N/A. Yes. Signed on behalf of the Trust:.. Tracey Dowling, Chief Executive

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1 Charity Policy Author: Sponsor/Executive: Responsible committee: Ratified by: Consultation & Approval: (Committee/Groups which signed off the policy, including date) This document replaces: Clare Jones, Charity Manager Alex Perry, Interim Trust Secretary Kit Connick, Interim Director of Primary Care and Corporate Affairs Charitable Funds Management Committee Board of Directors Charitable Funds Management Committee 8 December 2017 This is the first version Date ratified: 10 th January 2018 Date issued: 15 th January 2018 Review date: 8 December 2020 Version: Policy Number: Purpose of the Policy: If developed in partnership with another agency, ratification details of the relevant agency Policy in-line with national guidelines: V1 P111 To provide guidance for all Trust staff regarding all fundraising and/or charitable giving in aid of the Trust. This includes any fundraising activity for which the Trust is the intended beneficiary and/or that involves Trust staff, premises or other assets. N/A Yes Signed on behalf of the Trust:.. Tracey Dowling, Chief Executive Elizabeth House, Fulbourn Hospital, Fulbourn, Cambs, CB21 5EF Phone:

2 Version Control Page Version Date Author Comments 1 Clare Jones, Charity Manager Policy developed Policy Circulation Information Notification of policy release: All recipients; Staff Notice Board; Intranet; Key words to be used in DtGP search. Yes Yes Yes Head to Toe Charity, charity, fundraising, donations, charitable funds CQC Standards N/A Other Quality Standards N/A 2

3 Contents Section Page 1 Background 4 2 Introduction Definitions Duties Head to Toe Charity Trust staff charities and fundraising Trust premises, facilities and assets charities and fundraising Trust communications & marketing 11 9 Major national funding events Education and training requirements Accountability, compliance and review Relevant documents and procedures References and acknowledgements 12 Appendices Appendix 1 Appendix 2 Charitable Funds Guide List of CPFT s supporting and related charities, trusts and foundations 3

4 1 Background In a climate of considerable financial restraint, Cambridgeshire and Peterborough NHS Foundation Trust needs to ensure that its NHS charity Head to Toe Charity is fulfilling its potential and maximising income in order to support its patients, service users and staff by providing those extras that should not be met from exchequer funds. At present, there can be confusion across the sites with many different charities being active and some of these other donations will not be in support of our direct services to patients and service users. We have therefore reviewed this situation and have developed a new Charity Policy. The Trust has chosen to support one charity Head to Toe Charity in order to: Ensure that the Trust environment is consistent, welcoming and supportive to staff, patients, service users and their families. To protect the Trust, its staff, patients and service users from the risks associated with fundraising activity by and for multiple charities. To ensure that our wards, services and research derive maximum benefit from those seeking to support us. Individuals, companies and organisations that make donation and fundraise in support of the Trust, its wards, services and/or research should have total confidence that their gift is received and managed in line with their wishes and in accordance with best practice and charity law. Head to Toe Charity exists solely for the benefit of the NHS, its patients, service users, staff and visitors. It provides very valuable support that enables improvements for the benefit of us all this is our charity. 2 Introduction 2.1 The Trust (or any part of it) benefits financially from charitable donations raised and managed via its own NHS charity, Head to Toe Charity, and a variety of external supporting and related charities. These donations help to support facilities and services over and above those funded from the exchequer. 2.2 Trust staff are eligible to receive charitable donations intended for the Trust. The receipting and processing of charitable funds is currently aligned to the cashier functions across Trust sites and the Serco Finance Department based at Kingfisher House and Redshank House. The acknowledgment process is aligned to Head to Toe Charity based at Elizabeth House. 2.3 Trust staff are permitted to be involved in raising funds for Head to Toe Charity and a range of external charities in a personal capacity. 4

5 2.4 These fundraising activities can involve Trust staff and/or the use of Trust premises, facilities and/or assets or can be external to the Trust. 2.5 The Trust recognises the positive contribution that charitable funds can make towards providing a high quality service and experience for Trust patients, service users, their families, carers and staff, in addition to the Trust s corporate objectives. 2.6 The Trust is aware of the positive benefits given to its patients, service users and other stakeholders that get involved in fundraising and other charitable giving or activities, as well as the positive impact on the wider community. 2.7 The Trust is committed to working in partnership with charities that support the work of the Trust and to work with those charities in a way that enables them to fulfil their legal and moral duties and to foster best practice in fundraising and other charitable activities. 2.8 Fundraising and other charitable activities should not be allowed to compromise or interfere with patient or service user safety, dignity or privacy, or to distract from the principal responsibilities of Trust staff. 2.9 This policy is for all Trust staff including those with honorary contracts, part-time staff, volunteers, governors and Non-Executive Directors and sets down the Trust procedure for any fundraising or charitable activities of which the Trust (or any part of it) is the intended beneficiary and/or that involves Trust staff and/or the use of Trust premises, facilities, and assets. 3 Definitions This section lists and describes the meaning of the terms used in the context of the document if considered necessary. 3.1 A charity is a not-for-profit institution which is established for charitable purposes and for the public benefit. It is subject to the control of the High Court s charity law jurisdiction and is permitted to raise funds from the public and other sources for the furtherance of or in aid of its charitable purposes. 3.2 An NHS charity is one of a number of charities created to handle charitable funds on behalf of NHS Trusts. 3.3 Head to Toe Charity is an NHS charity (registered charity number ) which, under Section 22 of the Health and Social Care (Community Health & Standards) Act 2003, is responsible for all the charitable funds of Cambridgeshire and Peterborough NHS Foundation Trust. Historically, it has been referred to as charitable funds. 5

6 3.4 All other charities are external charities and have no statutory relationship to Cambridgeshire and Peterborough NHS Foundation Trust. These charities are divided into three groups: Supporting charities are local charities whose objectives are to support the Trust or some part of it. For example, Friends of Fulbourn Hospital and Community, Hospital at Home, No Gain, No Pain UK. A branch of a national charity may also be regarded as a supporting charity if there is a definite local structure whose primary purpose is to support the Trust or part of it Related charities are local or national charities that work in the areas of healthcare, medicine or other areas associated with the Trust and its work e.g. mental health, which may fund ad-hoc specific projects with the Trust or otherwise support the work of the Trust and its staff on an occasional basis, or which provide advice or pastoral services the benefit Trust patients, service users, their families and carers. For example, Mind, Centre 33, N.Sethia Foundation All other external charities are referred to as unrelated charities. See Appendix 2 for a current list of the Trust s supporting charities. 3.5 Charitable funds are all charitable funds held by Head to Toe Charity on behalf of the Trust. 3.6 Fundraising is any activity which aims to raise money for a charity to aid its charitable objectives. 3.7 Charitable giving or charitable donation is any personal donation(s) given to a charity to aid its charitable objectives. 3.8 The Charitable Funds Management Committee (CFMC) is a Trust Board Sub Committee responsible for the general running; business and performance; fundraising activities; charitable projects; communications and marketing; the use of charitable funds for Head to Toe Charity and other external charities and to make recommendations to the Board, as Trustee. This responsibility is delegated by the Trust Board, as Corporate Trustee of Head to Toe Charity. The CFMC is also responsible for managing all issues arising from fundraising and/or charitable giving related to the Trust from Head to Toe Charity and the range of external charities. 4 Duties 4.1 The Charity Manager for Head to Toe Charity will oversee the policy and its implementation within the Trust. They will also provide advice and 6

7 guidance regarding the policy and address any queries that a member of staff may have regarding the policy and its guidelines. They will ensure the policy is reviewed every three years by the CFMC and the Board. 4.2 All managers within the Trust are responsible for ensuring that the policy and its guidelines are built into local processes and there is on-going compliance. 4.3 All Trust staff are required to familiarise themselves with this policy and with the guidelines for receipt of charitable funds for the Trust (see point 6), if applicable. 5 Head to Toe Charity 5.1 Head to Toe Charity is the official charity for the Trust. It is an NHS charity that is administered and managed by the Corporate Trustee of the Charity. The Corporate Trustee is the Board of Directors. 5.2 All Trust correspondence or interaction with external charities should involve a representative from Head to Toe Charity. Members of staff should contact the Charity Manager for Head to Toe Charity for a suitable representative. 5.3 Head to Toe Charity is legally responsible for all donations to the Trust s charitable funds and is the sole charity for all staff, patients, families or members of the public who wish to raise money for the Trust s charitable funds. 5.4 Head to Toe Charity holds charitable funds for the Trust as a whole, which can be used for any charitable purpose that benefits the work of the Trust. 5.5 Head to Toe Charity also holds charitable funds for individual wards, departments, areas, services and conditions treated across the Trust. For example, Maple wards, The Phoenix Centre, district nurses across Cambridgeshire, mental health, diabetes. These are managed by Fund Advisors, normally relevant members of staff, who manage spending from their funds. Lists of individual funds are available on both the Head to Toe Charity website and the intranet. 5.6 Head to Toe Charity is able to provide fundraising and charitable giving advice, support and materials for all staff, patients, families and members of the public who wish to raise charitable funds for the Trust. 5.7 All fundraising for Head to Toe Charity must be registered, in advance, with the charity to allow fundraising staff to provide support and ensure that the fundraising follows legal requirements and good fundraising practice. 7

