Co-production – reimbursing expenses and involvement payments policy

Last updated: 10 October 2022

• 1. Why do we need this policy?
• 2. Who needs to follow this policy and why?
• 3. What’s our policy and how will we implement it?
• 4. Roles and responsibilities
• 5. Related policies, procedures and information sources
• 6. Data protection, equality and diversity
• 7. Queries?
• 8. Definitions
• 9. Version
• 10. Appendix A, B and C

1. Why do we need this policy?

We (Social Work England) are committed to working with (both of the following):

• those that we regulate (social workers)
• members of the public with lived and learned experience of social work

This ensures we are developing our work in collaboration with the people we serve. This policy documents how we support co-production partners to volunteer and be involved in our work. This includes reimbursement of expenses and offering of involvement payments.

Co-production partners include (all of the following):

• registered social workers
• representatives from employers of social workers
• social work students
• representatives from education institutions
• individuals with lived experience of social work (people who have accessed social work or carers)

Our aim is to actively seek input from co-production partners. This will inform our work and help us to improve. Our work with co-production partners also aligns directly with our corporate values.

In recognising the contribution that co-production partners bring to our work, we aim to minimise financial barriers that can prevent participation. It is important to us that we reimburse the expenses of our co-production partners, so that they are not financially disadvantaged by their involvement.

In addition, we give some co-production groups an involvement payment. This is to recognise the significant level of input, skills, expertise and experience that they contribute by volunteering.

By reimbursing expenses and offering involvement payments to co-production partners, we intend to (do all of the following):

• support inclusion
• create incentive for active participation
• support people whose financial circumstances might otherwise prevent them from contributing

2. Who needs to follow this policy and why?

This policy applies throughout Social Work England. This policy ensures consistency regarding the reimbursement of expenses and issuing of involvement payments to our co-production partners.

This policy does not apply to our engagement with contracted self-employed partners, or organisations from which we procure specialist advice. It only applies to those co-production partners who volunteer to provide their expertise to us.

For the avoidance of doubt, co-production partners are not employees, workers or agents of Social Work England. This policy (or our engagement of co-production partners) does not intend to create any employment relationship, either now or at any time in the future.

This policy is non-contractual and may be withdrawn at any time at our discretion. It is not intended to be a legally binding contract between Social Work England and a co-production partner(s).

3. What’s our policy and how will we implement it?

3.1 Policy principles

With regards to the reimbursement of reasonable expenses for co-production partner(s), and the making of involvement payments, we will (do all of the following):

• aim to remove financial barriers and encourage a wide range of co-production partner(s) to participate. We will do this through the reimbursement of reasonable expenses, in line with section 3.3 below
• recognise the contribution of co-production partner(s) through an involvement payment, in line with section 4 below
• recognise the contribution of co-production partner(s) who participate on a voluntary basis through a non-monetary gift, in line with section 7 below
• be open and transparent about whether expenses will be reimbursed, and whether an involvement payment is applicable. We will do this when a co-production partner(s) volunteers to join one of our engagement activities
• provide a named Social Work England employee (lead contact) who co-production partner(s) can liaise with regarding expenses and involvement payments. Anyone who is experiencing specific barriers, or who has support needs, should contact their lead contact
• actively seek a diversity of co-production partner(s). This includes recognising the possibility that people may have complex conditions or circumstances, and may need bespoke arrangements to support their involvement. These arrangements will be agreed in advance with our lead contact
• aim to reimburse expenses incurred for voluntary engagement activities in a timely manner. We recognise that this is essential for many people who are reliant on prompt payment. We also recognise that failure to do this can seriously jeopardise their financial circumstances
• work in partnership with individual co-production partner(s) to ensure that we reimburse expenses in a way that is fair, feasible and best value when spending public funds. Our people and co-production partner(s) have a responsibility to identify and use the most cost-effective options
• ensure that we signpost all individuals who volunteer with us (in a co-production partner(s) capacity) to information, advice and support. This will enable an assessment of individual circumstances and potential impact of volunteering with us
• recognise that we have a duty of care to take every possible step to prevent any negative impact arising from paying co-production partner(s) an involvement payment

3.2 Appointment of co-production partners

When selecting co-production partner(s), we will use a variety of methods that are appropriate and proportionate to the type of work we require. This may include, but is not limited to (any of the following):

• acceptance of verbal expression of interest
• selection from written expression of interests
• application and interview process

3.3 Reimbursement of reasonable expenses

We should only reimburse reasonable expenses incurred for voluntary engagement activities to co-production partner(s) that (both of the following):

• we have successfully appointed as per point 1 above
• have signed a co-production partner(s) agreement (available in Annex A)

This section outlines our principles, rules and thresholds as a non-departmental public body. These are in relation to travel, subsistence and expenses incurred by co-production partner(s) who volunteer on our behalf.

