2020 Reimbursement, Reward and Recognition Procedure Page 1 of 20 Reimbursement, Reward and Recognition Procedure for Public and Patient Involvement Version control: V2.0 Approval Date: 1 April 2020 Review Date: 1 April 2021 This is a joint procedure for the three Clinical Commissioning Groups in Sussex: NHS Brighton and Hove Clinical Commissioning Group (CCG) NHS East Sussex Clinical Commissioning Group (CCG) NHS West Sussex Clinical Commissioning Group (CCG)
Transcript
2020 Reimbursement, Reward and Recognition Procedure Page 1 of 20
Reimbursement, Reward and Recognition Procedure for Public and Patient Involvement
Version control: V2.0 Approval Date: 1 April 2020 Review Date: 1 April 2021
This is a joint procedure for the three Clinical Commissioning Groups in Sussex:
NHS Brighton and Hove Clinical Commissioning Group (CCG) NHS East Sussex Clinical Commissioning Group (CCG) NHS West Sussex Clinical Commissioning Group (CCG)
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Version Control Policy Category: Engagement
Relevant to: All Staff (including temporary staff, contractors and seconded staff)
Version History
Version No. Date Changes Made: 0.1 09/12/2019 Reviewed and amended by Associate Director of
Public Involvement, Public Involvement Team
0.2 27/12/2019 Reviewed and amended by Governance Manager, Corporate Affairs
0.3 09/01/2020 Feedback from Community Ambassador Task and Finish Group on the value of providing cash for expenses resulted in amendments
V1 21/01/2020 Reviewed and amended by Finance Committee V2 27/02/2020 Ratified and approved by Finance Committee.
11/03/2020 Feedback from NHS Sussex CCGs Health Networks (3,000 plus members of the public) on the accessibility of the language used in the procedure was reviewed and the claim forms amended. A summary version of the procedure in plain English is also being created to accompany the procedure.
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9. Involvement payments and income tax .................................................................14
10. Procedure for reimbursement of expenses and claiming recognition payment 15
10.1 Responsibility of the CCGs ............................................................................15
10.2 Responsibility of People Engaged in CCGs Activities ..................................16
10.3 Making a Claim ...............................................................................................16
Appendix A: Reward, Recognition and Reimbursement Claim Form 2019 – 2020 ..17
Appendix B: Reward, Recognition and Reimbursement Acceptance Form.............20
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1. Introduction The three Clinical Commissioning Groups (CCGs) in Sussex are committed to ensuring that patients, public and carers are at the heart of all that we do. Informing, involving and engaging with patients, the public, and carers helps us to understand and respond to the local population’s needs, and to make decisions on health services. The development of effective structures and processes for involvement, engagement and feedback are central to improving our services. The CCGs involve patients, public and carers in:
Considering and developing proposals for changes in how services are provided
Planning new services
Decisions that affect how services operate. and
Monitoring and evaluating service quality. This procedure sets out how the CCGs in Sussex support patients, public and carers to be involved in their work through reimbursing expenses and, in certain circumstances, offering involvement payments. It complements, and should be considered alongside, the Communications and Involvement Strategy, which is available on the Sussex Health and Care Partnership website at www.seshealthandcare.org.uk/ The CCGs aim to ensure that patients, public and carers are not out of pocket when they support our work and this procedure sets out when and what financial support is available.
2. Scope This procedure applies to the CCGs within Sussex. The procedure sets out some guiding principles and practice around reimbursing expenses and, for some roles, making reward payments. It should be read alongside the Communications and Involvement Strategy, which sets out general principles and practice for working with patients, public and carers. The procedure applies to patients, carers and members of the public who help the Sussex CCGs with their work. Exemptions to the procedure:
This procedure does not apply to our work with patient and public organisations (such as voluntary and community organisations)
Neither does it apply to a person paid or rewarded by another organisation for participating in the activity (for example, some voluntary sector groups will pay expenses for service users to be involved)
Carers under the scheme to support another person being involved may not in
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addition claim the reward payment
An individual involved in an activity may choose to waive their payment. In this case, any affiliated organisation may not claim on their behalf
Car parking fines or charges received by a participant will not be funded by the CCGs.
