NHS Derby City and NHS Derbyshire County. A Policy for Patient and Public Involvement Payments

Transcription

1 NHS Derby City and NHS Derbyshire County A Policy for Patient and Public Involvement Payments Policy reference: TBC Version: 5 Ratified by: PCT Cluster Board Date Ratified: Name of Originator/Author: Name of responsible committee/individual: Policy Sponsor: Suzanne Robey, Patient Experience Manager Pam Purdue, Head of Public and Patient Involvement /PALS Martin Whittle, Director of Corporate Strategy Date Issued: August 2011 Review Date: August 2012 Target Audience: Staff within the cluster PCT

2 Contents 1. Introduction 2. Purpose 3. Definitions 4. Organisational Accountability/Responsibilities with respect to the Policy 5. Intended Users / Scope of the Policy 6. Full Detail of Policy 7. Summary of the Policy Development Process (including consultation, results of impact and risk assessment) 8. Review and revision arrangements 9. Dissemination and Implementation 10. Document control 11. Process for monitoring compliance with the Policy 12. References 13. Appendix - sample claim form

3 1. Introduction The involvement of patients and the public in the business of NHS Trusts is becoming increasingly significant. There is a duty to involve and consult patients and the public in health service decision-making processes at all stages of the commissioning cycle. It is good practice to pay patients and the public out of pocket expenses and, depending on the level of involvement, an additional payment. Paying for someone's time acknowledges the value of their contribution and removes barriers that may stop people from getting involved. It supports equity of power in meetings which involve paid professionals and patients/public. 2. Purpose The purpose of the Policy is to set out the eligibility for payment of expenses and additional payments and to detail the levels of these payments. 3. Definitions Individuals to whom this Policy refers are members of the public/patients who have expressed an interest in taking part in various engagement activities across the PCT. They are not volunteers. Voluntary workers receive no payment or benefits in kind 4. Organisational Accountability/Responsibilities The Engagement Team will ensure that staff are aware of the policy and advise them on the application of the policy. When required, the Finance Team are responsible for ensuring prompt payment. 5. Intended Users / Scope of Policy The Policy will apply to all situations where individuals are involved in engagement activities, subject to the eligibility criteria set out in the Policy itself. Individuals who are entitled to claim and receive out of pocket expenses and additional payments, will not be considered employees of the Trust. There will therefore be no contractual obligations on behalf of Derby City PCT to these individuals. 6. Full detail of Policy

4 6.1 Eligibility Payments should be made when individuals have been invited: by name to become involved in a specific meeting, group or activity to act as a representative of user or carer organisations and they do not get paid a salary from that organisation to a public event to specifically represent a group of people. Payments cannot be claimed when individuals are: attending public meetings or meetings without a specific invitation attending public events even if a general invitation/ promotional flyer has been sent to their home giving views through a postal questionnaire attending the Staying Well Programme/Expert Patient Programme patients on clinical trials where the trial forms part of the hospital treatment staff involved in activity as part of their paid role able to claim expenses/ payments from another organisation. Where individuals are eligible to claim payments, this should be highlighted in any correspondence and copies of this policy should be available upon request. 6.2 Out of Pocket Expenses Where possible, all basic 'out of pocket' expenses should be paid on the day in cash. This includes: all reasonable travel by public transport or taxi travel by private car at an agreed mileage rate car parking, where free parking is not available essential child care costs carer or personal assistant telephone, fax and stationery where preparatory work is undertaken subsistence, where applicable. For payment of 'out of pocket' expenses individuals must provide appropriate proof of expenditures such as: bus or rail tickets car parking tickets receipts from taxis or for subsistence claims copies of telephone bills child care/carer receipts. 6.3 Amounts Payable Car Mileage Passenger Miles Bicycles Childcare 40 pence for each mile for all cars and motorcycles 5 pence for each mile 7 pence for each mile Cost of a registered childminder for the duration of the meeting including travelling time costs must be agreed in advance by

