21.32 A. Staff

12-May-08 £10.66 12/5/08 £ NIL £ 31.98 A. Staff

19-May-08 £10.66 19/5/08 £ 25.00 £ 17.64 A. Staff 019407 26-May-08

£10.66 26/5/08 £ 25.00 £ 3.30 A. Staff 019408

02-Jun-08 £10.66 2/6/08 £ 25.00 £ -11.04 A. Staff 019409

09-Jun-08 £10.66 9/6/08 £ NIL £ -0.38 A. Staff

16-Jun-08 £10.66 16/6/08 £ 10.28 £ NIL A. Staff 019410

23-Jun-08 £10.66 £ £

30-Jun-08 £10.66 £ £

07-Jul-08 £10.66 £ £

14-Jul-08 £10.66 £ £

21-Jul-08 £10.66 £ £

28-Jul-08 £10.66 £ £

04-Aug-08 £10.66 £ £

11-Aug-08 £10.66 £ £

18-Aug-08 £10.66 £ £

25-Aug-08 £10.66 £ £

01-Sep-08 £10.66 £ £

08-Sep-08 £10.66 £ £

15-Sep-08 £10.66 £ £

22-Sep-08 £10.66 £ £

29-Sep-08 £10.66 £ £

06-Oct-08 £10.66 £ £

13-Oct-08 £10.66 £ £

20-Oct-08 £10.66 £ £

27-Oct-08 £10.66 £ £

03-Nov-08 £10.66 £ £

10-Nov-08 £10.66 £ £

17-Nov-08 £10.66 £ £

24-Nov-08 £10.66 £ £

01-Dec-08 £10.66 £ £

08-Dec-08 £10.66 £ £

15-Dec-08 £10.66 £ £

22-Dec-08 £10.66 £ £

29-Dec-08 £10.66 £ £

05-Jan-09 £10.66 £ £

12-Jan-09 £10.66 £ £

19-Jan-09 £10.66 £ £

26-Jan-09 £10.66 £ £

02-Feb-09 £10.66 £ £

When Brian Jones pays his rent it is recorded on his cash rent card and in the cash rents book. There is £10.66 in arrears on Brian’s rent card from last financial year on this cash rent card. This is written as the opening balance. 7/4/08 Add this weeks rent (£10.66) to the previous balance (£10.66) and subtract the amount paid (£10.66) this leaves an outstanding balance of £10.66. 14/4/08 Brian has decided to pay off arrears this week. Add this weeks rent (£10.66) to the outstanding balance (£10.66) and subtract the amount paid (£21.32). This leaves a balance of nil. 21/4/08 There are no arrears. This weeks rent (£10.66) minus the amount paid (£10.66) = Nil. 28/4/08 Brian hasn’t paid anything this week, therefore the arrears increase by 1 weeks rent (£10.66) to £10.66. 5/5/08 Brian hasn’t paid again this week. The arrears increase by 1 weeks rent (£10.66) to £21.32. 12/5/08 Again Brian hasn’t paid. It is still important to record his arrears, which increase by 1 weeks rent (£10.66) to £31.98. 19/5/08 Brian decides to pay extra to cover some of his arrears. Previous balance plus 1 weeks rent minus amount paid (£31.98 + £10.66 - £25.00) = £17.64 26/5/08 Again Brian decides to pay extra to cover some of his arrears. Previous balance plus 1 weeks rent minus amount paid (£17.64 + £10.66 - £25.00) = £3.30 2/6/08 Brian pays extra to cover his arrears. Previous balance plus 1 weeks rent minus amount paid (£3.30 + £10.66 - £25.00) = -£11.04 The minus sign shows that the rent is now in credit. 9/6/08 Because Brian is in credit he has decided not to pay any rent this week. He will still be in credit because he was over one weeks rent in credit last week. To work out the balance add previous weeks total (don’t forget the minus sign) to 1 weeks rent. (-£11.04 + 10.66) = -£0.38 16/6/08 Because he is in credit Brian wants to pay the minimum to keep his rent out of arrears. To work out what he should pay add the previous weeks total to 1 weeks rent (-£0.38 + £10.66). This equals £10.28, which Brian pays. He now has a balance of nil. Every time money is banked the payment slip number from the paying in book is recorded next to all corresponding rent payments in the ‘Payment slip No’ column. It is also recorded in the cash rent book and a payment received sheet is sent to head office. REMEMBER. Previous balance + 1 weeks rent – amount paid = current balance.

