POLICY FOR THE RECEIPT OF DONATIONS TO CHARITABLE FUNDS

Transcription

1 POLICY FOR THE RECEIPT OF DONATIONS TO CHARITABLE FUNDS DOCUMENT CONTROL: Version: 3 Ratified by: Finance, Infrastructure and Business Development Group Date ratified: 18 October 2012 Name of originator/author: Charitable Funds Manager / Charitable Funds Committee Name of responsible Finance, Infrastructure and Business Development Group committee/individual: Date issued: 20 December 2012 Review date: October 2015 Target Audience All staff

2 CONTENTS SECTION 1. INTRODUCTION 3 2. PURPOSE 3 3. SCOPE 3 4. RESPONSIBILITIES, ACCOUNTABILITIES AND DUTIES 3 5. PROCEDURE/IMPLEMENTATION (a) Wards / Departments (b) Cashiers Department (c) Legacies (d) Fund-Raising (e) Equipment TRAINING IMPLICATIONS 6 7 MONITORING ARRANGEMENTS 6 8. EQUALITY IMPACT ASSESSMENT SCREENING 8.1 Privacy, Dignity and Respect 8.2 Mental Capacity Act LINKS TO ANY ASSOCIATED DOCUMENTS REFERENCES APPENDICES 8 Page 2 of 11

3 1. INTRODUCTION Rotherham, Doncaster and South Humber NHS Foundation Trust Charitable Fund (Registered Charity No ) was registered with the Charity Commission in 1999 to hold funds for :- Any charitable purpose or purposes relating to the NHS wholly or mainly for the services provided by Rotherham, Doncaster and South Humber NHS Foundation Trust. The Charity Commission requires that the Trust has in place sufficiently robust policies and procedures to enable the appropriate administration of those funds. 2. PURPOSE The purpose of this policy is to detail the procedures required for the receipting of Donations into Charitable Funds. 3. SCOPE This policy must be adhered to by any member of staff receiving a donation from a donor. 4. RESPONSIBILITIES, ACCOUNTABILITIES AND DUTIES Executive directors, non-executive directors and all members of staff should be aware of its existence and where necessary, they should be familiar with the details within the procedure. The document fulfils the dual role of; (a) protecting the donors interests and (b) protecting staff from possible accusation that they have acted less than properly. 5. PROCEDURE / IMPLEMENTATION When donations are received, the Fund Manager is responsible for ensuring that the funds are utilised in an appropriate way in line with Charitable Fund guidelines. Any specific wishes of the donor may mean the donation becomes a restricted fund. a) Wards and Departments 1. Donations to Charitable Funds can be made a number of ways: - Online using the Just Giving website Page 3 of 11

4 - By post using a donations form - Directly to senior staff on wards and departments and in the community 2. The preferred method of donation is by using the Just Giving website, an online donation facility at Cheques may also be given to a Senior member of staff. Cash can only be accepted by the Cashiers Department. Cheques should be made payable to Rotherham Doncaster and South Humber NHS Foundation Trust Charitable fund or RDASH Charitable Fund (i.e. The name of the charitable fund bank account.) 3. On accepting a cheque the recipient must complete an official Charitable Fund Receipt (four-part receipt, See Appendix 1) showing: i) The donors name and address, or stating anonymous where anonymity has been requested. ii) The charitable fund into which it is to be paid. (There are several different funds - if the staff member is unsure, the Charitable Funds Manager will advise). iii) The sum received. 4. The donor should then be asked to sign and date the receipt. (This is optional where the donor would prefer not to sign.) 5. The member of staff receiving the donation must then sign and date the receipt. 6. The top (white) copy of the receipt will then be handed to the donor. 7. Cheque donations received on Hospital Sites during office opening hours will then be taken, along with the receipt book, to a General Office or the Cashiers Department within 5 working days. The cashier will then sign the remaining three copies in the receipt book to acknowledge the transfer of the donation and will keep the second and third copies. The fourth copy will remain in the book, which will be returned to the ward. Balby Hospitals Site 8. Cheque donations received on the Balby Hospital Site outside office hours will be placed in a sealed envelope and the signature of the recipient will be written clearly across the seal together with the ward/department name and donation on the front. The envelope will then be taken to the safe located at Switchboard, Tickhill Road Hospital. 9. The register kept with the safe will be completed and signed and the number of the entry in the Register will be written on the envelope by the Switchboard staff. 10. Within 5 working days, the donation will be retrieved from the safe and be taken, along with the Charitable Fund Receipt Book, to Cashiers Department, Park Lodge Annexe and the procedure in paragraph 7 shall then apply. Page 4 of 11

