Financial Procedures for Care Leavers
Scope of this chapter
| ABBREVIATIONS | |
|---|---|
| CSO | Clerical Support Officer |
| DCC | Durham County Council |
| FO | Finance Officer |
| SW | Social Worker |
| SUHA | Setting Up Home Allowance |
| YPA | Young People's Advisor |
| YPS | Young People's Service |
Young people in care should receive the same level of care and support from their Corporate Parent as any reasonable parent gives their children.
Children and Young People who are in the care of Durham County Council (DCC) are encouraged to learn appropriate life skills to assist in their preparation for leaving care. A key skill for young people when making this transition is learning how to budget for the costs of daily living.
The aim of this procedure is to set out the nature and level of financial support DCC will provide to enhance the life chances of young people leaving care in order to assist them to make a successful transition to adulthood.
Every young person leaving the care of DCC will receive an assessment of their needs, including financial, prior to and not beyond them reaching age 16 and 3 months in accordance with Pathway Planning Procedures. That assessment will cover all aspects of the young person's transition to adulthood including health, education, training, employment and financial needs. A Pathway Plan will be prepared within 28 days following the completion of the assessment which will be reviewed at a minimum level of every 6 months.
Allowances will be based upon the assessment of need and be set out within the young person's Pathway Plan. That plan must highlight any conditions for payments including how payments will be made, the frequency of payments and when the financial plan will be reviewed. At times, payments may be restricted, supervised or suspended dependent upon the young person's ability and their willingness to support the agreed Pathway Plan.
A Resource Allocation Finance Panel is held every week to assess and authorise, defer or decline financial requests.
The panel is made up of:
- The Team Manager or Social Work Consultant (SWC);
- Clerical Support Officer (CSO).
It is the responsibility of the Social Worker (SW) or Young Person's Advisor (YPA) to fully complete all sections of the Request for Finance form (see Appendix 2: Finance Request Form). Once the Request for Finance form is completed the SW/YPA need to get the form reviewed/signed for approval by an authorised signatory. Once complete, the form needs to be either emailed or handed to the CSO along with any supporting documentation which needs to be presented to panel.
During each Panel meeting it is the TM's/SWC's responsibility to double check the Request for Finance form to ensure that the correct account code has been selected. The TM/SWC will discuss each Request for Finance form and make a joint decision on whether the request for finance is to be Approved, (if this is a regular payment they will also need to agree a review date), Not Approved/Refused or Deferred (pending the SW/YPA providing further details/supporting documentation). If the Request for Finance form is not completed fully and accurately then this will be deferred and the SW/YPA will be asked to resubmit a fully completed Request for Finance form to the next panel.
The Finance Officer (FO)/CSO takes minutes during the panel meeting by noting the outcome of each decision on the Panel spreadsheet for each Finance Request form which is discussed, including a review/end date (for regular payments) (see Appendix 11: Panel Minutes).
Within 24 hours of the meeting taking place the minutes will be compiled by the CSO and forwarded to the TM/SWC for review/authorisation. The TM/SWC will review the contents of the minutes for accuracy and either provide comments/feedback to the CSO or approve the minutes and return them to the CSO (either a physical signatory or email approval must be provided). Once the minutes are approved they are saved on the Admin Shared drive by the CSO. This process is to be completed within 48 hours of each meeting taking place.
Once the minutes are approved, the CSO informs the worker of the outcome of the decision which has been made by Panel by placing a copy of the Request for Finance form in the individual workers' post tray to be used to collect payment and scanned onto the young person's file on Sharepoint which is completed by the FO/CSO). The CSO will also add a note onto the young person's SSID case notes to include the outcome of decision made by Panel, including any review dates.
Following Panel's agreement, the SW/YPA will request for payment to be arranged by presenting the approved Request for Finance form to the FO/CSO along with any supporting documentation.
The FO/CSO are responsible for carrying out the following checks, prior to payment being arranged;
That the signature on the Request for Finance form agrees with the authorised signatory list.
That the Request for Finance form has been approved and is noted accordingly on the Panel relevant panel minutes.
The FO/ CSO and SW/YPA will agree the most appropriate method of payment i.e. Payment Voucher, BACS payment, Procurement card, Oracle, Gift Card/Voucher Cheque or Petty Cash, in line with DCC's Corporate Financial procedures.
