Loans to access Park Homes

Topic last updated August 2016

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Description

Procedure

Outline of the process

Invoicing the client

Transferring the funds to CGL

Recording and Monitoring

Protocol

The source document for this information is here.

Description

The Access Scheme exists to assist households threatened with homelessness to find accommodation in the private rented sector (PRS). Park homes (static caravans) provide entry-level accommodation for many people who might otherwise have no accommodation.

An agreement has been reached with Change Grow Live (CGL), that they will administer loans from a fund provided by Cambridge City Council, for their clients who wish to rent a park home, but who do not have the resources to pay rent in advance.

If required, Advisors may refer people across to CLG for consideration for this scheme, but ideally they should be from CGL's traditional client group (street homeless or insecurely housed).

Procedure

1

Outline of the process

1.1

 

The client will be responsible for sourcing appropriate accommodation with the support of CGL

 

1.2

 

A referral form will be completed by CGL and will be sent to townhall.lettings@cambridge.gov.uk

 

1.3

 

THL will consider the referral form. A decision to accept or decline the referral will be made within 5 working days and CGL informed. If the referral is accepted, continue the process below.

 

1.4

 

Following the acceptance of the referral, the “Rent in advance – Tenants Declaration” form is to be completed.

 

1.5

 

An invoice will be sent to the client. See section 2 below.

 

1.6

 

The rent in advance will be paid to CGL. See section 3 below.

 

1.7

 

A recording/monitoring process will be used to review the scheme on a periodic basis. See section 4 below.

 

2

Invoicing the client

2.1

 

Open the invoice request form.

 

Check that the service (drop down box) is showing Housing GF and that the type is external.

 

Enter the customer name (full name), address and postcode, along with any other contact details from the referral form.

 

Ensure the following is showing in the Notes field:

TO BE SPLIT INTO [10] MONTHLY INSTALMENTS, WITH THE FIRST INSTALMENT DUE IN 2 MONTH'S TIME.

 

In the description box(es) replace the (NAME) and (ADDRESS) fields with the client’s name and new address:

REPAYMENT OF RENT IN ADVANCE PAID FOR (NAME)'S MOVE TO (ADDRESS) - CGL ACCESS SCHEME

 

Input 1 in the QTY column, input the unit price (the amount owing). The amount column will be completed automatically. Select the VAT type as outside scope from the drop down list.

 

Check the income code is showing as 01-15535-3894-69314. Enter the corresponding amount in the amount field.

 

Check the net total is correct, ensure the total VAT field shows zero, and then input the invoice total which should match your net total.

 

Input your name in the requested by box and the date in the date box.

 

2.2

 

Click the print form button and collect the print. Double check that the invoice is correct and place the printout on the client file.

 

2.3

 

Click send to income team. Add the name of the client as the subject of the email. In the main body of the email ask that the invoice number be sent back by email.

 

Send the email.

 

2.4

 

The invoice details should be input on the access scheme spreadsheet. The invoice amount should be entered on the client’s I@W journal as a housing related debt.

 

Make a diary date for the date the first payment is due to check that it has been paid on time.

 

2.5

 

Invoice reminders and final demand notices are sent by the Payables and Income team.

 

If the invoice reminders and final demand notices are not effective in getting the client to pay, contact should be made with the Payables and Income team to request debt chasing by the Credit Control Officer.,

 

Should it be necessary and cost effective to pursue the debt, letters before action and County Court claims will be made by the legal department via the Payables and Income team. Any additional costs incurred as a result of court action will be chargeable to the client and must be entered on to the access scheme spreadsheet as appropriate.

 

3

Transferring the funds to CGL

 

3.1

 

Complete the yellow A4  payment request form. Check the date, supplier/payee name and address are correct

 

In the details of payment box(es) replace the (NAME) and (ADDRESS) fields with the client’s name and new address:

RENT IN ADVANCE PAID FOR (NAME)'S MOVE TO (ADDRESS) - CGL ACCESS SCHEME

 

Enter the appropriate amount in the amount(s column, which should be ) totalled in the box at the bottom..

 

Check the bank details section is showing CGL’s details.

 

Complete the invoice coding slip part at the bottom of the form. Check the cost centre code is showing as 01-15535-0121-69314. Enter the corresponding amount in the amount field.

 

Input the amount and totals.

 

Complete the description in the description box by replacing the (NAME) and (ADDRESS) fields.

 

Initial the goods/services received box.

 

Forms should be typed. A guide to completing the coding slip can be found on the intranet.

 

3.2

 

Once the yellow form is complete as above, ask another member of staff to check the form and initial the prices/coding box.

 

Pass the form to the Housing Advice Partnerships Manager (or another authorised signatory) to authorise the payment by signing the authorised for payment box.

 

3.3

 

Take a copy of the payment request form and place it in the appropriate file.

 

3.4

 

Send the form to the Payables & Income team (Room 1, 2nd Floor, Guildhall). The payment should go on the next BACs run. BACs runs are normally on every Monday and Wednesday. Payments will take 48 hours to arrive in the recipient’s account.

 

The deadline for a payment request form being received is 11am on the day of the BACs run.

 

3.5

 

Record the payment amount on the access scheme spreadsheet.

 

4

Recording and Monitoring

 

4.1

 

 

The Access Scheme spreadsheet will be used to record all placements, along with amounts paid out, and payments received.

 

 

4.2

 

 

The diary date made as mentioned in 2.4 above should be used to check if the first payment has been received. If it is not received on time, CGL should be informed to follow this up with the client.

 

 

4.3

 

Following the check referred to in 4.2 above, a further diary date should be made for the midway point of the repayment plan to monitor payments. Any missing payments should be notified to CGL. If appropriate, the client should also be referred to the Payables and Income team for debt chasing (see 2.5 above)

 

 

Protocol

The protocol entered into with CGL, which defines respective roles and responsibilities, is here.