Co-production – reimbursing expenses and involvement payments policy
This policy ensures consistency regarding the reimbursement of expenses and issuing of involvement payments to our experts by experience.
Co-production partners – reimbursing expenses and involvement payments policy
Last updated: 23 October 2024
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 Appendix 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
3.3.1.1. 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.
3.3.1.2. 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.
3.3.1.3. 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
3.3.2. 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
3.3.2.1. 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
3.3.2.2. 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
3.3.3. Subsistence
3.3.3.1. 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
- 10 hours or more: £10
- 15 hours or more: £25
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.
3.3.4. 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).
3.3.5. 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
3.3.6. 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.
The maximum amount payable per hour spent supporting co-production partner to attend engagement activities is £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.
3.3.7. Internet charges
An internet allowance is applicable where an individual attends a meeting or event virtually from home. Internet allowance payments are as follows:
Co-production partner attends a meeting or event (which qualifies for an involvement payment under section 3.4): maximum £5 per day
3.3.8. 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:
Co-production partner attend 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
3.3.9. 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.
3.3.10. How to claim expenses
Individuals should make all claims for expenses using the form attached to this policy (Appendix 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 Appendix 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 (Appendix 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.
How to claim involvement payments
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.
- 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.
- 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 Appendix 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 Appendix C. These templates support individuals to inform JobCentre Plus of their involvement with us.
Professional advice can be obtained from any of the following organisations.
Independent organisations:
Government organisations:
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 partners 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):
- electing 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):
- 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:
- 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
Appendixes
Co-production partner volunteer agreement with people who have lived or learned experience of Social Work
Organisation: Social Work England
Co-production Partner: [Name to be inserted here]
This agreement outlines what you can expect from Social Work England and what we ask of you as a volunteer Co-production Partner. Social Work England aims to ensure that your experience of volunteering with us is rewarding and enjoyable.
This agreement is not intended to be legally binding, nor is this agreement intended to create an employment or worker relationship between Social Work England and you either now or at any time in the future. Its sole purpose is to clarify the basis on which you have agreed to volunteer your time on a co-production project as someone who has lived or learned experience of social work.
If you decide not to continue in your involvement with Social Work England at any time please just let your lead contact know. Either party may cancel your involvement at any time at their absolute discretion.
Co-production Partners have the option to receive an involvement payment as outlined in the policy should they wish to do so.
Social Work England will cover all reasonable out of pocket expenses incurred in connection with your volunteering for us in accordance with the ‘Co-production - Reimbursing expenses and involvement payments’ policy.
What you can expect from Social Work England
- An introduction to the organisation
- An overview of co-production and your volunteering role in the project
- A named lead contact at Social Work England who you can contact with any queries or questions
- Appropriate support to enable you to take part in voluntary co-production activity
- Reimbursement of reasonable expenses
Involvement payments
Social Work England agrees to provide an involvement payment for your voluntary participation in co-production projects or meetings should you wish to accept it.
We will agree with you from the start what you can and cannot claim for.
Important information
For the avoidance of doubt, nothing in this agreement shall be deemed to form a contract of employment or engagement between yourself and Social Work England.
Payments may affect any state benefits you receive. There is a risk that benefits can be stopped in certain circumstances if you fail to get permission for earnings, earn over the limit or fail to inform job centre of activity. Reimbursed expenses are ignored and do not affect benefits.
There is excellent information about benefits on on the SCIE website. There is also DWP guidance for staff who make decisions about benefits. Please talk to your lead contact if you need any advice. We have provided letter templates to support you with providing information to the Department for Work and Pensions and JobCentre Plus. We advise all Co-production Partners to seek professional independent advice in advance of undertaking any involvement with Social Work England to ensure that involvement does not have any negative repercussions on your income.
Confidentiality
In the course of your voluntary involvement in co-production you may come across confidential information about the organisation, its staff, people with lived experience of social work and social work professionals. You must respect this confidentiality and not use the information for your own benefit or disclose the information to any person either during your volunteering experience with us or at any time afterwards, except where required or permitted to do so by law.
By signing this agreement, you are committing to do the following:
To meet time commitments as may usually be required in co-production events. However, there is no mutuality of obligation and as such, we are flexible about when you provide your volunteering services and you can refuse to carry out any volunteering duties should you so wish.
To follow Social Work England’s policies and procedures including:
- Data protection
- Equality and diversity
- To be responsible for paying your own tax or national insurance contributions if liable.
- To be responsible for notifying the Department for Work and Pensions or local council if you get any benefits that could be affected by this income.
Letter template 1
Employment and Support Allowance, or Income Support with disability premium or Universal Credit if they have only limited capacity for work.