If the payment is required to be made via a cash advance, the worker will be asked to sign a Petty Cash Voucher (see Appendix 6: Petty Cash Voucher) along with the Cash in Hand book detailing the date, the name of the young person, the amount issued and who has collected the payment. An additional cash receipt (receipt of petty cash payment - see Appendix 7: Receipt of Petty Cash Payment) will be handed to the worker if the petty cash is to be handed over to a young person/service user at a point in the future. This is then returned to the FO/CSO to keep with the original Finance request and Petty Cash Voucher signed by the SW/YPA.
The Cash in Hand book is then balanced at the end of every month according to the corporate financial procedures. See Appendix 8: Petty Cash/Supervised Spend Flowchart.
Other Payment methods are as follows:
Issuing a cheque the FO/CSO need to ensure that the SW/YPA present a signed Request for Finance form and that the Authorised signatory lists for Cheque and Payment Vouchers is checked to verify signature. Once the cheque is completed the FO/CSO will update the Cheque record log with cheque number, date of issue and amount of the cheque payment.
These are to be used as an alternative to cash or cheque and are primarily for payments over £50. These enable the recipient to be paid direct into their bank account and the bank account details are to be included on the Voucher Payment request form (see Appendix 12: Voucher Payment Template). If this is a regular or ongoing payment then the recipient will already be set up with a Supplier ID number on Oracle. If this is a new payment a supplier ID will need to be requested using the following link.
All vouchers must be recorded in the Voucher log book to indicate what payment vouchers have been requested. The vouchers should be signed/verified by an authorised signatory, FO/CSO to check authorised signatory list for Cheque/Payment Voucher authorised signatories. Once the Payment Voucher form has been signed FO/CSO will then email it to CAS Voucher Request@durham.gov.uk who will allocate a reference number and forward to Creditors. Please note that Creditors only need the completed Voucher Payment form they do not want the Request for Finance form or any supporting documentation.
Any monies paid out to a young person should be entered onto SSID as a financial provision, indicating the amount and reason for the payment. This is to be completed within a month of the monies being issued and recorded in the Petty Cash Book once complete (refer to Appendix 10: How to Enter a SSID Provision for instructions on how to do this). Any monies returned to petty cash should also be entered as a provision onto SSID as a credit payment.
All ongoing/regular payments are which are approved by Panel are given a review/end date which is detailed on the Request for Finance Form (a maximum of 3 months).
When approved Request for finance form are presented to the FO/CSO for payment the FO/CSO will add the details onto the Regular payment spreadsheet which will include the payment start date, the payment amount, the review/end date, frequency of the payment and the payment method. The week before payment review dates are reached, the FO/CSO will forward an email reminder onto the relevant SW/YPA to remind them that the ongoing payment arrangement is due for review/due to end.
If the SW/YPA considers that payments are required beyond the review date then they need to fully complete a new Request for Finance form which will then need to be reviewed/signed by an approved signatory and passed to the CSO to be presented at the next Panel meeting.
If the SW/YPA does not resubmit an authorised Request for Finance form to present to panel for decision making then the payment will cease on its end/review date.
For any young person who has an ongoing payment being made to them, it may be appropriate for their weekly payment to be paid directly into a bank account through Children's Services Payments – these arrangements are to be discussed by the SW/YPA with the Fostering Service to ascertain if this type of payment is appropriate. The type of payments which are paid via Children's Services Payments are: income maintenance, bus fares, incentive payments, – for further information please refer to Children Services Payments work instructions which can be obtained from the Fostering & Adoption Team.
Receipts must be obtained for all transactions and must be attached to the appropriate signed Finance Request Form to support the payment of monies. Where missing receipts have been identified – FO/CSO needs to send an email to the worker and TM/SWC. If receipts are not forthcoming and cannot be found then the SW/YPA needs to complete a loss of receipts form (see Appendix 9: Loss of Receipt Form) ensuring it is signed by a TM/SWC and attached to the Request for Finance form along with the email reminders. Loss of receipt forms will be presented at next panel for sign off.
When ordering cash, try to ensure a good supply of all denominations of notes, and pound coins. Please keep denominations of other coins to a minimum
The FO/CSO needs to list what is required in an email and send to income@durham.gov.uk. The following references will need to be added to the email – 0179 for Petty Cash and 0298 for Supervised Spend. The FO/CSO will copy the Team Leader into the email as notification that cash has been ordered.
