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POLICY #: / PIKE COUNTY
AREA AGENCY ON AGING
APD # 05-01-11
Unit Agency (If applicable):
Subject Program Income / Proposed o Final
x Effective Date
August 15, 2013 / Revision Date:
Purpose:
To provide guidance for the collection, documentation, safe-keeping, and reporting on program income for the Pike County Area Agency on Aging.
Internal Controls
Internal controls provide the AAA with a coordinated control structure to safeguard assets, assure the reliability of accounting and financial data, promote operational efficiency, and support adherence to managerial policies and procedures regarding grant and funding requirements. Internal controls are supported by a subset of operating controls, accounting controls, and compliance controls.
Persons Responsible: Fiscal tech, Administrator, Site Managers, Director
Policy:
The following programs are provided with a donation of funding from the consumer and or their families:
Home Delivered Meals (non-PDS Waiver), Congregate Meals, Senior Center Activities, and Information & Assistance
The Congregate Dining room will have a sign-in sheet for consumer’s to record their participation in the nutrition services program, prime time health, and or senior center events. The donation for the activity will be collected upon sign-in by the host or volunteer assigned to the task. The site manager is responsible for tallying and recording the number of consumers, amount of donations, and any other specific information about the events, including dates. Consumers are NOT tracked by their donations as these are suggested at $2.50/meal but not mandatory for service). Program income tracking sheet is maintained in the strong box at each center and submitted monthly to Agency for reporting purposes.
The Home delivered meal driver is responsible for collecting any donations (excluding PDA Consumers who are not to be solicited) from consumers upon delivery of meals. Donations are confidential and not mandatory for this service. These funds are batched daily and conveyed to the fiscal tech and or site manager upon end of shift/lunch. The fiscal tech then keeps the secured in the safe at the Agency, the site managers lock them in their respective cabinets until able to send to Agency for fiscal receipt.
Weekly the Program Income is counted and registered manually to the cost center it was originated in such as home delivered meals, congregate dining, or information and assistance. The Program Income weekly sheet is filled in and dated. The money is reconciled by the clerk typist III prior to the bank deposit.
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