Standard letter to give to people who are considering co-production, participation or involvement and who are in receipt of any of the above benefits some of whom may also be in receipt of disability living allowance or personal independence payment.
Use of letter
To provide to people who are being invited to become voluntarily involved, and are in receipt of the above state benefits. They can give the letter to the Jobcentre if they wish when obtaining permission for earnings and involvement activity.
Purpose of letter
To prevent benefits entitlement being reviewed or stopped, which can occur for five reasons:
- Involvement being mistaken for evidence of capacity for work leading to a review of benefit entitlement.
- Travel to events or participation in involvement being mistaken for a reduction in care or mobility needs.
- Paid involvement being mistaken for employment that prevents a person from fulfilling Jobcentre Plus requirements for training and job search.
- Reimbursed expenses being wrongly treated as earnings leading to benefits being reduced or stopped.
- An offer of payment that is declined being treated as if it had been received (notional earnings)
(Note: DWP legislation refers to `service user involvement` and therefore the letter should contain this phrase) NB Delete the above when providing this letter.
Letter (Use headed paper)
To: Jobcentre Plus
I am writing to you to explain about voluntary service user involvement with Social Work England.
We involve people in our work who have personal lived experience of social work, including people who are carers, partners and other family members and friends who are voluntarily offering their experience and expertise.
People who are asked to help Social Work England by voluntarily offering their involvement in our work will be asked to assist at consultation events.
Service user involvement is intermittent, generally for a few hours on an occasional basis. Each involvement event is a one off. People can choose whether or not to be involved on each occasion.
Service user involvement does not resemble work as it is entirely voluntary and about consultation.
Involvement will not affect the person’s ability to fulfil any Jobcentre Plus requirements for attending interviews at the Jobcentre or if required participation in the Work & Health programme.
Social Work England offers support measures if required so that people who have health problems that affect them in using public transport are able to travel to our meetings or events and to participate. We provide support if this is needed for people to participate in discussion about services. Involvement should not be mistaken for a reduction of care or mobility needs.
Social Work England may offer payment for certain voluntary involvement activities as recommended by government policy. People may choose to decline payment or to accept a lesser amount. We will reimburse any exact out-of-pocket expenses incurred necessarily in the course of involvement.
Please note that we have been advised that DWP has introduced legislation specific to service user involvement. Reimbursed expenses are ignored. This legislation now applies to all benefits. (ADM vol. 4 paragraph 4017 (8)).
Yours faithfully,
[Name]
Letter template 2
Jobseeker’s Allowance, Income Support, Carers Allowance, Universal Credit if paid on basis of being unemployed or exempt due to caring responsibilities
Standard letter to give to people who are considering co-production or participation and who are in receipt of any of these benefits, some of whom may also be in receipt of disability living allowance or personal independence payment.
Use of letter
To provide to people who are being invited to become voluntarily involved, and are in receipt of Jobseeker’s Allowance, Income Support or Universal Credit, which may have conditions that require the person to demonstrate that they are looking for a job and to undertake training or work focussed activities from time to time. Carers Allowance or UC paid on basis of being a carer is different, in that there is no requirement to seek work, but there are issues about earnings and hours spent caring that have to be addressed.
If the Jobcentre think that involvement prevents them from fulfilling their ‘claimant commitment’ to seek work, they may have their benefit sanctioned. This means that their benefit is reduced or stopped for several weeks or months. They can give the letter to the Jobcentre if they wish when obtaining permission for involvement activity and possibly earnings.
Purpose of letter
To prevent benefits entitlement being sanctioned or reduced, which can occur for the following reasons:
- Paid involvement being mistaken for employment that prevents a person from fulfilling Jobcentre Plus requirements for job search, obtaining employment or training or work focussed activity.
- Reimbursed expenses being wrongly treated as earnings leading to benefits being reduced or stopped.
- If in receipt of DLA or PIP travel to events or participation in involvement being mistaken for a reduction in care or mobility needs;
- (Note: DWP legislation refers to `service user involvement` and therefore the letter should contain this phrase)
Letter (Use headed paper)
To: Jobcentre Plus
I am writing to you to explain about voluntary service user involvement with Social Work England.
We involve people in our work who have personal lived experience of social work, including people who are carers, partners and other family members and friends who are voluntarily offering their experience and expertise.
People who are asked to Social Work England by voluntarily offering their involvement in our work will be asked to assist at consultation events.
Service user involvement is intermittent, generally for a few hours on an occasional basis. Each involvement event is a one off. People can choose whether or not to be involved on each occasion.
Service user involvement does not resemble work as it is entirely voluntary and about consultation.