The FO/CSO will receive a response confirming the delivery date of the funds.
There are a range of grants available from various charitable organisations to assist young people, for further information please see the links below:
Stanhope Castle School Charitable Trust Fund
See County Durham Community Foundation website, Grants for Individuals.
Buttle Trust
See Buttle UK website.
Greggs Foundation
See Greggs Foundation website.
It is the responsibility of the SW/YPA to make any charity applications and obtain the decision from the Charity on this. It is the SW/YPA to comply with the criteria for each particular charitable organisation.
Payments for Stanhope School are paid directly into the DCC Income account.
Buttle Trust and Greggs Donations are paid via cheque.
If a cheque is received then arrangements are to be made with Corporate Resources/Loomis. This is completed as follows:
Corporate Resources
Cheques can be paid in at any DCC Customer Access Point or alternatively colleagues in Resources Business Support based at County Hall will collect cheques to be paid into the DCC accounts – the cost centre for the relevant team must be provided.
Loomis
Staff can be set up on Loomis e-returns by contacting Christine Kipling who will arrange for access to the Loomis e-returns systems – for full e-return procedure, please see Appendix 14: E-Return Procedures.
Payments should not be issued to the SW/YPA until a receipt is received to confirm that the monies have been paid into the income account.
If an application is successful then it is the SW/YPA responsibility to submit a Request for finance form with all supporting documentation to panel for approval by TM/SWC.
Once agreed the worker will present the finance request form to the FO/CSO will purchase the item via the most appropriate method.
How to deal with Internal DCC payments from a Children's Services Team to another DCC Service including schools, a Journal Request form (see Appendix 13: Internal Journal Transfer) is to be used for any internal payments or invoices. The form is self-explanatory, where an analysis code is requested, please leave this section blank. Once the form is completed it is to be forwarded to the following email address for our Children's Teams: Payments to DCC Schools or Nurseries to schoolaccounting@durham.gov.uk or Payments to Other County Council Services to stephengwynn@durham.gov.uk.
If a young person who is being looked after by another Local Authority requests assistance from DCC, the DCC worker will make contact with the young person's responsible authority and the two authorities should agree, with the young person on the next steps. Where financial assistance is required, it is the originating authority's responsibility to provide financial support to the young person.
Young people living in children homes settling will be covered by Pocket Money and Allowances CLA/068.
Young people living in foster care will be covered by Children's Services Payments, which can be accessed from the Fostering & Adoption Service.
 :(Please contact Fostering & Adoption Finance Team for further details on this procedure).
Unaccompanied asylum seekers (UASC) will be covered by Unaccompanied Asylum Seeking Children CCLA/158:
Eligible and relevant young people are not entitled to claim benefits, therefore as the corporate parent DCC has a duty to financially support these young people if they have no other income. The support package for their subsistence and accommodation will match the support that they would be entitled to if they were in receipt of benefits. DCC pays subsidence in the form of Income Maintenance.
All accommodation costs for eligible and relevant people are met in full by DCC. An assessment of the accommodation will be completed to ensure it is suitable and affordable post 18.
The exceptions to the above are lone parents and sick and disabled young people who meet the criteria in schedule 1B of the Income Support (General) Regulations 1987. They will be eligible to claim benefits. However, they do not claim Housing Benefit. These young people are advised to make relevant benefit claims and DCC will cover their accommodation costs.
Where an eligible or relevant young person lives with a Supported Lodgings Provider (SLP) DCC will pay the rent element of the placement. The young person is expected to make a contribution from their Income Maintenance based upon their type of board.
- Breakfast only £3.30;
- Half board £17.85;
- Full board £26.85.
Details of such should be included in the young person's Pathway Plan.
Eligible or relevant young people who are in full time education after year 11 will be entitled to claim the 16-19 bursaries. They will be able to keep this money and their pocket money as an incentive to continue with education. Students need to get the Bursary application form from their college and will need a letter from their worker verifying their Looked After status. The Bursary payment is made directly to the young person by the education provider.
In addition to this young people who are in full time education can receive up to the following support from DCC, subject to Panel approval:
- £40.00 for stationery items (see Appendix 3: Stationery Items);
- Educational equipment and essential clothing as appropriate.
The SW/YPA is responsible for completing the Finance Request Form and Stationery items checklist.
