Purpose: To ensure accurate records are kept of guest money transactions.
Procedure: Two people must record all transactions
Guest Deposit:
- On the guest’s arrival Reception will ask if the guest would like to leave valuables in the safe at Reception. Whether the guest does or doesn’t want to, this it is recorded on the front of the finance folder and on the finance sheet.
- Sometimes a care assistant will come across money in luggage when unpacking and bring it down to reception. This is more likely to happen where a guest has a cognitive issue.
- Two members of staff or one member of staff, usually a Receptionist, plus the guest or their career to count the money to be deposited in the safe and record on the guest finance transaction sheet within the finance folder. Also record any bank cards, blue badges, keys etc
- Put a sticker with the guest name on any wallet /purse
- Place wallet/purse with money/ keys, blue badge etc into guest envelope and place in the tub in the safe.
- All monies in safe will be double counted and signed for by 2 members of staff throughout the holiday.
Money for trips/shopping:
- Retrieve guest’s money from safe.
- Two members of staff to count the money in the envelope and check accuracy with balance on finance sheet.
- Count money or card required for trip and place in a plastic wallet with a post it note saying guests name and amount.
- Record amount taken out, give reason for transaction and calculate balance.
- Count money left in envelope and both sign the sheet.
- Repeat for all guests on the trip/shopping.
- Replace money envelopes/holder in the safe and lock.
- Give the money either to the guest or a Care Assistant who is accompanying on the trip or to the facilities team going for the shopping.
Returning money from trips:
- Retrieve guest envelope from safe.
- Count the money returned from trip with the staff members who accompanied the guests.
- Check receipts tally with amount returned.
- Record amount on finance sheet and calculate the balance. If there is time check the total amount in envelope agrees with finance sheet.
- Repeat for all guests on that trip that we keep money for.
- Replace money in safe and lock
- On return guests may decide not to hand any change over to reception. Ensure that this is recorded on finance sheet.
- On return guests may have no money left to return to the safe. Ensure that this is recorded on finance sheet and that all receipts are handed back to reception.
- Weekends- the nurses/senior carers will prepare money for guests that have left money in the safe for trips/shopping and then do the return to safe procedure. In the event the floor is short staffed and time limited, the nurses will place the in the drugs trolley for safe keeping and reception will be given this to check on the Monday morning.
Payment of In-house Bills
- With guest’s permission retrieve the amount due on the in-house bill and record on the guest transaction sheet whether cash or card transaction.
- The amount will then be recorded in the red book and the cash placed in the red tin. If by card, print two receipts, one for guest and the other for us this will go in the plastic pocket marked for accounts/Heather
Returning money at end of holiday:
- Guests money to be counted by 2 people. This happens after the guest has paid for their in-house bill. Write the amount to be returned on the front of envelope
- Seal envelope and put a sticker on reverse of envelope across the seal. Both people counting the money should write their initials across the seal/sticker
- Guest Finance Transaction sheet should be written up showing that money has been checked and the final amount that will be returned to guest.
- When money is returned to guest when they are leaving Leuchie, note on sheet where money was put or who it was given to.
R001 18 June 2025
Leuchie is a charity registered in Scotland no. SCO42249. Company no. SC392721
Posted in Reception