Reimbursement, Reward and Recognition Guide...1 Reimbursement, Reward and Recognition Guide Our Aim...
Transcript of Reimbursement, Reward and Recognition Guide...1 Reimbursement, Reward and Recognition Guide Our Aim...
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Reimbursement, Reward and Recognition Guide
Our Aim is that you will
not be out of pocket by
helping us in various roles.
This Guide applies to members of the
public who help out the Sussex NHS
Commissioners in different activities.
The Activities you may do fall into three
categories.
A. Attending a public or open-access
event as a member of the public.
You will not be paid or have your
expenses paid back.
B. Getting involved in a one-off event
which doesn’t need much
preparation. Your expenses will be
paid back.
C. Getting involved in a longer term
project or a project which needs
more preparation. Your expenses
will be paid back and you will be
offered a recognition payment.
We will pay you by bank
transfer or cheque.
Sometimes you may be
offered cash or vouchers.
You will need to fill out a
claim form for all
expenses and recognition
payments. We will need
receipts for any
expenses.
We will pay back any
reasonable expenses
incurred:
Travel costs to and
from activities.
Food and drinks, if
you are away from
home for some time.
Care costs, if they
are directly linked to
your activities with us.
Office supplies, £2.50
for each meeting.
You will need to think about:
How being paid will affect your taxes.
Whether any payments you rare
given will affect your benefits.
We can give you information in this guide,
but it is your responsibility to make sure
there are no problems.
Remember, helping the Sussex NHS
Commissioners is not a job! Find out
more in the Frequently Asked Questions.
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1 Who can claim for expenses and a recognition payment?
1.1 You can claim for your expenses and (if offered) a recognition
payment, if you are a patient, carer, or a member of the public
helping, or working with, the Sussex NHS Commissioners.
2 What different roles are covered by the reward, recognition and
reimbursement procedure?
2.1 Role 1: People who choose to respond or comment on online
surveys or questionnaires. No expenses can be claimed.
2.2 Role 2: Carrying out one-off activities (for example, attending an
event or workshop). Out of pocket expenses can be claimed.
2.3 Role 3: People who take part in the People’s Panel and fill out a
survey and are entered into a prize draw. No expenses can be
claimed.
2.4 Role 4: Attending regular working group meetings, using your
experience and interest in the subject. Out of pocket expenses can
be claimed, and a recognition payment of £25 per half day will
be offered.
2.5 Role 5: Working in a role where you have to show leadership and
help make important decisions. Out of pocket expenses will can be
claimed, and a recognition payment of £50 per half day will be
offered.
3 Will my out of pocket expenses be repaid?
3.1 Your out of pocket expenses will be repaid as long as they are
reasonable, have been agreed in advance and as long as they are
not higher than the agreed rates of payment.
3.1 You will need to give us your receipts (or copies of your receipts).
You will only be repaid for the money you actually spent, not for
rough figures or rounded amounts. If you have a problem with giving
us a receipt, you should talk to the Activity Coordinator.
Frequently Asked Questions
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4 What travel expenses can be claimed?
4.1 You should use public transport (i.e. train or bus travel) when
practical, safe and reasonable.
4.2 You should travel by standard class on public transport, unless you
have health or access needs which mean you need a first class
ticket.
4.3 You must give us receipts for the use of public transport which show
the price of your ticket and the date of the journey.
4.4 If you can’t use public transport to get to activities because of issues
with public transport in your area or your health or mobility needs,
then you can travel by private car or taxis but you should talk to the
Activity Coordinator in the first instance.
5 Can I travel in my own car?
5.1 You can claim money for the cost of petrol. If you gave someone
else who was taking part in the activity a lift, you can also claim
money for your passenger.
5.2 You will be paid at the rates agreed by HMRC. You can find the most
up-to-date rates here: https://www.gov.uk/government/publications/
rates-and-allowances-travel-mileage-and-fuel-allowances/travel-
mileage-and-fuel-rates-and-allowances
5.3 You can claim for car parking receipts, as long as you give us
receipts which show the cost of car parking.
6 What food and drink costs will be repaid?
6.1 You may find that you are away from home for some hours due to
your involvement in our activities. If this happens, you can claim for
money spent on food and drinks to be repaid, up to a maximum
amount.
6.2 You will need to agree this with the Activity Coordinator ahead of
time, and you will need to provide receipts to show what you have
spent.
6.3 The table on the next page shows the maximum amount that you
can claim for each meal, and how long you have to have been away
from home to claim it.
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6.4 This does not mean you will get, for example, £5 for lunch, no matter
what you spent. Instead, it means that you can claim back up to £5
for lunch. So if you spend £4.30 on lunch, we will pay you back
£4.30. If you spend £7.20 on lunch, we will pay you back £5.
6.5 You can’t claim back the cost of any alcoholic drinks.
6.6 If food and drink is provided at a meeting, you can’t claim back the
cost of any food, unless you have special dietary needs which
haven’t been catered for. If this happens, you will need to agree that
you will buy your own food with the Activity Coordinator before the
event. The maximum amounts still apply.