This section will provide guidance regarding (all of the following):

• the types of expenditure which can and cannot be reimbursed
• ensuring the public interest remains central to the decision-making process
• maintaining high ethical standards
• demonstrating value for money within the decision-making process

The principles outlined in this section complement the guidance on good governance as contained with the Corporate Governance Code and Managing Public Money.

Co-production partner(s) must always ensure that their travel arrangements comply with the requirements set out in this policy. They should do this before making a booking or incurring costs for which they intend to make a claim. If any losses are incurred regarding cancelled or unused travel and hotel bookings (that cannot be refunded in full), they must notify the lead contact immediately.

Co-production partner(s) must support all actual expense claims with receipts (except for mileage claims).

All requirements and claims for travel, subsistence and expenses must be related to a genuine business need. They must be expenses that are incurred in respect of voluntary engagement activities.

3.3.1 Travel

Rail travel

When travelling by rail, co-production partner(s) should always travel standard class. Preferably, they should pre-book their tickets to travel on specific (timed) trains. They may book an open ticket if they have no way of knowing what time their meeting or event will finish. In this case they should still book a restricted (timed) ticket for their outward journey.

Co-production partner(s) can book first class travel when (any of the following):

• there are no standard class facilities available
• first class travel is cheaper than standard class
• they require first class travel due to specific reasonable adjustments

The lead contact must pre-approve all first class travel before booking. Failure to do so may lead to us denying the request for reimbursement.

Tube, coach and bus travel

We will reimburse all tube, coach and bus fares as incurred.

We will refund the cost of all necessarily incurred journeys. When a co-production partner(s) claims these expenses, we require a receipt or statement clearly indicating those journeys made.

Taxi travel

We encourage all parties to make use of public transport.

We may only reimburse use of taxis when (any of the following):

• no public transport is available within a reasonable walking distance
• the number of passengers means this is cost-efficient
• public transport is infrequent and will lead to unreasonable additional travel time
• disability or other special requirements would make use of public transport an inappropriate option

Mileage limits and allowances

Mileage allowances are applicable where (both of the following):

• an individual chooses to use a private vehicle as an alternative to public transport (for their own convenience)
• there is a benefit to us in doing so

Mileage allowance payments

• Cars = 45 pence (per mile)
• Car mileage top up (if carrying additional passengers) = additional 5 pence (per mile)
• Motorcycle = 24 pence (per mile)
• Bicycle = 20 pence (per mile)

We will normally pay reasonable car parking charges.

The mileage allowance covers the full cost of using a private vehicle. This includes (all of the following):

• fuel
• insurance
• road tax
• servicing
• wear and tear

Charges and fines

Individuals will be responsible for ensuring they have (all of the following):

• valid travel tickets for their journey
• legally parked private or hire vehicles
• paid all necessarily incurred toll or congestion charges prior to reimbursement
• paid any fines they have incurred whilst using their vehicle to travel for advisory meetings and events (such as a speeding fine or other traffic violation)

We will not reimburse or accept any liability for fines levied as a result of (any of the following):

• penalty fares
• parking tickets
• late or non-payment of toll and congestion charges

3.3.2 Subsistence

Day subsistence

We will reimburse all necessarily incurred day subsistence expenses on an actual cost basis within the following limits:

• Duration of qualifying travel and/or engagement in activities in that day is 5 hours or more = £5.00
• Duration of qualifying travel and/or engagement in activities in that day is 10 hours or more = £10.00
• Duration of qualifying travel and/or engagement in activities in that day is 15 hours or more = £25.00

Individuals should calculate the time periods referred to above on the actual time spent. This is based on departure time from home or office, and time of arrival back to home or office.

Subsistence rates are fixed amounts toward the costs of meals and refreshments. They apply where the co-production partner(s) is away from their home or normal place of work to attend a Social Work England advisory event or meeting (as an invited co-production partner(s)). Where we provide meals and refreshments, they will not be able to claim the equivalent allowance.

We require valid receipts in order to claim actual costs spent.

Overnight accommodation

Overnight accommodation covers a period of 24 hours away from home. Where necessary, we will arrange and pay for this. Where the co-production partner(s) has had to arrange their own overnight accommodation, we will reimburse actual rates up to the maximum overnight allowance (£75 per night). Where the cost of a meal is not included within the overnight rate, these can be claimed in line with the subsistence rates contained above.

