1. Introduction
1.1 The purpose of this policy is to establish the formal position of the College of Paramedics regarding payment to those who are authorised, by the National Education Lead, as authors and editors of CPD modules within the eLearning for Health (eLfH) CPD Project, on behalf of the College of Paramedics.
1.2 The College of Paramedics CPD Lead is responsible for arranging and finalising CPD development sessions and endorsement of expenses and honorarium payment. The Contracted Management Accountant is responsible for reimbursement of authors’ and editors’ expenses and honorarium payment.
1.3 Hereafter, the College of Paramedics will be referred to as the College.
2. Purpose
2.1 The College is committed to reimbursing the appropriate expenses incurred by CPD module authors and editors. Details in Section 15.
2.2 The College is committed to provide an honorarium payment, as detailed in Section 15.2 of this policy, to the CPD module authors and editors on completion of the relevant CPD module. The module will be considered complete once signed off by the project steering group for publication.
2.3 The rates quoted in this policy document will change from time to time. These changes will be sanctioned by the College CPD Lead and notified to all CPD module authors and editors. Notification will either be via email or letter.
2.4 This policy aims to give authors and editors general guidance on how to claim their expenses whilst carrying out work on behalf of the College.
2.5 Users of this policy should contact the Head of Administrative Services for clarification of any aspect of this policy.
2.6 This policy will comply at all times with the College’s Standing Financial Instructions.
3. Scope of Policy
3.1 This policy applies to all CPD module authors and editors that are currently engaged under the terms of the eLfH CPD Project module development agreement;
4. Payments to CPD module authors and editors
4.1 Authors and editors are entitled to claim reimbursement of reasonable expenses properly incurred when acting on behalf of the College.
4.2 Authors are entitled to claim an honorarium for CPD module development sessions at the rate detailed on section 15.2.
4.3 Editors are entitled to claim an honorarium for each module edited at the rate detailed in section 15.2.
4.4 Reasonable expenses will include a fixed payment for non-receipted expenses such as phone, internet and printing costs (Section 15.3).
5. How to Claim Expenses
5.1 In accordance with the signed eLfH CPD Project module development agreement; authors and editors are required to submit their claims directly to the Head Office as soon as possible and within an absolute maximum of three calendar months of the work being completed on behalf of the College.
5.2 Payments will be made by bank transfer into the author or editor’s nominated account. If an author or editor wishes for a cheque to be raised, then they will need to make this explicitly clear on the claim which they submit to the College.
5.3 All claims should be made on the appropriate documentation provided with this policy. Authors and editors must complete a payment form [see Appendix 1], and claim their expenses on the appropriate expenses claim forms [see Appendices 2, 3 and 4]. When claiming expenses, the appropriate receipts should be attached. Electronic forms and PDF copies of receipts are acceptable.
5.4 All claims for £5 or more must be accompanied with a valid receipt which is acceptable to the College.
5.5 If an author or editor misplaces a receipt then a lost receipt claim form will need to be completed (see Appendix 3) and attach with the expense claim form.
5.6 The College will endeavour to pay all claims within one calendar month of receipt. However, there may be occasions where it may take up to two months to pay outstanding claims.
6. Late Submission of Claims
6.1 All claims should be submitted as per clause 5.1 of this expenses policy.
6.2 All claims should be submitted as soon as possible and within an absolute maximum of three calendar months of completing any work for the College. The College will not pay outstanding claims beyond this time and therefore no monies will be refunded for the expenses claimed.
6.3 If there are extenuating circumstances why the claim was submitted late, then reasons should be discussed with the Chief Executive who will make a decision on the merits of each case.
7. Allowances
7.1 No PAYE tax will be deducted or national insurance costs incurred from visitors who, in accordance with their eLfH CPD Project module development agreement with the College, act as self-employed contractors.
8. Fixed Payment
8.1 A fixed payment for non-receipted expenses such as phone, internet and printing costs can be claimed by authors and editors who work from home.
8.2 The fixed payment will not be automatic but claimed for in arrears on completion of the relevant CPD module. The module will be considered complete once signed off by the project steering group for publication. A claim form will need to be submitted in accordance with this policy [Appendix 4].
8.3 The fixed payment will be set at a different level for authors and editors to reflect the different level of expense [See Section 15.3].
9. Travelling Expenses
9.1 Travelling costs shall be reimbursed to authors and editors for out of pocket expenses that have not been provided by the College.
9.2 Authors and editors are expected to arrange their travel in the way that is most cost effective for the College unless not viable due to disability.
· It is preferable that this is done through the Head of Administrative Services with as much advanced notice as possible.
9.3 If incurred, the following College business expenses will normally be paid:
Rail fares: standard class rail fares at the cheapest available rates. First class travel will not be reimbursed unless it is shown by the individual that this is cheaper than travelling standard class or represents value for money in the context of avoiding overnight stays, meal expenses, or there is a requirement for work to be done during a long journey. First class bookings that are more expensive than standard class need to be approved, via the Head of Administrative Services, by the Chief Executive.
Air fares: economy class airfares will be reimbursed where appropriate and authorised. First class travel will not be reimbursed.
Other Public Transport: a ticket and/or receipt should be retained and submitted when available, along with details of the journey. Those travelling frequently in and around London are asked to obtain an Oyster Card in order to benefit from up to a 50% saving on cash fares. Oyster Card users are asked to provide the price and the details being claimed for, e.g. Tube from Kings Cross to Tower Bridge and return, £4.60. A receipt for a pre-pay top up amount is not sufficient.
Mileage allowance for the use of own car: See Section 15.4 for rates. Members must ensure that they are covered with business vehicle insurance, when using their car on official College business. The College will not accept responsibility and will not be held liable for accidents or incidents that occur where business miles are being undertaken on behalf of the College.
Taxi fares: where a taxi journey is considered quicker and more economical than using public transport.
Expenses incurred in respect of tolls, parking and ferries may be claimed but must be accompanied with a valid receipt.
10. Overnight accommodation
10.1 Accommodation costs shall be reimbursed to members/staff for out of pocket expenses for the cost of a standard single room with bathroom facilities.
10.2 Members/staff are expected to arrange their accommodation in the way that is most cost effective for the College, remembering that it is members’ money that provides the reimbursement.
· It is preferable that this is done through the Head of Administrative Services with as much advanced notice as possible.
10.3 See Section 15.5 for rates
11. Meals
11.1 When business needs necessitate an overnight stay the College will pay for relevant meals at a reasonable cost up to the maximum rate. Receipts must be presented.
11.2 When on College business for a period expected to exceed five (5) hours, with no overnight stay, you may claim the cost of a meal on production of a receipt.
11.3 If one member of a team pays a bill on behalf of other members of the College, details of the reason and the names of the members must be included with the receipts.
11.4 See Section 15.6 for rates, however authors and editors are asked to choose places to eat that are value for money.
12. Responsibility
12.1 The College CPD Lead is responsible for monitoring and arranging review of this policy.
13. Use and Abuse of Policy
13.1 The aim of this policy is to provide guidance to authors and editors how expenses should be claimed in accordance with the College procedures and processes.
13.2 Authors and editors are expected to act within the limits of this policy.
13.3 If it is found that an author or editor abuses this policy then the College reserves the right to take action in accordance with the appropriate College procedure.
14. Review
14.1 This policy will be reviewed on a biannual basis by the College CPD Lead other than where a statutory regulation requires its amendment.
15. Rates of Reimbursement
15.1 This section may be reviewed independently to the general policy and rates changed where appropriate.
15.2 CPD module development rates:
· £150 per session for authors.
· £500 per module for editors
15.3 Fixed expenses rates:
· £15 per session will be paid to authors.
· £10 per module will be paid to editors.
15.4 Mileage rates for use of own car:
· 40 pence per mile where there is no alternative offered by the College which would be more beneficial to the member and/or the College;
· 25 pence per mile where an alternative is offered by the College but the member prefers to drive
15.5 Accommodation rates: The guide rate of £150 for London Accommodation and £100 for elsewhere in the UK will be used. Any rate above this must be referred, via the Head of Administrative Services, to the Chief Executive before booking.
15.6 Meals:
Meal / Limit (incl. VAT & service)Breakfast / £9
Lunch / £9
Dinner / £25
16. Appendix Contents
Appendix 1 – Payment Form
Appendix 2 – Expenses Claim Form
Appendix 3 – Lost Receipt Claim Form
Appendix 4 - Fixed Expenses Form
End of Policy document
Policy approved by the Board of Trustees, via email, 25th April 2017.
Page 6 of 10
Title of document / CPD Module Authors and EditorsHonorarium and Expenses Policy
Author / First approved / Last revised / Next review
Imogen Carter / April 2017 / n/a / April 2018
APPENDIX 1
Payment Form
To:
Finance Department Name:
College of Paramedics Role:
The Exchange Address:
Express Park
Bristol Road
Bridgwater
TA6 4RR Tel:
Email address:
Date of Claim:
*Please indicate full bank details on first claim only
(Bank details should include name and address of branch, Sort Code and Account Number)
Name of Account HolderName of Bank / Building Society
Address of Branch
Sort Code: / Account Number:
Type of Honorarium claim
Module Development Session / Number of sessions: / £Module Editing Claim / Y/N / £
Details of Claim
Date / Reason for Claim / Total charge (£)Subtotal:
Expenses (in accordance with attached claim form):
Grand total:
Signed by Claimant: ______
*In signing, the claimant declares that the fees are due in respect of official duties.
Authorised: ______
*In authorising the claim, the signatory agrees that the claim that has been made in accordance with College guidelines and that the claim is arithmetically correct. The signatory authorises the Finance Department to make the Payment to the Claimant.
APPENDIX 2
______
Expenses Claim Form
Claimant’s Name: Date of Claim:
______
Travel Costs:Form of Transport Fare / Details / Charge (£)
Train*
Air*
Tube
Coach
Bus
Taxi
Car Reg. No:
Car cc rating: / Mileage allowance at
……………………..miles at 40p per mile
Total:
Further Details:
Signed by Claimant: ______
*In signing, the claimant declares that the expenses were necessary dispersed and arose solely in performance of official duties. In claiming mileage, the claimant declares that the vehicle is insured for business use.
APPENDIX 3
______
Lost Receipt Claim Form
Claimant’s Name: Date of Claim:
______
Please use one form per claim
Reason for claim(s): ______
Reason for lost receipts: (please provide as much evidence as possible)
Total claim: ______
Signature of Claimant: ______
APPENDIX 4
______
Fixed Expenses Form
Claimant’s Name: Date of Claim:
______
Please use one form per claim
CPD Module:
Author - State number of sessions being claimed for:
OR
Editors – Please tick if claiming for a module:
Signature of Claimant: ______
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CPD Authors and Editors Expenses Policy - Appendices