Volunteering Out of Pocket Expenses Reimbursement Policy

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1 Volunteering Out of Pocket Expenses Reimbursement Policy Policy version: 05 Policy last reviewed: 13/01/2014 Next policy review date: January 2015 Reviewer: Monitoring group(s): Volunteers Steering Group Person Centred Care Officers Volunteering & Public Involvement

2 Contents 1. Introduction... pg 2 2. Key principles... pg 2 3. Who is this policy for?... pg 2 4. When does this policy apply?... pg 3 5. Managed volunteering activities.... pg 3 6. Non-managed volunteering activities... pg 3 7. Responsibility for payment of expenses..... pg 4 8. Travel by public transport Pg 4 9. Travel by car, motor cycle or bicycle. Pg Travel expense rates... pg Passenger mileage rates.... pg Other expense rates (includes childcare and carer costs). Pg Expense payment methods pg Monitoring of policy.. pg Review of policy... pg Bibliography pg 9 Appendix 1 A guide to the NHS Ayrshire & Arran Volunteer Out of Pocket Expenses Reimbursement policy Appendix 2 Volunteering Out of Pocket Expense Claim Form pg 10 pg 13 Appendix 3 - Example letter to Insurance Company pg 14 Appendix 4 - Bank Details form (for BACS payments) pg 16 Appendix 5 Checklist for NHS Ayrshire & Arran Staff pg 17 pg 1

3 1. Introduction 1.1 The purpose of this policy is to ensure that out of pocket expense claims made by patients, carers, service users or members of the public who give their time as volunteers are handled in a uniform way across NHS Ayrshire & Arran. It also aims to ensure that out of pocket expense payment rates offered to volunteers for volunteering activities are consistent. 1.2 This policy incorporates changes to the Approved Mileage Allowance Payments (AMAP) introduced by HM Revenue and Customs from 6 April and guidance provided by the Scottish Government in CEL 23 (2011) 2 Guidance on reimbursement of out of pocket expenses for volunteers within NHS Scotland. 1.3 This policy replaces all other guidance on the reimbursement of volunteer out of pocket expenses that exists at a local or organisational level within NHS Ayrshire & Arran. 1.4 For the purposes of this policy a volunteer is defined as any person who is not employed by the NHS but gives freely and willingly of their time to help improve the health and wellbeing of patients and service users of the NHS in Scotland (see section five and six). 1.5 This policy and associated volunteers guide to the policy (see appendix 1) must be provided to volunteers at their induction. 2. Key principles 2.1 NHS Ayrshire & Arran recognises and values the contribution that volunteers make to the health and wellbeing of our patients, and also to the effective monitoring, evaluation and improvement of our services. 2.2 NHS Ayrshire & Arran is committed to making sure that volunteers are not out of pocket as a result of freely giving their knowledge, skills and time when contributing to volunteering activities. 2.3 NHS Ayrshire & Arran is committed to a process for claiming expense payments that is as straightforward as possible, whilst also following procedures that allow us to fully account for payments made. 2.4 Reimbursement is not appropriate unless actual expense is incurred in the course of volunteering. 2.5 NHS Ayrshire & Arran will make those expenses payable explicit on any invitation to participate in volunteering (or public involvement) activities. 3. Who is this policy for? 3.1 This policy is for patients, carers, service users, and members of the public who are currently involved in volunteering activities within NHS Ayrshire & Arran. 1 HMRC approved mileage allowance payments see: 2 The Scottish Government CEL 23 (2011): pg 2