Negative balance means that the service user is i n credit.


OCCUPANCY RECORD

NAME START

DATE

PROPERTY ADDRESS END DATE FORWARDING ADDRESS CASH RENT ARREARS

OTHER INFORMATION

John Smith

14/5/2004

Room 1

181 Elbow Street

Manchester

M13 2EB

25/9/2008

14 Pony Street

Manchester

M19 2GG

No arrears

James Brown

14/5/2004

Room 2

181 Elbow Street

Manchester

M13 2EB

Gina George

19/6/2004

Room 3

181 Elbow Street

Manchester

M13 2EB

Charlie Parker

24/11/2008

Room 1

181 Elbow Street

Manchester

M13 2EB

It is important to keep an up to date record of all tenants. When tenants leave it is good practice to record the forwarding address.

In this example John Smith and James brown moved into 181 Elbow street on 14/5/2004 and Gina George moved in on 19/6/2004. On 25/9/2008 John moved to 14 Pony Street. Charlie Parker moved into Johns old room on

24/11/2008. The property address column is to be used to record room numbers. Also some projects have tenants living at

several addresses.


STAMP BOOK

Date Mail sent / stamps purchased

No of 1st

class stamps

No of 2nd

class stamps Sent by

Balances carried over from previous sheet 4 0

1/5/2008 James Brown’s HB form to housing benefit 3 0 Ann Staff

8/5/2008 Sam Smith’s HB form to housing benefit 2 0 John Smith

10/5/2008 Stamps purchased 14 12 John Smith

11/5/2008 TV licensing on Sam Smith’s behalf 14 11 Ann Staff

Balances carried forward Page number 17

If a project bulk buys stamps from petty cash they must record the stamps in a stamp book and sign out the stamps as they are

used. Stamps recorded in a stamp book do not need to be also recorded

in the safe contents book. On 1/5/2008 a first class stamp was used to send James brown’s

housing benefit form to housing benefit. On 8/5/2008 another first class stamp was used to send Sam

Smith’s housing benefit form to housing benefit. On 10/5/2008 12 first and 12 second class stamps were purchased

from petty cash. The money was recorded out of the petty cash

book. The stamps were recorded into the stamps book. On 11/5/2008 a second class stamp was used to send a letter to

TV licensing on behalf of Sam Smith. A normal stamp will not be enough to send a large letter or parcel.

If a large letter or parcel needs to be posted the correct postage should come out of petty cash.


Record of Hospital Admission / Discharge

Name Date of Admission Name & address of hospital.

Ward and contact tel no. If the client has Home Leave and sleeps at the

Project please list these dates

Date of discharge or transfer to

another hospital

Date benefits office informed of

discharge

7/6/2007 (Discharge) George Jones 5/6/2007

Queens Hospital Hospital Road Manchester Ward 14 0161 1234 567

(Transfer)

7/6/2007

(Discharge) Helen Jackson 12/9/2007

Queens Hospital Hospital Road Manchester Ward 27 0161 1234 565

12/10/2007 (Transfer)

15/10/2007 19/10/2007 to 21/10/2007 25/10/2007

(Discharge) Helen Jackson Transferred 12/10/2007

St Annes Hospital Palace Avenue Manchester Ward 3 0161 234 4567 (Transfer)

26/10/2007

(Discharge)

(Transfer)

(Discharge)

(Transfer)

(Discharge)

(Transfer)

(Discharge)

(Transfer)

When a tenant is admitted into hospital it must be recorded in this book.

You must also inform the local benefits office, DLA and (if applicable) the pension service as soon as any service user is admitted or discharged. You must fax a copy of any correspondence to the housing management team on 0161 923 4613. After 4 weeks in hospital DLA will stop. This means that Severe Disability Premium, Enhanced Disability Premium and

possibly the Disability Premium paid by Income Support will stop. • If the client’s benefits are paid to Head Office and the project requisitions their money weekly – remember that the

amount will be less after 4 weeks in hospital • If the client is on Incapacity Benefit – after 4 weeks in hospital their Income Support top up will stop. Therefore their

Housing Benefit will stop.