8 5.8 Contact details for Head to Toe Charity are: Tel: Web: 6 Trust staff - charities and fundraising 6.1 During working hours and when on Trust premises, all Trust staff will direct patients, service users, families, carers, governors, volunteers, Trust members, other stakeholders and members of the public wishing to fundraise for or make a donation to the Trust to Head to Toe Charity. Outside these times, Trust staff wishing to promote Head to Toe Charity and its work for the Trust are directed to speak with Head to Toe Charity staff about how they can best help and promote the cause. 6.2 Procedures are in place for the receipt of charitable funds by Trust staff, which detail the process required to ensure funds reach Head to Toe Charity quickly and securely. These are detailed within the Head to Toe Charity s Charitable Funds Guide, see Appendix Staff should ensure that all donations received, whether cash or cheque, are remitted accurately, promptly and with all known details including who to contact to Head to Toe Charity, which enables the Charity to acknowledge the donor in a timely manner, as is appropriate for such a generous donation. In addition, staff are asked to pass on any details known regarding the reason for donation, e.g. in memory or took part in a 10k run, to the charity to help enhance the acknowledgement. 6.4 Staff are encouraged to thank donors personally in a method they deem appropriate, e.g. letter, telephone call, or in person, but are not required to do so as Head to Toe Charity will acknowledge all donations received with a thank you letter to the donor. 6.5 Staff who are offered gifts from service users, relatives, carers, contractors or others, are subject to the provisions of the Trust s Standards of Business Conduct policy. Staff are encouraged to consider directing these individuals to Head to Toe Charity as an alternative way of showing their gratitude to the Trust and its staff members. 6.6 Procedures are in place for all Trust staff to access the charitable funds held by Head to Toe Charity to support patients, service users, families, carers and staff in their area. These are detailed within the Head to Toe Charity s Charitable Funds Guide, see Appendix 1. 8

9 6.7 Trust staff are encouraged to work in partnership with Head to Toe Charity to promote charitable giving and fundraising for their ward, department, area or condition, as well as for the Trust as a whole, in order to increase and sustain the charitable funds available to them to benefit their patients, service users, families, carers and staff. 6.8 Fundraising by Head to Toe Charity and supporting charities may benefit from the involvement of Trust staff with the express permission of their line manager. Staff participation in these fundraising activities is entirely voluntary and should, in general, happen outside of working hours, unless the activity is included within a staff member s routine job description, for example the Communications and Marketing team may publicise a fundraising story which furthers the aims of their event or department. 6.9 Approval for charitable fundraising for Head to Toe Charity during working hours should be discussed with and approved by the line manager prior to engaging in any activity. In occasional circumstances, a staff member can be permitted by a line manager to participate in a particular fundraising or charitable activity during their working hours and where it is not part of routine work. For example, making a member of staff available for a photograph for charity materials, attending a cheque presentation from a fundraiser or donor, giving a talk to promote a charity s work. In these occasional circumstances Trust staff will generally not be asked to make the time up. However, this is at the discretion of the line manager and staff should clarify this before engaging in any activity. Managers should give consideration to the intended benefit of the activity, including the ongoing goodwill that an activity has the potential to generate. However, this should never be to the detriment of patient care or services Where a staff member is fundraising for a charity other than Head to Toe Charity or a supporting charity, they should ensure that they do so in a purely personal capacity. Use of Trust facilities, brand and assets, e.g. Trust , is not permitted with the exception of major national fundraising events (see point 9) and with the prior approval of the Charity Manager Personal fundraising activity must not conflict with priority Trust fundraising activity by Head to Toe Charity and/or supporting charities Staff may occasionally be involved in ideas for new charitable initiatives that support the work of the Trust. All such proposals should support the strategic objectives of the Trust and must be referred to the Charity Manager in the first instance. Head to Toe Charity will be able to give advice on the validity of these proposals and whether they can be achieved via charitable funds Staff receiving requests for in memory plaques, benches or other items on Trust premises must refer the request to the Charity Manager. 9

10 7 Trust premises, facilities and assets charities and fundraising 7.1 Subject to availability, operational requirements and with prior agreement, the Trust will permit Head to Toe Charity to use Trust premises for fundraising and charitable activities for the benefit of the Trust. 7.2 Subject to availability and operational requirements, the Trust will permit supporting charities to use Trust premises for fundraising and charitable activities for the benefit of the Trust. Such use requires the approval of Head to Toe Charity and/or the CFMC to ensure any liability or insurance issues are adequately resolved and is entirely at their discretion. 7.3 Trust premises and facilities will normally be provided to Head to Toe Charity and supporting charities for fundraising and charitable activities without charge, unless the event is over an extended period of time or where additional external costs are incurred e.g. catering. 7.4 Trust premises and facilities should not normally be used for fundraising for any other charity nor for personal fundraising activity, i.e. where the recipient of the fundraising is not Head to Toe Charity or a supporting charity. However, permission may be granted for specific activities at the discretion of the CFMC, on a case by case basis. 7.5 All fundraising and charitable materials and products for Head to Toe Charity are permitted throughout Trust premises, where appropriate and agreed with directorate leads. These include but are not limited to leaflets, posters, newsletters, collection tins and devices, banners, plaques, stickers and signage. 7.6 The fundraising and charitable materials and/or products e.g. collection tins of all other charities are not permitted on Trust premises, with the following exceptions: Information materials e.g. leaflets about related charities and the services they provide for patients, service users, families, carers and staff are permitted on Trust premises. However, these must not contain fundraising or charitable giving messages or requests. Clarity should be sought from Head to Toe Charity if there is any uncertainty Those fundraising materials and/or products of supporting charities that are approved by Head to Toe Charity and the CFMC to be on Trust premises Fundraising materials for major national fundraising appeals are permitted only for the period of the appeal (see point 9). 7.7 The Trust does not permit in memory plaques, benches or other items on Trust premises that are obviously in memory or that contain those words. Such items on view can be distressing for current patients, 10

11 service users and families and can create a negative atmosphere. In exceptional circumstances, the CFMC may permit such an item of remembrance and celebration of life but it is at their discretion and on a case by case basis. All such requests should be directed to the Charity Manager of Head to Toe Charity. 7.8 The Trust will provide office and/or retail space on Trust premises for Head to Toe Charity. No other charities will be based on CPFT property, unless approved by the CFMC on a case by case basis and in exceptional circumstances. 7.9 Office and/or retail space provided by the Trust to Head to Toe Charity will be charged at the discretion of the CFMC, who may decide not to charge at all. 8 Trust communications and marketing 8.1 The Trust s Communications and Marketing team will work closely with Head to Toe Charity and supporting charities to internally and externally promote their fundraising or charitable appeals, activities, achievements and events that support the Trust. This includes any fundraising activities of Trust staff. 8.2 Any fundraising activity not for Head to Toe Charity or supporting charities will not be promoted internally or externally by the Trust, with the exception of major national fundraising events (see point 9). 8.3 Any support, financial and non-financial, received by the Trust from related charities will be suitably acknowledged internally and externally, adhering to grant terms and conditions where needed. 9 Major national fundraising events Staff participation in major national fundraising events e.g. Comic Relief, Poppy Appeal and Children in Need) - will continue to be encouraged during the period of each appeal. If you are unsure if a fundraising event qualifies as a major national fundraising event, please contact the Charity Manager for clarification. 10 Education and training requirements None required 11 Accountability, compliance and review 11.1 This policy will be reviewed every three years or earlier, if appropriate, by the CFMC in order to take into account any changes to legislation or guidance. 11

12 11.2 All managers within the Trust are responsible for ensuring compliance to this policy (see 4.2) All supporting charities are asked to send a copy of their annual report and accounts to the CFMC The CFMC will maintain a list of all the Trust s current supporting charities. See Appendix Trust staff, members and governors are invited to be considered for membership of the CFMC when vacancies arise. 12 Relevant documents and procedures 12.1 Head to Toe Charity produces a number of documents that give detailed guidance on donations, fundraising and accessing charitable funds. These are: Charitable Funds Guide (see Appendix 1) List of CPFT s supporting and related charities (see Appendix 2) These documents are also available on the Head to Toe Charity website ( or via the Trust s intranet All fundraising activity talking place on Trust premises must comply with all relevant procedures and policies, including but not limited to: Patient confidentiality Information Governance Infection control Health and safety Anti-fraud and bribery Standards of Business Conduct 13 References and acknowledgements Sheffield Teaching Hospitals NHS Foundation Trust Fundraising Policy, Version 4 - Sheffield Hospitals Charity and Julie Wright, Deputy Director of Finance Health & Social Care (Community Health & Standards) Act 2003, Section 22 12

