At edyn.care, we are committed to ensuring that all financial transactions involving care recipients are handled safely, transparently, and professionally.
Supporting a care recipient with money is a position of trust. Care recipients, their families, and the wider care team must be confident that any money handled on a care recipient’s behalf is managed responsibly and accurately.
When Can I Handle a Care Recipient's Money?
You may only handle a care recipient's money where:
the arrangement has been agreed within the care plan;
any required risk assessment has been completed;
the support is necessary to meet the care recipient's needs; and
appropriate consent has been obtained.
Examples may include:
grocery shopping;
collecting prescriptions;
purchasing agreed household items; or
making small payments on behalf of the care recipient.
If you are unsure whether a transaction is permitted, contact the office before proceeding.
Recording Financial Transactions
Every financial transaction must be recorded on a Financial Transaction Sheet.
The following information must be recorded:
money received;
money spent;
change returned;
date of transaction;
purpose of the transaction; and
signatures where required.
Records should be completed as soon as possible after the transaction takes place.
Receipts
Receipts should be obtained wherever possible.
All receipts must be retained and submitted alongside the completed Financial Transaction Sheet each month through the QA Documents Collection Typeform available on the Carer Portal.
If a receipt cannot be obtained, this should be clearly noted on the Financial Transaction Sheet.
Where Can I Find the Financial Transaction Sheet?
The Financial Transaction Sheet can be found within the Carer Portal.
If you are unable to locate the document, please contact your Care Manager or the office team who will provide the latest version.
Good Practice When Handling Money
Whenever possible, carers should:
count money with the care recipient present;
confirm the amount received before leaving;
return any change immediately;
keep the care recipient's money separate from their own money;
retain receipts;
complete records promptly and accurately; and
ensure all transactions can be fully accounted for.
Use of Debit Cards and Credit Cards
Use of a care recipient's debit card or credit card should only occur where:
it has been risk assessed;
it is specifically authorised within the care plan;
appropriate consent has been obtained; and
no safer alternative is available.
Carers must never:
keep a care recipient's bank card outside agreed arrangements;
store or share PIN numbers;
record banking information for personal use; or
access online banking unless explicitly authorised and risk assessed.
Supporting Independence
Care recipients should be supported to manage their own finances wherever possible.
Where there are concerns regarding a person's ability to make financial decisions, carers must inform the office immediately so that appropriate assessments and support can be considered in line with the Mental Capacity Act 2005.
Reporting Concerns
Any concerns relating to financial matters must be reported immediately.
Examples include:
missing money;
lost receipts;
unusual transactions;
suspected financial abuse;
coercion;
theft;
discrepancies in records; or
concerns raised by family members or professionals.
These concerns must be escalated in accordance with edyn.care's Safeguarding Policy.
What Carers Must Never Do
Carers must never:
borrow money from a care recipient;
lend money to a care recipient;
accept loans or repayments;
accept gifts or financial favours;
use loyalty cards, reward cards or cashback schemes linked to their own accounts;
make purchases for themselves using care recipient money;
provide financial advice;
become involved in wills, inheritance matters or legal financial arrangements; or
place themselves in a position where there could be a conflict of interest.
Audits and Quality Assurance
Financial Transaction Sheets and receipts may be reviewed by the Quality Assurance Team as part of routine audits.
Accurate records help:
protect care recipients;
protect carers;
demonstrate accountability;
reduce safeguarding risks; and
ensure compliance with edyn.care policies and procedures.
Need Help?
If you are ever unsure about handling money, completing a Financial Transaction Sheet, or supporting a care recipient with a financial transaction, contact your Care Manager or the office before proceeding.
It is always better to ask first than risk making an error.