You need to reapply for Housing Benefit immediately – fill in a new form with the client’s current income details – there could be a shortfall in these payments which the client will have to pay

You will need to reapply for Income Support when the client is discharged from hospital as their Income Support claim will have been closed (as well as informing DLA & HB that they have been discharged). In the example here George Jones was admitted on 5/6/2007 and discharged on 7/6/2007. All relevant benefits agencies

were informed of his admission on the day he was admitted and informed of his discharge on the day he was discharged. Helen Jackson was admitted on 12/9/2007; she was transferred to a different hospital on 12/10/2007 and slept at the

project on 15/10/2007 and between 19 & 21/10/2007. She was discharged on 25/10/2007. It is important to inform all

benefits agencies of all these dates as soon as possible once the tenant has been discharged.


Weekly Safe Checks

Date All

items

correct?

Issues (e.g. Item not recorded in book

or item book not found in safe.)

Signature 1 Signature 2

1/1/01

Yes

No

Mr Staff

fâx jÉÜ~xÜ

8/1/01

Yes

No

fâx jÉÜ~xÜ Mr Staff

15/1/01

No

Jo Jones’ passport missing.

Investigated. Jo has her passport and has now signed it out.

Mr Staff

A Workalot

22/1/01

Yes

No

fâx jÉÜ~xÜ A Workalot

29/1/01

fâx jÉÜ~xÜ

5/2/09

A Workalot

12/2/09

Mr Staff

19/2/09

fâx jÉÜ~xÜ

26/2/09

Mr Staff

5/3/09

fâx jÉÜ~xÜ

12/3/09

fâx jÉÜ~xÜ

19/3/09

Mr Staff

26/3/09

Mr Staff

fâx jÉÜ~xÜ

2/4/09

Yes

No

fâx jÉÜ~xÜ A Workalot

Page Number …19…

Every week the safe contents should be checked against the

safe contents book. Staff should take all items out of the safe then look through the safe contents book and put the items

back in the safe as they are found in the safe contents book. If any items are found which are not recorded in the book or

any items which are recorded in the book are missing this

should be investigated.

If no discrepancies are found the check should be recorded in the safe checks book. In the example on 1/1/01 a check was

completed and no discrepancies were found.

If there is a difference between the items in the book and the safe this should be investigated and the result of this

investigation should be recorded in the safe checks book. In the example on 15/1/09 a Service User’s passport which was

recorded in the safe contents book was not found during the safe check. This was investigated and it was found that the

Service User had been given the passport but it had not been signed out of the book. In this case the staff involved have

been reminded of the correct procedure and the passport has

been recorded out of the safe contents book.

If the investigation shows that an item is missing and a reasonable explanation is not found the matter must be

escalated to senior staff who will then decide how to proceed.


HOW TO ORDER A PETTY CASH REQUISITION

When petty cash is running low it is time to place a petty cash requisition. Staff need to complete a petty cash claim form and return it with the receipts to head office. Projects which are further away are able to fax the form and receipts and send the originals later on. The form should be completed as below. Any staff member can be the originator, but the manager is the only person authorised to sign for the requisition. The claim number will continue on from the previous claim number, in this example the previous claim was number 013, therefore this requisition has claim number 014. Petty cash can be obtained with 24 hours notice, however please consider the time it takes for a cheque to come through the post and order in good time. To receive money on the same day the requisition fo rm must be received by head office before 10:00. Th e money will then be ready after 2:00. Look through the petty cash book and receipts and complete the amounts spent in each area (postage, travel etc.). Total up the monies spent. This is the amount which you are requisitioning. Now is a good time to check that no money or receipts are missing. The amount you are requisitioning + the current petty cash balance should = the float amount. In this example project they are requisitioning £42.18 and the balance in the tin is £7.82. £42.18 + £7.82 = £50.00. The float at this project is £50.00 so this shows that nothing is missing. If you don’t know the float at your project, look back to when it first opened. Does the balance go to a round figure after a requisition? This is probably the balance. Balances are usually £50.00 or £100.00. Next the manager should sign to show that s/he has checked the receipts and agrees the amount to be requisitioned. This is also a good opportunity for the manager to check that all purchases are legitimate. The finance manager will approve the requisition and complete the cheque number and date at head office, so these should be left blank. Now tick cash for collection or cheque. If you need a cheque you must specify which bank account it should be made payable to. You don’t use one of the banks listed, tick other and specify which branch you use, for example ‘RBS Bury’. Send the form and receipts to head office. If you are collecting the money in person you will be asked to sign to say that you have taken it. If a cheque is sent you will have to sign for the recorded delivery.


