4.6 Petty Cash

Contents

1. Cash Transfers from Head Office
2. Procedure for Young Person's Clothing Allowances

1. Cash Transfers from Head Office

• These will continue as at present, though if the home's cash balance is in excess of £600 and there is no specific reason for this, then the company reserves the right not to make any further transfers until the cash levels are reduced.  This will only happen with the prior authorisation of an Operations Manager.

Cash Summary Form

• A revised cash summary form has been prepared.  This one form will replace the two existing (house-keeping and PET forms).
• The form needs to be prepared each week and submitted to the Finance Department  within seven working days.
• The form needs to be completed on the computer - this automatically adds up totals and helps prevent errors.
• All withdrawals from the bank and all payments of expenses must be entered on to the summary form, with detail of the nature of the expense and ATM bank withdrawal slips/receipts for expenditure attached to the form.
• The Home Manager must either authorise the form (by way of check) if a staff member completes the detail, or if the Home Manager is preparing the form then the authorisation and checking must be the Assistant Manager or the Operational Manager.
• The authorisation signatures should only be put on the form when:-
  • The cash has been counted and agreed to the summary.
  • Opening balance has been checked to the previous week's sheet.
  • All cash withdrawals from the bank (as shown on the bank statements) are confirmed as having been entered on the summary sheet.
  • Under no situation should cash be withdrawn from the bank and not entered on the weekly sheet.
  • There should not be any IOU's.

Random Checks

• The checking of the above procedure is part of the standard Reg 33 visits.
• Additional other random checks will be completed on an ad hoc basis.

Receipts

Nearly all businesses will, if asked, generally provide a receipt.  If for whatever reason a receipt cannot be obtained, then a petty cash slip must be used, but this has to be signed by two staff, including the Manager.

Additional Reimbursements

To be sent to the Finance Department when authorised by a Regional Operations Manager.

Other

• The amount of cash held on the premises should not exceed £300 unless there are reasonable reasons for this and an Operations Manager agrees a higher limit.
• All replacements of white goods (cookers, washing machines, etc) will be actioned via the Property Department.

2. Procedure for Young Person's Clothing Allowances

1. Weekly allowance of £As Advised

1. Record each person's allowance every week on housekeeping sheets
2. Record allowance on young person's clothing account
3. When YP purchases clothing deduct amount spent from balance
4. Put receipts in YP's clothing account file
5. Ensure you keep enough money in bank to cover clothing balances.

2. One off allowances to be recharged to Local Authority

1. Get authority from social worker in writing
2. Fax authority to accounts with request for money to be transferred
3. Withdraw money from bank and put on housekeeping as income
4. Put expenditure on housekeeping and attach receipts
5. Highlight expenditure and write "rechargeable to local authority"
6. Put receipts for full allowance on one housekeeping sheet
7. Do not record these transactions on young person's clothing account

If staff have any questions relating to the above, please refer to either the Finance Department, or the Finance Director.

End