13 Appendix 1 Charitable Funds Guide

14 Charitable Funds Guide Version 1

15 Contact details Head to Toe Charity Elizabeth House Fulbourn Hospital Cambridge Road Cambridge CB21 5EF Tel: Web: Registered Charity No For financial enquiries, please contact Serco s charity team: Serco Kingfisher House Hinchingbrooke Business Park Kingfisher Way Huntingdon PE29 6FH Tel: Rosemary Walker rosemary.walker@serco.com Graham Moulds graham.moulds@serco.com Gergo Meszaros gergo.meszaros@serco.com Page 2 Head to Toe Charity Charitable Funds Guide, Version 1

16 Contents Introduction 5 Page Who we are 5 What we do 5 Purpose of this guide 5-6 Further guidance 6 Operating a charitable fund 7 Types of charitable funds 7 Fund advisors 8 What is a fund advisor? 8 What are the responsibilities of a fund advisor? 8-9 Fund statements 9 Opening a new fund 9 Inactive funds 9 10 Closing a fund 10 Financial administration 11 Allocation of operating expenses 11 Allocation of investment income 11 Investment reserve income 11 Charitable income 12 Introduction 12 Charitable giving 12 Donations 12 Acceptance of charitable donations by CPFT staff Thanking supporters 13 In memory donations 13 Legacies and gifts in wills 13 Gift Aid 14 CAF vouchers 14 Fundraising 14 Charitable trading 15 Income from course fees 15 Research grants 15 Professional fees 15 Raising an invoice for services provided Refusing income 16 Head to Toe Charity Charitable Funds Guide, Version 1 Page 3

17 Contents Charitable expenditure 17 Page Introduction 17 What can charitable funds be used for? 17 Public benefit test Public perception test 18 Examples of charitable expenditure 18 How do I access charitable funds? 19 Scheme of Delegation 20 Accessing funding up to Accessing funding from 1,000 to 4, Accessing funding from 5,000 to 9, Accessing a grant of 10,000 and over Strengthening your application 23 Terms and conditions 23 Grant monitoring 23 Fund expenditure procedure 24 Ordering goods and services 24 Minor items of expenditure 24 Reclaiming committed expenditure 24 Appendices 25 Appendices index 25 Page 4 Head to Toe Charity Charitable Funds Guide, Version 1

18 Introduction Who we are Head to Toe is the official NHS charity for Cambridgeshire and Peterborough NHS Foundation Trust (CPFT), supporting people of all ages receiving mental health, community and social care across Cambridgeshire and Peterborough. An NHS charity is one of a number of charities created to handle charitable funds on behalf of NHS Trusts. The charity in its present form is a result of grouping a number of NHS charitable funds under one Corporate Trustee CPFT and was most recently known as Cambridgeshire Mental Health and Primary Care Trusts Charitable Fund or just charitable funds. The new charity took the name Head to Toe Charity in July 2017 when it started proactively fundraising, to better represent the role and function of the charity. Head to Toe Charity is registered with the Charity Commission for England and Wales ( ). As a registered charity, Head to Toe is under a legal duty to comply with charity law and the regulatory requirements of the Charity Commission, including the duty to ensure that all gifts are spend for the maximum public benefit and in a way that is consistent with donors wishes. The Corporate Trustee is responsible for the charity s activities. What we do We want everyone who needs CPFT s services receives the best possible care and support. Our mission is to enhance CPFT s ability to improve the health and well-being of the people it serves and the staff who care for them. Thanks to the generosity of our supporters, we do this by raising funds and investing these in four key areas across CPFT s services: Enhancing care and treatment for individuals and families. Providing hope and support for patients, service users, their families, carers and staff. Funding pioneering research and innovation to transform healthcare, now and in the future. Raising public awareness and understanding of mental health and long-term physical conditions. Purpose of this guide This guide is designed for the use of all NHS staff but will be of particular relevance to fund advisors. All NHS staff are asked to follow this guidance when dealing with charitable funds so that Head to Toe Charity can meet all its statutory obligations, maintain high standards in Head to Toe Charity Charitable Funds Guide, Version 1 Page 5

19 governance and financial management, and respect the wishes and expectations of all donors and supporters. Please contact Head to Toe Charity if you have any queries. This guide is not designed to replace the personal assistance provided by the staff of the charity. This publication is the first version of the guide (December 2017). Further guidance This guide should be read in conjunction with CPFT s Standing Financial Instructions, Standing Orders and Scheme of Delegation, which are available on request. Any charitable expenditure within the Trust must be within the Trust s policies and procedures and with express support of the relevant Trust itself. For all the latest news and information about the Charity, please check our public website or contact us directly (see Contact details on Page 2). Key documents are also available on the Trust s intranet. Page 6 Head to Toe Charity Charitable Funds Guide, Version 1

20 Operating a charitable fund Types of charitable funds Head to Toe Charity holds all the charitable funds for CPFT. Each fund has a five digit number composed of three letters and two numbers - e.g. TAA22 and always starts with the letter T. There are two types of funds: Unrestricted and Restricted. Unrestricted funds also are subdivided into: General funds and Designated funds. Unrestricted funds General funds Money donated for general purposes across CPFT and are used where they are needed most or where designated/restricted funds don t exist. Designated funds Money donated where a donor has expressed a preference for its area of use but without imposing a binding trust. The Trustee can remove the designation of the fund at any time if circumstances require it, for example, a department closes. Restricted funds Money donated where a donor has placed an unequivocal restriction on it, for example, by saying it must be used for a specific purpose or by giving to an appeal. These funds are often a result of legacies left to the Charity. A restricted fund will only be created where a binding restriction has been imposed upon a gift. Head to Toe Charity s policy is to encourage designated rather than restricted donations, except in circumstances created by a specific fundraising appeal. This is due to the limited nature of restricted donations. The Charity will always seek to follow the donors wishes but in the unlikely event of a service closing or other circumstances that change meaning the objectives of a restricted fund become impossible then the flexibility of a designated fund means the donations can still be used in the spirit of what the donor originally intended. Head to Toe Charity Charitable Funds Guide, Version 1 Page 7

21 Fund advisors What is a fund advisor? As Corporate Trustee, CPFT holds charitable funds on trust for the benefit of CPFT and the NHS and have a fiduciary duty to manage and expend these funds for the public benefit. Once funds are paid into the Charity they become the property, held on trust, of the Corporate Trustee. However, the Trust Board of Directors recognise that they have limited knowledge of many different aspects of the services, research and education provided throughout CPFT and so must take expert advice from Trust staff in order to discharge their responsibilities. The Trustee appoints fund advisors who they look to for this advice. Fund advisors do not own charitable funds, but provide valuable advice and guidance on how funds might be best spent in their areas. They also help the Trustee to fulfil its obligation to spend charitable funds in a timely manner according to the donors wishes. Fund advisors are also sometimes referred to as fund holders or fund managers. What are the responsibilities of a fund advisor? Head to Toe Charity appoints a minimum of two fund advisors for each charitable fund. These are contracted (substantive or honorary) members of CPFT staff and usually operationally significant in the area for which they hold a fund, e.g. service managers, modern matrons, ward managers. Fund advisors co-ordinate charitable income and expenditure related to their fund(s) and monitor fund balances, receiving regular fund statements. The Trustee delegates spending responsibilities to them so they are able to authorise expenditure up to certain limits (see Scheme of Delegation on page 20). They also initiate spending requests above these limits but with additional authorisation. They also work with the Charity to help maximise the benefits of their fund(s), which includes: Ensuring their fund remains active with both income and expenditure. Making certain that staff in their department know how to handle charitable income. Encouraging staff to get involved with fundraising for Head to Toe Charity. Making information readily available and accessible for patients and staff about how to make a donation or fundraise for the Charity and their fund. Being open and available to staff members wanting to discuss spending opportunities. Involving staff members and colleagues on decisions of charitable spending Making sure the Charity is aware of all charitable expenditure from their fund so they can convey that information to supporters. Ensuring the Charity receives details of approved charitable expenditure from their fund including evidence of Trust support, where required (see page 20). Being united and collaborative in decision making with the Charity and other fund advisors. Head to Toe Charity holds a list of fund advisors, including contact details and signatures for verification purposes. The Charity must be notified by fund advisors of any change in circumstances as soon as possible, e.g. retirement, leaving post or change of details by Page 8 Head to Toe Charity Charitable Funds Guide, Version 1

