The records I need to keep

The paperwork that you need to keep will vary depending on how you use your direct payment. This information can be electronic or printed out. We'll provide you with a folder in the welcome pack so you can keep your paperwork safe in one place to help you to be ready for your financial check-up. You should keep the direct payment documents for six years.

Regardless of how you choose to purchase your support, you'll need to keep: 

  • A record of when anyone works to support you, and include their wage details  
  • Any invoices for the support given 
  • Bank statements from the direct payment account 
  • Any receipts that are paid from the account, for example if travel is included in your support plan you'll need to keep petrol receipts 

This is so that we can match the spending to your support plan. Sometimes you may spend the money differently to meet the same outcome. We ask you to keep a record of this as you go along. You can use the spending form to do this.

Money Matters

Keeping paperwork when you employ a personal assistant

If you employ one or several PAs, you'll need to keep the following documents:  

  • Employer’s liability insurance documents  

and for each PA:

  • Their name and address 
  • An employment contract
  • A copy of their car insurance details that show they have insurance for business use if they're likely to drive you anywhere in their car 
  • A record or timesheet of their hours

Keeping paperwork when you use the services of a self-employed PA

If you don’t directly employ the person who supports you, make sure that they give you something in writing that covers the following: 

  • The services they're going to provide  
  • That they have the right insurance 
  • That they'll undertake their duties for paying tax 
  • That they can meet your needs 
  • How much notice they can give you, and how much notice you'll give them 

For each self-employed PA you'll need to keep: 

  • A copy of the self-employed person’s letter from the tax office (HMRC) that clearly identifies their address and ten-digit unique tax reference number 
  • A copy of the self-employed person’s public liability insurance cover 
  • A copy of the car insurance details that show that they have insurance for business use if they're likely to drive you anywhere in their car 
  • Invoices for work completed 

Keeping paperwork when you use the services of a service provider (care agency/day care)

If you choose to use a service provider for your support, make sure that they give you something in writing that covers the following (usually called a ‘service agreement' or 'contract’): 

  • The services they're going to provide and how/when 
  • That they have the right insurance 
  • That they can meet your needs 
  • How much notice they can give you, and you can give them

You'll also need to keep invoices from the service provider. 

If your support plan requires support for washing and dressing, the service provider should be CQC registered (Care Quality Commission), which you can check on the CQC website.