Blackpool Coastal Housing is committed to supporting our customers (tenants and leaseholders) to influence and be involved in our services. It is important customers are not out of pocket as a result of being involved or volunteering on behalf of BCH. This is a barrier to customers becoming involved in the service. We will reimburse customers for reasonable expenses incurred as a result of being involved.
| Purpose of the Policy |
The purpose of this Policy is to ensure that customers have open and transparent guidance for claiming eligible expenses when volunteering on BCH business.
This Policy applies to all volunteers (excluding board members) claiming expenses for BCH activities, and must be adhered to at all times. Board Members should refer to BCH Staff Expenses Policy
The general principles on which the Policy is based are as follows:
(i) Expenditure must have been incurred
(ii) Reimbursement will relate as far as is possible to actual expenditure incurred
(iii) Expenditure must be capable of passing the tests of justification and reasonableness
(iv) Proof of expenditure must be provided when claiming
(v) Attendance at chargeable training courses, conferences or out of town meetings or events where travel expenses will be incurred must be approved by the Involvement and Communications Manager
(vi) Any events that require overnight accommodation or rail travel must be approved by the Involvement and Communications Manager and booked by the Involvement and Communications Team
(vii) When claiming mileage expenditure employees must have a current valid licence, be medically fit to drive and have a roadworthy vehicle
Any question of interpretation of travelling, subsistence and related expenses should be referred to the Involvement and Communications Team.
| Expenses which can be claimed |
| Claiming Expenses |
Residents will need to complete and sign an expenses claim form and provide valid receipts. Expense claim forms and care expense forms will be provided to customers by BCH’s Involvement and Communications Team.
All expenses claims must be authorised by a member of BCH’s Involvement and Communications Team.
Claims must be submitted within 3 months of the date the expense was incurred or the journey was made. Expense claims submitted more than two months after the event will not be accepted.
All expenses will be reimbursed by direct payment into the tenant or leaseholder’s bank account via BACS transfer. Customers will be asked to put their bank details on the expenses claim form. These details will be stored securely and will be correctly disposed of by BCH’s Business Support Team.
We will aim to reimburse direct payments within 10 working days of receiving the expenses claim, but this may take longer in some cases, including if claim forms are not completed correctly or receipts are not provided.
| Expenses which cannot be Claimed |
BCH will only pay for actual costs incurred as a result of customers being involved or volunteering with BCH. If a resident receives more from BCH than the actual costs they have incurred, this could be considered as a payment, reward or benefit-in-kind for which they may be classed as an employee. This payment could be subject to tax and may impact the resident’s entitlement to benefits.
Specifically, BCH will not reimburse customers or leaseholders for any of the following:
- Parking fines
- Speeding fines
- Clamping charges
- Any expense claims where a valid receipt or mileage claim are not provided to BCH
- Any expenses that customers would have incurred regardless of their attending a BCH meeting or event
- Any claims made more than 3 months after the date the expense was incurred or the journey was made
- Loss of earnings for attending a BCH meeting or event
- Printing or mailing costs (BCH will print and distribute documents)
- Equipment costs (BCH will supply residents with any equipment they need)
- Internet costs
- Telephone costs (BCH may supply residents with pre-paid mobile phones in some instances if they are needed as part of their work, for example if carrying out a mystery shopping exercise)
- Vehicle insurance, tax and maintenance costs
| Incentives |
Although BCH values the contribution customers make to the housing service, for tax and legal reasons we will not, at any time, pay residents or provide regular rewards for their time.
| Equality and Diversity |
BCH is committed to promoting equality and diversity in everything it does. We provide a safe and welcoming environment where everyone is valued, included and respected. We foster good relations among our communities.
We are clear discrimination, harassment and victimisation in any form are not acceptable. Our motivation is more than needing to fulfil our statutory duty. It is an important part of BCH’s culture.
Through the implementation of this policy we will ensure all customers are treated fairly, regardless of:
- Age
- Disability
- Gender reassignment
- Marriage and civil partnership
- Pregnancy and maternity
- Race
- Religion or belief
- Sex
- Sexual orientation
| Monitoring and Review |
All expense claims in relation to tenant involvement must follow this policy.
It is the tenant or leaseholder’s responsibility to ensure their claim is accurate and they must confirm this by signing the declaration on their claim form.
Expense claims will be checked by BCH’s Involvement and Communications Team and are subject to further internal audit by BCH at any time. BCH reserves the right to make checks at any time to verify any expense claims. A claim may be refused if there is any doubt as to its validity.
Fraudulent or inflated claims may result in the tenant or leaseholder being suspended or excluded from future resident involvement activities, and from future expenses being reimbursed.
This policy will be reviewed every three years. Customers will be consulted as part of each review.