HOME & COMMUNITYPolicy No.: ADM-5-90

SUPPORT SERVICESRevised: March 2008

--OF GREY-BRUCE--Effective Date: 01/06/99

Page: 1 of 1

SECTION: ADMINISTRATION

TOPIC: FINANCIAL/LEGAL

POLICY TITLE: RECEIVING PAYMENT FROM CLIENT

POLICY STATEMENT

All clients of Home and Community Support Services of Grey Bruce will be encouraged to pay their client fee directly to the administrative (head) office either in person or via mail in order to lessen possible misplacement of funds.

PROCEDURE

  1. Each invoice for services received through Home and Community Support Services of Grey Bruce will include instructions to pay by cheque or money order and send directly to the administrative office.
  1. In order to accommodate clients who find it difficult to make their payment directly to the head office, the appropriate staff will accept payment from clients at our outer offices by following the procedures are outlined in this policy.
  1. If the client has given the volunteer or staff member payment for the service, this payment will be clearly marked as to the client’s name and service and will be stored in a secure location until it can be transported to the administrative office.
  1. The appropriate staff member at the site will ensure any cheques are forwarded to the Secretary/ Scheduler at head office via inter-office mail. The staff member, forwarding the cheques will also immediately e-mail the Secretary/ Scheduler with the details of the payment being forwarded so it can be applied against the clients account without delay.
  1. Cash payments received an outer offices will be taken directly into petty cash by the appropriate staff person according to the petty cash policy ADM-5-30. This person will also immediately e-mail the Secretary/ Scheduler with the details of the payment in order for it to be applied against the clients account without delay.
  1. Cash will be forwarded to head office according to the petty cash policy ADM-5-30.

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