Patient and Public Involvement Expenses Payment Policy
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Policy for Out of Pocket Expenses for Volunteers
Warning – Document uncontrolled when printed
Policy Reference: Date of Issue: August 2011 Prepared by: Gill Keel Date of Review: August 2012 Lead Reviewer: Gill Keel Version: 2 Authorised by: Volunteering Date: 31/05/2010 Steering Group.
Distribution General Managers Leads for Volunteering Public Involvement leads
Method CD Rom E-mail X Paper X Intranet X This policy is also available in large print. Please contact your NHS Highland Contact Person, ……………………... on ……………….…. to request a copy.
This policy is also available, on request, in other community languages.
If you require any help or assistance, at any point, please do not hesitate to contact your NHS Highland Contact Person:
Name: Tel:
NHS Highland Out of Pocket Expenses Policy for Volunteers
This policy is based on revised national guidance from the Scottish Government, August 2011 and original CEL (2009) 08.
1. Who is this Expenses Policy for?
This policy is for people involved in volunteering activity in any part of NHS Highland. A volunteer within the NHS is defined as – “someone who gives freely and willingly of their time to help improve the health and wellbeing of patients, carers, and users of the NHS in Scotland” (from the Scottish Government Refreshed Strategy for Volunteering in the NHS in Scotland, February 2008).
There are two main types of volunteers:
People who work alongside or under the supervision of NHS staff as part of managed voluntary services or activities, i.e. “managed” volunteers People involved in patient focus or public involvement activities who incur expenses from planned activities (e.g. committees, working groups, focus groups, workshops)
This policy is also to inform NHS Highland staff so that they understand what expenses are payable to volunteers. Payment of out of pocket expenses is a direct cost to the NHS, and all expenditure must be accounted for within normal operational budgets. It is essential therefore to have clear systems and guidance for volunteers and for NHS staff supporting volunteers. Every volunteer involved in the work of NHS Highland will have a named contact person who will inform individual volunteers about this policy, and respond to questions about it.
2. Why does this Expenses Payment Policy exist?
This policy is to ensure that no volunteer is out of pocket as a result of their volunteering work, and to ensure that NHS managers and staff are monitoring and managing the costs of expenses within their day to day operational budgets.
3. When does this Expenses Payment Policy apply? This policy applies to volunteers with NHS Highland in any of the following groups. People who:
Are required to use their own cars as an essential part of the volunteering role, e.g. volunteer drivers. Are involved regularly as patients, carers or other experts on working groups, committees, projects, or other formal NHS Highland activities. Travel to a place to provide a voluntary service within NHS Highland Are invited to participate in patient or public events, such as seminars, focus groups, development days, workshops.
This expenses policy does not apply where members of the public attend a launch or similar event which is open to everyone. However, there may be exceptions to this, for example where a volunteer is actively involved in contributing to a seminar, conference, training event or launch event.
4. What expenses are covered?
NHS Highland will reimburse all reasonable expenses incurred as a consequence of direct involvement of volunteers in the work of NHS Highland. In order for expenses to be paid, all expenditure must be agreed in advance with your Contact Person in NHS Highland. This is simply to ensure that costs can be forecasted and budgeted for from operational budgets. All claim forms will be authorised by your Contact Person before any reimbursement is made.
4.1Travel
The following travel related expenses will be reimbursed, providing receipts are attached to the claim form:
Bus/coach fares Train fares (second class) Car parking charges Bridge tolls Ferry fares
Please note that volunteers can also approach their named contacts and ask for tickets (rail or ferry) to be booked for them in advance. This avoids volunteers having to pay out substantial amounts of money. Please ask your named contact person to complete the standard NHS Highland form “Application for Booking of Travel” (i.e. same form as is used by staff, and processed through the Pay Unit as normal).