22 completing a Fund Advisor Amendment Form (see Appendix 1) and returning it to Serco s charity team (see Contact details on Page 2). Head to Toe Charity reserves the right to suspend or remove fund advisors where there is evidence of maladministration, misapplication of funds or fraud. Fund statements Monthly fund statements are ed to fund advisors. Statements show individual movements of the funds for the relevant month. An example is included in Appendix 2. Fund advisors should review their fund statements to ensure there are no unexpected transactions. Queries on statements should be directed to Serco s charity team (see Contact details on Page 2). The fund statement includes a summary of the opening balance of the fund as at the beginning of the financial year, the total expenditure and income to date during the financial year, and the closing balance to date. An analysis by outgoing and incoming type is also included within the statement, to allow fund advisors to have oversight of transactions on a monthly basis. Please note a fund is not permitted to be overdrawn, it is the responsibility of the fund advisors to ensure adequate funds are available for any expenditure needs. Opening a new fund Head to Toe Charity manages over 100 unrestricted, restricted and designated funds for specific wards, areas, departments, clinics, research activities and fundraising appeals across CPFT. In order to ensure funds are used effectively and for the simplicity of administration, the Charity aims to keep the number of funds to a minimum and so considers requests for additional funds very carefully. Where no existing fund relates to the purpose required, a request to open a new fund should be submitted to the Charity for consideration by completing a New Fund Request Form (see Appendix 3). This will be reviewed by the Director of Finance and, if supported, a fund will be created and you will be notified. Head to Toe Charity keeps a current list of all funds in holds which is available on its website. Inactive funds Under charity law, the Trustee has a duty to ensure that all donations are used within a reasonable timescale, taking account of the Charity s overall budgetary constraints. This is supported by Charity Commission guidance. It is the responsibility of fund advisors to ensure that funds remain active, which involved encouraging fundraising, receiving donations and charitable expenditure. If the fund is of a significant size, it is essential to have a plan of expenditure that meets the criteria of using the funds over a reasonable timescale, for example, three years. If the fund advisors have such a plan or plan to accumulate funds for a future commitment, then please discuss this with the Charity Manager. Head to Toe Charity Charitable Funds Guide, Version 1 Page 9

23 The Charity monitors fund activity on a regular basis. Should a fund be inactive, the Charity will contact the fund advisors to discuss a way forward. This could include submitting a plan of future expenditure, merging with a closely related fund or closure of the fund and transfer of the balance to the charity s general unrestricted fund, where it can be used where the need is greatest. If Head to Toe Charity does not receive a response regarding inactive funds, it is likely that action will be taken by the Charity as outlined above. Closing a fund Closure of a fund can be made by written request of the fund advisors or can be initiated by Head to Toe Charity. Funds can be closed as a result in inactivity (as detailed above) or if a fund balance falls to a low level and there is no more expected income. Any remaining fund balance will be transferred to an appropriate fund. Page 10 Head to Toe Charity Charitable Funds Guide, Version 1

24 Financial administration Introduction The following section describes the way in which operating expenses and investment returns are allocated to funds on a monthly basis. More detailed information can be obtained from Head to Toe Charity, if required. Allocation of operating expenses Head to Toe Charity s operating costs include governance, management and fundraising costs. Total operating costs, less any fundraising costs directly allocated to specific funds, will be allocated to individual funds pro-rata to average month-end balances. Allocation of investment returns Head to Toe Charity invests funds with managed equity investments, interest bearing bank accounts, investment properties and programme-related investments. Net investment returns will include investment income, realised capital gains (or losses) and unrealised capital gains (or losses) less investment management costs. Net investment returns may be positive or negative and will be allocated to individual funds pro-rata based on month-end balances at the point in time of which the return is realised. Investment reserve fund Head to Toe Charity maintains an Investment Reserve Fund in order to smooth returns to individual funds over time. This means the charges previously suffered by funds are levied at Charity level, meaning that no fund should suffer a charge except where there are substantial investment losses in the period which cannot be absorbed by the Charity s reserves. This reduces the risk of funds having negative balances, which is not permitted. Head to Toe Charity Charitable Funds Guide, Version 1 Page 11

25 Charitable income Introduction Head to Toe Charity receives the majority of its income from patients, service users, their families, carers, staff and members of the public through charitable giving and fundraising, without which the Charity wouldn t be able to continue its funding across CPFT. Charitable trading is income from trading activities that contribute to the furtherance of charitable objectives. Head to Toe Charity will only accept primary purpose trading, which is defined as trading that contributes directly to the furtherance of Head to Toe Charity s objects which are defined by statute as for any charitable purpose relating to Cambridgeshire and Peterborough NHS Foundation Trust and the NHS. Charitable giving Donations An individual, organisation or entity can make a donation to Head to Toe Charity in any of the following ways: Online Visit to make a one-off or regular donation securely by credit/debit card or PayPal account. Post Cheques, postal orders and CAF vouchers (made payable to Head to Toe Charity) should be posted to the Charity s office at Elizabeth House (see Contact details on Page 2). Cash should not be sent in the post. All cash donations should be brought to the Charity office or a cashier office. Telephone Call the Charity on to make a donation securely over the phone by credit or debit card. In person Make a donation by any payment method via the Charity s office at Elizabeth House (see Contact details on Page 2) or at a cashier s office. A full list of cashier s offices are available on the Charity s website. Acceptance of charitable donations by CPFT staff Staff are encouraged to direct donors to make a donation in one of the ways previously mentioned but if this isn t possible then CPFT staff can accept donations on behalf of the Charity using a donation envelope. Page 12 Head to Toe Charity Charitable Funds Guide, Version 1

26 Staff are asked to complete the donation envelope and place the cash, cheque, postal order or CAF voucher inside. The tear off strip should be used to provide the donor with a receipt, if required. To complete the envelopes, the staff member should detail the donor s full name and address, signature, Gift Aid declaration (if appropriate) and the fund number (if applicable) as a minimum. Completed envelopes should be taken in person to the Charity s office at Elizabeth House or to a cashier s office as soon as possible. Thanking supporters Head to Toe Charity acknowledges all donations received with a thank you letter (or similar) to the donor within 48 hours, provided contact details are received with the donation. Staff are encouraged to thank donors personally in addition to this, especially if there is a strong personal relationship with the supporter, but is it not necessary. Staff are asked to ensure all donations they receive reach Head to Toe Charity as soon as possible. This is extremely important as it means donors receive a prompt thank you letter from the Charity, something they very much deserve for such generosity. In memory donations Head to Toe Charity can accept donations in memory of a loved one for any charitable funds, either directly to the Charity or gifted via funeral directors. If staff are aware that a donation is in memory of a loved one they are asked to pass this information on to the Charity with the donation. Donations at funerals and funeral directors Head to Toe Charity can provide personalised donation envelopes for relatives, friends and colleagues. These can also be sent to the funeral directors involved, if required. The Charity can also liaise with funeral directors regarding donations in lieu of flowers. Enquiries should be directed to the Head to Toe Charity team or to our website. Legacies and gifts in wills If an enquiry is received from an individual who wishes to leave a gift in their will for the benefit of the Charity, please direct them or their solicitor to Head to Toe Charity. All correspondence regarding legacies must be passed to the Charity who will manage all aspects of the gift. In no circumstances should a fund advisor or other staff member attempt to deal with the administration of a legacy directly. Further details are available on our website. Head to Toe Charity Charitable Funds Guide, Version 1 Page 13

27 Gift Aid Personal donations can often be increased with Gift Aid. Gift Aid is a scheme from Inland Revenue that allows charities to claim back income tax on donations from individuals who are eligible UK taxpayers at no extra cost to them. This currently increases their donation by 25%. Head to Toe Charity can claim Gift Aid if the donor has completed a Gift Aid declaration, which can be found on the Charity s donation envelopes and Gift Aid declaration forms. Gift Aid can not be claimed on donations from companies. Gift Aid can only be claimed on fundraising money if the fundraiser as asked their supporters to complete a Gift Aid declaration for their individual donation to the fundraising activity i.e. by using a sponsorship form or via an online sponsorship site such as JustGiving. The Charity cannot claim Gift Aid from the fundraiser for a personal donation made by someone else in support of their fundraising. The form and further details can be found in the Gift Aid section on our website. CAF vouchers CAF (Charities Aid Foundation) vouchers are used by individuals and organisations to donate money in a tax effective way to any charity of their choice. These are not cheques and cannot be banked. Any voucher received for a fund, together with any accompanying correspondence, should be forwarded directly to Head to Toe Charity for crediting to the appropriate fund. Fundraising There are many different and fun ways you can fundraise for Head to Toe Charity and in joining us, you join an incredible community of people who give their time, talents and energy to help the 100,000 people across Cambridgeshire and Peterborough who need CPFT s care every year. Anyone who is interested in fundraising for CPFT whether staff, patients, service users, families, carers, companies, groups, schools or members of the public should be encouraged to contact Head to Toe Charity. Funds can be raised for specific ward, department or area or to enhance services across CPFT where staff members tell us it is needed most. All fundraising for charitable funds should be registered with Head to Toe Charity. This is because the Trustee is legally responsible for all money raised under the Charity s registration number and because the Charity team are on hand to help achieve the greatest benefit from any fundraising activities. The Charity team can provide fundraising advice and guidance on any relevant laws and regulations as well as providing promotional fundraising materials such as t-shirts, running vests, collection buckets, banners to help support the event or activity. They can also help to promote any fundraising or showcase achievements through their website, social media, publications, local media and through the CPFT communications channels. For more information your can contact the Charity directly or go to the Get involved section on our website. Page 14 Head to Toe Charity Charitable Funds Guide, Version 1