In order to receive financial support towards education or training, a young person needs to provide the following:
- Learning Agreement;
- Detailed list of any books or equipment needed for the course, which a young person needs assistance with.
Eligible and relevant young people in employment or an apprenticeship may be entitled to additional financial assistance from DCC. The worker should complete an income and expenditure list and submit a Finance Request form to finance panel if they assess the young person as being in financial need.
If the young person receives less than £98 per week they may also be entitled to additional payments such as travel expenses or lunch money.
This is a discretionary, one-off payment of up to £2,000 (see Appendix 5: Setting Up Home Allowance - Standard Items List) for those eligible and relevant young people to help them buy essential furniture and/or household appliances when setting up their own home. It can be paid in total or in stages, at any time when deemed appropriate by the worker and young person. A young person qualifies for this allowance when they move into semi-independent accommodation or obtain their own tenancy.
Young people do not have an absolute right to the full amount of the setting up home allowance because the Local Authority does not have a legal duty to provide this. DCC will provide an allowance at its discretion, based on the different needs and circumstances of young people.
The young person's wishes should be given consideration when spending the money. However the Local Authority reserves the right to make sure the money is spent appropriately. To ensure this the setting up home checklist is followed and the purchasing of the items is supervised.
When requesting SUHA workers must attach a signed copy of the young person's tenancy agreement to the Finance Request form and a standard items checklist highlighting which items are required. All items purchased from a SUHA must be supervised.
Young people in supported accommodation can access up to £250 from the Essential Items checklist (see Appendix 4: Setting Up Home Allowance - Essential Items List). Items are selected from the Essential Items checklist up to the value of £250 to enable the young person to take these items with them when the move out of Supported accommodation. Items should only be requested following assessment of need and a tenancy agreement must be attached to the Finance request form along with the essential items checklist.
Young people in joint tenancies can access up to 50% of the SUHA following an assessment of need. A clear record of what the young person purchased must be kept by the worker to enable the young person to take those belongings with them if the tenancy ends.
Young people in full-time stable employment earning more than £15,000 per year will have their earning taken into account when assessing the level of SUHA they receive. The SW/YPA is required to complete an income/expenditure assessment and submit to panel along with the Finance Request form.
All white goods purchased from the SUHA should be new and have a minimum of one year warranty. Furniture and other household items can be purchased from reputable furniture schemes or charities. A receipt is required for all items purchased.
The £20 for additional items within the standard items list can be used when required at the workers discretion to increase the amount spent on another item or to purchase items to personalise the young person's accommodation. All items purchased and the cost must be listed within the standard items list and receipts gained.
When a SUHA is agreed by panel the worker will present the signed Finance Request form along with either a standard or an essential items list with a list of items ticked which are intended to be purchased to the FO/CSO who will arrange for the agreed amount to be available on the appropriate date to enable the worker to carry out the supervised spend. The worker must return all receipts and any unspent monies to the FO/CSO immediately following each supervised spend. All unspent monies will be retained by the FO/CSO for up to one month. Following this period, all unspent monies will be paid back into the petty cash account by the FO/CSO.
Workers can nominate another professional to complete the supervised spend on their behalf following approval from the Team Manager or Social Work Consultant. It is the workers responsibility to ensure that the nominated professional is clear about DDC financial procedures and that all receipts and unspent monies are returned to the FO/CSO in a timely manner.
A SSID provision will be created to confirm the amount of funds that have been allocated to each young person. See Appendix 10: How to Enter a SSID Provision for procedure on how to add a finance provision on SSID.
Financial assistance with contact between young people and their families is determined on a case by case basis by the SW/YPA is responsible for completing the finance request form for requests to be considered by panel.
An element of Income Maintenance is to cover clothing costs. Young people living in semi-independent accommodation or independently depending on needs assessment may receive up to £75 per annum. This is assessed on a case by case basis the SW/YPA is responsible for completing the finance request form for requests to be considered by panel.
Financial assistance can be considered as part of supporting the young person's hobbies or interest. This will be decided on a case by case basis which will be decided through the resource allocation finance panel and upon consideration of a supporting statement by the worker which needs to be attached to the Finance Request form which is presented to panel
The SW/YPS is responsible for completing a Finance Request form and submitting this to panel.
