HOME & COMMUNITYPolicy No.: ADM-4-10

SUPPORT SERVICESUpdated: June 2 007

--OF GREY-BRUCE--Page: 1 of 3

SECTION: ADMINISTRATION

TOPIC: ACCOUNTING

POLICY TITLE: ACCOUNTS RECEIVABLE

POLICY STATEMENT

Clients receiving the following services from Home and Community Support Services of Grey Bruce will be invoiced on a monthly basis:

  • Meals on Wheels - Hot and Frozen
  • Day Away Program
  • Transportation

All invoices will be mailed to clients in the two weeks following the month of service. They will clearly state the service received, amount owing and method of payment requested.

PROCEDURE:

Invoicing

  1. Client use of the service will be recorded and approved according to the system set for each service.

Meals on Wheels - Hot:

  • The Food Source will keep a daily total of meals to clients on theMOWClient Record Form (Form MOW-2) and Form MOW-8 (Meals on Wheels Quality Assurance Food Review) and will forward this information to the appropriate Manager, Community Services by the fifth day of the month.
  • The Manager, Community Services is responsible for approval and coding and submitting to the Accounting clerk by the 5th working day of the month.

Frozen Meals:

  • Orders for all frozen meals will be sent to the Secretary/Receptionist via the Frozen Order Form (Form MOW-FM-6). The Secretary/Receptionist will place the original order form in the order book. One copy of the order will be sent to the Manager, Community Services and one copy will be Purolated to the volunteer in charge of delivery and one copy will be Purolated to Private Recipes.
  • The Manager, Community Services is responsible for approval and submitting to the Accounting Clerk by the 5th day following delivery.

Day Away Program:

  • The Program Manager will keep a daily record of clients attending the program (Form DA-12Day Away Billing Sheet) and will forward this information to the Director of Day Programs by the fifth day of the month.
  • The Director of Day Programs is responsible for approval and coding and submitting to the Accounting Clerk by the 5th working day of the month.

Transportation:

  • Utilizing a flat rate billing process, the driver will be aware of their total compensation when the right is confirmed.
  • The Volunteer Driver will record any unplanned, allowable expenses and report these to the Team Clerk/Secretary Scheduler upon their return.
  • The Team Clerk/Secretary/Scheduler is responsible for coding all rides as they are inputting the drives into the CIMS data base. The Secretary/Scheduler will then forward the Worker Actual Schedule Summaryto the Accounting Clerk at the end of each week if possible.
  • The Accounting Clerk is responsible for extracting client billing information from the Monthly Worker Actual Schedule Summarywhich will then be processed as Accounts Payable (see ADM-4-40).
  1. The Accounting Clerk will compare the distances on the billing summary to the chart of mileage to ensure accuracy.
  1. Any discrepancies with prior arranged billing instructions will be referred back to the Team Clerk/Secretary scheduler immediately.
  1. The Accounting Clerk will produce invoices through the CIMS data base. All invoices will contain:

i)the name of the client,

ii)the service being billed and the date of the service,

iii)the date of the billing,

iv)any outstanding amounts owing,

v)the name of the agency and the address for submission.

  1. If the previous balance indicates an amount owing, the Accounting Clerk will proceed as in policy ADM-4-20 (Overdue Accounts).
  1. The invoice and a return envelope will be mailed to the client or to a pre-arranged family member or third party billing by the 14th day of the month following delivery of the service.
  1. The Accounting Clerk will attach the billing sheet to the CIMS summary and place in a file created for each program.

Receiving Money

  1. Upon receipt of payment from a client, the Secretary/Receptionist will match the returned invoice with the Client’s CIMS file/Age Trial Balance (Historical AR Report).
  1. The Secretary/Receptionist will enter the amount paid in the Client’s CIMS file under “Quick Payments”.
  1. The Secretary/Receptionist will complete the bank deposit book and deposit money/cheques in the bank.
  1. The Secretary/Receptionist will staple the returned invoice to a copy of the bank deposit sheets and forward to the Accounting Clerk for placement in a monthly file.
  1. If no invoice is included with the payment a photocopy of the cheque is taken and attached to the copy of the bank deposit sheet and forward to the Accounting Clerk.

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