Financial monitoring and audit
Citizens who choose to receive their direct payments take on the responsibility of meeting London Borough of Harrow's (LBH) financial monitoring process. The citizen or the nominated representative is liable to provide the monitoring information whenever requested by LBH.
The financial monitoring process checks that the Direct Payment is being spent appropriately and in line with support agreed through the support plan sign off record or within agreed parameters for flexible spending.
Citizens are required to keep financial records relating to their Direct Payment spending for a minimum of six years, which is a standard requirement of HMRC. LBH can request to see this information at any time.
Financial monitoring information must be submitted electronically or by post. Citizens or their representatives are required to provide all requested documentation, including (but not limited to):
- Monitoring Form
- Bank Statements
- Receipts
- Invoices
- Payroll Records
- DBS Certificates
- Liability Insurance
- UTR
- Employment Documents etc.
Failure to provide required monitoring information may result in Direct Payments being suspended or stopped. LBH may arrange alternative support, such as commissioned services, and recover some or all funds where evidence is not provided.
Children: monitoring information
For children under age 18
Please use this form to provide required monitoring information:
Adults: monitoring information
For adults aged 18+
Please use this form to provide required monitoring information:
Reclaiming unspent or excess funds
Direct Payments may be used flexibly, and there is no requirement to spend the same amount each week or month. Any agreed flexibility must be clearly set out in the support plan. However, citizens may hold no more than four weeks’ worth of Direct Payment amount, plus any agreed contingency. Where funds exceed this limit or there is unauthorised/misuse of funds, or a Direct Payment has ended with a remaining balance, the citizen or their authorised representative must repay the surplus to LBH. LBH reserves the right to recover surplus or overpaid funds at any time.
Misuse of funds
Direct Payments must only be used in line with the agreed support plan. Where deliberate misuse of Direct Payment, false information, or repeated non‑compliance is identified, LBH may recover funds and refer the matter to the Corporate Anti‑Fraud Team. This may result in further legal action, including criminal proceedings under the Fraud Act 2006, and/or civil recovery action as per LBH’s policy.