Eligible young people will be given a birthday/ religious gift in line with fostering's amounts once a year. The spending of this money will be supervised by the worker.
Relevant young people will be given a birthday/ religious gift of £20 once a year. The spending of this money will be supervised by the worker.
Social Care will not normally fund child care costs. However, it will explore ways of helping young people with identifying suitable childcare if it is needed for example to pursue education, training or employment. The team will support young people in making applications for funding for childcare. In exceptional circumstances when no other source is available to meet this assessed need, a Finance Request form needs to be completed by the worker and presented to Panel for decision making. Costs will be considered on a case by case basis.
Young people are expected to access health services through the NHS. Costs which are not covered by the NHS will be considered on an individual basis. The SW/YPS is responsible for completing a Finance Request form and submitting this to panel.
The Local Authority is responsible for continuing to provide various forms of advice assistance and guidance to young people over the age of 18. These requirements apply if the young person is described as a former relevant young person.
The Local Authority's duty to provide accommodation and maintenance for care leavers ends when they reach 18. See Appendix 1: Definitions & Levels of Financial Entitlement.
These duties operate primarily until the young person reaches the age of 21. However the duties continue beyond a young person's 21st birthday where they remain engaged in education or training and continue until the end of their programme as set out in the Pathway Plan.
Former relevant young people are able to claim benefits and should be supported to do so. The YPS will not cover gaps in payments for former relevant young people. They should be supported to access welfare assistance, food banks, fuel schemes etc. In exceptional circumstances a Finance Request form can be completed by a Worker and presented to Panel for decision making. Costs will be considered on a case by case basis.
Former relevant young people will not normally have their accommodation costs met be DCC. They are responsible for payment of their own rent and will be advised and supported to apply for and claim housing benefit/ Universal Credit. In exceptional circumstances following discussion with Operations Manager, this may be assessed on an individual basis.
Young people living in staying put arrangements will be covered by the Staying Put Guidance.
Where a former relevant young person lives with a SLP they will need to apply for housing benefit/ Universal Credit to cover the rental element of the placement. The young person is expected to make a contribution from their income/ benefits based upon their type of board.
- Breakfast only £3.30;
- Half board £17.85;
- Full board £26.85.
Details of such should be included in the young person's Pathway Plan.
There is no obligation for DCC to contribute towards accommodation costs for an 18+ young person. If an 18+ young person is in bed and breakfast the worker should check that the provider accepts housing benefit and the Accommodation Officer should be informed immediately to enable them to complete the housing benefit form.
In very limited circumstances, based upon assessment of need and vulnerability DCC may contribute towards or fund bed and breakfast for an 18+ young person. This needs to be approved by an Operational Manager following completion of the emergency accommodation checklist will be covered by Emergency Accommodation – Young People 16 plus CCLA/161.
Eligible and relevant young people should apply for an educational bursary. Incentive payments will only be made when young people are unable to claim an educational bursary. Entitlement for incentive payments must be checked by the SW/YPA before a finance request form is completed and submitted to panel. In order for incentives to be paid the worker should verify the young person's enrolment on the course and verify attendance on a weekly basis. Incentives will not be paid if attendance is not verified. Evidence of enrolment and attendance must be attached to the Finance Request form.
In line with bursary procedures incentives will not be paid during vacation periods.
Payments are made dependant on the number of hours attended:
- Over 24 hours £30;
- 16-24 hours £20;
- 8-16 hours £10;
- 4-8 hours £5.
Former relevant young people who are in employment may still qualify for financial assistance if they receive a low income. This will be in the form of top up income from benefits. Decisions on this will be made on a case by case basis and SW/YPA is responsible for submitting a finance request form to panel with supporting evidence in the form of an income and expenditure assessment.
In exceptional circumstances DCC may fund additional payments, for example for travel expenses or lunch money when the young person is on a low income. SW/YPA is responsible for submitting a finance request form to panel with supporting evidence in the form of an income and expenditure assessment.
Young people do not have an absolute right to the full amount of the setting up home allowance, because the Local Authority does not have a legal duty to provide this money. The Local Authority will provide money at its discretion, based on the different needs and circumstances of young people.
Former relevant young people's main source of income should be employment, training or benefits. They must be supported to access the welfare assistance grant when entitled. While waiting for this application to be processed the worker can request the essential items through resource allocation finance panel (see Appendix 4: Setting Up Home Allowance - Essential Items List) A tenancy agreement and SUHA checklist must be attached to the Finance Request form.
Once other sources have been used the worker can request further funding from resource allocation finance panel for outstanding items up to the amount of £2000 (see Appendix 5: Setting Up Home Allowance - Standard Items List). Evidence of what has been awarded from other sources must be attached to the Finance Request form.
Young people in supported accommodation can access up to £250 from the Essential Items checklist (see Appendix 4: Setting Up Home Allowance - Essential Items List). Items are selected from the Essential Items checklist up to the value of £250 to enable the young person to take these items with them when the move out of Supported accommodation. Items should only be requested following assessment of need and a tenancy agreement must be attached to the Finance request form along with the essential items checklist.
Former relevant young people in joint tenancies can access up to 50%, of the essential items of the SUHA following an assessment of need. Once other sources have been exhausted the worker can request further funding from resource allocation finance panel for outstanding items up to 50% of the standard items list. Evidence of what has been awarded from other sources must be attached to the Finance Request form which is completed by the worker. A clear record of what the young person purchased must be kept by the worker to enable the young person to take those belongings with them if the tenancy ends. This can be evidenced on the essential and/or standard items list.
Young people in private tenancies must buy items that they can take with them.
Young people in full-time stable employment earning more than £15,000 per year will have their earnings taken into account when assessing the level of SUHA they receive. This will be determined by the worker by completing an income and expenditure assessment.
All white goods purchased from the SUHA should be new and have a minimum of one year warranty. Furniture and other household items can be purchased from reputable furniture schemes or charities. A receipt is required for all items purchased.
When a SUHA is agreed at panel the worker will present the signed Finance Request form along with either a standard or an essential items list with a list of items ticked which are intended to be purchased to the FO/CSO who will arrange for the agreed amount to be available on the appropriate date to enable the worker to carry out the supervised spend. The worker must return all receipts and any unspent monies to the FO/CSO immediately following the supervised spend. These monies will be held in the safe for a one month period. Following this period the unspent monies will be repaid by the FO/CSO back into the petty cash tin.
The worker can nominate another professional to complete the supervised spend on their behalf following approval from the Team Manager or Social Work Consultant. It is the workers responsibility to ensure that the nominated professional is clear about DCC's financial procedures and that all receipts and unspent monies are returned in a timely manner.
Benefits include an element to cover clothing. Former relevant young people may in exceptional circumstances receive a payment of up to £75 per annum depending on their need. SW/YPA is responsible for submitting a finance request form to panel with supporting evidence.
A former relevant young person will be entitled to a birthday/ religious gift up to the value of £20 once a year if they are not receiving a gift from any other family or friends. SW/YPA is responsible for submitting a finance request form to panel.
Emergency financial assistance may be provided in exceptional circumstances. If the finance panel chair is satisfied that there is a legitimate case for the financial assistance to be provided. Written evidence has to be provided by the worker to demonstrate that they have taken all the steps that can reasonably be expected to resolve the situation and has exhausted all other options. SW/YPA is responsible for submitting a finance request form, however, as these are emergency payments these may be agreed outside of panel. They will however, be submitted to panel for recording purposes.
DCC pays for a young person's accommodation costs up to 52 weeks of the year. Accommodation costs must be reasonable as decided by the finance panel and the rental element only will be covered. If food/ utilities or any other costs are included in the accommodation costs these will be deducted before accommodation is paid for. These elements will be the responsibility of the young person to pay. SW/YPA is responsible for submitting a finance request form to panel.
Following the introduction of the Children Act 1989 (Higher Education Bursary) (England) Regulations care leavers who attend university are entitled to receive a £2000 bursary from the Local Authority. This can be paid in a lump sum at the beginning of the course or in instalments throughout the duration of the course. However the final instalment must be made at the beginning of the final year. The worker must discuss with the young person how the bursary will be paid and this should be recorded in their Pathway Plan. SW/YPA is responsible for submitting a finance request form to panel.
DCC does not fund or contribute towards tuition fees. The young person is expected to make an application for a tuition fee loan which is paid directly to the university and the young person will be required to pay it back in line with the loan agreement.
DCC does not financially support living costs. Young people can apply for a maintenance loan to cover this. The loan is paid directly into their bank at the start of term and they have to pay it back in line with the loan agreement.
