Equals Guidelines

Requests for Top-ups to accounts can only be authorised Monday to Friday 8am-4pm. Please ensure cards have funds for payments that will take place out of these hours.

Invoices will be sent when a top-up is authorised – please make the payment from joint/house monies and use the invoice as your receipt for the payment.

Payments need to be made to the office within 5 days of the request being authorised.

Top-ups to cards should only be requested if the monies are available to pay the invoice.

Items ordered, or paid for using the Equals card, for individual housemates:

Monies should be paid from the client’s individual monies back to the house/joint monies.

Use the order confirmation email, purchase breakdown, or paper receipt as proof of purchase for the clients’ individual monies.

If in one order, items are ordered for multiple individuals, please highlight or annotate the confirmation email/receipt to show which items are being paid for from each individual.

Purchases and/or orders made on the Equals card:

During audit, the invoice for the top-up counts as the receipt to pay from the joint monies. You should number this in line with your balance record sheet.

Receipts or order confirmations for other items ordered, such as shopping or items for the house, should be kept in a separate wallet in date order but not numbered along with the main balance record sheet.

Additional guidelines:

Please report lost or stolen cards immediately to the office on 0114 3271620 or out of hours on 07511921777. We can then cancel the card and have a new one ordered.
Please keep your Equals card and card details secure at all times, and report any suspicious or unauthorized transactions immediately.
You can check your account balances and transaction histories using the official Equals app on your smartphone or through their website on a personal computer.
We recommend reconciling the balance record sheet with actual account balances on a weekly basis to ensure accuracy and transparency.
In case of discrepancies or errors in invoices or receipts, please contact the office or your manager immediately for assistance in resolving these issues.

Relevant Policies

Equals Cards involves handling both a client’s money and company money. We have other policies that must be consulted and adhered to: