Participant Support Procedures > Handling Participants’ Personal Money Procedure
Authorised by Chief Executive Officer
Issue Date: 26 October 2016
Revised date: 8 June 2023
Kyeema aims to support the independence of participants in all matters. This entails encouraging people to pay for their own purchases and keep their own receipts where possible. For security reasons it is sometimes to the advantage of the participant for Kyeema to keep their funds secure and assist them in retaining receipts for purchases where these are required.
Where Kyeema has access to a participant’s money or other property, this procedure ensures that it is managed, protected and accounted for and applied, reviewed and communicated.
Participants’ money or other property is only used with the consent of the participant and for the purposes intended by the participant.
Accommodation and Special Activities
On arrival other participant’s money will be checked in and recorded on form HL-14 (Participant entry checklist form). At this time form CCF-25 will be filled out (Record of participant expenditure form) which will start with the amount of money lodged by the participant and or parent/carer.
All participants’ money is stored in a locked cash tin and secured in a locked drawer.
If the participant requires any cash during their time in care form CCF-25 is to be filled out with the amount given and then with any change and receipts and the balance is to be adjusted. This form is to be signed by the staff member for every transaction and receipts attached to the form.
Where no receipts are obtained the item is to be identified and initialled by the participant and staff member/s.
A copy of this form and receipts is to be given to the participant/parent/carer when the participant leaves Kyeema’s care or at any time requested during the time they are in our care.
Other Kyeema Programs
In any other program or activity that requires staff to account for participant money, all due care is to be taken in ensuring the funds are secured and that receipts are obtained if that is required by the individual or carer. Participants may be reminded to keeping their money secure if they are carrying it themselves.
If discrepancy occurs
In the event of a discrepancy in the above process the following procedure is to be followed.
1. Program or Facility manager to be informed.
2. Manager to carry out reconciliation to ensure entries are correct.
3. If this does not resolve the matter, manager to discuss each transaction with the staff member who was involved.
4. Family/carer to be informed of the discrepancy.
5. If discrepancy cannot be resolved manager to make up the funds from Kyeema monies unless family says this is not necessary.
Relevant Forms
Participant Entry Checklist Form HL-14
Record of Participant Expenditure Form CCF-25