PETTY CASH CLAIM FORM Claim No…014…… Please a) Attach receipts b) Submit with authorised signature c) Give at least 24 hours notice Date of request 11/1/07 Originator A. Staff Project Sweetheart House Date required 12/1/07 DETAILS CODE ACCOUNT AMOUNT 995 Travel £12.00 1901 Stationery £15.50 2501 Postage £0.34 4200 Cleaning materials £14.34 4201 Household supplies £ 4202 Food £ 4203 Activities £ Other Please Specify £ £ £ £ Total £42.18 Authorised (Manager’s Signature) A. StaffA. StaffA. StaffA. Staff Approved by (Finance Manager) CHEQUE No: Date Please issue a) Cash for collection � or b) Cheque payable to Bank a/c RBS Withington ( ) TSB Acorn ( ) TSB Ilkley St ( ) Other (specify) ( )

RECEIVED I confirm receipt of the above stated amount SIGNATURE PRINT NAME DATE


HOW TO ORDER A CASH REQUISITION – NOT PETTY CASH

When the project needs money, either for a service user, activities, or a one off request staff will need to complete a cash requisition form and return it to head office.

Complete the date, originator and project. The originator should be the manager.

Next, complete the date the money is required, although cash can be obtained with 24 hours notice, please consider the time it takes for a cheque to come through the post and order in good time.

To receive money on the same day the requisition mu st be received by head office before 10am, for coll ection after 2pm.

Write the amount in numbers and words. Write the service user’s name, activities, or one off request and write briefly what the money is for. The example is requesting £100.00 for Brian’s weekly money. Please try to write neatly and be clear about what the money is for.

Projects often get confused between activities and one off requests.

The activities budget will have been agreed with the project manager and will be for an ongoing activity, for example art club. Any change goes back into the activities pot and should be kept and spent on the ongoing activity.

A one off request is a request for a specific item or event, for example garden furniture or a Christmas party. When the item has been purchased the receipt and change should be re-banked or returned to head office. A payment received sheet should be completed so that finance know where to allocate the money.

Budget to be charged is activities, one off req. or the service user’s name. When requesting for a service user complete their name and personal account number. If you don’t know the service users account number phone the housing officer and they will give you this information.

If the service user needs a cheque please write ‘cheque’ onto the form.

When requisitioning a large amount of money for a service user staff should refer to the client related finances policy which states

“Where a purchase is to be made that will be in excess of £100, staff should do some research to ensure that the price is competitive. Where the purchase is to be made that will be in excess of £500 a minimum of three quotes should be obtained before proceeding, to ensure that the service user is getting good value.”

If the manager is available to s/he should sign to authorise the requisition. If the manager is not able to sign a second housing officer will countersign the requisition at head office.

The housing officer will sign and complete the date paid and cheque number at head office, so these should be left blank.


CHEQUE/CASH REQUISITION FORM

Please submit with Project Manager’s authorising signature and give at least 24 hours notice.

No Authorisation = No Payment

For Petty Cash Please Use Petty Cash Form

Date of Request: 3/4/2007 Originator: A. Staff Project: Sweetheart House

Date Cash Required 12/4/07

Amount £100.00

Amount (in words) One hundred pounds

Payee (In Full) Brian Jones

Weekly money for w/c 15/4/07

Details

(What is it for)

Budget to be charged: Brian Jones (1234-001) Authorised by Project Officer: __A. Staff___________________________ Authorised by Finance Manager/Director: __________________________________________ Date Paid: __________________________________________ Cheque No: __________________________________________ RECEIVED: I confirm receipt of the above stated amount: Signature: _________________________________ Print Name: ________________________ Date: _______________________________