4 3.2 This policy will also inform those staff employed by NHS Ayrshire & Arran who invite people to take part in volunteering activities. 4. When does this policy apply? 4.1 This policy applies on those occasions when NHS Ayrshire & Arran reimburse expenses to individuals who have incurred out of pocket expenses as a direct result of volunteering activities. 4.2 This policy (and the payment of expenses) does not apply where the public are invited to attend an event that is open to anyone. These events would normally be information giving events and would not involve information gathering from those in attendance. However, there may be exceptions to this, for example where a volunteer is invited to actively participate in the organisation and running of the event. 4.3 This policy does not apply to paid activities that are covered by a contract of employment between an employer and an employee. 5. Managed volunteering activities covered by this policy 5.1 The term managed volunteer is used within this policy to describe volunteers involved in supervised volunteering activities that are generally defined and administered by a NHS named contact for volunteering within a specific service. The activities of managed volunteers may include (but are not limited to): a) befriending b) chaplaincy support c) hospital welcoming d) trolley service e) volunteer driving f) ward volunteering These activities are of a task centred nature where the failure to carry out defined tasks would have some impact on the delivery of services within these areas. 6. Non-managed volunteering activities covered by this policy 6.1 The term non-managed volunteer is used within this policy to describe volunteers participating in public involvement activities that are not supervised. These tend to be individual patients, carers, service users or members of the public who have been specifically invited to participate as volunteers. The activities of non-managed volunteers may include (but are not limited to): a) consultation events b) NHS committees c) operational, strategic or service planning meetings d) public panels e) reference groups f) service evaluations or survey delivery g) working groups pg 3

5 The activities of these volunteers would not normally be of a routine task centred nature, but would often (although not always) be more about providing the input of thoughts, feelings and views. 7. Responsibility for payment of expenses 7.1 The volunteering NHS named contact who recruits a volunteer to attend or undertake an activity will be responsible for payment of expenses. 7.2 The NHS named contact should ensure the payment of expenses incurred by volunteers and should identify in advance who will authorise expenses for volunteering activities. Authorisation will come from a person who has budget responsibility and whose name is on the NHS Ayrshire & Arran s Authorised Signatory list. 7.3 The NHS named contact should obtain authorisation for the payment of expenses from the budget holder and be responsible for distributing and collecting appropriately completed expense claim forms (see appendix 2) and receipts. 7.4 The NHS named contact should ensure, where applicable, that individuals are not being paid expenses when they are already receiving expenses payments from a group, voluntary organisation or an employer that they represent. 8. Travel by public transport 8.1 Volunteers should be encouraged to use public transport to and from their place of volunteering where possible. 8.2 Full reimbursement should be made for the cost of travel tickets, car parking charges, toll charges, bus, underground, ferry and taxi fares (where prior approval for the use of a taxi has been given by the budget holder). Appropriate receipts, used tickets or ticket stubs must be attached to the expenses claim form. 9. Travel by private car, motor cycle or bicycle 9.1 There are two levels of car mileage rates and volunteers should be advised at their induction of which rate applies in the reimbursement of their travel costs: Public Transport (commuting mileage rate) The public transport rate, which is intended to cover the cost of fuel only and not motoring costs, is payable where volunteers use their private motor vehicle to commute between their home and the place of volunteering and are not required to use their car for their volunteering business Standard (business mileage rate) The standard rate, which takes motoring costs such as insurance and road tax into account, is payable when volunteers use their own car in direct connection with their volunteering, for example volunteer drivers, and therefore incur business miles. This rate will be paid to volunteers who: drive their own private motor vehicle (including motor cycles) in direct connection with their volunteering work, and meet the insurance requirements set out in item 9.2. pg 4