In circumstances where variation from the above is required (such as to support accessibility) the lead contact must pre-approve this before booking. Failure to do so may lead to us denying the request for reimbursement.

Co-production partner(s) must settle the balance of their bill upon departure, covering any other reasonable costs incurred on departure. We will reimburse co-production partner(s) for all necessarily incurred overnight incidental costs on an actual basis (subject to this policy and the limits contained therein).

Child and other caring responsibilities

We will reimburse child and dependent care costs up to a maximum daily rate of £65 per child or dependent (while an individual is away from home).

We will only reimburse child or dependant costs when the care is (both of the following):

• not normally in place for that period of time
• required to allow the co-production partner(s) to perform their voluntary duties on behalf of Social Work England

Individuals may only claim care costs where they are the parent, or have daily responsibility for the child or dependant (in respect of whom the allowance is claimed).

We will only make payment (both of the following):

• if the replacement care giver is registered with the appropriate agency (such as Ofsted or CQC)
• against a valid invoice addressed to the individual with parental or dependant responsibility

Personal assistants

We will reimburse the cost of a personal assistant accompanying an individual to an advisory meeting or event in respect of Social Work England. We will do this where (all of the following):

• the attendance of the personal assistant is considered absolutely necessary for the co-production partner(s) to be able to perform their voluntary duties
• the cost of the support worker is not covered by Access to Work funding
• the cost is only incurred in respect of the Co-production Partner(s) performing their voluntary duties on behalf of Social Work England

Reimbursement will be subject to receipt of an invoice. We can make payment to the individual required to attend, or the personal assistants directly.

• Per hour spent supporting co-production partner to attend engagement activities = £20

We will provide all necessarily incurred travel and subsistence costs of the personal assistant (subject to this policy and the limits detailed above).

In circumstances where there are additional support or accessibility requirements, the lead contact must pre-approve this before booking. Failure to do so may lead to us denying the request for reimbursement.

Internet charges

An internet allowance is applicable where an individual attends a meeting or event virtually from home. Internet allowance payments are as follows:

• Per day co-production partner spends attending a meeting or event (which qualifies for an involvement payment under section 3.4) = £5 (maximum)

Printing charges

We will reimburse the cost of printing where it is (either of the following):

• required for accessibility
• considered absolutely necessary for the co-production partner(s) to be able to perform their voluntary duties

Printing payments are as follows:

• Per day co-production partner spends attending a meeting or event (which qualifies for an involvement payment under section 3.4) = amount to be pre-agreed with budget holder prior to engagement activities commencing

3.3.3 Non-reclaimable expenses

Non-reclaimable expenses are identified as (any of the following):

• alcoholic drinks
• tobacco products
• personal gifts
• hairdressing
• hire or purchase of clothing
• ancillary hotel services (such as spa or Pay-Per-View)
• traffic or parking fines and violations

Please note the above list is not exhaustive. If in doubt, co-production partner(s) should consult with their lead contact.

3.3.4 How to claim expenses

​Individuals should make all claims for expenses using the form attached to this policy (Annex B). They should return completed claim forms to the lead contact. The lead contact will approve the expenditure and pass the claim to our finance team for processing. We will make these forms available at all events, and provide support to complete the form when required.

Payments by us are limited to expenses incurred by the co-production partner(s) at advisory meetings or events, in the performance of their voluntary duties on behalf of Social Work England.

Social Work England retains discretion to reject any claims made by co-production partner(s) where an individuals has (any of the following):

• not provided receipts
• attended an advisory meetings or event without prior invitation
• claimed expenses in contravention of this policy ​

3.4 Involvement payments

We will only make involvement payments to co-production partner(s) that (all of the following):

• have successfully been appointed as per point 1 above
• have signed a co-production partner(s) agreement (available in Annex A)
• are attending in any of the following capacities:
• a lived experience capacity
• a student volunteer capacity
• any capacity where they are not receiving an income from another source which is connected to the social work profession

For the avoidance of doubt, any co-production partner(s) that are (both of the following):

• attending in a professional capacity
• in receipt of a paid salary from an employer connected with the social work profession

are not able to receive an involvement payment. This includes when attendance is through the use of annual leave.

We will offer involvement payments at one of the following rates:

• Per hour spent on engagement activities = £20
• Per half day spent on engagement activities (up to 4 hours) = £80
• Per full day spent on engagement activities (between 4 and 8 hours) = £160
• Per full day spent on engagement activities (between 4 and 8 hours), plus overnight stay away from home = £200

The co-production partner(s) and our contact should pre-agree the above rates in advance of engagement activities commencing. The above rates should take account of any appropriate preparation and travel time required.

Involvement payments may affect means tested benefits. We should encourage all individuals that engage with us to seek professional independent advice. They should do this before voluntarily attending any advisory events or meetings, to ensure they are fully aware of any potential impact.

In some cases, the receipt of an involvement payment would have negative repercussions for the co-production partner(s). If so, individuals are able to waive any form of involvement payment for volunteering. For the avoidance of doubt, co-production partner(s) can claim reimbursement of expenses irrespective of the basis on which they are volunteering.

3.4.1 How to claim involvement payments

Individuals should make all claims for involvement payments using the form attached to this policy (Annex B). They should return completed forms to the lead contact. The lead contact will approve the payment and pass the form to our finance team for processing. We will make forms available at all events, and provide support to complete the form when required.

3.5 Tax and National Insurance

HM Revenues & Customs (HMRC) state that “payments for a service are earnings”. Co-production partner(s) must pay the appropriate tax and National Insurance on any income they receive to HMRC (above the individual’s tax-free personal allowance). For the avoidance of doubt, this does not include direct reimbursement of reasonable expenses.

We actively seek a diverse and inclusive approach to engagement. We recognise that some of our co-production partner(s) may have complex conditions or circumstances. These could potentially cause the registration as self-employed to become a barrier to engaging with Social Work England. Social Work England aims to ensure that this does not constitute a barrier to engagement with us. Therefore, should co-production partner(s) elect to receive involvement payments, they are able to receive involvement payments in either of the following ways.

1. 1. The individual registers as self-employed with HMRC and receives the full involvement payment. Individuals are then expected to liaise with HMRC and pay the appropriate tax and National Insurance contributions direct to HMRC. The individual must provide evidence of self-assessment submissions to us on our request. GOV.UK has more information on this.
2. We will pay the individual through our payroll system. This will automatically deduct tax and National Insurance contributions. Individuals who are not required to pay tax and/or National Insurance contributions should contact HMRC directly to apply for the appropriate refund.

For the avoidance of doubt, the co-production partner(s) will not be classed as employed or having worker status under employment law.

Please note that the information provided in this document relating to tax and National Insurance contributions are for guidance only. We should always advise co-production partner(s) to seek professional independent advice in relation to tax and National Insurance contributions for their personal circumstances.

Rules and guidance that come from the HMRC are subject to change, and as such we should encourage all co-production partner(s) to regularly check the impact of engaging in Social Work England’s activities with a professional advisory service.

Professional advice is available from (either of the following):

• Citizens Advice Bureau (Tel: 03444 111 444)
• HM Revenues and Customs (Tel: 0300 200 3310)

3.6 Involving people in receipt of state benefits

We actively seek a diverse and inclusive approach to engagement. We aim to ensure that being in receipt of a state benefit is not a barrier to be able to volunteer with us.

We must make all individuals who are interested in volunteering with us as a co-production partner(s) aware of the benefit conditions that are required by the Department for Work and Pensions (DWP).

The DWP recognises co-production and understands that “service user involvement” (both of the following):

• is not the same as work
• should not be used to assess an individual’s capacity to be able to undertake work

The DWP use the phrase “service user”. This is reflected in the template letters available in Annex C.

Involvement payments may affect an individual’s means-tested benefits. There is a risk that an individual’s benefits can be stopped in circumstances where they (either of the following):

• fail to obtain the appropriate permission from DWP for earnings
• fail to inform the DWP that work has been done

Reimbursement of expenses are ignored and should not affect benefits.

Further information about benefits is available on the SCIE website. There is also DWP guidance for staff who make decisions about benefits.

Co-production partner(s) are able to volunteer with us but decline to receive any involvement payment. They may do this to avoid negative repercussions on their state benefits.

Please note that the information provided in this document relating to benefits are for guidance only. We should always advise co-production partner(s) to seek professional advice in relation to impact on benefits for their personal circumstances.

Rules and guidance that come from the government are subject to change. As such we should encourage all co-production partner(s) to regularly check the impact of engaging in our voluntary activities with a professional independent advisory service.

A suite of letter templates is available in Annex C. These templates support individuals to inform JobCentre Plus of their involvement with us.

Professional advice is available

Independent organisations:

• Citizens Advice
• Disability Rights UK
• The Social Care Institute for Excellence (SCIE)

Government organisations:

• Jobcentre Plus
• HM Revenue & Customs
• Department for Work and Pensions

3.7 Rewarding volunteers

In instances where co-production partner(s) volunteer with us but choose not to receive an involvement payment, we may thank volunteers by (doing either or both of the following):

• providing a low value gift
• organising a celebration event

We do this at our own discretion.