PAYMENT RECEIVED SHEET – HOW TO When rents, the change from one off requests, laundry or payphone money is returned to head office a payment received sheet also needs to be completed and sent to head office. This applies to money returned in person and re-banked money. This shows finance where to allocate the money to. Complete the project name. The first part of the form is for banked rents. Complete the date the service user paid, the tenants name, flat number, amount paid and the period that the payment is for. In the example Brian paid £10.66 on 7/4/08 and Celia paid £10.66 on 8/4/08 for week commencing 7/4/08. The name of the staff member who received the money is written in the ‘received by’ column. The second section is for other money. In the example only payphone money is being banked. The date it was taken from the payphone and the amount are entered. If re-banking change from a one off purchase this should be written in under ‘other’. The receipts (originals not photocopies) should also be returned with this form. Add up the total and enter it into the totals box. This will be exactly the same amount which you banked and you can check this against the payment slip. The final section is about the bank account which you paid money into. If money has been brought into head office in person, just complete the number of sheets and totals banked boxes and sign. If you paid money into the bank complete the RBS payment slip number. This is on the RBS counterfoil in the paying in book. The slip number also needs to be recorded in all books which money is coming out of and rent cards. In the example staff have written the payment slip number on Brian and Celia’s rent cards and in the cash rents book. Complete the date banked and who banked the money. If a project is re-banking a lot of different monies (e.g. lots of service users’ rents) they may need to continue onto a second or third sheet. Please complete the sheet… of… box and calculate the total banked on all sheets. In the example there is only one sheet so staff have written sheet 1 of 1 and the total banked is the same as the total for the sheet.


PAYMENTS RECEIVED SHEET

Project : … Sweetheart House …………………………………………

Date Tenant Name Room / Flat No.

Amount Paid

Period Payment Made For

(e.g. W/C 02/04/07)

Received by (Name)

7/4/08 Brian Jones 4 £10.66 W/C 7/4/08 A. Staff

8/4/08 Celia Smith 2 £10.66 W/C 7/4/08 A.Staff

£

£

£

£

£

£

£

£

£

£

£

Laundry Money

11/4/08 Telephone Money £24.90

Other £

Total for this sheet £46.22

RBS payment slip number 019408

Date banked 11/4/08

Banked by A. Staff

Sheet ..1…. Of..1…

Total banked On All Sheets £46.22


PERSONAL MONEY

V. Cash Box

Date No Transaction details Requistion Money

in Money

out

Balance Signature (Client) Signature (Staff)





4/2/08 15 Out for cinema £ £ £ 10.00 £4.47 Brian Jones A. Staff

4/2/08 Requisition to head office £100.00 £ £ £4.47 Brian Jones A. Staff

4/2/08 15 Change from cinema

£ £4.50 £ £8.97 Brian Jones A. Staff


5/2/08 16 Out for sweets and crisps £ £ £5.00 £3.97 Brian Jones A. Staff

5/2/08 16 Change from sweets and crisps £ £3.42 £ £7.39 Brian Jones A. Staff

5/2/08 Requisition received from head office £ £100.00 £ £107.39 Brian Jones A. Staff




6/2/08 18 Out for toiletries £ £ £10.00 £82.07 Brian Jones A. Staff

6/2/08 18 Change from toiletries £ £6.01 £ £88.00 Brian Jones A. Staff

6/2/08 Balance check (see comment) £ £ £ £88.08 A. Staff Sue Worker

7/2/08 19 Out for bus fare to mums £ £ £5.00 £83.08 Brian Jones A. Staff

7/2/08 19 Change from bus fare to mums £ £1.70 £ £84.78 Brian Jones A. Staff


Totals check for the sheet £ £123.78 £70.00 £84.78 Page checked by:

Balances carried forward £84.78 COMMENTS 6/2/08 Balance mis-calculated. Should be £88.08. This was noticed during balance check on same day. A Staff.

Page totals checks should be completed at the bottom of every page. Add up all the money which has come in and write into the pink box. Add up all the money out and

write into the green box. The opening balance (in the yellow box) plus the money in (the pink box) minus the money out (green box) should equal the final balance. This should be written into the blue box and carried over

to the next page. If the calculation doesn’t equal the closing balance

1. Double check your calculations. 2. Go through each transaction on the page until the error is found.

Write the findings up in the comments box.

On this example page the only error has been found before the bottom of the page so the balance check balances.

Remember YELLOW + PINK – GREEN = BLUE

Documents

Housing ‘How to’ guide - Creative Support · PDF fileCreative Support Housing ‘How to’ Guide Page 1 of 26 ... 20-21 How to order a petty cash requisition. ... Stationery Cleaning