5 Rotherham 11. Cheque donations received at services in Rotherham outside office hours will be placed in the ward safe/locked drawer until General Office at the Rotherham General Hospital is next open and the procedure in paragraph 7 shall then apply. Scunthorpe 12. Cheque donations received at services in Scunthorpe will be placed in the ward safe/locked Drawer following the local procedures for the operation of the safe until the General Office is next open and the procedure in paragraph 7 shall then apply. (b) Cashiers Department 13. Where cheque donations have initially been received in wards and departments and have been transferred to General Office/Cashiers Department for banking, the second copy of the receipt will be sent to the Finance Departments Charitable Fund Manager and the third will be filed at the front of General Office s own Charitable Fund Receipt Book. 14. When cash donations are received directly by General Office/Cashiers Department a Charitable Fund Receipt shall be completed in accordance with paragraph 3 to 5 of this procedure. The top copy of the receipt will be given to the donor, the second copy will be sent to the Finance Department Charitable Fund Manager along with a completed and signed Income Register Form (see Appendix 2) and the third will remain in the book. The fourth copy will be sent to the Fund Manager in order to process Thank you letters in acknowledgement of donations. (c) Legacies 15. All legacies must be notified to and dealt with by the Executive Director of Finance. According to terms of the will, the bequest will be treated either as an addition to an existing fund or as a new fund if it creates a restricted fund. (d) Fund Raising / Raffles 16. A separate policy on Fund Raising Lotteries, Raffles and other forms of Gaming has been produced and can be found on the Trust Intranet under Trust Finance Policies. (e) Equipment 17. If donors insist on purchasing equipment, the fund manager must ensure that the Charitable Funds Manager is notified and that the offer of the gift matches current Trust priorities. Any items of equipment purchased must be procured via the Trusts Procurement Department where possible so that it is fully compliant with existing equipment, systems and health and safety procedures. 6. TRAINING IMPLICATIONS There are no specific training needs in relation to this policy, but the following Page 5 of 11

6 staff will need to be familiar with its contents: Trustees, executive directors, nonexecutive directors, Assistant Directors, Ward Managers and members of staff and any other individual or group with a responsibility for implementing the contents of this policy. As a Trust policy, all staff will need to be aware of the key points that this policy covers. Staff will be made aware through: Team Brief, Individual 1:1 meetings, Team Meetings, Intranet, further advice can be sought from the Charitable Funds Manager. 7. MONITORING ARRANGEMENTS Area for Monitoring How Who by Reported to Frequency Ensuring cash is not received other than by Cashiers/General Offices Procedures / Policy followed As receipted. Cashiers Charitable Funds Manager, Head of Financial Management, Fund Manager Audit programme Internal Audit Finance Director, Audit Committee As & When it occurs As detailed in Audit Plan 8. EQUALITY IMPACT ASSESSMENT SCREENING - The completed Equality Impact Assessment for this Policy has been published on the Equality and Diversity webpage of the RDaSH website click here Page 6 of 11

7 8.1 Privacy, Dignity and Respect The NHS Constitution states that all patients should feel that their privacy and dignity are respected while they are in hospital. High Quality Care for All (2008), Lord Darzi s review of the NHS, identifies the need to organise care around the individual, not just clinically but in terms of dignity and respect. Indicate how this will be met No issues have been identified in relation to this policy As a consequence the Trust is required to articulate its intent to deliver care with privacy and dignity that treats all service users with respect. Therefore, all procedural documents will be considered, if relevant, to reflect the requirement to treat everyone with privacy, dignity and respect, (when appropriate this should also include how same sex accommodation is provided). 8.2 Mental Capacity Act Central to any aspect of care delivered to adults and young people aged 16 years or over will be the consideration of the individuals capacity to participate in the decision making process. Consequently, no intervention should be carried out without either the individuals informed consent, or the powers included in a legal framework, or by order of the Court Indicate How This Will Be Achieved. All individuals involved in the implementation of this policy should do so in accordance with the Guiding Principles of the Mental Capacity Act (Section 1) Therefore, the Trust is required to make sure that all staff working with individuals who use our service are familiar with the provisions within the Mental Capacity Act. For this reason all procedural documents will be considered, if relevant to reflect the provisions of the Mental Capacity Act 2005 to ensure that the interests of an individual whose capacity is in question can continue to make as many decisions for themselves as possible. Page 7 of 11

8 9. LINKS TO ANY ASSOCIATED DOCUMENTS Fund Raising Policy 10. REFERENCES 11. APPENDICES Page 8 of 11

9 APPENDIX 1 T E Page 9 of 11

10 Appendix 2 INCOME REGISTER CHARITABLE FUNDS CASH CHEQUES _ _ TOTAL =========== PAY IN BOOK NO SEAL NO RECEIPT NO OFFICE SUPERVISOR WITNESS DATE Page 10 of 11

11 Appendix 3 Flow Diagram re the Receipting of Donations to Charitable Funds Donation Online Cheque Cash Using the Just Giving website Made payable to RDASH Charitable Fund and Accepted by Senior Members of Staff or by post with donation form Accepted at the Cashiers Department or General Offices Complete a Charitable Fund Receipt (4 part receipt) stating: 1. Donors name & Address (or Anonymous) 2. The Charitable Fund to which it is to be paid into 3. The sum donated 4. Donor to sign and date (optional of anonymous) 5. Staff member receiving donation to sign and date 6. Top (white) copy of the receipt given to donor Received in Office Hours Received out of Office Hours Cheque to be taken, along with receipt book to General Office / Cashiers Dept within 5 days within 5 working days. Cashier to sign remaining 3 copies in receipt book, taking 2 nd /3 rd copy. The 4 th copy will remain in the book and returned to the ward. Balby Site, Doncaster sealed envelope, signed across the seal with ward/dept and donation written on envelop. To be taken to Switchboard safe, register completed and within 5 days taken to Cashiers Dept. Rotherham placed in ward safe/locked drawer until General Office is next open, then Cashiering process above will apply. Page 11 of 11 Scunthorpe placed in ward safe / locked drawer until General Office is next open then Cashiering process above will apply.