28 Charitable trading Income from course fees Income from training courses falls into the category of charitable trading under Charity Commission guidance and is subject to the following minimum requirements: The course must fall within the primary purpose of the Charity. This purpose is fairly wide and means that the course must have a health-related educational content. A written proposal should be forwarded to Head to Toe for approval prior to publicising any course that is to be run. Evidence should be provided that the course will not incur a loss. All income from attendees and expenditure must be credited or charged gross to the relevant fund (i.e. expenses cannot be deducted from income) as it is a requirement to account for all such income and expenditure separately in the annual accounts. All course documentation should clearly state that the income is to be credited to Head to Toe Charity the official NHS charity for Cambridgeshire and Peterborough NHS Foundation Trust. Registered Charity No This is a statutory requirement under charity legislation. The documents should also name the individual fund that is to benefit from the income. Research grants Money can also be received from outside organisations such as grant-making charities and pharmaceutical companies for research purposes. The Charity can only accept research funding that meets the following requirements: All research to be funded must be approved by the Trustee before commencing; There must be perceived public benefit from the research; The results of the research are to be published in the public domain and are not the sole property of the sponsor/funding body; and The subject matter of the proposed research is a useful subject of study. Professional fees Fees assigned to charities in advance by employees are not regarded as the employee s taxable income as long as the assignment is by written legal agreement and arrangements have been made for them to be paid directly to the charity involved. Fees, which are not correctly assigned in advance and not made over to the charity, cannot be accepted by the Charity. Professional fees earned by third parties can also be assigned to the Charity if the assignment is a legal agreement. Fees earned by individuals should not be credited gross to the Charity. By doing this, the individual has effectively reduced the amount of income they have earned by the amount gifted to the Charity. Instead, the individual should include the fee in their accounts and then make the donation to the Charity. The Charity can accept these payments but advise the individual that they should return this income on their tax return. Head to Toe Charity Charitable Funds Guide, Version 1 Page 15

29 Report fees for items such as police statements are essentially payment for the provision of a service and, therefore, cannot be accepted by the Charity. Raising an invoice for services provided To raise an invoice for money owed to a charitable fund, please contact the Serco charity team (see Contact details on Page 2) to complete a debtor requisition form. This will be formally raised against your fund and payment can be monitored and then accurately allocated to your fund upon receipt. Please note: The individual who requests the invoice to be raised is responsible for chasing unpaid debts and the Charity will monitor all unpaid amounts. It is important to ensure the payee quotes the relevant invoice reference on all correspondence, any bank transfer and the back of all cheques. Remittance advice may be posted or ed to Serco s charity team (see Contact details on Page 2). Head to Toe Charity s policy is to write off debts as a charge to the original fund when they remain unpaid after one year. Refusing income Head to Toe Charity monitors income and may refuse income if it has been offered: for a purpose that is not consistent with the Charity s objectives; or from a source or on terms that are not acceptable to CPFT or its ethical policy; or for a purpose that CPFT is unable to fulfil. It is the policy of the Trustee not to invest in or accept money from tobacco companies. Page 16 Head to Toe Charity Charitable Funds Guide, Version 1

30 Charitable expenditure Introduction All staff employed within CPFT (an external individuals or organisations in some cases) can apply for grants from Head to Toe Charity to enhance the services CPFT provides for the benefit of patients, service users, their families, carers and staff. This section sets out the types of expenditure that charitable funding can cover and gives details on how to apply for funding and process payments. What can charitable funds be used for? The Charity s objects i.e. what it funds - are for any charitable purpose relating to Cambridgeshire and Peterborough NHS Foundation Trust and the NHS. All expenditure must comply with CPFT s policies and procedures. All expenditure from Head to Toe Charity funds must satisfy each of the following criteria to meet the requirements of charity law: It is consistent with the Charity s objects; It is for a charitable purpose; It will result in public benefit; It is in accordance with the donor s wishes; and It is for a purpose that is over and above what the NHS would normally provide. Expenditure must meet patient benefit and public perception tests, and confirmation that these are satisfied is a routine part of expenditure claims. Retirement buffets and departmental meals can lead to tax implications as may be seen as benefit in kind and as such are not supported. Expenditure on accommodation and subsistence should be kept to a reasonable level. Expenditure on meals should not include alcoholic drinks. All travel claims will be paid at the standard class rate, unless there are specific and justifiable circumstances where first or business class travel should be considered. In this situation these circumstances must be raised with the Charity in advance of finalising travel arrangements and the rate to be paid agreed. Such circumstances may apply where a train journey exceeds an hour in each direction, however first class travel may only be used in off-peak times subject to taking advantage of any discounts available and the cost being less than a standard return fare. Public benefit test All charitable expenditure should ultimately be for the public benefit. Such benefit may take the form of improved clinical services and outcomes, or enhanced service user experience. Head to Toe Charity Charitable Funds Guide, Version 1 Page 17

31 Where the immediate benefit of expenditure is for staff welfare or development, there should be a clear evidence of how this will improve services for patients and service users, for example though enhancing relevant staff skills or encouraging staff innovation. Public perception test When considering using funds, a person should ask themselves: Would someone who puts a pound in a collection tin be happy for it to be spent in this way? Would you be proud to tell a donor about this expenditure and the difference it is making? Would you be confident is defending this as a charitable purchase or should it have come from an NHS budget? Examples of charitable expenditure Accepted charitable expenditure If in line with charitable expenditure, the following are examples of acceptable charitable expenditure: Invoices for goods or services Social activities (if approved by the Charity) Procurement requisitions Conference or course bookings Work carried out (e.g. lecture fees) Salaries Not accepted charitable expenditure The following items are examples of unacceptable charitable expenditure or expenditure that needs prior approval from Head to Toe Charity: Gifts for staff Department meals Retirement buffets Hospitality and away days (if not an approved social activity) Alcoholic drinks Some trading activities Page 18 Head to Toe Charity Charitable Funds Guide, Version 1

32 How do I access charitable funds? If you wish to make a purchase with charitable funds, the first step is to discuss the purchase with your line manager, to ensure they approve and to establish if NHS funding exists. The following chart shows how to establish if the Charity can help you with your purchase and how best to access our funds. If you are still unsure, please contact the Charity for help. Does NHS funding exist? NO Does the purchase meet the requirements for charitable expenditure? YES Speak to your local fund advisor or the Charity. Are there designated or restricted charitable funds available for your area? YES NO NO You cannot access charitable funds Discuss with your line manager about accessing alternative fundraising. Is the purchase something you or the Charity could fundraise for? NO YES YES You can apply for funding from the Charity Follow the guidance notes on the following pages about applying for funding. Contact the Charity Discuss options for fundraising and increasing income for a fund in your area. Head to Toe Charity Charitable Funds Guide, Version 1 Page 19

33 Scheme of Delegation To make a purchase from charitable funds you will need your purchase to be authorised by two fund advisors (on behalf of the Trustee) plus the relevant addition approval over specified limits as detailed below: Expenditure amount Fund advisors required Additional approval required Grant application form required? Up to 999 Two Fund Advisors None required No 1,000 to 4,999 Two Fund Advisors 5,000 to 9,999 Two Fund Advisors 10,000 and over Two Fund Advisors One Associate Director* Relevant to area of purchase. One Director Either the Director of Finance or the Chief Executive. Corporate Trustee (Board of CPFT) Responsibility is designated to the Charitable Funds Management Committee No Yes Yes *For matters outside the directorate structure, the Charity Manager or appropriate line manager takes the place of the Associate Director. Important note: Using multiple funds to make a charitable purchase is an accepted approach for payment. However, the authorisation required would be based on the total amount across the funds, not for each individual fund i.e. a purchase of 1,500 across two funds still requires additional approval from an associate director (as per the Scheme of Delegation) even though the amount charged to each fund is less than 1,000. A full list of fund advisors for each area of CPFT is available on our website Evidence of Trust support Evidence of Trust support for the purchase is required for all expenditure from charitable funding and grants. Therefore, ensuring your line manager is aware of your purchase prior to any application for funding is essential. Expenditure for IT equipment must be accompanied by evidence of support from the CPFT and Serco IT and Business Technology department. Evidence of support from CPFT Infection Control is required, where necessary. For funding under 5,000, ensuring the appropriate evidence is obtained is the responsibility of the funding/grant applicant and should be provided to the Charity, if asked for, prior to any expenditure commitment. Page 20 Head to Toe Charity Charitable Funds Guide, Version 1