6 9.1.3 Passenger mileage allowance Passenger mileage allowance is payable to volunteers in the following circumstances: where volunteer car drivers are carrying more than one passenger or patient (not per passenger). where volunteers carry other volunteers to the place of volunteering or when carrying other volunteers for meetings/training, and so on (per passenger). 9.2 Motor vehicle insurance Volunteers receiving standard mileage allowance due to use of their private motor vehicle, or a vehicle owned by a spouse or partner, on volunteering business must satisfy the following insurance conditions in order to claim the mileage allowance. The motor vehicle insurance policy should have no financial limits. It is the responsibility of the volunteer to ensure that their vehicle insurance policy covers the risks set out below: bodily injury or death of third parties; bodily injury or death of any passenger; and damage to the property of third parties The NHS named contact should verify that volunteers are covered by appropriate insurance at induction and on an annual basis thereafter A copy of the insurance certificate or confirmation of risk cover (see appendix 3) should be held by the NHS named contact Mileage allowance will be payable only where the insurance conditions are fulfilled. 9.3 Volunteers liability It is strictly prohibited for a volunteer to drive any vehicle as part of their volunteering duties within the NHS unless they hold a valid UK driving licence. It is the responsibility of the volunteer to ensure that their licence is valid and that a copy is given to the NHS named contact. 10. Travel expense rates 10.1 The following expense reimbursement rates are in line with current guidance (see item 1.2). The standard rate for vehicle mileage is based on the HM Revenue and Customs guidelines for the appropriate non taxable rate The cost of travelling by public transport will be reimbursed in full on receipt of appropriate receipts, tickets or ticket stubs In regard to standard rate mileage costs, the NHS named contact must monitor mileage claims and notify the Finance Department when a volunteer has reached the 10,000 miles threshold. pg 5

7 10.4 The following reimbursement guide for vehicle mileage costs should be applied: a) Public transport (commuting mileage rate) b) Standard (business mileage rate) 24p per mile c) Passenger allowance 5p per mile: d) Motor cycle rate 24p per mile e) Bicycle 10p per mile 45p per mile for the first 10,000 miles and 25p thereafter from 1 st April 2011 for each passenger where this relates to carriage of other volunteers for meetings, training and so on from 1 st April 2012 for carriage of more than one passenger/patient (not per passenger) 10.5 Establishing volunteer mileage rates In order to inform volunteers of the mileage rate they can expect to receive it is essential to first establish the base for the volunteering activity. This is in line with the system in place for NHS staff that incurs business miles only on journeys that start from their work base. For instance, where volunteers (usually managed volunteers) have a defined place where they routinely carry out their volunteering tasks or duties, this place would be classified as their base. Therefore the volunteer would incur public transport (or commuting) mileage from their home to their place of volunteering and back. For non-managed volunteers (such as those who regularly take part in public involvement activities) that do not have a defined NHS base of volunteering, their base would also be classified as their home as they may be asked to attend meetings in a variety of locations, and regularly deal with paperwork and documentation. Therefore the volunteer would incur standard mileage from their home to their place(s) of volunteering and back. Volunteer drivers are always reimbursed at standard mileage rate and their base considered as their home. Below is a basic guide to establishing vehicle mileage rates: Managed volunteers (with defined NHS base of volunteering) Public transport rate - 24p (commuting to volunteering base) Standard rate - 45p (business miles incurred as part of volunteering activity - from base to other locations and back to base) Non-managed volunteers (without defined NHS base of volunteering) Standard rate - 45p (home as base) Volunteer drivers Standard rate - 45p (home as base) pg 6