Involvement will not affect the person’s ability to fulfil any Jobcentre Plus requirements for attending interviews at the Jobcentre or if required, participation in activities listed in their claimant commitment. It also does not detract from a carers ability to provide at least 35 hours per week of care if that is the basis on which benefit is being paid.
Social Work England offers support measures if required so that people who have health problems that affect them in using public transport are able to travel to our meetings or events and to participate. We provide support if this is needed for people to participate in discussion about services. Involvement should not be mistaken for a reduction of care or mobility needs.
Social Work England may offer payment for certain voluntary involvement activities as recommended by government policy. People may choose to decline payment or to accept a lesser amount. We will reimburse any exact out-of-pocket expenses incurred necessarily in the course of involvement.
Please note that we have been advised that DWP has introduced legislation specific to service user involvement. Reimbursed expenses are ignored. This legislation now applies to all benefits. (ADM vol. 4 paragraph 4017 (8)).
Yours faithfully,
[Name]
Letter template 3
All benefit groups.
Standard letter which is addressed to the person who will be involved after they have decided how much they can accept as a payment.
Use of letter
To provide to the person to show the letter to the Jobcentre if they wish.
Purpose of letter
To ensure that the Jobcentre are aware that the person will be paid monthly and that therefore the weekly limit on earnings will be spread over a calendar month.
Provide evidence of the amount of the payment (this must be the amount of payment that they have agreed to accept).
Provide evidence of the amount of any reimbursed expenses as a separate amount to payment for time (so that earnings and reimbursed expenses are not wrongly added together).
NB Delete the above when providing this letter.
Letter (Use headed paper)
Dear [insert name]
I am writing to you to thank you for agreeing to voluntary service user involvement with Social Work England.
We greatly value the assistance of people who have some personal lived experience of social work
We are offering you voluntary involvement in [describe activity].
This involvement will be intermittent, and include preparation before meetings. There may be several involvement events per year. I will be in touch closer to the start date about this.
We are offering you a discretionary payment for your time of £££ per event in arrears for your time.
Social Work England appreciates that people who are in receipt of benefits may be looking for work or be required to meet a claimant commitment or be involved in work-related activity such as training. There is no problem if you decide to leave the voluntary involvement at any time. Please just let us know.
We will reimburse any exact out-of-pocket expenses incurred necessarily in the course of your voluntary involvement including travel, accommodation and subsistence.
Social Work Engalnd has been advised that DWP has introduced legislation specific to service user involvement. Reimbursed expenses are ignored. This legislation now applies to all benefits. (ADM vol. 4 paragraph 4017 (8)).
For the purpose of this volunteering co-production arrangement you are considered to be a volunteer and do not have employment or worker status with Social Work England.
Should you have any queries about involvement please do not hesitate to contact me at the above number.
Yours faithfully,
[Name]
Letter template 4
All benefits for voluntary involvement
Standard letter to give to people who are considering voluntary involvement and who are in receipt of benefits.
Use of letter
To provide to people who have decided to volunteer their involvement and are in receipt of state benefits. They can provide the letter to the Jobcentre if they wish when they meet with their Work Coach at the Jobcentre. To provide to people who are being invited to become involved, and have benefit conditions that require the person to undertake job search or training or work related activities from time to time.
If the Jobcentre think that voluntary involvement prevents them from fulfilling their claimant commitment they may have their benefit sanctioned. This means that their benefit is stopped or reduced for several weeks or months.
Purpose of letter
To prevent benefit entitlement being reviewed or stopped, which can occur for three reasons:
- Voluntary involvement being mistaken for evidence of capacity for work leading to a review of benefit entitlement.
- Travel to events or participation in involvement being mistaken for a reduction in care or mobility needs.
- Voluntary involvement being thought to prevent the person from fulfilling Jobcentre Plus requirements for job search or work related activities.
- (Note: DWP legislation refers to `service user involvement` and therefore the letter should contain this phrase)
NB Delete the above when providing this letter.
Letter (Use headed paper)
Dear [insert name]
I am writing to you to thank you for agreeing to volunteer for service user involvement with Social Work England.
We greatly value the assistance of people who have some personal lived experience of social work.
We are offering you voluntary involvement in [describe activity].
This voluntary involvement will be intermittent. I will be in touch closer to the start date about this.
Social Work England appreciates that people who are in receipt of benefits may be looking for work or required to undertake work-related activity or meet specific commitments as agreed with the job centre. There is no problem if you decide to leave the voluntary involvement at any time. Please just let us know.
We will reimburse any exact out-of-pocket expenses incurred necessarily in the course of your voluntary involvement including travel, accommodation and subsistence.
Should you have any queries about involvement please do not hesitate to contact me at the above number.
Yours faithfully,
[Name]