7 What care costs will be repaid?
7.1 You can only claim for care costs if they are costs you have had to
pay because you have been involved in activities with us.
7.2 You will need to agree this with the Activity Coordinator before the
event.
7.3 You can only claim back care costs from someone who is registered
to give care and who can give you an official receipt. If you ask a
friend or someone from your family to help you, you can’t claim
back any money you might want to give them.
7.4 You will need to pay the costs of your care and then claim it back.
We can’t pay carers directly.
7.5 If your child would normally have been in childcare at the time of the
activity, you can’t claim back care costs.
7.6 If you are a carer and you need to employ a carer from a care
agency to look after someone else so you can attend an activity, you
can claim back care costs.
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
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7.7 If you need the help of a personal care assistant or a support worker
to carry out the activity you can claim back care costs.
7.8 If you want to be supported by a friend, family member or an informal
carer to help you carry out an activity, you can’t claim back care
costs, but you can claim back their other expenses (for example
travel expenses or food and drink).
8 Can I claim back money for office supplies?
8.1 When you are attending a meeting, we will try and send out
paperwork in advance. But we know this is not always possible.
8.2 We realise that sometimes you may use home office supplies when
working with us, for example paper and printer ink. We also realise
you may make calls or use your internet connection to join in
meetings.
8.3 We can’t repay you directly for the cost of ink, paper, telephone calls
or internet bills.
8.4 We do offer an allowance of £2.50 per meeting to cover these costs.
You do not need to provide receipts. You should talk to the Activity
Coordinator before claiming this.
9 I am getting a recognition payment. What about my income tax?
9.1 You need to make sure that any income tax due on your recognition
payments is paid. If you have any questions or concerns, you should
talk to your local tax office. (HMRC Helpline 0300 200 3311).
9.2 If you are self-employed, you need to declare your recognition
payments on your tax return and keep your records and
documentation up –to-date.
9.3 Sussex NHS Commissioners have to give accurate information about
money you have been paid if asked for this information by HMRC.
10 I am getting a recognition payment. What about my benefits?
10.1 Care costs and recognition payments are taxable income. They may
affect your benefits. You can get advice from the Job Centre: https://
www.gov.uk/contact-jobcentre-plus.
10.2 If you get state benefits, you need to tell the benefits agency about
your recognition payments.
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10.3 You should check with the benefits agency to see if there are any
limits on how much you can be paid in recognition payments.
10.4 Sussex NHS Commissioners have to give accurate information about money you have been paid if asked for this information by the benefits agency.
10.5 Your ability to carry out activities for us does not necessarily mean
that you are capable of starting paid employment or that you are fit to
work.
10.6 It is important that you understand that while you may be offered a
recognition payment for work you have done, this does not make you
an employee of the Sussex NHS Commissioners.
11 How do I make a claim for expenses and / or a recognition
payment?
11.1 You will need to ask for a claim form from the Activity Coordinator.
11.2 You will need to provide receipts (or copies) and fill out all of the
form.
11.3 If you are having trouble of any kind in filling out your claim form, you
should talk to the Activity Coordinator.
11.4 When you have completed your claim for, you should give it back to
the Activity Coordinator for them to sign and process.
11.5 You may be able to be repaid on the day for some expenses.
11.6 You can’t be paid your recognition payment on the day.
11.7 Recognition payments and any expenses not repaid on the day will
usually be paid by cheque or bank transfer, but sometimes you will
be offered cash or vouchers.
11.8 If you are working with us on a regular basis, you may be asked to fill
out a Bank Automated Credit System (BACS) form so that we can
pay you automatically. Payments may take up to 30 days to come
through when using this system.
11.9 You can only claim for your own expenses and those of a carer or
support worker. You can’t claim for expenses on behalf of someone
else.
11.10 You need to give us your claim form within three months of the
activity.
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12 What do I need to include with my claim form?
12.1 You need to give us proof of all your expenses. This will usually be a
receipt or ticket (or a copy).
12.2 If you find it hard to include a receipt (for example, because you have
used your Oyster Card), you can give us copies of bills, computer
printouts or screenshots from your phone, highlighting the expense
you would like repaid.
12.3 If you have lost a receipt, you need talk to the Activity Coordinator.
13 When can I not claim for expenses and a recognition payment?
13.1 You can’t claim for your expenses or a recognition payment if you are
being paid or rewarded by another organisation for carrying out the
activity.
13.2 If you are a carer who is supporting someone else in their activities
with us, you can’t claim the recognition payment for yourself.
13.3 You can choose not to claim for a recognition payment, but if you do
this, no-one else can claim for the recognition payment instead of
you.
13.4 If you are given a car parking fine or a public transport fine, you can’t
claim this on your expenses.
14 Who should I contact if I have any questions?
14.1 If you have any further questions about the Reimbursement, Reward
and Recognition Procedure, you should talk to your Activity
Coordinator.
Thank you for helping us with our work.
If you have any questions… just ask!
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