This procedure reflects the standard principles and practice around reimbursing expenses and, for some roles, making reward payments but we recognise that assessments may need to be made on a case-by-case basis. These will be considered at the discretion of the CCGs’ Programme Lead responsible for the piece of work in which the participant is involved.
3. Responsibilities CCG staff responsible for the programme should ensure sufficient provision is made within the budget to support patient and public participation as part of their engagement plans and they are responsible for ensuring that all payments are processed in a timely manner which we would stipulate to usually be within three months of the activity. Expenses should be coded to the relevant programme cost code and processed in a timely way, ensuring that payments are made in line with business standards and within 30 days as a maximum, following submission of a completed claim form and all receipts and other relevant information. With regards to covering expenses and paying reward payments for patients, public and carers, key responsibilities of the CCGs’ Programme Leads include:
Approving public roles
Holding the budget
Identifying whether participants will be seeking reimbursement of expenses and, if applicable, accepting the offered recognition payment
Considering the impact of the time and location of the activity on the participant
Processing expenses in a timely manner.
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4. Categories of financial support for patients, public and carers The reimbursement of expenses and reward methods are set according to the type of activity undertaken. Under this procedure, activity is split into three categories (see table):
Category A: public or open access events. Activities are exempt from reward and reimbursement of out-of-pocket expenses
Category B: events where the involvement may be one-off and does not require much preparation. Activities will attract reimbursement of out-of-pocket expenses only
Category C: events where the involvement is longer term and / or requires considerable preparation and background planning. Activities will attract reimbursement of out-of-pocket expenses and an involvement payment is offered.
NB: the CCGs’ Programme Lead may exercise some discretion in offering rewards or reimburse out of pocket expenses when this will help to ensure that a diversity of voices is represented. NB: people can choose whether to claim for reimbursement of expenses and / or accept the offered recognition payment. The CCGs within Sussex have categorised the different participation opportunities we offer, and different ways in which we work with patients, public and carers, into four different types of roles. These roles have been linked to the categories of financial support, as follows:
Role 1: people who choose to respond or comment on open access engagement opportunities, for example responding to online surveys. Expenses Category A (no expenses can be claimed)
Role 2: attending workshops / events / focus groups or support the work of the CCGs on a ‘one off’ basis. Expenses Category B (out-of-pocket expenses are covered or reimbursed)
Role 3: participants in The People’s Panel who respond to a survey are entered into a prize draw for a £50 voucher. Expenses Category A (no expenses can be claimed)
Role 4: member of working group meetings, providing broad experience and an interest in the subject area. Expenses Category C (out-of-pocket expenses are covered or reimbursed and a recognition fee is offered of £25 per half day)
Role 5: Senior Expert Advisor roles that demonstrate strategic and accountable leadership and decision making activity. Expenses Category C (out-of-pocket expenses are covered or reimbursed and a recognition fee is offered of £50 per half day).
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N.B: We recognise that some participants involved in CCG activities may undertake a range of the above roles, which may result in varying degrees of financial support offered. Assessment of this situation will be undertaken on a case-by-case basis and must be agreed by the CCGs’ Programme Lead before the participant submits a financial claim. The reimbursement of expenses and a recognition fee is generally paid by bank transfer or cheque. However, there may be occasions where an alternative mode of payment is used such as cash and vouchers. The table below outlines the categories of financial support.
Categories of Financial Support
Activity Category Role Reward or Reimbursement of Expenses
Attendance at public meeting as a member of the public
A 1 and 3 Not applicable
Attendance at Roadshow as a member of the public
Attendance at Exhibition
Completion of surveys / polls N.B surveys for The People’s Panel are not included in this.
