Credits cards may be issued to employees, based on their position and supervisor recommendation, and meet the following criteria:
1.    Have been employed for at least six (6) months at Mains’l or based on supervisor’s recommendation.
2.    Have demonstrated competence in managing financial systems according to policy and procedure.

Eligible employees may be required to do one or more of following:
1.    Sign the Approval Credit Rating form authorizing a personal credit rating check.
2.    Sign a Credit Card Agreement.
3.    Complete training with a credit card program administrator.

Cardholders agree to:
1.    Limit purchases to items that are necessary and reasonable within the agency and department budgets.
2.    Not use credit card(s) for personal use.
3.    Submit statement for approval within five (5) days from receipt of statement.
4.    Notify the credit card program administrator immediately if the card is lost or stolen.

Statements for credit cards are mailed/emailed monthly to the cardholder for processing.
Card holders are required to code and submit statements for payment.
1.    Statement Coding: 

•  Accurately code purchases to the appropriate department and account number. 
• Attach proper receipts, for each item purchased, in the order they appear on the credit card statement
  • For paper statements paperclip (do not staple) statement with corresponding receipts/invoices to be submitted.
• Ensure that the total amount coded matches the total credit card statement balance.
• Any purchases larger than $2,500 will be considered as a capitalization.  See Mains’l’s Capitalization Policy.

2.    Statement Submission:

• Submit statement and corresponding receipts/invoices for review and approval by your supervisor within five (5) days. 
• The cardholder’s supervisor is required to approve the statement for payment within five (5) days of cardholder submission.
• Paper statements are due to accounts payable within 10 days from date received with proper coding and approval.

3.    Termination of corporate credit cards:

• Mains’l maintains the right to revoke corporate credit cards at any time.
• When an employee holding a corporate credit card terminates employment from Mains’l, the card is returned to the supervisor.
• The supervisor is responsible for notifying credit card program administrator of any terminated employment.
   

Procedure
When an item is capitalized, it shall be added to the FAS and depreciated over the expected useful life per the table in this policy.  Personnel must maintain the equipment and keep it in good working order.
 

1.    Payment processing requirements:

• Payments are made for approved invoices that are submitted to Accounts payable. The cutoff time to submit approved invoices/payment requests is 12 p.m. on Wednesday of each week.  
• Vendor payment checks/direct deposits are processed on Friday of each week.  
• Vendor payments that are not received by the weekly cutoff are paid the following week unless a priority or exception can be justified.  
• A vendor direct deposit authorization form must be completed if a vendor needs direct deposit
• A voided check or a note from the bank  with routing and account number must be submitted with the direct deposit authorization form
• Accounts Payable determines if a check is required for emergency or priority items.
• Submit invoices/payments within five (5) business days of receipt.

2.    Preparing payments/invoices:

• Invoices or payment requests should be reviewed and prepared prior to submitting them to AP.
  • Review invoices for accuracy.
  • Use an authorized vendor stamp on the invoice without covering invoice details.
  • Complete the authorized vendor stamp information. 
  • Sign or obtain proper approvals/signatures.
  • Payment requests over $100 require approval from the employee supervisor.

b.    If an invoice doesn’t exists and a payment is required:

• Complete a Payment Request Form.
• Attach any supporting documentation.
• iSign or obtain proper approvals/signatures.
• Payment requests over $100 require approval from the employee supervisor.

3.    Recurring payables: 

• Recurring payables are payments made to the same person(s)/payee(s), for the same amount, with a consistent due date.  Typical types of recurring payables are rent, leases, and contract payments. 
  • If an approved payment meets the recurring criteria, you may submit a recurring payment request to AP with the department supervisor’s approval.
  • Once approved by the supervisor, signatures are not needed for the recurring payment to be processed.
  • If the recurring payment amount stops or changes the supervisor should contact AP to stop or make appropriate changes.

A representative payee can be appointed by the Social Security Administration to receive the Social Security or SSI benefits for a person who can’t manage or direct the management of his or her benefits.  Mains’l does not charge a monthly fee from Social Security benefits and/or Supplemental Security Income (SSI) benefits, but charges may apply depending on the business relationship between Mains’l and the person requesting representative payee services. 

• When the person requesting representative payee services also receives participant directed services, Mains’l charges and receives a monthly fee through the person’s Medicaid waiver. 
• When the person requesting representative payee services also receives traditional waiver services and is requesting the service in order to ensure payment to Mains’l for other services, representative payee services are provided at no charge. 

A representative payee’s main duties are to use the benefits to pay for the current and future needs of the beneficiary, and properly save any benefits not needed to meet current needs. A payee must also keep records of expenses. 

Establishing Mains’l as a Representative Payee

The following steps are to be followed to establish Mains’l as Representative Payee:

1. The person requesting representative payee services informs their manager and provides the person or representative with the contact information of the person designated at Mains’l to be representative payee. 
2. The manager contacts the person designated to be representative payee at Mains’l to inform him or her that a request to perform representative payee services has been made.
3. The representative payee, after being contacted by the person or their representative, plans a meeting. 
4.  A meeting is held to determine if the person would like to choose Mains’l as rep payee. If so, next steps are identified to determine when and how paperwork will be completed.
5. After paperwork is completed, Mains’l begins performing representative payee services. 

Fulfilling Representative Payee Responsibilitie

1. Required Duties: The person assigned at Mains’l as a representative payee works with the person receiving services and their support team to ensure his or her day to day needs are being met by performing the following duties:
   • Determine the beneficiary’s needs and use his or her payments to meet those needs;
   • Save any money left after meeting the beneficiary’s current needs in an interest bearing account or savings bonds for the beneficiary's future needs;
   • Report any changes or events which could affect the beneficiary’s eligibility for benefits or payment;
   • Keep records of all payments received and how the money was spent and saved;
   •  Provide benefit information to social service agencies or medical facilities that serve the beneficiary;
   • Report to the Social Security Administration  any changes that would affect our performance or our ability to continuing as payee;
   • Complete written reports accounting for the use of funds; and
   • Return to the Social Security Administration any payments to which the beneficiary is not entitled.
   • Mains’l completes the annual Representative Payee reports from Social Security for each person we provide rep payee services for, as requested by Social Security.  
2. Monthly Process
   • Mains’l collects the social security benefits each month and deposits the funds into each person’s rep payee account in QuickBooks.  
   • By the 5th of each month, the rep payee checks the account balance of each person they are payee for to ensure there are enough funds in the person’s account to process payments for the month.
     •  Payee pays bills for each person, as needed before the due dates. 
     • Payee issues a personal needs check by the 5th of each month

All utility accounts managed and payable by Mains’l will be set up by the senior manager or manager.  All invoices will be mailed either to the main office or to the individual program site.  Each invoice should reference the address where service is provided.  

1.    Utilities included, but not limited to, are:

• Basic cable services
• Electric utilities
• Gas utilities
• Water and sewer
• Lawn and snow removal
• Garbage disposal
• Telephone service
•  Maintenance

2.    Invoices mailed to the main office will be distributed, by the receptionist, to the appropriate manager’s mailbox.

3.    The manager will code the invoices for payment, using an authorized vendor stamp.

• Invoices are to be submitted to Accounts Payable within five (5) business days following the receipt of invoices.

4.    All invoices for people receiving services will be set up to be mailed to that person’s home.  Those include but are not limited to:

• Medical supplies
• Health club memberships
• Magazine subscriptions
• Personal phone services
• Cable services that are beyond the basic cable services

5.    Managers will ensure that the person receiving services pays for invoices for their personal services.

6.    Managers and/or senior managers are the only authorized persons to set up vendor accounts on behalf of Mains’l.

7.    Payment requests over $100.00 will be approved by the senior manager and/or manager.

8.    Grocery Accounts

• Grocery charge accounts will be managed by the manager
  •  A grocery report will be completed each month and signed by the manager
  • Summarize the purchases
  • Code the purchases to the appropriate account
  • Submit the signed and completed report to Accounts Payable by the fifth (5th) business day of each month.

9.    The manager shall notify Accounts Payable of changes to authorized personnel who can use charge accounts.

10.    No gift cards shall be purchased on grocery charge accounts. 

11.    Any purchases larger than $2,500 will be considered as a capitalization.  See Mains’l’s Capitalization Policy.
 

Mains’l Services will oversee the completion and filing of the following forms necessary to receive support for Room and Board services and collection of Room and Board Payments:

• CAF(Combined Application Form)

The CAF form will be filled out by the manager with assistance from guardian and/or case manager upon enrollment and is submitted to the county by the manager.  If the county representative requests to complete the CAF they will sign and date the R&B worksheet as the responsible party for these filings. This form must be completed in the month the person is admitted.  The county will then notify the person, rep payee and/or Mains’l Services the amount of GRH that will be paid for this person.

• Shelter Verification Form

The Shelter Verification form will be filled out by the manager and/or case manager at intake and submitted to the financial worker. If the case manager requests to complete the Shelter Verification Form (SVF) they will sign and date the R&B worksheet as the responsible party for these filings. This form will determine GRH eligibility

• Room and Board Worksheet and Financial Agreement

The Room and Board Worksheet and Financial Agreement is completed at intake by the manager and guardian/case manager and is put in the person’s file on the “M” drive. 
This form is to acknowledge the financial responsibility as representative payee of the person’s funds. 

Collection of Room and Board Charges

Payments received by Social Security and GRH are received monthly and applied to the monthly Room and Board invoice.

1. On the 10th of each month a reminder will be sent to each manager via email to let them know Room and Board payments are due for the people they support.  This reminder is for CRS (Community Residential Services) residents who receive their own Social Security and those who pay cost of care toward their Room and Board.  The manager will initiate payment to Mains’l Services out of the person’s funds and deliver payment to the Finance Department.  Payments are made within 5 days of person’s social security being received.
2. By mid-month the Finance Department will send out statements to anyone with outstanding balances which are the responsibility of the person to reimburse Mains’l Services.
3. By month-end the Finance Department will send out the Room & Board aging report after review from the Finance Department.  
4. After 90 days of past due balances, a letter will be sent out by the Finance Department to the guardians and representative payee with copies to the manager, senior manager and director of services as needed, that the account is past due and unless paid immediately further actions may be taken.
5. If payment is not received after the past due letter notification, the manager, senior manager and director of services as needed, will meet and all documentation will be reviewed to develop a plan of action for the person

Room and Board Training

All managers are required to complete Accounts Receivable training with Finance within six months of hire.