8 10.6 Where members of the public are invited to participate in a one-off involvement activity, for example a consultation event, reimbursement will be paid at public transport rate, as the venue would be viewed as the base. This would therefore not incur business mileage. 11. Other (non-travel related) expense rates 11.1 Out of pocket expenses, other than those mentioned in section 10, will only be paid when the expense has been approved in advance by the budget holder Reimbursement will be made to volunteers for all reasonable expenses incurred as a consequence of volunteering activities (on presentation of a completed expense claim form and proof of expense incurred or receipts) non-travel related expenses may include (but are not limited to): a) Communication/consumable expenses Volunteers should, where appropriate, be reimbursed the costs of ink cartridges, paper, labels, envelopes, telephone calls and stamps specifically incurred in the course of volunteering work on production of appropriate receipts. b) Carer expenses Volunteers should be reimbursed the costs of childcare and other carer expenses on the production of appropriate receipts or invoices. These payments will be made only where expenses are specifically incurred as a result of volunteering work. The rates of payment will be in line with Local Authority rates and be subject to a ceiling of 50 per day. c) Additional incidental expenses of people with disabilities All volunteers with disabilities who incur additional expenses directly relating their volunteering duties will be reimbursed for reasonable receipted expenses. d) Day subsistence allowance An allowance of 4.90 per day will be paid to volunteers who undertake volunteering activities for more than five hours but not more than ten hours where meals are purchased (not payable if meals are provided). Volunteering for more than ten hours where meals are purchased (not payable where meals are provided) will incur an allowance of per day. The day subsistence rate is not payable where NHS Ayrshire & Arran provide meals or meal vouchers. e) Twenty four hour subsistence 3 allowance A twenty four hour subsistence allowance covers a period of up to 24 hours and includes expenditure on overnight accommodation, breakfast, lunch and dinner and personal incidental expenses. An allowance of up to will be paid on receipted cost of bed and breakfast for an overnight stay (where the cost of accommodation is greater approval must be obtained from the budget holder in advance). 3 Only payable when overnight stay is required pg 7

9 Plus meal allowance of Plus personal incidental expenses allowance of 5 (expenses such as, telephone calls) f) Staying with friends allowance 3 Where an overnight stay is necessary in the course of the volunteering and the volunteer resides in accommodation provided by friends or relatives, they can claim an allowance of 25. This is a 24-hour rate designed to cover accommodation and all meals in the 24 hour period from the start of the journey. g) Overnight by train or boat (per night) Where an overnight stay is necessary on a train or boat an allowance of will be paid for the 24-hour period from the start of the journey. h) Other expenses (including loss of earnings) Other expenses not outlined within this policy will be considered on an individual basis by the budget holder in advance of the volunteer taking part in the volunteering activity. Where an expense has not been authorised in advance by the budget holder, the volunteer may be required to take sole responsibility for that expense. 12. Timescales and payment methods 12.1 Payment of expenses will normally be paid by direct bank transfer into the volunteer s bank account or by cheque, on receipt of a completed expenses claim form. To facilitate direct bank transfer a Bank Details form (appendix 4) should be provided to volunteers within their induction materials or at the start of their volunteering activity Where the claimant does not have a bank account the Finance Department will consider other methods of payment Where small amounts or infrequent payment is involved the NHS named contact can make provision for payment of expenses in cash. This method should only be used where the budget holder maintains a petty cash float and the volunteer completes an expense claim Claims should normally be submitted within a month and no later than three months after the volunteering activity to which it relates Expense claims will only be payable where an expense claim form has been authorised by the budget holder and receipts have been attached, if applicable In exceptional circumstances, an advance of expenses can be made to individual volunteers to cover anticipated travel and subsistence expenses. Volunteers should complete and submit an expense claim form showing the actual expenses and the advance received as soon as possible following travel. The NHS named contact should follow-up all advance payments to ensure that completed expense claim forms have been received. 13. Monitoring of policy 13.1 Local monitoring of adherence to this policy will be the responsibility of budget holders; however the Directors Team will act as overall monitoring committee. pg 8

10 13.2 An audit of volunteering expense payments will be undertaken on behalf of the monitoring committee on an annual basis Direct claimant surveys will be conducted at intervals agreed by the monitoring committee This policy has, as far as possible, been developed in line with rates payable to NHS staff set by HM Revenue and Customs. This policy will be reviewed annually against these rates. 14. Review of policy 14.1 Review of this policy will take place on an annual basis. 15. Bibliography 1. The Scottish Government, CEL 23 (2011) Guidance on reimbursement of out of pocket expenses for volunteers within NHS Scotland 2. HM Revenue and Customs (2011) Approved Mileage Allowance Payments 3. The Scottish Government, CEL 8 (2009) Guidance on reimbursement of out of pocket expenses for volunteers within NHS Scotland. 4. NHS Ayrshire & Arran (2005) Recompensing Patients and the Public for their involvement in the design, delivery and development of Health Services. 5. The Scottish Government, CEL10 (2008) Refreshed Strategy for volunteering in the NHS in Scotland 6. Scottish Government (2007) Better Health and Better Care, Action Plan 7. Department of Health (2006) Reward and recognition: the principles and practice of service user payment and reimbursement in health and social care (second edition) 8. The Scottish Executive (2000) Our National Health: A Plan for Action, A Plan for Change 9. The Scottish Executive, MEL(1998)42 Guidance On Volunteering in the NHS: Implementation pg 9