34 For funding of 5,000 and over, the appropriate evidence will be documented on the Charity s Grant Application Form, as part of the application process, in the form of signatures from the appropriate CPFT staff members. Accessing funding up to 999 Fund advisors have delegated authority from the Trustee to approve funding requests up to 999 without additional approval being required and so they should be your first point of contact if you have a purchase. You will need two fund advisors to approve your purchase. No Charity application form is required but fund advisors should ensure written records are passed on to the Charity with details of the expenditure. Once you have this approval, you will need to follow the fund expenditure procedure detailed on page 24. Accessing funding from 1,000 to 4,999 Fund advisors have delegated authority from the Trustee to approve funding requests from 1,000 to 4,999 with the additional approval from a relevant associate director for the area of purchase. They should be your first point of contact if you have a purchase. You will need two fund advisors and one associate director to approve your purchase. No Charity application form is required but fund advisors should ensure written records are passed on to the Charity with details of the expenditure. Once you have this approval, you will need to follow the fund expenditure procedure detailed on page 24. Accessing funding from 5,000 to 9,999 The Charity Manager should be your first point of contact for funding requests from 5,000 to 9,999. The Charity Manager will make note of the application and can provide the applicant with a Grant Application Form (see Appendix 4). Fund advisors have delegated authority from the Trustee to approve funding requests from 5,000 to 9,999 with the additional approval from a relevant director for the area of purchase. You will need two fund advisors and director to approve your purchase using the Grant Application Form. Fund advisors and/or applicants should ensure the Charity receives a completed copy of the form. Once you have this approval, you will need to follow the fund expenditure procedure detailed on page 24. Accessing a grant of 10,000 and over All requests for funding of 10,000 need to go through the Charity s grant application process and so the Charity Manager should be your first point of contact. You will be asked to complete a Grant Application Form which includes obtaining signature approval from two fund advisors. You then need to return the form to the Charity Manager at charity@cpft.nhs.uk. Head to Toe Charity Charitable Funds Guide, Version 1 Page 21

35 Submission to the Charitable Funds Management Committee (CFMC) for approval The Trustee delegates authority to the Charitable Funds Management Committee (CFMC) for decisions regarding charitable grants and funding. The Charity Manager will submit the application at the next meeting of the CFMC for approval. The CFMC meets quarterly to discuss grants and evaluate the impact of grants. Dates of meetings are available on the Charity s website. Occasionally the applicant may be asked to attend the meeting to present their application to the Committee. The Charity Manager will notify the applicant within one week as to whether their application has been successful. Approved grants Successful applicants will receive an electronic Grant Acceptance Form (see Appendix 5) with a copy of the Standard Terms and Conditions (see Appendix 6) of the grant within two weeks of Trustee approval. These should be carefully considered and, if accepted, the acceptance form should be signed and returned to the Charity Manager whereupon a final approval letter will be issued. Applications for a grant for a salaried role Applications for the funding of salaries must be sought for the total salary cost including employer s National Insurance and pension for the funded period. The scheme of delegation must be adhered to according to the total salary requested. Approval will be for a maximum of 12 months. If you require and extension, you must contact the Charity Manager well in advance of the end date. Salary funding will stop at the end of the authorised period, unless an extension request has been received. If during the funded period, there is requirement for a change of personnel for the role, the Charity must be informed. New Head to Toe Charity funded posts must be authorised before advertising. Successful post holder details should then be submitted to the Charity for confirmation before going to payroll. Written authorisation that all Charity funded posts are underwritten by CPFT must be obtained as part of the application process. Strengthening your application To strengthen your application to the Trustee, things to consider are: Concise application form with relevant supporting documents, if applicable Strong evidence of patient and public benefit within CPFT s services Support from your local fund advisor(s) Support from managers within your area If applicable, sufficient quotes with explanation of preference Succinct clarity of purpose Clear impact evaluation and reportability Page 22 Head to Toe Charity Charitable Funds Guide, Version 1

36 Terms and conditions All grants and funding from Head to Toe Charity are made subject to standard terms and conditions, which are available from the Charity. Grant monitoring The Charity and its Trustee are keen to ensure that all charitable expenditure makes a difference for the people that CPFT serve, their families, carers and the staff who care for them. For grants of 5,000 and over, the Charity will send the applicant a Grant Evaluation Form (see Appendix 7) to report on how the funding/grant has been used and the difference it has made. This will be sent out once the project or purchase is complete. For longer projects or activities, an initial form will be sent three months into project for an update and then a final form on completion of the project. For grants under 5,000, this monitoring is a check that the money has been used as agreed. However, it is also an opportunity to tell the Trustee about what difference the project has made. If the project has been a great success, then celebrate it with the Charity. Even if a project has not gone according to plan, there may be useful learning for the project team and the Trustee. Failure to return a completed grant evaluation form may jeopardise your chances of further grant funding from Head to Toe Charity. This would be at the discretion of the Trustee of Head to Toe Charity. It is extremely important that the Charity can demonstrate that it has used its funds in an appropriate way and that there is clear patient and/or staff benefit. By returning your grant evaluation form, you will enable us to fulfil our obligation to our supporters and also help us to publicise the positive impact that our grants have made for people in Cambridgeshire and Peterborough. This will enable us to secure further donations to support projects Head to Toe Charity Charitable Funds Guide, Version 1 Page 23

37 Fund expenditure procedure Approval from the fund advisor and any additional authority must be granted in accordance with the scheme of delegation prior to committing to any expenditure. All charitable expenditure is administrated by the Serco charity team (see Contact details on page 2). All expenditure forms are available via the Charity s website. Please note: charitable funds cannot be used to purchase alcohol, stationery or equipment that should be provided from exchequer funding. Any incomplete forms or forms without the relevant receipts, invoices or documentation that are submitted for payment will be returned and will only delay the processing of payment. Digital signatures are not acceptable. authorisation is only acceptable for purchases under 1000 using a CF1 Requisition Form. Important note: fund advisors cannot sign off their own expenditure/expenses. Where a second signature is not available, then a member of staff that holds the next senior position within the Trust to the fund advisor may authorise the expenditure. Ordering goods and services Except in exceptional circumstances and agreed with Head to Toe Charity in advance, all goods and services must be ordered through the CPFT procurement process via Serco Procurement using a CF1 Requisition Form (see Appendix 8). Once complete, the form should be ed to procurementordering.serco.asp@serco.com together with confirmation from the relevant two fund advisors and any additional authority required. Please note: medical equipment and computer equipment purchased wholly through charitable funds can be zero-rated for VAT purposes. A completed VAT Zero-rated Form (see Appendix 9) should be ed to Serco Procurement with the CF1 Requisition Form. Minor items of expenditure Minor items of expenditure that cannot be purchased via the CPFT procurement process can be purchased using a Payment Request Form (see Appendix 10) or a Cash Request Form (see Appendix 11) which must be signed by two fund advisors and the relevant additional authority, if needed. Once complete, the form should be sent with any associated invoices and/or receipts to the Serco Charity team for processing (see Contact details on page 2). In the case of the Cash Request Form, it should be taken to a cashier s office to obtain the payment. Reclaiming committed expenditure If you are reclaiming committed expenditure, this can be done using a Payment Request Form (see Appendix 10) or a Cash Request Form (see Appendix 11) which must be signed by two fund advisors and the relevant additional authority, if needed. Once complete, the form should be sent with any associated receipts and/or invoices to the Serco Charity team for processing (see Contact details on page 2). In the case of the Cash Request Form, it should be taken to a cashier s office to obtain the cash refund. Page 24 Head to Toe Charity Charitable Funds Guide, Version 1

38 Appendices Appendix 1 Fund Advisor Amendment Form Appendix 2 Fund Statement example Appendix 3 New Fund Request Form Appendix 4 Grant Application Form Appendix 5 Grant Acceptance Form Appendix 6 Standard Terms and Conditions Appendix 7 Grant Evaluation Form Appendix 8 CF1 Requisition Form Appendix 9 VAT Zero-rated Form Appendix 10 Payment Request Form Appendix 11 Cash Request Form Head to Toe Charity Charitable Funds Guide, Version 1 Page 25

39 Appendix 1 - Fund Advisor Amendment Form

40 Head to Toe Charity REQUEST TO ADD, AMEND OR REMOVE A FUND ADVISOR Charitable Fund code: Name Of Fund: Hospital: Present Fund Advisor(s): Position Of Fund Advisor(s): Signatures Of Fund Advisor(s): Please state what alteration is to be made to the Fund Advisor(s): New Fund Advisor(s) (print names here): Position of New Fund Advisor(s): address of New Fund Advisor(s): Signature Of New Fund Advisor(s): Please state any special conditions or provisions which relate to this fund: Please return the completed form to: Charitable Funds Department FAO Gergo Meszaros Finance Department Kingfisher House Huntingdon Cambs PE29 6FH gergo.meszaros@serco.com AUTHORISED BY.. DIRECTOR OF FINANCE DATE: Serco in Confidence

41 Appendix 2 Fund Statement example

42 Charitable Fund Interim Statement Fund: CPFT General Fund Fund Code: TMA01 Balance at Statement Date: 000, Details of Income & Expenditure for year to date: 31 October 2017 Balance at 1 st April 2017: 000, Expenditure Total: 000, Income Total: 000, Balance at Statement Date: 000, Serco in Confidence

43 Income and Expenditure Analysis Outgoing Incoming 1313 Supervision Dividends & Interest Tools & Equipment Donations Petty Cash Purchases Legacies Patients Aids Other Fund Income Medical Equipment Fund Transfer from 0.00 NHS Trusts 3035 Provisions Fundraising event Hospitality Staff Uniforms Newspapers Books Stationery Subs/Membership Carriage Charge Staff Travel Accommodation Medical Courses Nursing Courses Other Course Fees Education Materials Maintenance Furniture Office Equipment Hardware Purchases Software Purchases Recreation Other Expenses 0.00 Total Outgoing: 0.00 Total Incoming: 0.00 Serco in Confidence

