This paperwork is REQUIRED to be scanned and sent to no later than the 25 th of each month.

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2 PERSONAL NEEDS On the 15 th of every month each client gets a deposit into their US Bank Checking Accounts. This money is based off of the benefits that the individuals receive monthly from the Social Security Administration. The amount that is deposited into their accounts is what is left over after we deduct their Room & Board/Rent owed to Zumbro House. IF the 15 th of the month lands on a Saturday the deposit will take place on Friday the 14 th. IF the 15 th of the month lands on a Sunday the deposit will take place on Monday the 16 th.

3 25 th PAPERWORK This paperwork is REQUIRED to be scanned and sent to no later than the 25 th of each month. What is included in the 25 th Paperwork? A COPY of all non-zumbro House client pay stubs A COPY of the clients current bank statement (Do not send the original)

4 ASSET LIMITS An asset limit is a set amount of money that a client can have to their name, that cannot be exceeded. If the client exceeds their asset limit their Medical Assistance will be shut off and they could possible lose other benefits as well. Assets include, cash balance, checking account balance and savings account balance. WHERE CAN YOU FIND YOUR CLIENTS ASSET LIMIT? It can be found on the monthly balance that you receive from the finance department. It is your responsibility to manage the asset limits. As we do our best to make sure our clients keep their benefits.

5 Why do people have different asset limits? Asset Limit $1,000 (Their Asset Limit is $1000 because they receive full amount in GRH and nothing from RSDI or SSI) $2,000 (Their Asset Limit is $2000 because they only receive SSI) $2,000 (Their Asset Limit is $2000 because they receive both SSI & RSDI) $3,000 (Their Asset Limit is $3000 because they only receive RSDI) $20,000 (Their Asset Limit is $20,000 because they are MA-EPD)

6 Start and Stop Work Forms Any time that a client starts or stops a job, please notify nbauer@zumbrohouse.com immediately. A start or stop work form will need to be completed by the individuals manager. It is important that this information is reported to be sure that clients are receiving accurate county and social security benefits.

7 What to do when an individual moves into your house Please report an address change to US Bank so the clients bank statement goes to the right place monthly. Take client to DMV to update their address on their ID card. (PD can assist in getting a discounted rate for this change.) Please call social security with the individual and update their address. Social Security If the individual is employed, please update their address with their employer, this will ensure that you receive the individuals pay stubs in the mail. If the individual has any monthly bills, please be sure to update the address on the bill. (Ex: Bloomington Drug bill)

8 PLEASE WATCH FOR THE FOLLOWING FORMS IN THE MAIL All social security benefit letters that come in the mail need to be forwarded to Nikki Bauer. All Hennepin County benefit letters need to be forwarded to Nikki Bauer. All Hennepin County renewal forms. (Ex: Combined Application, Health Care Application) Need to be forwarded to Nikki Bauer immediately. Please do not attempt to fill these forms out on your own. They will be completed by the finance department.

9 END OF THE MONTH PAPERWORK End of the month paperwork is turned in at the lead meeting every month. The lead meeting is on the first Friday of every month at the Woodbury office 525 Commons Drive Woodbury, MN What is included in the End of the Month Paperwork? All client Checking ledgers/savings Ledgers/EBT Ledgers, Full month of Transaction Histories for Checking, Savings, EBT, along with any receipts, pay stubs, & Current bank statements Checking & Savings, and Checkbook Balancing Forms for Checking and Savings Accounts. Food Ledger with all receipts Supply Ledger with all receipts Gas Ledger with all receipts (ALL RECEIPTS NEED TO BE PRESENT FOR PURCHASES MADE IN THAT MONTH. IF A RECEIPT IS NOT PRESENT IT IS YOUR RESPONSIBILITY TO OBTAIN THAT RECEIPT.)

10 CLIENT FINANCES As the lead counselor you are responsible for documenting the clients monthly transactions. Duties Include CLIENT CHECKING LEDGERS CAN BE FOUND ON THE WEBSITE. Under Client Info and Forms Collecting receipts for all transactions that take place that month. Click on Financial Forms Click on Client Checking Ledger Documenting these transactions on the clients checking/savings ledger. Reconcile these transactions with the bank statement. WEBSITE LOGIN User ID: zumbro Password: help

11 LETS GET STARTED ON THE CHECKING LEDGER Make sure that the month and year are updated. Be sure that the clients name is typed on the ledger.

12 Make sure that the beginning balance is changed on the ledger Beginning balances should be entered here. Beginning balances can be found in the monthly that you receive from the finance department.

13 In the date column of the ledger you should put the date that the transaction took place. If a client has any automatic payments such as gym memberships please try to ledger them as close to the date of withdrawal as possible. Transaction dates can normally be found at the top or bottom of the sales receipt

14 Please handwrite a reference number on each receipt or withdrawal slip 3 We ask that each receipt that you turn in with the checking ledger be given a reference number. The reference number can then be placed in this column.

15 Please put a summary of the transaction in this column. For example: Wal-Mart (Clothes) 3

16 3 10/07/06 3 Wal-Mart (Clothes) All receipts for a purchase that the client makes will go in the withdrawal column.