11 Appendix 1 A volunteer s guide to the NHS Ayrshire & Arran Out of Pocket expenses reimbursement policy NHS Ayrshire & Arran recognises and values the contribution that volunteers make and is committed to making sure that volunteers are not out of pocket as a result of freely giving their expertise and time when contributing to volunteering activities. NHS Ayrshire & Arran is committed to making the process of claiming payments for expenses as straightforward as possible, whilst also following procedures that allow us to fully account for payments made. Who is the policy for? This policy is for all volunteers who give up their time to undertake volunteering activities on behalf of NHS Ayrshire and Arran. It has also been created to inform and give clarity to NHS Ayrshire & Arran employees on the payment of volunteer expenses. When does this policy apply? This policy applies on those occasions when NHS Ayrshire & Arran reimburse expenses to individuals who have incurred out of pocket expenses as a result of volunteering activities. The payment of expenses does not apply where the volunteer attends an event which is open to anyone. However, there may be exceptions to this, for example where the volunteer is invited to actively participate in the organisation and running of the event. This policy also does not apply to paid involvement activities that are covered by a contract of employment between an employer and an employee. What expenses are covered? All reasonable out of pocket expenses will be reimbursed where they are incurred as a result of direct involvement in the work of NHS Ayrshire & Arran as a volunteer. However, any expenditure must be agreed in advance with your NHS named contact person who is responsible for processing your expense claims. This is simply to ensure that costs can be forecasted and budgeted for from service budgets. Expenses must not be claimed when they are reimbursed by any other public or charitable funds in respect of a claim. There are two mileage rates that apply when claiming travel expenses for car journeys. The public transport rate which will apply if you have a specific base within NHS premises where you routinely carry out your volunteering tasks. This rate covers your commute from your home to your place of volunteering and back. The second rate is called the standard rate and is applied when you use your own car for your volunteering business. This is a higher rate covers motoring costs such as insurance and road tax and is paid for journeys made as part of your volunteering duties. The standard rate for mileage is based on the HM Revenue and Customs guidelines for the appropriate non taxable rate. pg 10

12 Using your own vehicle for volunteering business? If you use your own vehicle for volunteering business, such as driving patients to appointments in hospital as a volunteer driver, you are responsible for the review of your vehicle insurance policy. You must make sure that your vehicle insurance has no financial limits and that it covers the risks set out below: Bodily injury or death of third parties Bodily injury or death of any passenger; and Damage to the property of third parties If this is not the case, then you must contact your insurer and ask them to include this in your policy. If you use your own car for your volunteering duties the NHS named contact will ask for a copy of your driving licence and insurance documents at your induction and thereafter on an annual basis. This would not apply to you if you only use your vehicle to go to and from a place where you carry out your volunteering work. Current mileage payment rates a) Public transport (commuting mileage rate) b) Standard (business mileage rate) 24p per mile c) Passenger allowance 5p per mile: d) Motor cycle rate 24p per mile e) Bicycle 10p per mile 45p per mile for the first 10,000 miles and 25p thereafter from 1 st April 2011 for each passenger where this relates to carriage of other volunteers for meetings, training and so on from 1 st April 2012 for carriage of more than one passenger/patient (not per passenger) 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. NHS Ayrshire & Arran recommend you must seek advice directly from the Benefits Agency for clear guidance prior to taking up any volunteering role. How will expenses be paid? Payment of expenses will normally be paid by direct bank transfer into your bank account or by cheque. If you do not have a bank account arrangements can be made for other methods of payment. Where small amounts or infrequent payment is involved the volunteering activity organiser (NHS named contact) may be able to make provision for payment of expenses in cash. Expense claims will only be payable where an expense claim form has been authorised by the budget holder and receipts attached, where applicable. pg 11

