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Registration Number: {{org_field_registration_no}}

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Handling of Service User Finances Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} effectively and ethically manages the financial affairs of people we support, where applicable, in accordance with the Care Inspectorate Scotland regulations, Health and Social Care Standards, and Scottish Social Services Council (SSSC) Codes of Practice. This policy establishes clear procedures to protect individuals from financial abuse, ensure transparency, and maintain accountability in financial transactions.

This policy ensures that:

• The financial interests of people we support are safeguarded against exploitation and mismanagement.
• Staff follow clear, legally compliant procedures when handling finances.
• Financial transactions are accurately recorded and regularly audited.
• Individuals receiving care maintain as much independence and control over their finances as possible.
• Best practices for preventing financial abuse are followed and monitored.

2. Scope

This policy applies to:

• All staff, including care workers, supervisors, and management, who may assist people we support with their financial transactions.
• Agency and temporary staff, ensuring they adhere to the same financial safeguarding procedures.
• People we support, their families, and representatives, ensuring they understand how finances are handled.
• External agencies, such as advocacy services and local authority financial guardians.

3. Legal and Regulatory Framework

This policy aligns with:

• The Adult Support and Protection (Scotland) Act 2007 – Protecting vulnerable adults from financial harm.
• The Adults with Incapacity (Scotland) Act 2000 – Governing financial decision-making for those lacking capacity.
• The Care Inspectorate’s Quality Framework – Setting expectations for financial safeguarding.
• The Health and Social Care Standards (Scotland) 2018 – Ensuring dignity, choice, and transparency in financial management.
• Scottish Social Services Council (SSSC) Codes of Practice – Requiring professional and ethical handling of finances.
• The Regulation of Care (Scotland) Act 2001 – Defining care provider responsibilities, including financial safeguarding.
• The Equality Act 2010 – Ensuring fairness and protection from financial discrimination.
• General Data Protection Regulation (GDPR) and Data Protection Act 2018 – Protecting financial data confidentiality.

4. Principles of Financial Management

{{org_field_name}} follows key principles to protect the finances of people we support:

4.1 Promoting Financial Independence

• Individuals must be encouraged to manage their own finances where possible.
• Staff will only assist when necessary and with clear consent.
• Training and support are provided to enhance financial skills and decision-making.

4.2 Transparency and Accountability

• All financial transactions must be accurately recorded, signed, and reviewed.
• Receipts must be obtained for all purchases made on behalf of people we support.
• Regular internal audits and checks are conducted to prevent errors or misuse.

4.3 Preventing Financial Abuse

• Zero tolerance for financial exploitation, theft, or coercion.
• Immediate reporting of any suspected financial abuse.
• Staff must not accept gifts, loans, or personal financial involvement with individuals they support.

4.4 Adhering to Legal Responsibilities

• Staff must follow the legal framework for Power of Attorney, Guardianship Orders, and financial deputies.
• People we support must be involved in financial decisions to the maximum extent of their capacity.
• Strict data protection policies apply to financial records.

5. Managing Financial Transactions Safely

5.1 Identifying Financial Assistance Needs

Upon assessment, {{org_field_name}} will:

• Determine the level of financial independence an individual has.
• Identify specific areas where assistance is required, such as shopping or bill payments.
• Establish whether a Power of Attorney or Guardian is involved in financial decisions.
• Ensure that financial support is clearly documented in the individual’s care plan.

5.2 Supporting Day-to-Day Financial Transactions

Where assistance is required, staff may:

• Support individuals with budgeting and money management.
• Help with shopping, ensuring purchases align with the individual’s choices.
• Assist with bill payments, ensuring the person is aware of their financial obligations.
• Record every transaction in a financial log, with receipts attached.

5.3 Cash Handling and Secure Storage

If staff handle cash on behalf of individuals, they must:

• Only handle cash with explicit consent and documented authorisation.
• Keep cash securely stored in a locked facility where required.
• Maintain a financial record book, updated daily and signed by two staff members.
• Ensure that all cash handling aligns with Care Inspectorate Scotland’s best practices.

5.4 Banking and Bill Payments

If staff assist with banking, they must:

• Only assist if explicitly authorised in the care plan.
• Ensure that individuals have access to their own bank statements.
• Encourage the use of direct debits for bill payments to reduce cash handling.
• Keep a record of all transactions and bank visits, signed by the individual where possible.

5.5 Use of Bank Cards and PINs

Staff must:

• Never use or store personal bank cards or PINs of people we support.
• Only use prepaid shopping cards or controlled payment methods where applicable.
• Ensure that people we support have control over their financial decisions.

6. Safeguarding Against Financial Abuse

6.1 Identifying Financial Abuse

Staff must be vigilant for signs of financial abuse, which may include:

• Unexplained financial transactions or missing funds.
• Pressure from family or others to make financial decisions.
• Sudden changes in financial status.
• Confusion about personal finances or missing documentation.

6.2 Reporting Financial Concerns

If financial abuse is suspected, staff must:

• Report concerns immediately to their line manager or safeguarding officer.
• Follow Adult Protection procedures under the Adult Support and Protection (Scotland) Act 2007.
• Record concerns confidentially and notify the relevant authorities if necessary.

7. Staff Training and Compliance

To ensure compliance with this policy, all staff will:

• Receive mandatory training on financial safeguarding and handling procedures.
• Be trained on identifying and preventing financial abuse.
• Undergo regular competency assessments in financial procedures.
• Follow all guidelines set out in the SSSC Codes of Practice and Care Inspectorate regulations.

8. Monitoring and Auditing Financial Compliance

To maintain high standards, {{org_field_name}} will:

• Conduct monthly internal audits of financial transactions.
• Review financial policies annually or when legislative changes occur.
• Obtain feedback from individuals and families on financial assistance processes.
• Work with external agencies where required to ensure accountability.

9. Related Policies

This policy should be read alongside:

• Safeguarding and Protection Policy
• Person-Centred Care Planning Policy
• Data Protection and Confidentiality Policy
• Whistleblowing Policy
• Incident Reporting Policy

10. Policy Review

This policy will be reviewed annually or sooner if there are changes in legislation, best practices, or organisational needs. Any amendments will be communicated to all staff and relevant stakeholders.

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Responsible Person: {{org_field_registered_manager_first_name}}{{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
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