3.8 Co-production partner agreement

We expect all co-production partner(s) that participate in voluntary advisory activities to sign a basic, non-legally binding agreement with us. This agreement outlines mutual expectations in all of the following areas:

• what the co-production partner(s) can expect from us
• what we can expect from the co-production partner(s)
• reiteration to seek independent professional advice before commencement of advisory activities
• confidentiality

A draft agreement is available in Appendix A.

If this policy isn’t followed, the most appropriate course of action will be agreed between the policy owner and the executive director of professional practice and external engagement (dependent on the circumstances).

4. Roles and responsibilities

4.1 The co-production partner(s) must do (all of the following):

• ensure that their travel arrangements comply with the requirements set out in this policy. They should do this before making a booking or incurring costs for which they intend to make a claim
• notify their lead contact immediately if any losses are incurred regarding cancelled or unused travel and hotel bookings (that cannot be refunded in full)
• support all actual expense claims with receipts (other than mileage claims)
• seek independent professional advice regarding their personal circumstances. This is to ensure that engagement does not have negative repercussions on their income

4.2 Social Work England’s head of strategic engagement (all of the following):

• is free to decide the best course of action for the inclusion of co-production partner(s) (within the requirements of this policy)
• will meet all expenditure incurred from their respective budget
• will identify a lead contact for each co-production partner(s)
• is responsible for approving co-production partner(s) volunteer roles

4.3 Social Work England’s lead contact will be responsible for (all of the following):

• selecting appropriate co-production partner(s) to do co-production voluntary activities
• authorising reimbursement and involvement payments under this policy. This includes (all of the following):
• have signed a co-production partner(s) agreement (available in Annex A)
• are attending in any of the following capacities:

• ensuring that travel and associated expenses are wholly necessary for the effective and efficient delivery of our business and objectives
• ensuring that travel and associated expenses are incurred in the performance of the co-production partner’s duties
• ensuring that proposed bookings and/or claims are in line with requirements set out in this policy (for example, that hotel costs are within the agreed thresholds, and subsistence claims are for actual receipted amounts within expenditure limits and reflect the actual hours committed in respect of the specific claim being made)

• providing day-to-day support to co-production partner(s), including acting as first point of contact for any queries
• obtaining signed agreement from co-production partner(s)
• signposting co-production partner(s) to seek appropriate independent advice in advance of involvement with our engagement activities

4.4 Social Work England’s finance team will be responsible for (all of the following):

• ensuring that all claims are in line with the requirements of this policy
• validating the coding of all expenses to the specific areas of work or budget lines
• ensuring all expenses claims are supported by receipt evidence
• where any errors within a claim are highlighted, or misuse of the policy is evident (doing all of the following):
  • acting to rectify the error and recover any monies that may have been over-claimed
  • monitoring future claims for compliance with this policy
  • taking further any training/disciplinary action where necessary

5. Related policies, procedures and information sources

• Co-production partner volunteer agreement with people who have lived or learned experience of Social Work (see appendix A)
• Co-production Partner claim form (see appendix B)
• Letter Templates (see appendix C)

You can request Microsoft Word versions of these appendices from Social Work England.

6. Data protection, equality and diversity

We have completed a data protection impact assessment (DPIA) and equality impact assessment (EIA) for this policy.

7. Queries?

If you have a query about this policy, please contact Jack Harrison, Participation Officer.

8. Definitions

8.1 Co-production partner

• registered social workers
• representatives from employers of social workers
• social work students
• representatives from education institutions
• individuals with lived experience of social work (such as individuals that have accessed support from social work services or a carer)

8.2 Involvement payment

payments offered in recognition of the significant level of input, skills, expertise and experience that individuals contribute in volunteering

8.3 Mileage allowance payments

payments made to cover the usage of a private vehicle

8.4 Non-department public body (NDPB)

body which has a role in the process of national government, but is not a government department or part of one. It will accordingly operate to a greater or lesser extent at arm’s length from ministers

8.5 Subsistence

meals and any other necessary costs of travelling. For example (any of the following):

• parking charges
• tolls
• congestion charges

8.6 Value for money

the achievement of the most desirable outcome given expressed or implied restrictions or constraints. For example, financial resources and time

9. Version

Last reviewed: August 2022

Next review: August 2023

Policy owner: Head of strategic engagement

Policy reference: POL_EBE_01

Version: 2.0

Appendix A, B and C

See expert by experience partners – reimbursing expenses and involvement payments policy (PDF) for Appendix A, B and C.