13 How to complete the Volunteering Out of Pocket Expense Claim Form If you have any questions in regard to completing this form, please discuss this with your NHS named contact who will be processing your claim or contact the Person Centred Care Team on Please review the following steps for completion of the expense claim form: Claimants details: a) Claimant name and address: Record your name and full address, including postcode, in order for us to send you a cheque or identify you for direct bank transfer payments (B.A.C.S.). You will be given a Bank Details Form to complete if you receive regular expenses payments as this is our preferred method of payment. b) Please note your telephone number in case there are any queries regarding your claim. All NHS Ayrshire & Arran staff are governed by strict rules on confidentiality and your details will be treated as confidential. c) NHS named contact: Make sure you have included the name and telephone number of your NHS Ayrshire & Arran named contact. This is the person who is verifying your expense claim. Details of claim: d) Column 1 (date) the claim form allows you to record more than one journey or out of pocket expense. You should record the date of each claim, volunteering activity, meeting or event you attended in the first column. e) Column 2 (Mileage rate code) As it is possible for some volunteers to have both standard (business) rate and public transport (commuting) rate mileage you should record the type of rate you are entitled to in this column - S for standard (business) and PT for public transport (commuting) f) Column 3 (journey details) record the details of your journey, the reason for your journey and if you used a motorcycle or bicycle in this column. g) Column 4 (passengers) where applicable, record the total number of passengers that were carried during the journey. These should only be passengers carried as part of your volunteering role or other volunteers you are carrying to meetings or events. h) Column 5 (total mileage) where applicable, record the full mileage for the journey you have recorded in column three. The NHS named contact dealing with your expense claim will calculate the total cost in line with the authorised mileage rate payable to you. i) Column 6 (travel fares) where applicable, travel fares, such as bus and taxi fares, should be entered in the fifth column. Receipts or travel stubs for each journey recorded should be attached to the back of the form. j) Column 7 (other expenses) any other expenses that you are claiming for should be itemised in column six. This may include carers or child care costs. k) Column 7 (total cost) record the total cost of your other expenses claimed in this column. If you have not claimed any other expenses this should be left blank. l) Please sign and date your completed expense claim form and send or give to the NHS named contact dealing with the payment of your expenses. pg 12

14 Appendix 2 Volunteering Out of Pocket Expense Claim Form All expenditure must be agreed in advance and receipts attached to this form, where applicable. Claimant Details Claimant name: Address: Postcode: Telephone no.: Base (if relevant): NHS contact person: Designation: Telephone no.: Details of claim date Mileage rate code* journey details (starting point to finishing point) and reason for journey (meeting, event etc.) Please also state if using motorcycle or bicycle Passengers car mileage travel fares other expenses details (carer costs, childcare, hotel, meals etc.) Other expenses For official use only Sub-totals: *record S for standard (business mileage rate) or PT for public transport (commuting mileage rate) Claimant: I declare that the expenses claimed above have been incurred by me and that reimbursement has not or will not be made to me by any other public or charitable funds in respect of this claim. Signed : Date FOR OFFICIAL USE ONLY Verified by (NHS named contact) : date: payment agreed by (budget holder): date: Cost centre: Account Code: 3850 Finance Department: claim checked by: date approved: For payment send form to: Accounts Payable, Finance Department, Greenan House, Ailsa Hospital, Dalmellington Road, Ayr, KA6 6AB (NB. If paying cash in hand, the cashier/nhs named contact will retain this copy)