4.1.1 Mileage Rates for drivers of motor vehicles In line with national guidance the following mileage rates apply:
Volunteer drivers – Standard Motor Vehicle Mileage Patient / Public members in formal roles on committees, working groups, other formal roles - Standard Motor Vehicle Mileage Volunteers travelling to the place of volunteering – Public Transport Rate Patient / public members involved in occasional events - Public Transport Rate
Mileage rates are set by the Scottish Government. Current rates (July 2009) are: Standard Motor Vehicle Mileage – 45p per mile for the first 10,000 miles, and 25p per mile thereafter, subject to the conditions detailed in section 4.1.2 below. Public Transport Rate – 24p per mile. Passenger allowance (additional payment to drivers who carry a passenger/s) – additional 5p per mile, per passenger Motorcycle Mileage – 24p per mile Bicycle – 10p per mile
4.1.2 Requirements for Standard Motor Vehicle Mileage In line with national policy guidance all volunteers in receipt of the Standard Motor Vehicle Mileage rate must fulfil the following requirements:
Drive their own private motor vehicle (including motorcycles) i.e. belonging to the volunteer, their spouse, or partner Have a valid Driving Licence
It is the responsibility of volunteers to ensure that their vehicle insurance policy covers their journey as a result of their involvement with NHS Highland.
4.2 Subsistence Allowances
The following allowances and rates are set nationally by the Scottish Government, and will be updated from time to time.
4.2.1 Day Subsistence Allowance This allowance only applies when there are no refreshments or meals provided and when the volunteering activity is
more than five hours but less than ten hours - £4.90 More than ten hours - £10.70
4.2.2 24 Hour Subsistence Allowance Paid when overnight stay is required and has been agreed in advance with the NHS Contact Person
Costs of Bed and Breakfast up to a limit of £55, or as agreed with your NHS contact Plus meals allowance up to £20 Plus personal incidental expenses allowance (e.g. phone calls) up to £5
Please note that volunteers can also approach their named contact and ask for accommodation to be booked for them in advance through NHS Highland. This avoids volunteers having to pay out substantial amounts of money.
4.2.3 Staying with Friends Allowance Paid when overnight stay is required, and has been agreed in advance with the NHS Contact Person
£25 per night Plus personal incidental expenses allowance (e.g. phone calls) up to £5 4.3 Other Expenses
The following expenses are also covered, but need to be agreed in advance with your named contact person:
4.3.1 Taxi fares – where there is no alternative transport, to avoid numerous changes of transport, or to avoid carrying heavy luggage or equipment. Receipts are required.
4.3.2 Childcare arrangements – if a patient/public participant needs additional childcare support as a result of working with NHS Highland (e.g. child minder, crèche, nursery). Receipts, where possible, are required.
4.3.3 Carer responsibilities – if a patient/public participant has caring responsibilities, then reasonable carer’s expenses will be reimbursed to cover the cost of a temporary replacement.
4.3.4 Accompanying carer to assist participants – each request will be considered on an individual basis. Any carer’s expenses must also be agreed in advance.
4.3.5 Each department or service is responsible for ensuring participants are properly supplied with items such as paper, printer cartridges, postage, stationery etc. where applicable.
Under exceptional circumstances, other essential expenses may be reimbursed subject to prior agreement with your NHS Highland Contact Person.
5. What expenses are not covered?
Any lost earnings. First class travel (but patients can pay the difference between second and first class fares themselves).
6. Approaches from Organisations outside NHS Highland for Patient / Public Participation
All NHS organisations in Scotland have an expenses policy, based on national guidance. NHS Highland is often asked to circulate to local people information about opportunities to get involved in the work of other NHS Boards. The Board seeking involvement is responsible for informing people what expenses or payments are payable, if any.
NHS Highland also circulates information from non NHS organisations which have an interest or role in health and wellbeing. If the organisation does not have its own expenses policy it will be directed to NHS Highland’s policy. However, the organisation will be under no obligation to adhere to this nor will NHS Highland be obliged to cover expenses incurred. It will be the responsibility of the patient participant to accept or decline the invitation to be involved, based on the clear understanding that if prior approval of the expenditure has not been given, the participant may be solely responsible for meeting that expenditure.
7. Can expenses be claimed while receiving benefits?
Current benefit rules mean that expenses are not regarded as income and will therefore not impact on benefits. The potential tax or benefit implications remain a matter for the patient participant concerned, in terms of his/her responsibility to inform the relevant agency. NHS Highland recommends that patient participants seek advice directly with the Benefits Agency for clear guidance.
8. How are expenses paid?
Expenses will only be reimbursed on receipt of a validated and signed expenses claim form. Claim forms should be offered by the member of staff asking for involvement from patients or the public. The claim form is attached to the policy as Appendix 2.
