Care Expenses and Funding Record

Who this is for

What care has cost and what has come in to pay for it. The main table takes each cost with the date, who paid and whether you expect to claim it back; the second records every payment received towards care, from whatever source; the summary totals both and shows the gap between them.

Families paying for care or sharing the cost between them, anyone holding a budget, an allowance or a direct payment on somebody else's behalf, attorneys and deputies keeping accounts, and people who will be asked later to show where the money went.

What this helps you track

• Every care cost dated, described and marked with who paid it
• Which costs you expect to claim back or have funded, marked per line
• Receipts ticked off, so the lines you cannot evidence stand out
• Payments received towards care, by date and source
• Spent, received and the difference between them, totalled for the sheet

How to use it

1. Write the person's name, who keeps the record and the period it covers at the top, with any reference number the funding body uses.
2. Add a line for each cost when you pay it: date, what it was, who paid and the amount.
3. Use the funded column to mark what you expect to claim, what is already funded and what came from the family — your own words, from your own arrangements.
4. Tick the receipt column and keep the receipt with the sheet; the record is the index and the receipts are the evidence.
5. Enter each payment received in the second table with its source and date.
6. The browser and spreadsheet versions total both tables and show the difference; on paper, add them up when the page is full.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Does the sheet say what I can claim or who should be paying?

No. What is funded, by whom and on what terms is set by the arrangements and the rules where you are, and they differ from place to place. The sheet records what was spent and what came in, and subtracts one from the other.

What goes in the funded column?

Your own marker for each line — paid from the person's own money, funded by someone else, claimable, or not yet known. The options in the online version are a starting point and you can type your own.

How is the difference worked out?

Total spent minus total received. If more has been spent than has come in, the figure is what the family or the person has covered; if less, it is what has not been spent yet. The sheet does not say which it ought to be.

Why keep both tables on one sheet?

Because the question that gets asked is always the two together: what did it cost, and what was there to pay for it. Keeping them apart in two places is how the answer goes missing.

Can I use it for several people or several accounts?

One sheet per person and per period is cleaner, because it is the sheet that gets handed over. Keep one per account if the money comes from more than one place.