Activities attended by a CCG member of staff but organised by external group / organisation
Attendance at board meetings, as a member of the audience
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Stakeholder event – invited
B 2 Out of pocket expenses
Part of discussion group
Attendance at Seminar, or Workshop
Public Panels
One to one interviews
Voluntary activity (pre-agreed)
Networks where attendees are representatives of others
Engaging with members of the public virtually
Publicising information about NHS and social care services virtually
One-to-one interviews (more lengthy, sensitive or complex)
C 4 Expenses and recognition fee offered
Involvement in advisory panel
Participation on working / task / co-production group
Acting as a mystery shopper
Involvement in recruitment
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Involvement in face-to-face engagement with members of the public
C 4 Expenses and recognition fee offered
Involvement in procurement
Involvement in tendering panel
Involvement in delivering staff training
Involvement in procurements panels
Attendance at a meeting or similar to tell a “patient / carer story”
Demonstrating strategic and accountable leadership and decision making on an NHS committee
D 5 Expenses and recognition fee offered
5. Reimbursement of out of pocket expenses The CCGs within Sussex will reimburse all reasonable expenses incurred by patients, public and carers supporting us as long as they are in line with this procedure, agreed in advance and do not exceed agreed rates (see below). The CCGs will reimburse expenses incurred by patients, public and carers where meetings or events are cancelled with less than 48 hours’ notice. Receipts are required for all expenses, except where travel and accommodation is booked directly by the CCGs. The CCGs will reimburse the actual expenses incurred and not approximate or ‘rounded’ amounts. CCG staff making travel and accommodation bookings (and making arrangements to reimburse other out of pocket expenses) on behalf of patient, public and carers should use the cost code for the programme of work of which the individual is taking part. The CCGs will encourage the person to discuss their needs with their Lead Contact so that solutions can be explored. Assessment of such situations, and the support provided, will be on a case-by-case basis.
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5.1 Travel Expenses Public transport should be used for travel purposes, where it is practical, safe and reasonable to do so, to support the CCGs in reducing carbon emissions. Travel by private car is permitted where this is agreed to be the most suitable form of transport. We recognise that it may not always be possible for participants to use public transport as some areas are significantly impacted by geographical locations and access to transportation. The CCGs encourage the person to discuss their needs with their Lead Contact so that solutions can be explored. Assessment of such situations, and the support provided, will be on a case-by-case basis. Travel costs will be reimbursed for activities under Category B, C and D. 5.1.1 Rail and Train Travel Travel via rail or train will be reimbursed, when accompanied by receipts or tickets stating the price paid for travel and the date of the journey. Rail travel will be via standard class. First class travel is not permitted unless this is needed for reasons of disability or other medical / health / access need, for example, where an individual requires a larger / more supportive seat to transfer to from a wheelchair and / or table service (where this is not available in standard class) as they are unable to move safely through the train. 5.1.2 Bus Travel The cost of travel by bus will be reimbursed, when accompanied by receipts or tickets stating the price paid for travel and the date of the journey. 5.1.3 Taxis Taxis may only be used in exceptional circumstances and with prior agreement of the CCGs Programme Lead where there is a justification on the grounds of:
Cost effectiveness due to multiple people travelling to the same place
Personal safety, for example travelling late at night
Disability, impairment or long term condition
Efficiency, for example meetings held in different parts of a city during the day
Travelling with heavy or bulky items of equipment or luggage
Where it is the only feasible mode of transport. Claims for the cost of travel by taxi should be evidenced through receipts. Discussion with the CCGs’ Programme Lead should take place if individuals are unable to pay upfront for the cost of a taxi.
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5.1.4 Personal vehicles People will be reimbursed for using personal vehicles to travel to meetings or events. Travel by public transport would usually be expected unless there is a specific need to travel by personal vehicle (or personal vehicle is used to travel to a public transport departure point). Rates of reimbursement are in line with Her Majesty’s Revenue and Customs (HMRC) Service recommendations, taken from the HMRC website and correct as at April 2020. When travelling by personal vehicle, individuals must have a valid UK driving license, and the vehicle must have valid insurance, tax and MOT certificate.
HMRC Approved Mileage
First 10,000 business miles in the tax year
Each business mile over 10,000 miles in the tax year
Cars and vans 45p 25p
Motorcycles 24p 24p
Bikes 20p 20p
Passenger allowance (where a lift is given to another participant)
5p 5p
Note: The rates quoted above are HMRC rates that were current at the time this procedure was updated. Any subsequent changes to these rates will be amended in due course. The cost of car parking to enable attendance at a meeting or event will usually be reimbursed on production of receipts. People are personally liable for any car parking fines or charges to them and the CCGs will provide no refunds on these charges. Similarly, excess fare charges on any means of public transport are normally the responsibility of the individual and not the CCGs, unless it can be demonstrated that this was an unavoidable circumstance beyond their control.
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6. Subsistence (food and drinks) If people are involved in CCG activities which require them to be away from home for considerable periods of time, reimbursement for the cost of meals and drinks (often known as ‘subsistence’) may be claimed as below. The subsistence claims should be agreed with the CCGs’ Programme Lead in advance and supported by receipts. Receipts must be retained and submitted with the claim.
Breakfast (when leaving home before 7am) Up to a maximum of £5
Lunch (when away from home for more than 4 hours including between the hours of 12noon and 2pm)
Up to a maximum of £5
Evening meal (when away from home after 5pm) Up to a maximum of £15
Maximum total claim per 24 hour period Up to a maximum of £25
Note that the rates above are the maximum amounts which may be claimed when accompanied by receipts demonstrating actual expenses incurred and are not ‘flat rates’. People who choose to spend more than the maximum rates will be reimbursed for receipted costs up to the maximum rates only. For example, if a person has spent £4.30 on lunch and submits a claim for this with a receipt, they will be reimbursed £4.30. If a person has spent £7 on lunch and submits a claim for this with a receipt, they will be reimbursed £5. These rates include the cost of food and drinks but in line with the CCGs procedure the purchase of any alcoholic drinks will not be reimbursed. Where refreshments and food are provided at meetings / CCGs’ activities, subsistence allowances will not be paid except in exceptional circumstances such as in order to meet dietary requirements that have not been catered for as part of the meeting – this must be agreed with the CCGs’ Programme Lead in advance. Please note that tips and discretionary service charges, for example in restaurants, will never be reimbursed and remain solely at the individual’s discretion.
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7. Care Costs Care costs can only be claimed when they are incurred as a direct result of the person’s involvement. These expenses should be agreed with the CCGs’ Programme Lead in advance and supported by receipts from a registered provider e.g. nursery, childminder, personal assistant. Examples are:
If a child would normally have been in childcare when the meeting takes place, no claim may be made
Where a carer needs to employ a registered care agency to look after their dependent while attending an involvement activity, a claim may be made
Where the participant needs the help of a personal care assistant or support worker to fully engage with the activity, a claim may be made.
The CCGs are not able to pay carers / support workers (or agencies) directly. CCGs are also not able to pay any ‘nominal amount’ for the provision of care by a non-registered / non-professional or ‘informal’ carer, such as a family member or neighbour. This is in line with safeguarding advice from national charities which support people with caring responsibilities and because CCGs can only reimburse the hourly rate costs of care incurred by people with evidence of expenditure such as receipts or an invoice from a recognised agency. However, if a person wishes to be accompanied / supported by a non-registered / nonprofessional carer or support worker to support them to effectively participate, such as a family member, then the CCGs will cover their expenses, for example travel costs, in addition to covering the individuals own expenses.
8. Office Supplies The CCGs recognise that some people will make use of home office supplies as part of their involvement with us. This might include use of a telephone or internet connection to join meetings remotely, and / or it might include printing out papers at home that have been sent via email. Where people are supporting the CCGs at meetings, events or workshops, paperwork should be posted out in advance or available on the day with time allocated for reading or working on this material as appropriate. However, whilst people can always request that hard copies of papers be posted to them at home, we understand that it is not always possible within meeting timescales. Therefore, with the agreement of the CCGs’ Programme Lead, we offer a standing allowance of £2.50 per meeting to cover the cost of telephone calls, paper, printing ink and paper, stamps, internet connection, stationery and other home office sundries (without the need for evidence such as receipts).
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Conference calls should also be conducted via Skype – which is a free service available to be downloaded here. We have taken this approach to reduce the administrative burden on people in, for example, estimating proportionality of broadband usage, producing monthly copies of telephone bills, estimating ink used and so on. People wishing to claim this amount must agree this in advance with the CCGs’ Programme Lead. People who have a need for additional support to enable them to participate in remote meetings and / or to read papers or documents, for example because of a disability, or lack of access to a mobile phone and those who live in an area of no phone signal, should discuss this with the CCGs’ Programme Lead.
9. Involvement payments and income tax People engaged in CCG activities are responsible for their own tax affairs, including ensuring that any income tax due on involvement payments is paid. If in any doubt about their income tax arrangements, people are advised to contact their local tax office for guidance. Where a person involved in CCG activities is self-employed, it is their responsibility to declare receipt of any involvement payment(s) as part of their tax return, and in other relevant records / documentation, including alerting HMRC as appropriate. People with questions about tax or National Insurance can contact their local HMRC office (HMRC Helpline 0300 200 3311). The provision of payment under this scheme including care costs and reward payments will be regarded as taxable income and may affect a person’s benefits. Further advice and information can be obtained from www.gov.uk/contact-jobcentre-plus The CCGs follow good practice and have a duty to provide accurate information about payments made when asked to do so by the Benefits Agency and HM Revenue and Customs. Records of payments made, will be made available for monitoring and audit purposes. Any personal information will be held in accordance with the General Data Protection Regulation 2016. No personal information will be passed on to third parties for commercial purposes.
It is the responsibility of patients, their families and members of the public to declare payments in relation to tax, state benefits and earnings
Participants in receipt of state benefits should check with the benefit agency about any restrictions on the amount of payments permitted
Ability to participate does not assume that an individual is capable / fit to work within the rules governing benefits payments
While the payment is for work undertaken, participating individuals are not employees of the three CCGs.
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10. Procedure for reimbursement of expenses and claiming recognition payment
10.1 Responsibility of the CCGs The CCGs commit to ensuring that the process for reimbursing expenses should be as straightforward as possible for people undertaking CCGs activities. Paperwork should be in plain English and easy to understand and complete. Staff within CCGs must ensure that people involved in CCG activities are aware of this procedure and how it applies to the meeting or event they are being invited to join. The CCG staff responsible for the person will ensure that:
Information about expense claims is provided in advance of the meeting / event so that people can be clear about our processes
Copies of expenses claim forms are brought to events / meetings and also available via email
Support and guidance is provided to any person who needs help or further information to complete expenses claim forms
People are advised to liaise with relevant agencies should they be in receipt of any state benefits.
Participants complete a claim form (Appendix A) attaching receipts and return to the CCGs’ Programme Lead of activity, who then asks the participant to confirm they have submitted their receipts (Appendix B), and then requests for Finance to process the payment and will liaise with them until payment is complete. Finance will process payment and send it to the participant. Reimbursement needs to happen quickly so that people are not put into financial hardship. The CCGs aim to reimburse people 30 days of receiving their claim form (and other relevant information, such as receipts). The CCGs’ Programme Lead will need to ensure that they prioritise people’s expenses claims to ensure timely reimbursements are made. This means that if there are any queries the CCGs’ Programme Lead should contact the person urgently to seek clarification. The expenses claim should pass the expenses claim form to Finance for processing. The CCGs’ Programme Lead should keep a record of how claims are progressing. If a person needs information in alternative formats or languages, or support to understand the procedure or to complete expenses claim forms (for example because they have a learning disability or low literacy), they should discuss this with the CCGs’ Programme Lead.
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CCGs are able to reimburse participants ‘on the day’ for out of pocket expenses such as travel through petty cash. Recognition payments are not available via petty cash and will be paid through the other methods outlined in the procedure.
10.2 Responsibility of People Engaged in CCGs Activities People seeking reimbursement of expenses must complete and submit an expenses claim form and provide evidence of expenditure (usually in the form of a receipt or ticket). Individuals can only reclaim their own expenses, and those of a carer / support worker, and cannot claim for expenses on behalf of others. Anyone experiencing difficulty in completing the expenses claim form should contact the CCGs’ Programme Lead in the first instance, as it may be possible to arrange for additional support to be provided. A template of an expenses claim form is available in Appendix A. Individuals should submit claims in a timely manner, not more than three months after the event / activity that their claim refers to. Where receipts are difficult to obtain, for example use of Oyster cards or calls made on mobile phones then copies of bills or computer printouts / screenshots with the relevant section highlighted can be accepted. If receipts are lost, the individual should discuss this with the CCGs’ Programme Lead.
10.3 Making a Claim Participants should request a claim form from the CCGs’ Programme Lead. When making a claim, participants should provide receipts and complete the appropriate sections of the expenses claim form (Appendix A). All relevant sections of the form must be completed in full to avoid unnecessary delays in payment. Every claim form needs to be validated by the CCGs’ Programme Lead, and countersigned by their Line Manager. Participants should submit claims within three months after the event / activity that their claim refers to. All claims must be made within the same financial year (1 April - 31 March). Regular participants may be asked to complete a Bank Automated Credit System (BACS) form to aid payment. Payments may take up to 30 days to process.
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Appendix A: Reward, Recognition and Reimbursement Claim Form 2019 – 2020
PLEASE USE BLOCK CAPITALS WHEN COMPLETING THIS FORM
This claim form should be used by the participant claiming for expenses
Name:
Address:
Postcode:
Telephone number:
Email (if appropriate):
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Activity Details - For completion by the claimant
Name of activity and meeting
Date of Activity
Recognition Payment Agreed (outline the amount)
Travel by car @ 45p per mile:
Travel by motor-bike @ 24p per mile:
Travel by pedal cycle @ 20 p per mile
Number of passengers (if any) and passenger mileage costs (5p per mile per passenger):
Other expenses (e.g. parking, taxi, care costs, administrative costs*): *only if pre-authorised by the CCGs Programme Lead.
Total:
e.g. Task and Finish Group
9/09/2019 Yes £25
£20.25 (45 miles)
NA NA 1 person £5 (10 miles)
£2.50 (car parking ticket) £52.75
e.g. 1:2:1 interview
15/10/2019 No NA NA £20 (50 miles)
NA NA £20.00
Total: £72.75
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Signature – to be completed by Participant
Signed by (name, signature, position):
Authorised – to be completed by the CCGs’ Programme Lead
Signed by (name, signature, position):
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Appendix B: Reward, Recognition and Reimbursement Acceptance Form
PLEASE USE BLOCK CAPITALS WHEN COMPLETING THIS FORM
This form should be used by the CCGs Programme Lead to confirm that petty cash and receipts have been received.
Date: Name of the participant submitting the claim:
Name of the CCGs’ Programme Lead:
What has been submitted? (e.g. Reward, Recognition and Reimbursement Claim Form, receipts or both).
Signature of the participant submitting the claim:
Authorisation – to be completed by the CCGs’ Programme Lead. Signed by (name, signature, position):
