PATIENT AND PUBLIC INVOLVEMENT EXPENSES POLICY 1 SUMMARY 2 RESPONSIBLE PERSON: 3 ACCOUNTABLE DIRECTOR: 4 APPLIES TO:

Transcription

1 PATIENT AND PUBLIC INVOLVEMENT EXPENSES POLICY 1 SUMMARY 2 RESPONSIBLE PERSON: 3 ACCOUNTABLE DIRECTOR: 4 APPLIES TO: 5 GROUPS/ INDIVIDUALS WHO HAVE OVERSEEN THE DEVELOPMENT OF THIS POLICY: 6 GROUPS WHICH WERE CONSULTED AND HAVE GIVEN APPROVAL: 7 EQUALITY IMPACT ANALYSIS COMPLETED: 8 RATIFYING COMMITTEE(S) & DATE OF FINAL APPROVAL: 9 VERSION: 10 AVAILABLE ON: 11 RELATED DOCUMENTS: 12 DISSEMINATED TO: 13 DATE OF IMPLEMENTATION: 14 DATE OF NEXT FORMAL REVIEW: This document sets out the Haringey Clinical Commissioning Group policy regarding the payment of expenses to the public and patients who are actively involved with Haringey Clinical Commissioning Group (CCG). Caroline Rowe, Head of Communications and Engagement. Jennie Williams, Director of Quality and Integrated Governance Haringey CCG staff Patient and public representatives Communications and Engagement Sub- Committee; Finance Team; Senior Management Team Communications and Engagement Sub- Committee; Senior Management Team Policy Screened Template completed Governing Body (30 January 2014) 1 Intranet Yes Website Yes Haringey CCG patient and public engagement strategy Haringey CCG staff 1 February February 2015 Patient and Public Involvement Page 1 of 5

2 1. Introduction This policy is for patients and the public who are asked to give up their time to work with NHS Haringey Clinical Commissioning Group (CCG) on a variety of projects and groups. This policy is to also inform CCG staff so that they have clarity on what patients and public representatives can expect as reasonable out of pocket expenses. Haringey CCG is committed to involving patients and the public in its work and supports the principle that people should not be out of pocket when working with the organisation. 2. When does this policy apply? This policy covers most occasions when NHS Haringey CCG will reimburse reasonable expenses for patient representatives. Usually these will be where the CCG invites people to work with the organisation and asks them to confirm their intention to attend such events or meetings. This includes steering groups, Network meetings, and patient representatives on CCG committees. This expenses policy does not apply where the public attend a launch or event which is open to everyone (e.g. public meetings, governing body meetings, AGMs), or other meetings without specific invitation to assist in NHS business. This policy also does not apply to people receiving payment from other organisations for their participation in NHS Haringey CCG work e.g. members of voluntary and community organisations. All expenses must be agreed in advance with the CCG manager who has invited patients to be involved with a particular group, project or meeting. The CCG manager is also responsible for ensuring the costs of patient expenses are paid from their budget. NB. Expenses reimbursements agreed under this policy will only be made for engagement activities that take place after this policy has been approved by the CCG s Governing Body (30 January 2014). 3. What expenses are covered? 3.1 Travel expenses The following travel expenses will be reimbursed, providing receipts are attached to the claim form (appendix 1): Mileage costs for use of a car at 45p per mile up to a maximum of 30 miles Mileage costs for use of a motorcycle at 24p per mile up to a maximum of 30 miles Bus, train, tube fares patients and the public can claim the cost of the cheapest standard class ticket possible. Only journeys within London will be covered (zones 1-6 on the Transport for London map). A ticket receipt must be obtained and attached to the expense claim. Oyster users will need to attach a journey history to the claim form. This history record can be accessed online or requested from any London Underground office. Car parking fees receipts must be attached to the claim form. Patient and Public Involvement Page 2 of 5

3 Taxis - If a taxi is the only appropriate form of transport, the CCG manager who is organising the meeting can order a taxi using an approved taxi firm. The use of a taxi must be agreed in advance. The taxi firm can then be paid by invoice by the CCG. The CCG s Business Manager can assist with ordering taxis using an approved firm. It is the responsibility of patient representatives to ensure that their vehicle insurance policy covers their journeys as a result of their involvement with NHS Haringey CCG and that their driving licence is valid. 3.2 Other expenses If a carer or patient needs additional support to enable them to attend meetings, such as carer costs, childcare or interpreters, this will need to be discussed and agreed in advance with the relevant CCG manager and reasonable expenses may also be covered (with relevant evidence provided e.g. receipts). An audit trail will need to be kept to show what expenses have been agreed in advance. 4. What expenses are not covered? First class travel (but people can pay the difference between second and first class fares themselves). Any parking fines incurred (including any fines issued on hospital sites) while working with NHS Haringey CCG. 5. Payment process Expenses will need to be agreed in advance by the appropriate CCG manager and only reimbursed on receipt of a validated and signed expenses claim form (Appendix 1). Payment for travel expenses will usually be made in cash via the CCG s petty cash system (via the CCG s Finance Officer based at River Park House on the fourth floor). Claims will not be paid if they are submitted more than six weeks after the meeting or event. 6. Responsibilities CCG manager responsibilities To advise participants on the type of expenses they can claim and the process they should follow. To agree expenses claims in advance To ensure that there is an audit trail that shows what expenses have been agreed in advance. This is particularly important for the agreement of expenses covered by section 3.2 of this policy. To monitor all costs and ensure enough budget is set aside to cover costs Participant responsibilities To ensure that they have the appropriate insurance cover on any vehicle they use while undertaking CCG business. To discuss expenses in advance with the relevant CCG manager To keep receipts of travel undertaken for CCG business. To make requests for payment promptly, within six weeks of the meeting or event. Patient and Public Involvement Page 3 of 5

4 This document can be made available in large print, Braille, other languages, or an audio copy. Please contact the Communications and Engagement Team / ). This policy is to be reviewed annually. Patient and Public Involvement Page 4 of 5

5 APPENDIX 1 BEFORE USING THIS POLICY ALWAYS ENSURE YOU ARE USING THE MOST UP TO DATE VERSION Patient and Public Involvement - Expenses Claim Form Please complete in BLOCK CAPITALS. Receipts must be attached to this form and evidence that expenses have been agreed in advance. If you have any problems completing this form, please contact your NHS contact person or the CCG s Finance Officer. Patient name: Patient Address: Patient Tel: NHS Haringey CCG Contact Person and Tel: Date of activity Details of patient involvement activity e.g. meeting or other event Car Mileage if travelling by car Travel Fares bus, train etc. Other Expenses e.g. carer costs (please list) Cost of Other Expenses TOTAL For Haringey CCG Use Sub-totals Signature of patient / public participant: Date: Please send this completed form to: Julie Sujeewon, Local Finance Officer, 4 th Floor, River Park House, 225 High Road, Wood Green, London N22 8HQ / Julie.sujeewon@nhs.net / FOR OFFICIAL USE ONLY By Haringey CCG Contact: Verified by: Payment agreed by (budget holder): Budget code: By Finance Department: Claim checked by finance: Date approved: Patient and Public Involvement Page 5 of 5