17 All paystubs and earnings, including direct deposits should be recorded in the deposit column. 10/10/13 4 John Limited Pay Stub 1,

18 Please mark in this column all of the transactions that are present on the current bank statement.

19 TIME TO RECONCILE On the website where you found the checking ledger you will also find a form called the Checkbook Balancing Form This tool will help you to know that your ledger is accurate. You will need The ending balance on the clients most current bank statement. The clients checking ledger. HERE IS WHAT IT WILL LOOK LIKE

20 In this column you will list all of the ledgered withdrawals that are not present on the current bank statement. In this column you will list all of the ledgered deposits that are not present on the current bank statement. After completing the balancing form you have completed your client checking ledger for the month. It would be helpful to save this document from month to month. This is where you should enter the ending balance on the bank statement. This balance should be equal to your ending balance on the client s checking ledger.

21 Cash Tracking Your client will either be a holder of a US Bank Debit Card or they will hold cash that is withdrawn from their bank account for daily purchases. This cash does not need to be tracked by Zumbro House leads. Zumbro House employees are not holding or tracking cash balances or purchases for clients. All cash on hand amounts should be in compliance with the individuals agreed upon amounts that are set by their IDP team.

22 HOUSE LEDGERS The house ledger spreadsheet can be found on the website in the same place you found the previous documents. It will be labeled house ledgers. Conveniently there is one document for all three house ledgers that need to be done. Food Ledger Supply Ledger Gas Ledger All purchases of food and supplies should be done separately. (Ex: Most leads use a cart and a basket to separate their purchases.) All of which will need to have all receipts present for all ledgered purchases.

23 MONTHLY HOUSE BUDGET Your house s Food and Supply budgets are determined by the number of residents in your house. FOR SUPPLIES NUMBER OF RESIDENTS X $30.00 FOR FOOD NUMBER OF RESIDENTS X $ There is no budget for the Holiday Gas If an individual moves in or out of your house within the month. There will be a prorated budget. Please contact Kim in finance for your adjusted amount.

24 APPROVED VENDORS All shopping that is done with the US Bank Credit Card must be done ONLY at our approved vendors. Wal-Mart (Food & Supplies) ALDI (Food & Supplies) Any dollar store (Food & Supplies) Holiday Gas Station (Gas Only) ANY PURCHASE MADE OUTSIDE OF THESE VENDORS NEEDS TO BE PRE-APPROVED BY YOUR PROGRAM DIRECTOR, CHRISTINE, OR CHRIS. Each house has $25.00 dollars that can be spent on a meal, one time per month. This $25.00 comes out of your monthly food budget ($800-$25= $775). This purchase can be made at a place of your choice. (Ex: Little Caesars, Popeyes, etc.)

25 Please be sure to enter your house name and your name in the spreadsheet Always check to see that the date is correct.

26 Dates and Reference numbers and descriptions are done the same as client ledgers. All purchases are to be ledgered in this column. Beginning balance your budgeted amount for the month. It should go in this box on your spread sheet.

27 Leave Of Absence FORMS All houses should have received a packet about their Google Doc Account. All of our LOAs are done on Google Docs and are checked weekly by the finance department. (On Tuesdays) Please be sure to keep up with these forms online. At the end of the month you will receive an from the finance department requesting you to make all final changes to your LOA forms on Google Docs. Please be sure to e-sign and date these online documents on the last day of the month. This document is used for billing purposes, please keep a paper copy of the LOA at the house to ensure accuracy in the absence of the lead counselor.

28 Google Docs LOA Forms LOA forms are updated weekly on the Google Doc account for your house. If you need this login information at anytime please contact the finance department. Google Docs need to be updated by Tuesday of every week for the previous week. Even if your client did not have a leave of absence for the week, their LOA must be initialed for that week.

29 LOGING IN TO GOOGLE DOCS 1) Go To 2) Click on Sign In

30 When you get to this screen enter the log in information that was provided to you then click next.

31 Click on the 9 square grid symbol

32 This menu will pop up, you will then need to select DRIVE

33 When you log into your drive you should see this screen. You will need to click on SHARED WITH ME

34 You should see this screen. You will then need to click on your file to open it.

35 You should then see a separate document for each of the residents in your house. If there is a missing LOA form for one of your residents please let finance know as soon as you can. You can then choose the client that you would like to update first and start making changes.

36 You will see this screen when on of your Files is open. You can make the changes that you need to for the week. If the resident did not leave that week you STILL need to initial the box for the week that you are completing.

37 AFTER YOU MAKE CHANGES YOU WILL WANT TO PAY ATTENTION TO THE PROMPTS AT THE TOP OF THE SCREEN. When your changes are still pending it will read Saving When all of your changes have been saved it will read All changes saved in Drive you can then close the document and all of your changes will be saved.

38 Room & Board - Rent There is a monthly sent out to leads requesting room & board and rent payments from the residents. This amount must be paid within 7 days. Please mail room & board checks to the Woodbury office. 525 Commons Drive Woodbury, MN Attn: Kim DO NOT PUT RENT CHECKS IN WITH YOUR MONTHLY PAPERWORK.

39 Financial Security Client Finances All residents check books should be locked in the safe when they are not being used. Leads & PD s are the only employees that should have access to the safe. Company Finances The lead is the only person that should be using their company credit card. Please be sure that you re adhering to the company credit card policy. (copy provided)

40 FINANCE DEPARTMENT CONTACT INFO Kim Wesolowski (Controller) Room and Board/Rent, Credit Cards, Monthly Budget, Vehicle Information Nichole Bauer-Boles (Client Finance Specialist / Representative Payee) nbauer@zumbrohouse.com Client Benefits, County Benefits, Social Security, LOA Forms, House Ledgers, Start and Stop Work Forms, 25 th Paperwork Kristen Heyworth (Accounting Assistant) Client Ledgers, Accounts Payable, Room and Board Ben Brummer (Payroll Specialist) Payroll, Employment Verifications, W4 s