Resident expenses
Claim form
Title:
Mr
Mrs
Ms
Miss
Name:………………………………………………………………………………………………..
Address:……………………………………………………………………………………………..
Landline:………………………………………. Mobile:………………………………………..
Email:………………………………… …………………………………………………….
Meeting date: ………………………………… Meeting location:……………………………
Meeting type: ……………………………………………………………………………….
Mileage
From
To
Number of miles
Total
Car (45p per mile)
Motor cycle (24p per mile)
Bicycle (20p per mile)
Cost (£)
Other expenses (receipts, tickets etc. must be
attached)
Total
Child care and carer reimbursement
I wish to claim reimbursement for payment of child care/care on:
Date:………………………… For what purpose:…………………………………………..
(Times) From:
To:
Total hours:
@ £……………... per hour
Total cost £………………
Date: ……………………..
Resident expense form 04/13
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Please pay by:
Cheque
BACS
Please provide bank details so that your expenses can be paid directly to your
account via BACS:
Bank account sort code:………………...
Bank account number:…………………..
Any building society reference number: ………………………………………………….
I declare that the expenditure being claimed for is accurate and necessary to enable
me to take part. I confirm that I have read the terms and conditions.
Resident signature: ………………………. Staff signature: …………………………….
Print name: ………………………………... Print name: …………………………………
Date signed: ………………………………. Date signed: …………………………………
Office use only:
Budget code T1:
Description T1:
Holder T2:
Expenses and allowances - Terms and conditions
Expenses are limited to actual out-of-pocket expenses, all of which must have
been necessary in order to take part in customer involvement activities.
Claiming expenses: Claim forms will be made available at all customer
involvement activities where it has been agreed beforehand that residents would
be allowed to claim expenses.
Completed claim forms must be received within 2 weeks of the customer
involvement activity taking place. Payment will take up to 14 days from the date the
completed form is received. New BACS payments will take up to 28 days to set up.
Travel: Mileage will be paid at the amount set by HMRC before expenses become
taxable. If a customer involvement activity is offered in a number of locations,
residents will be expected to attend the event closest to their home, unless there is
a valid reason for not being able to attend on that date. Achieving value for money
in customer involvement is a top priority.
If a resident wishes to travel by train, this can be organised by the customer
involvement team in advance or rail tickets can be refunded on the receipt of the
used ticket and accompanying expenses claim form. First class rail tickets will not
be refunded.
Bus tickets will be refunded on the receipt of the used ticket and accompanying
expenses claim form.
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Childcare and carers allowance: The childcare and carers allowance will be
reimbursed at no more than the national minimum standard; this has been set at:
£5.00 per hour for childcare
£7.50 per hour for carers
Claiming this allowance has to be agreed with a member of the customer
involvement team before the activity takes place. If it is not agreed before the
activity, the allowance will not be paid. Where possible, children’s art and craft
activities will be provided at customer involvement activities; please check before
the event takes place.
Carers supporting a resident whilst they are attending a customer involvement
activity will be welcome to any refreshments provided at the event (please notify us
before the activity of their attendance and any dietary requirements).
Refreshments/meal costs will not be paid or reimbursed for carers and/or
childminders working from their or the residents home, or any other care/play
facility.
It is recommended that a registered childminder/carer or other responsible adults is
employed. It is the responsibility of the childminder/carer if they are in receipt of
benefits, to notify Department for Work and Pensions (DWP) of any earnings. For
more information visit www.direct.gov.uk or if you are disabled/older the benefit
enquiry line on 0800 882 200.
Refreshments and subsistence: Refreshments (tea, coffee, water and biscuits)
will be provided at all meetings and training events. For meetings and training
events which last a full day, a light buffet lunch will be provided (please provide us
with any dietary requires before the meeting or training event).
For customer involvement activities that are not held ‘in house’, subsistence will be
paid. Claiming subsistence has to be agreed with a member of the customer
involvement team before the activity takes place. If it is not agreed before the
activity, the subsistence will not be paid.
Subsistence (set in-line with staff handbook) can be claimed when:
Breakfast – Leaving home before 7.30am; up to £5.00 can be claimed
Lunch – Up to £5.00 can be claimed
Evening Meal – Arriving home after 9.00pm; up to £10.00 can be claimed
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