DCC financially supports up to 3 return journeys home per year for Easter, summer and Christmas. The most cost effective mode of transport should be used.
DCC covers graduation costs including gown hire and photos.
Items of stationery, see Appendix 3: Stationery Items.
SW/YPA is responsible for submitting a finance request form to panel.
Workers can apply for essential equipment following an assessment of need. Charitable funds must have been accessed first. SW/YPA is responsible for submitting a finance request form to panel.
A student in higher education will not be financially penalised for securing a part time job as this would be considered as a 'normal' part of student life.
DCC does not fund master's degrees.
DCC will fund reasonable accommodation costs for the duration of the course. SW/YPA is responsible for submitting a finance request form to panel with supporting evidence in the form of a tenancy agreement.
Following an assessment of need young people may be eligible for living expenses from DCC in the form of Income Maintenance. This would only be paid during term time as young people are expected to seek employment or access student loans during holidays. SW/YPA is responsible for submitting a finance request form to panel.
Young people who were Looked After under section 20 and have returned home for a period of 6 months or more are no longer relevant, but their entitlement to advice and support remains as they are a qualifying young person under Section 24 of the Children Act 1989. If the placement at home of a previously relevant young person breaks down within 6 months and before the young person is 18, he/she becomes a relevant young person again.
If a young person returns home on a care order they remain an eligible young person until the care order is either discharged or they turn 18.
Young people who return to live with their parents do not receive Income Maintenance from DCC. The parents are expected to claim Child Benefit and the young people are expected to engage in a course of education or training which renders them entitled for post 16 Child Benefit and an education bursary or to seek employment. Parents may be eligible for other benefits the worker should advise the parents about this prior to the young person returning home and provide them with the Welfare Rights helpline number.
While away from home it is expected that the young person's wage will cover their accommodation costs and living expenses.
If the young person is in a supported lodging or staying put arrangement while the young person is on leave the SLP or staying put carer will is paid 50% of the local authority fee as a retainer to maintain the placement. The carer will not be able to claim housing benefit and will not receive any board over this period. When a young person returns the carer will be paid the full fee. The young person will be responsible for paying the rent and board elements as they are earning a salary.
As young people in hospital are not classed as living independently they will not receive Income Maintenance from DCC.
Hospital stays may also affect benefit entitlement and the young person should be supported by their worker to seek Welfare Rights Advice to clarify and resolve this.
Young people serving a custodial sentence are not classed as living independently and are therefore not entitled to Income Maintenance. While in custody these young people can earn money through employment or attending education. So as not to interfere with prison systems regular payments will not be made to young people in custody without a cash request and supporting needs assessment attached being submitted to resource allocation panel. The maximum amount that can be requested is £10 per week. On release the young people are given a payment from the prison or Youth Offending Institute and any money that remains in their personal account.
Care leavers qualifying for advice and assistance under Section 24(2) of the Children Act 1989 are able to claim benefits from the Department for Work and Pensions and Housing Benefit through the local authority in which they reside. DCC will use its discretion in determining any additional financial assistance based on individual need or in exceptional circumstances on completion of a need assessment which is included within the young person's Pathway Plan.
These are usually requested when a young person is in a time of crisis. Such payments should only be made in exceptional circumstances where other options for example benefits/charitable funds have been accessed. Payments will be made in the form of vouchers, food parcels etc. SW/YPA is responsible for submitting a finance request form to panel.
In exceptional circumstances following assessment of need travel costs can be requested through finance panel. Payments should be made in the form of bus pass etc. where possible. No cash for travel expenses should be given to the young person.
In exceptional circumstances the SW/YPA is responsible for submitting a finance request form to panel with supporting evidence in the form of an income and expenditure assessment along with evidence of the actual debt.
DCC does not loan money to young people or families.
Appendix 1: Definitions & Levels of Financial Entitlement
Appendix 2: Finance Request Form
Appendix 4: Setting Up Home Allowance - Essential Items List
Appendix 5: Setting Up Home Allowance - Standard Items List
Appendix 6: Petty Cash Voucher
Appendix 7: Receipt of Petty Cash Payment
Appendix 8: Petty Cash/Supervised Spend Flowchart
Appendix 9: Loss of Receipt Form
Appendix 10: How to Enter a SSID Provision
Appendix 12: Voucher Payment Template
Last Updated: May 22, 2024
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