15 Appendix 3 Example letter to Insurance Company Name Address Date To (Insurance Company) Re (Policy Number) Dear Sir/Madam I intend to undertake voluntary work for NHS Ayrshire & Arran and I will use my vehicle to carry out voluntary duties and may carry passengers as requested. I will receive a mileage allowance for these journeys to contribute to fuel and the running costs of my vehicle. Such expenses will be in accordance with the HM Revenue & Customs tax free rate per mile. I estimate the number of miles driven under this voluntary basis will be XXXX per year. I should be grateful if you would confirm that my existing policy covers me for such volunteer driving. Please complete the reverse side of this letter and return to me. Please also confirm that my insurance policy contains a clause indemnifying NHS Ayrshire & Arran with which I am a volunteer against third party claims arising out of the use of my vehicle for such voluntary work. Yours faithfully (policy holder)

16 From (Insurance company) Re (policy number) Policy holder / driver This is to confirm that your policy covers voluntary driving (for which a mileage allowance may be received). This also confirms that the above policy contains a clause indemnifying NHS Ayrshire & Arran with which you are a volunteer against third party claims arising from the use of the vehicle on such voluntary work. Official stamp Issued by: Date:

17 Bank Details Form for payment of Volunteers Expenses through BACS Appendix 4 Please complete this form using BLOCK CAPITALS Name: Title: Forename: Surname: Home address: Postcode: Bank/building society name: Bank/building society address: Postcode: Account details: Sort/swift code: Account number: Roll number: Communication: Home telephone number: address: Volunteer signature: Date: Please return to: Postal address:

18 NHS Ayrshire & Arran Volunteering out of pocket expenses reimbursement policy guidance Appendix 5 Checklist for NHS Ayrshire & Arran staff The following checklist has been developed to help you implement the NHS Ayrshire & Arran Volunteering Out of Pocket expenses reimbursement policy. If you or any claimant are unsure of how to apply this policy, please contact the Person Centred Care Team on telephone number (01292) This checklist is not intended to be a prescriptive approach to applying this policy and should only be used as an aid to good practice. CHECKLIST This policy, the guide to the expense payments policy for volunteers, expense claim form and Bank Details form should be given to volunteers prior to commencement of volunteering activities. Identify an individual who will act as the NHS named contact for managing the expenses of volunteer(s). Provide volunteers with the contact details of the NHS named contact in advance of the volunteering activity. Confirm who the budget holder is that will be authorising payment of expenses routinely, and that they are on the NHS Ayrshire & Arran authorised signatory list. The NHS named contact should agree with the budget holder what type of expenses will be authorised for the volunteering activities (see section 10 and 11 of the Volunteering Out of Pocket Expense Reimbursement policy). The volunteer should be informed of which rate of vehicle mileage they are entitled to, if this applies, i.e. public transport rate or standard rate at the induction or first meeting (see section 10.5 of the Volunteering Out of Pocket Expense Reimbursement policy). Volunteers should be informed what constitutes an accepted non-travel related expense and the reasons for those that may not be met. They should also be given information on how to contact the NHS named contact to obtain approval for these expense claims. Where individuals are volunteering for the first time the NHS named contact should offer assistance in completing the claim form.

19 Where volunteers are using their own vehicle for volunteering business the NHS named contact should ensure that the current driving licence and insurance certificate or confirmation of risk cover is requested, checked and a copy held on behalf of the volunteer. For volunteers receiving regular standard or business mileage (i.e. 45p per mile), the NHS named contact must take responsibility for monitoring if or when they approach the 10,000 mile threshold in order to inform Finance. Expense claim forms should be forwarded to the Finance Department as soon as possible for payment and copied to the Person Centred Care Team. Where an advance of expenses has been agreed and paid to a volunteer the NHS named contact should follow-up the advance payment to ensure that a completed expense claim form is received. Where the budget holder has agreed to the drawing of petty cash for payment to volunteers, the NHS named contact should ensure that payment is made only to those claimants who complete an Expense Claim Form and provide appropriate receipts.

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