In Safe Hands - Action on Elder Abuse

(f)Financial and accounting records relating to service users personal expenditureshould be retained for the current financial year and the preceding five years(total six). This includes situations where the service user moves or dies. (NB Thisguidance should be cross referenced with local authority practice andprocedures for when a service user dies)7.5 Two examples of the documentation sets used by different service providers, inconnection with the procedures referred to in sub-paragraphs (a) and (c) above, are includedin appendices 3/3A and 4/4A.7.6 Expenditure(a)Clear guidance should be issued by service providers regarding what they (andthe service commissioner) consider proper professional practice where thepersonal funds of vulnerable adults are being spent. This could comprise a list of'dos' and 'don'ts; and cover contentious areas (such as the costs and expenses ofcare staff accompanying service users on holiday) where monies might beremoved from the service user's account to meet expenditure from which theservice provider/staff may directly or indirectly benefit. An example of suchGuidance, issued by one service provider, is attached as Appendix 5.(b) Clear guidance should also be issued regarding the policy on care staff accepting(or otherwise) cash, personal gifts or hospitality from service users or from theirfamilies & friends. An example of such guidance, from one care provider, isattached as Appendix 6.<strong>In</strong>ventory of Personal Possessions7.7 A simple basic inventory should be constructed, and kept up to date, of valuablepersonal property belonging to each service user. By way of a non-exhaustive list forillustrative purposes only, this could include items such as portable TVs, cassette players,music centres, personal jewellery, leather handbags. The inventory should be updated andcertified as correct, at least 6 monthly, by an officer responsible for administering serviceusers' financial affairs; and verified, annually, by a more senior manager. Any missing itemsshould be fully investigated in accordance with local adult protection procedures wherenecessary, and a proper explanation recorded on the service user's personal file. Theinventory should also be formally amended, as necessary, and a brief explanatory note addedto the inventory (and cross referenced to the service user's personal file/records). <strong>In</strong>stancesof suspected theft must be reported immediately in accordance with local adult protectionprocedures.Personal Credit Cards7.8 The use of staff members' personal credit, debit or loyalty card(s) to process theprivate expenditure of a service user should not be permitted.<strong>In</strong> <strong>Safe</strong> <strong>Hands</strong> - Update 2003