5 the PCT Carers Cost of carer, arranged through the voluntary sector if possible must be agreed in advance by the PCT Interpreters Taxis Cost of interpreter if arranged by the PCT through the Interpreter Service must be notified in advance Cost of travelling by taxi where it is the most appropriate option must be agreed in advance by the PCT. There may be a variety of reasons when a taxi is the most appropriate option such as disability, child protection or cost effectiveness. 6.4 Expenses Plus These are paid in exceptional and rare circumstances and are in addition to 'out of pocket' expenses, where an individual: is asked to give a presentation at a meeting or event runs a workshop or training session at meeting or event has been specifically invited because of their knowledge or experience and is not simply representing a patient / public viewpoint takes a formal role such as Chair, Vice Chair or Facilitator. When an individual is specifically invited to attend a meeting, event or activity details of payment will be discussed when the exact nature of the activity is known. If you are in receipt of benefits please read Section 6.7 before deciding whether you wish to make a claim for Expenses Plus. 6.5 Claims for Payment Expenses should always be claimed on the day. Where, under very exceptional circumstances this is not possible, an expenses claim form should be completed by the individual within one month of the meeting/expense being incurred. All evidence of expenditure should be attached to the claim form. Assistance will be given, where needed, to complete a claim form. Where expenses cannot be paid in cash on the day, individuals should be paid by cheque, within six weeks. Alternative arrangements must be made for individuals without bank accounts. Claim forms should be given to the PCT member of staff attending the meeting or posted to our Freepost address no stamp needed. Send to: PPI Officer NHS Derbyshire FRREPOST NEA Belper Derbyshire DE56 0BR Claim forms which do not require receipts to be attached may also be ed. Please ask a PCT staff member for the address to send claim forms to. 6.6 Special Circumstances It is recommended that payment for young people and some service user groups, such as the drugs and alcohol service, be made in vouchers. Other participants may

6 also request to be paid in vouchers. A variety of vouchers may be suitable for example, food stores, clothing stores or mobile phone top-up vouchers. They should be given out at the meeting/event and the amount paid should be equal to the cash amount payable. 6.7 Payments and Benefits It is the responsibility of the individual claimant to inform the Benefits Agency of any payments they receive as these are earnings and may affect their claim. Benefits which are affected by earnings include: Income Support Housing Benefit Council Tax Benefit Incapacity Benefit Income-based Jobseeker's Allowance Contribution-based Job Seeker's Allowance Family Credit Disability Working Allowance. How much a person can earn before it affects benefits depends on the type of benefit and an individual's circumstances. For more information please contact the Benefits Agency. From 26 October 2009 people who are in receipt of benefits will be able to accept the exact amount of out-of-pocket expenses, such as travel costs, without affecting their benefits. Notional earnings for paid involvement are no longer applied if the public body is required by law to involve people. This means individuals can: ask for a lower payment if the full amount would affect their benefits even if other people in the group claim the full amount offer to get involved without claiming any payment ask for the payment they could have claimed to be donated to charity instead. There have also been changes to the Permitted Work Limit for Housing Benefit and Council Tax Benefit for people receiving some benefits. Individuals should check with the Benefits Agency if they are unsure how much they can earn without their claim being affected. 6.8 Payments and Tax/National Insurance Individuals will be asked to sign an expenses claim which will confirm they are responsible for any tax and National Insurance liability resulting from the payment. Anyone claiming for car mileage will also be asked to confirm their vehicle is insured and has a valid MOT certificate, where needed. 7 Summary of the Policy Development Process The Policy was developed in line with best practice set out in Reward and Recognition published by the Department of Health in The initial policy was ratified by the Executive Team and subjected to an Equality Impact and Risk

7 Assessment. This revised Policy includes updated information around when payments, other than expenses, will be paid. 8. Review and Revision Arrangements The Policy will be reviewed annually by the Director of Corporate Strategy 9. Dissemination and Implementation The Policy will be available on the intranet and website and featured in team briefings and staff newsletters. Staff will also be informed of the policy by . It will be implemented through the Engagement Team. 10. Document Control The final policy is held by the Director of Corporate Strategy 11. Process for Monitoring Compliance with the Policy Compliance will be monitored by the Engagement Team 12. References Reward and Recognition; DoH revised August Appendix Sample claim form

8 TRAVELLING EXPENSE CLAIM FORM5 Name: Address: Particulars of Journey Costs Date Event/Meeting From To Mileage Bus/Taxi Fares Other Expenses NOTE: Please attach receipts in respect of bus/taxi fares. TOTAL EXPENSES Mileage is paid at 40p per mile. PLEASE NOTE ALL PAYMENTS TO LAY MEMBERS SHOULD BE PAID IN CASH FROM PETTY CASH ON THE DAY THAT THE EXPENSE IS INCURRED UNLESS THERE IS A VERY GOOD REASON THAT THIS CANNOT HAPPEN. I declare the expenses detailed above were necessarily incurred by myself. I take responsibility for any tax that may be due on this payment or any impact on benefits. I confirm my car has tax, insurance and an MOT, where required. Signature of Claimant: Date: NOTE: This claim must be countersigned by the appropriate Senior Officer before submission to the Finance Department I certify to the best of my knowledge that the expenses were incurred by the claimant.

9 Signature of Certifying Officer: Date: