Monitoring and audit of your account

The Local Authority requires you to account for the money that you spend from your Direct Payments account as detailed in your agreement.

The aim of the quarterly returns is to ensure that you receive a payment on a regular basis and that payments made are for services agreed in your Support Plan.

Your responsibilities are

  • To ensure that your needs are being met and the money is being spent appropriately and cost effectively.
  • To remain accountable for the way the  money is spent, even if you are receiving support in completing the forms.
  • To return all the information by the deadline date; your direct payment can be suspended if your paperwork is consistently late. See the Direct Payments Monitoring Schedule.
  • To remain within your budget taking into account that your Direct Payments account should be in credit of between 4-8 weeks monies; this is dependent on payments made in advance and employees on costs.

You will be sent a supply of monitoring forms at the beginning of every January along with a monitoring schedule. The forms will include:

All paperwork for the audit and monitoring of the Direct Payment bank accounts should be returned to:

Direct Payments / Commissioning
7th Floor, Merton House
Stanley Road
Bootle L20 3UU

Alternatively you can return your paperwork by:

Email:  direct.payments@sefton.gov.uk
Fax:    0151 934 3752

You must provide the Direct Payments Team with the following paperwork on a quarterly basis in order to reconcile your account

  • Bank statements for the specified period
  • Monitoring declaration sheet
  • A Timesheet for each of your employees
  • Copies of invoices paid for care support
  • Copy of Insurance certificate / premium

You must provide the Direct Payments Team with the following paperwork on a quarterly basis in order to reconcile your account

  • A Timesheet for each of your employees
  • Copies of invoices paid for care support
  • Copy of Insurance certificate / premium

All paperwork can be either uploaded directly onto the Prepaid Card website or sent to the Direct Payments Team to upload on your behalf.

Any balance of your Direct Payments monies that has not been spent on assessed care needs will be reviewed annually and returned to the Council. You will be notified in writing of any recovery, as per your Direct Payments agreement, before you receive an invoice from the Council.

If you do not spend your Direct Payment on the services for which it has not been provided, or if you have spent it in a way which does not meet any of the conditions that the Local Authority has set, then you will be required to return such amount within 14 days.

It is important that you keep details of your Direct Payment account separate from your own personal accounts to avoid confusion.

Once you have identified that money has been taken out of the account incorrectly, then you must notify your Direct Payments Advisor or email direct.payments@sefton.gov.uk

The Direct Payments Team must be notified immediately if the service is no longer required. All future payments into the account will be cancelled and we will start the final audit process to recover any advanced payment and unused funds.

The following information will be needed to complete the reconciliation:

  • Bank statements up to the date the final payment was made into the account
  • Invoices and receipts for any care support provided

We cannot take into account expenditure that does not relate to the assessed direct payment of the recipient i.e. personal contributions for nursing home, funeral costs

We will notify you of:

  • Any outstanding payments due to your Personal Assistant(s)
  • The final payment due to HM Revenue and Customs
  • The amount to be returned to the Local Authority

Last Updated on 13 October 2016

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