Service user involvement policy
1. Scope and definitions
1.1. The purpose of this policy is to set out procedures for the payment of service users for their involvement in activities hosted by Homecare Voices, recognising the importance of such involvement in developing its peer support and advocacy network for homecare workers in England. This policy sets out reasonable levels of payment for involvement in a range of activities. It should be considered in line with HMRC requirements and guidance from relevant organisations, for example the National Institute for Health Research (NIHR) guidance on payments for service users.
1.2. This policy applies to all members of Homecare Voices involved in developing our peer support and advocacy network
1.3. Involvement may be one-off occasions, short- or longer-term.
1.4. Members of Homecare Voices typically engage with the group on a voluntary basis, however the point at which the value of payment and the nature of the engagement changes the status of the individual from volunteer to worker is not defined by HMRC. This policy therefore takes into account various disciplinary norms, examples of best practice, external expert advice and legal requirements to identify reasonable thresholds for the payment of members of the public who take part in or contribute to our research.
2. Guiding Principles
2.1. The following principles should be followed when paying service users for their involvement:
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That service users are a valuable part of the development of our peer support community whose time, effort and experience should be fairly compensated or rewarded. That service users have a right to feel respected and appreciated, and the fair compensation of such individuals is a step towards doing so.
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That service users retain the right to withdraw their involvement at any time, and that this is not undermined by the payment of such individuals. Service users have the right to decline payment if they wish.
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That approaches to the payment of service users should be proportionate, giving consideration to levels of risk and the time investment required for delivery.
2.2. Service users should receive an information sheet which includes details of payments to individuals involved.
3. Thresholds for Payment
3.1. £27.50 per hour is deemed to be reasonable when paying service users for their involvement. Homecare Voices will keep this figures under review, in keeping with the rate set by NIHR.
3.2. Homecare Voices’ assessment of reasonable payment rates is aligned with existing payment rates, such as those developed by the NIHR for public contributors (and as such are subject to change if funder guidance varies). “Reasonable” in this context refers to an amount of payment which does not risk a volunteer entering into a worker arrangement (as defined by the HMRC).
3.3. This payment does not include expenses.
3.4. Homecare Voices recognises the value of flexibility, and in developing this policy has taken steps to avoid an overly prescriptive payment rate. Individuals may be paid more than the above amounts, however to do so may change the nature of the relationship and may result in the status of worker being inferred for tax purposes.
3.5. In order to meet HMRC requirements, individuals paid more than £1000 per financial year Homecare Voices must submit an S16 return on their behalf. It is the responsibility of Homecare Voices to keep a record of such individuals. The individual(s) concerned are required to self-declare their income to HMRC in addition to Homecare Voices fulfilling these reporting requirements. See section 4.2 for further guidance as to what information should be collected.
3.6. Responsibility for the management of tax implications arising from such payments lies with the service users. Information on payment for those taking part, including how individuals can expect to be paid, should be included on the information sheet given to participants.
3.7. Payment might have implications for individuals on benefits. Homecare Voices is not able to provide financial advice on this due to the variations in personal circumstance. Service users should refer to Section 9 of this NIHR guidance for further information.
3.8. Homecare Voices should provide service users with a draft letter to present to Jobcentre Plus where necessary.
4. Appropriate Methods of Payment
4.1. The decision as to which method of payment to use should be made with consideration of the appropriateness for the task and for the individual’s circumstances. The responsibility of Homecare Voices to pay individuals in a timely and efficient manner, minimising the burden for participants and contributors however possible, should be recognised throughout.
4.2. The information sheet provided to service users should include detail on how payment will be made.
4.3. A record must be kept of any amount paid to an individual and when this payment was made. This record must meet data protection requirements and be shared upon request in the event of an audit.