Your named contact can assist people in completing the expenses claim form. NHS Highland will make sure that payment is made as quickly as possible but this can take up to 3 – 4 weeks. Payment is usually made by sending a cheque in the post. However, if someone does not have a bank account, or a delay in payment could cause financial difficulty, staff can be asked to provide cash at the time of attendance at a meeting or event. Participants are also encouraged to make use of the Advance Travel booking system for rail / ferry tickets.
If expenses have not been reimbursed within 6 weeks, participants are asked to speak with their contact person and/or the manager of the project they are working on.
9. Reviewing this Policy
This policy is reviewed annually. NHS Highland funds expenses for public involvement from normal operating budgets. Your Contact Person will advise you if there is any change to this policy, or to the availability of expenses reimbursement. How to complete the claim form for out of pocket expenses for volunteers
1. Please put your name and full address, including postcode, in order for us to send you a cheque. You can also receive an automated BACS payment direct to your bank account if you supply details of your bank account, if you make regular claims under this policy. To have this set up, you must complete the document attached as Appendix 1. Please also give your own telephone number, in case there are any queries regarding your claim. All NHS Highland staff are governed by strict rules on patient confidentiality and your details will be treated as confidential.
2. Make sure you have also included the name and telephone number of the NHS Highland Contact Person who is authorising the expenses claim.
3. Please put the date for each volunteering activity, or event you attended in the first and second columns. If you are working on different projects with different departments, please only submit one claim form for each department.
4. ‘Car Mileage’ – if you used your car, please write the total number of miles to the meeting and back again. NHS Highland will calculate your total car mileage when received for authorisation.
5. ‘Travel Fares’ – please enter any expenditure on buses, trains, taxis or a combination of such. Receipts must be provided. Please refer to 4.3.1 for appropriate use of taxis.
6. Under ‘Other Expenses’ please list any other things you have paid for such as meals (please refer to 4.2), parking charges, carer’s costs, etc and then enter the actual costs in the next column.
7. Remember to attach receipts for all expenses claimed, where applicable, or other proof of expenditure, for example, tickets from parking machines.
8. Please sign your completed form and send to your named Contact Person or the manager of the department you have been involved in. He or she will process your claim via our finance department.
9. Claim forms must be returned as soon as possible, and no later than two months after the event. Claims submitted after this time may not be paid. Appendix 1
Volunteers with NHS Highland
Bank details for payments via B.A.C.S.
Please complete form using BLOCK CAPITALS Payee name: Title: ………………………………………………………..
Forename: …………………………………………………
Surname: ………………………………………………….. Home Address: Address line 1: ……………………………………………..
Address line 2: ……………………………………………..
Town / City: ……………………………………………..
Postcode: …………………………………………….. Bank/Building Society Name: Name: ……………………………………………………….
Bank/Building Society Address: Address line 1: ……………………………………………..
Address line 2: ……………………………………………..
Town/City: ……………………………………………..
Postcode: …………………………………………….. Account details: Sort/Swift code: ……………………………………………
Account No: ………………………………………………..
Roll number: ……………………………………………….. Communication: Home phone number: ……………………………………..
Email address: ………………………………………………
Signature: ……………………………………… Date: …………………………….
Please return completed form via:
Fax (insert local contact details)
By post (insert local contact details
Appendix 2
NHS HIGHLAND CLAIM FOR OUT OF POCKET EXPENSES, VOLUNTEERS PLEASE COMPLETE IN BLOCK CAPITALS. FOR REIMBURSEMENT ALL EXPENDITURE MUST BE AGREED IN ADVANCE AND RECEIPTS MUST BE PROVIDED AND BE ATTACHED TO THIS FORM, WHERE APPLICABLE.
Name: ______Address: ______
______Postcode: ______Telephone No: ______
NHS Contact Person: ______Telephone No. for NHS Contact: ______
Date Details of volunteering activity Car Mileage Travel Fares Other Expenses (please list) Cost of Other Expenses £ £
£ £
£ £ TOTAL
For NHS Highland Use Sub-totals £ £ £ £
I declare that the above travelling and subsistence expenses claimed have been incurred by me. I further declare that no other claim for reimbursement from public or charitable funds has been nor will be made in respect of this claim.
Signature of patient / public participant: ______Date: ______
Please send this completed form to: ------FOR OFFICIAL USE ONLY
By NHS Highland Contact: Verified by: ______Payment agreed by (budget holder): ______Budget code: ______
By Finance Department: Claim checked by finance: ______Date approved: ______