USER AND CARER INVOLVEMENT EXPENSES POLICY

Transcription

1 The Trent Perinatal Network Central Newborn Network USER AND CARER INVOLVEMENT EXPENSES POLICY Page 1 of 6

2 1. Introduction The Trent Perinatal and Central Newborn Networks are committed to the full participation of parents and carers. The Networks have developed a public involvement strategy following an information-sharing project with the public through a number of user road shows in Trent. This commitment acknowledges the skills and experience parents and carers bring to the planning and development of perinatal services and the value their full participation adds to the richness of decision-making. 2. Aims This policy identifies what parents and carers (as individuals not organisations) can expect to be reimbursed for their valuable contribution as part of the Trent Perinatal Network Parents Advisory Group and the Central Newborn Network Parent Forum. 3. Scope For the purpose of this policy, parents and carers are defined as individuals identified by each local neonatal unit to be a parent representative member of the Trent Perinatal Network Parents Advisory Group or the Central Newborn Network Parent Forum. Payments made in respect of this policy are against attendance at meetings and reasonable expenses incurred as a member of the Parents Advisory Group or Parents Forum. Remuneration for attendance at any local Trust meetings remains subject to that Trust s policies. 4. Authorisation Process Users and carers can make a claim for out of pocket expenses (section 6) using the appropriate claim form (see Appendix 1). Page 2 of 6

3 Expenses forms will be made available at each Parent Advisory Group Meeting and Parent Forum Parents or carers MUST complete all relevant sections including Name, Address and Contact tel. number Parents or carers must attach all relevant receipts to the claim form, such as parking expenses and travel tickets Parent or carers must sign the form to confirm the expenses incurred. The Network PA as minute taker for the meeting MUST sign the form to confirm attendance of the user or carer to the event. Completed expenses forms to be sent to The Network Manager for counter signing and presentation to the finance department for payment. Payment will be made by cheque from Finance and sent to the address on the form. This process should take one month to complete. Copies of each Expenses reimbursement claim form will be copied to their local Trust s Lead for Patient and Public Involvement for information. 5. Responsibilities It is the responsibility of the Network Manager to advise users and carers on the type of expenses they can claim and the process they should follow. It is the responsibility of the Network Manager to monitor all costs associated with this policy and report back to the Network Board on a regular basis. 6. What will be reimbursed? Out of Pocket Expenses Page 3 of 6

4 It is a general rule that all claims will need proof of purchase or some form of evidence of expenditure. The following expenses will be offered to parents and carers when they have incurred costs in the course of agreed involvement and participation as a member of the Trent Perinatal Parent Advisory Group or Central Newborn Network Parent Forum. 6.1 Travel Users and carers using their own transport can make mileage claims using the expenses form, and complete fully as explained in section 4. The mileage rate will be paid according to current levels. Currently, this will be paid at: Car Motor cycles Pedal cycles Passengers 30 pence per mile. 24 pence per mile. 20 pence per mile. 5 pence per mile When using public transport, users or carers must complete the relevant section of the claim form and all relevant receipts, i.e. train and bus tickets, must be attached. There will be NO reimbursement of taxis or private hire vehicles unless prior agreement is obtained with the Trent Perinatal / Central Newborn Network Manager. Users and carers can make their transport arrangements by contacting the Network PA if required. Page 4 of 6

5 Users and carers will ONLY be able to claim the following additional expenses after prior discussion and agreement with the Network Manager. 6.2 Subsistence Costs The costs of meals needed whilst engaged on official duties (receipts MUST be attached to claim form.) These costs are only applicable for meetings outside of the Network where meals are not provided. A letter of agreement must be sent to the users and carers involved in the activity, and copied to their local Trust s Lead for Patient and Public Involvement for information. Lunch Allowance Maximum of 5.00 (for network duty of up to 5 hours including the hours of pm Evening Meal Allowance Maximum of (for network duty of over 10 hours extending beyond 7.00pm) In exceptional circumstances where an overnight stay is required, this will be arranged and paid for by the Trent Perinatal or Central Newborn Networks (following prior agreement- with the Network Manager). 6.3 Child Care Child Care Costs Maximum 4.50 per hr (receipt MUST be attached) Page 5 of 6

6 All providers of childcare MUST be approved organisations: For example: in accordance with the recommendations from the local Trust s childcare coordinators who can provide an approved list of all providers. 6.4 Other expenses Users and Carers may claim other expenses such as telephone and stationery following prior agreement with the Network Manager. Page 6 of 6