ROOM AND BOARD POLICIES AND PROCEDURES

Submitted by admin on Mon, 04/26/2021 - 09:59
Policy: 

People residing in a Mains’l home are responsible to pay for room and board expenses out of their Social Security (SS) benefits, Group Residential Housing (GRH) benefits and earned income. Mains’l Services is responsible for collecting this payment from the person or their legal guardian/representative payee monthly and offer support and assistance with the forms required to apply for and maintain the benefits they are eligible to receive. 

Procedure: 

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.
 

Internal Controls: 

The accounts receivable aging report will be reviewed by the Accounts Receivable Manager and the Controller quarterly.

Reference: 

1.    CAF(Combined Application Form)
2.    Shelter Verification Form
3.    Room and Board Worksheet and Financial Agreement