Regional Center vendors for California group homes (residential service providers) must maintain rigorous, auditable bookkeeping records for at least five years to comply with Title 17, CCR §54326. Required documentation includes
Accurate, single-method financial records, daily service notes, consumer trust account ledgers, and expense receipts.
Key Bookkeeping & Financial Records
- Income & Expense Tracking: Records must clearly show all costs and income, entered within 30 days of the transaction.
- Consumer Trust Account: If managing client funds, you must maintain separate, documented, and accessible bank accounts for each resident.
- Receipt Management: Detailed receipts are required for all expenses. If a store receipt is not itemized, the provider must list the items.
- Audit Compliance: If receiving or more annually from regional centers, an independent audit or review must be submitted annually.
- Billing Data: Electronic billing (eBilling) is required for Purchase of Service (POS) data.
Service and Personnel Records
- Service Logs: Daily or hourly records showing services provided, including start and end times.
- Personnel Records: Staff qualifications, duty statements, and training documentation (Title 17, §54332).
- License/Permit: Current licensing,, and regional center approval letters. LII | Legal Information Institute +1
Mandatory Vendorization Documents
- DS 1890: Vendor Application.
- DS 1891: Applicant/Vendor Disclosure Statement (updated every 2 years).
- Conflict of Interest Form: (Title 17, §§54500-54535).
- DS 1896: Home and Community-Based Services Provider Agreement. CA Department of Developmental Services (.gov) +2
Record Retention and Access
- 5-Year Retention: All financial, service, and administrative records must be maintained for at least five years.
- Audits: Books must be available for audit at any time. LII | Legal Information Institute
Disclaimer: Regulations may change; always verify with your specific regional center.