44 Appendix 3 New Fund Request Form

45 HEAD TO TOE CHARITY ORGANISATION FUND NUMBER Completed by Finance NAME OF FUND INCOME DERIVED FROM:.. (eg donations etc) PURPOSE OF FUND FUND ADVISOR NAME FUND ADVISOR POSITION FUND ADVISOR SIGNATURE.. ADDRESS TELEPHONE.. ADDRESS.. Please state any special conditions or provisions which relate to this fund:- In addition to the fund advisors above statements to be sent to: Name.. Address AUTHORISED BY DATE (Director Of Finance) Please return completed form to Gergo Meszaros/Rosemary Walker, Serco Charitable Funds Dept. Serco Restricted and Sensitive

46 Appendix 4 Grant Application Form

47 Grant Application Form Please read this guidance before completing the application form. The form is designed to be completed electronically, then printed and signed. If you have any queries or require further information, please contact Clare Jones on or Please expand the boxes as required and attach any documents that support your application. To strengthen your application to the Trustee, things to consider are: Concise answers and information with relevant supporting documents, if applicable. Strong evidence of patient and public benefit within CPFT s services. Sufficient financial quotes, with explanation of preference. Succinct clarity of purpose. Clear impact and evaluation reporting. Once complete, please send: 1. A Word document copy (this will be unsigned), plus an optional scanned signed PDF copy, to charity@cpft.nhs.uk. 2. A fully signed hard copy to: Clare Jones Head to Toe Charity Elizabeth House Fulbourn Hospital Cambridge Road Cambridge CB21 5EF Section 1 - About you, as lead applicant Full name Job title CPFT Directorate CPFT department/area Address (for correspondence) address Landline number(s) Mobile number(s) Full name of any other applicants Head to Toe Charity Grant application form Page 1 of 12

48 Section 2 - Overview of your application Please give a short description of the project/item/activity/role for which you are seeking charitable funding, in a style tailored to the lay person, where appropriate. Section 3 - Your application in more detail The Charity s mission is to enhance CPFT s ability to improve the health and well-being of the people it serves and the staff who care for them. We do this by investing funds in four key areas across CPFT s services. Which of these areas is the most appropriate for your application? Please select one area only, if your application falls under more than one area then please chose the one that is most relevant. Enhancing care and treatment for individuals and families Providing hope and support for patients, service users, their families, carers and staff Funding pioneering research and innovation to transform healthcare, now and in the future Raising public awareness and understanding of mental health and long-term physical conditions The Charity holds over 100 charitable funds, some for specific areas and department of CPFT, which charitable fund are your applying to for funding? If you are applying to the Charity unrestricted fund for use where it is needed most across CPFT, then the fund number is TMA01 and the name is CPFT general fund. A maximum of two funds can be used to fund each application. 1 Fund No. Fund name 2 Fund No. Fund name Outline the need for your project/item/activity/role. What is the issue you are hoping to address? Page 2 of 12 Head to Toe Charity Grant application form

49 Please give a more detailed description of the project/item/activity/role for which you are seeking charitable funding, i.e. how are you planning to address the issue? No more than one A4 page in length. Describe how your application will benefit CPFT patients, service users, their families, carers and the staff who care for them. What will the project achieve and how will it make a difference to the issue? For example, faster services, improved service user well-being, enhanced ward environment etc. Please indicate why you think charitable funds rather than exchequer funds should be used to support this application. Head to Toe Charity Grant application form Page 3 of 12

50 Costs please give a breakdown of the main items or categories of expenditure and give the total grant amount you are requesting. Please be brief, you will be asked for more detailed costs further on in this application this is an overall summary only. Item/category Cost ( ) Comments Total grant amount requested ( ) If applicable, detail any cost savings generated for CPFT, including estimated savings per annum. If this grant doesn t cover the total cost of the project, please indicate the source of the balance. Source Amount ( ) Is this funding already secured? (please check box as appropriate) Yes No Section 4 - Costs of your application in more detail Please check the box that corresponds to the type of expenditure that applies to your application and follow the instructions given to complete the application form: Items of building work proceed to Section 5 Items of capital equipment proceed to Section 6 Staff salaries proceed to Section 7 Research projects proceed to Section 8 All other items of expenditure proceed to Section 9 Page 4 of 12 Head to Toe Charity Grant application form

51 Section 5 - Grants for items of building work Total cost of work ( ) (inc. VAT as appropriate) Details of actual work to be undertaken Start date DD/MM/YYYY Completion date DD/MM/YYYY Implementation date DD/MM/YYYY Head to Toe Charity Grant application form Page 5 of 12

52 Section 6 - Grants for items of capital equipment Total cost of equipment ( ) (inc. VAT as appropriate) Details of equipment to be purchased Proposed date of purchase DD/MM/YYYY What length is the warranty period and how much does it cost? What is the life expectancy of the equipment? What are the estimated maintenance costs per annum? What are the estimated running costs per annum? What consumables are required? Estimated cost of consumables per annum How frequently will the equipment be used? How many patients/service users will benefit from the equipment per annum? Will any training be required? If your proposal is for the use of innovative equipment, details of associated training needs and risk assessments must be provided. Page 6 of 12 Head to Toe Charity Grant application form

53 Section 7 - Grants for staff salaries Name of employee If not in post, enter to be appointed Is this a new or existing role? If existing, how has it been previously supported? Duration of funding (max. one year) Start date DD/MM/YYYY Employer Band/Grade and spine point Present annual salary ( ) Increment date DD/MM/YYYY Annual salary after increment date ( ) Other allowances ( ) Employers NI ( ) Superannuation ( ) (specify % used) Working hours or W.T.E Total cost ( ) (from start date) If awarded, how will this role be supported after Charity funding? Head to Toe Charity Grant application form Page 7 of 12

54 Section 8 - Grants for research projects Title of project Details of actual work to be undertaken Start date DD/MM/YYYY Duration Completion date DD/MM/YYYY Expenditure for the first year ( ) (from start date) Expenditure for second year ( ) Expenditure for third year ( ) Total cost ( ) Page 8 of 12 Head to Toe Charity Grant application form

55 Section 9 - Grants for all other expenditure Description of item/category Cost ( ) Comments Total amount requested ( ) Section 10 - Alternative funding details Has this project been submitted elsewhere for funding? Yes No (check as appropriate) If yes, please give details: Name of funder Date submitted DD/MM/YYYY Amount requested ( ) Date of decision by funder DD/MM/YYYY (or date decision expected) Decision of funder (if known) Head to Toe Charity Grant application form Page 9 of 12

56 Section 11 - Any other information in support of your application? If you have attached supporting documents, please indicate how many and their titles: Section 12 - Demonstrating impact and evaluation As outlined in the terms and conditions, if successful in your application, you will have to complete a Grant Evaluation Form for the Charitable Funds Management Committee (CFMC) detailing the effectiveness of the grant. Even if the project has gone to plan, this provides an important learning opportunity for the Charity and so all details good and bad are required in the report. In addition, you may be asked to provide case studies and/or photographs to help Head to Toe Charity demonstrate the impact that its funding is having for patients, service users, their families, carers and the staff and in enhancing the services that CPFT provides. Failure to return a completed Grant Evaluation Form and/or adhere to the terms and conditions of the grant may jeopardise your chances of further grant funding from Head to Toe Charity. This would be at the discretion of the Trustee of Head to Toe Charity. It is extremely important that the Charity can demonstrate that it has used its funds in an appropriate way and that there is clear patient and/or staff benefit. By returning your grant evaluation form, you will enable us to fulfil our obligation to our supporters and also help us to publicise the positive impact that our grants have made for people in Cambridgeshire and Peterborough. This will enable us to secure further donations to support projects. What are your expected outputs and outcomes of your project/item/activity/role? How will you measure and evaluate the effectiveness of the grant requested? Page 10 of 12 Head to Toe Charity Grant application form

57 Section 12 - Authorisation and evidence of Trust support All charitable funding must be authorised by two fund advisors (on behalf of the Trustee) plus the relevant additional approval as per the Charity s Scheme of Delegation. Digital signatures are not acceptable. All grants between 5,000 and 9,999 require the signatures of two fund advisors and one Director, who should be either the CPFT Director of Finance or the Chief Executive. All grants of 10,000 and over require the signatures of two fund advisors and then the Charitable Funds Management Committee. This signature will be obtained by the Charity during the approval process; the applicant doesn t need to obtain this prior to submitting the application. The Charity requires evidence of support from the relevant Associate Director of Operations or line manager in the area of the Trust that the grant will impact. This evidence will indicate that the ongoing revenue implications of this application have been considered by the Trust. If this manager is one of the authorising fund advisors then this can be left blank. Fund Advisors authorisation In signing here, a fund advisor is indicating full approval for this grant application and the subsequent funding expenditure: Fund Advisor 1 Signed Date Print name Fund Advisor 2 Signed Date Print name For applications between 5,000 and 9,999 only: Director Signed Date Print name Evidence of Trust support By signing here, the relevant manager is indicating full approval for this grant application and has considered the potential on-going revenue implications for their area/department/directorate: Manager Signed Date Print name Head to Toe Charity Grant application form Page 11 of 12

58 Other approvals (if applicable) The Charity requires that certain departments within CPFT are consulted prior to applications - as to the appropriateness of your project/item/activity/role and if there are any measures that need to be taken to ensure compliance with Trust policies. For example, infection control, IT and business technology, health and safety. If this is relevant to this application, please detail the outcome of your consideration and the members of staff who have been consulted plus any measures you are required to take. Declaration I have read and understood all the terms and conditions of applying for this grant. I declare that all the information provided in this application form is accurate and true and I will abide by the grant terms and conditions should I be successful. Lead applicant Signed Date Print name FOR CHARITY USE ONLY: CFMC approval? Yes No Date of approval: CFMC approval By signing here, the Chair of the Charitable Funds Management Committee (CFMC) approves this application for funding on behalf of the Trustee. Chair of CMFC Signed Date Print name Head to Toe Charity is a registered UK charity. Registered Charity No Page 12 of 12 Head to Toe Charity Grant application form

59 Appendix 5 Grant Acceptance Form

60 Grant Acceptance Form Please complete and return this form to Head to Toe Charity, Elizabeth House, Fulbourn Hospital, Cambridge Road, Cambridge CB21 5EF. If you have any queries or require further information, please contact Clare Jones on or Grant reference number Project title / purpose of grant Total grant amount approved Date grant approved Charitable Fund Number/Name Lead contact name Address address Landline number(s) Mobile number(s) THE FOLLOWING SECTIONS SHOULD BE COMPLETED BY THE LEAD APPLICANT: Duration of project Expected start date Expected completion date Please give your best estimate of when invoices will be submitted for payment. This will help with our cash flow planning, and to monitor progress of the project. Please use a separate sheet if required. Payment Expected date Amount ( ) Declaration By signing this form, I agree to accept the grant detailed above and that I have read, understood and agree to the standard terms and conditions associated with this grant. Lead applicant Signed Date Print name Head to Toe Charity is a registered UK charity. Registered Charity No

61 Appendix 6 Standard Terms and Conditions

62 Standard terms and conditions of grant funding Head to Toe Charity the Charity is the NHS charity for Cambridgeshire and Peterborough NHS Foundation Trust the Trust. The Charity funds projects that enhance mental and physical health care services provided by the Trust, so that local people using these services receive the best possible The Charity has a legal obligation to ensure that its grants are used for charitable purposes that have public benefit. It also has a moral obligation to ensure that money donated to the Charity is used as effectively as possible. These Terms and Conditions apply to all general grants made by the Charity. The Charity recognises that NHS staff have many demands on their time and, therefore, aims to make the terms and conditions simple and reasonable, whilst ensuring that minimum requirements are met. If grants are spent effectively, this will help enhance both the reputation of the Charity and CPFT, encouraging further giving for the ultimate benefit of patients, service users, their families, carers and members of staff. Please read these terms and conditions carefully before signing the Grant Acceptance Form. If you accept the grant offer, please then sign and return the Grant Acceptance Form, keeping these terms and conditions for your reference. Terms and conditions 1. General All funds held by the Charity (which includes ward and departmental charitable funds) and all grants and expenditure by the Charity, must be used for charitable purposes. In general terms this means that all expenditure: a) must further the objects of the charity b) must be in the public benefit, and any private benefit must be incidental The purpose, amount and duration of the grant are set out in the offer letter and the Grant Acceptance Form. The grant is given for the stated charitable purpose only. Unless otherwise specified, this will be for the project as detailed in the application for funding. The grant should be used solely for this project. The amount stated in the offer letter and Grant Acceptance Form is a maximum figure for all costs incurred in connection with the project. There shall be no expectation that further funds will be provided to complete the project in the event of any shortfall. The duration, and anticipated start and completion dates for the project are stated on the Grant Acceptance Form. The Charity recognises that it can take time for a project to be launched, for example, if new staff have to be recruited. If there are likely to be significant delays to a project, or changes to the duration, the Charity should be informed promptly. Head to Toe Charity Standard terms and conditions of grant funding Page 1

63 The lead contact should be the individual with overall responsibility for the project which the grant is funding; in the case of research, this should be the Chief Investigator. Before the grant can be paid, the lead contact must sign and return the Grant Acceptance Form, confirming acceptance of these terms and conditions. Any proposed changes to the lead contact, for whatever reason, must be communicated to the Charity immediately; the Charity reserves the right to review or withdraw a grant if a suitable replacement lead contact has not been identified. 2. Employment of staff Where funding relates to part or all of a salary cost, the Charity does not act as employer of the individual and will not be liable as such. The lead contact will be responsible for ensuring that all employment legislation is complied with. Your Human Resources (HR) department should be able to advise you on this. Where the grant is a contribution towards part or all of the cost of new staff the Charity requires confirmation that the post has been filled, including the name of post holder, annual salary and start date, before any payment is made. The Charity will not normally be willing to consider requests for additional funds for salary purposes that are not identified in the original application. Any increments or other salary increases not identified in the original application will be the responsibility of CPFT. The Charity should be informed immediately if staff that are supported by charitable funds give notice, leave or are redeployed. 3. Grants for research The lead contact must ensure that prior to the research commencing and throughout the research period, all the necessary legal and regulatory requirements in order to conduct the research are met and all the necessary licences and approvals have been obtained. The Trust s Research department may be able to assist. The Charity does not accept any liability arising from research projects that it funds. The lead contact is responsible for ensuring that the whole project is conducted in accordance with the Trust s systems for the management, monitoring and control of research work, including the requirements of all regulatory authorities governing the use of investigational medicinal products and devices, radioactive isotopes, animals, pathogenic organisms, genetically manipulated organisms (GMOs), toxic and hazardous substances, and research on human subjects and human embryos, and the regulations set down under the Control of Substances Hazardous to Health (COSHH), Advisory Committee on Dangerous Pathogens (ACDP) and Advisory Committee on Genetic Manipulation (ACGM) guidelines, the Health and Safety at Work regulations and any other regulatory requirements as may apply from time to time. The lead contact is responsible for ensuring that the study is conducted in accordance with the Department of Health Research Governance Framework, including the Regulations relating to CTIMPS, the Mental Capacity Act and the Data Protection Act and any further legislation in future encompassed in the Framework. No funded work may commence without the appropriate ethics approval. Such approval must be confirmed to the Charity in writing before any payments of grant can be issued. Where ethics approval is not required, the approval of the Trust must be obtained before the project may commence. Such approval must be confirmed to the Charity in writing before any Page 2 of 5 Head to Toe Charity Standard terms and conditions of grant funding

64 payments of grant can be issued. The use of animals in experiments must be strictly limited to that set out in the application. A personal license must be in operation at the time of application and the research will only commence after the Project License is awarded. The Charity has a responsibility to ensure that work of the highest quality is produced. The Charity therefore requires that the Trust and/or the University is responsible for ensuring that all funded work is at all times adequately supervised, monitored and evaluated and that the Trust and/or the University provides sufficient resources to support the funded work. 4. Grants for capital Any equipment funded by a grant from the Charity will, immediately it is received, transfer to the ownership of the Trust. All responsibility for such equipment, including matters of security, maintenance, infection control, training and issues relating to Health and Safety will be vested in the Trust who must ensure that the equipment is appropriately insured and maintained throughout its useful life. Any losses or claims relating to the equipment will be met by the Trust and the Charity will accept no liability in this respect. For grants relating to building work, any significant variations to the start date, project costs or estimated completion date should be communicated promptly to the Charity. 5. Intellectual property As a charity, the Charity is under obligation to ensure that the results of research that it funds in part or in whole are published for the public good. The Charity also attaches importance to commercial exploitation and recognises that the specific nature of the opportunity for exploitation may only become apparent during the course of research. Ownership of the intellectual property arising from any work funded by the Charity will vest in the Trust. The NHS has set up Innovation Hubs to advise NHS Trusts on whether or not the intellectual property has commercial potential and how best to take it forward. NHS Innovations South East Ltd (NISE) is the innovation hub for the Cambridgeshire and Peterborough region. All results of research in relation to which the Charity has made a grant, must be considered for appropriate intellectual property protection and potential commercial exploitation by NISE on behalf of the Trust. Any publication of the research findings (including communications such as verbal statements, posters, abstracts and letters to specific journals) must be delayed until such consideration has been carried out. However, no unreasonable delay should be allowed to occur before information is placed in the public domain. A delay beyond 6 (six) months will be deemed unreasonable. The research and the results of the research may not be commercially exploited in any way without the prior written agreement of the Charity. Such agreement may be refused at the Charity s absolute discretion or granted subject to such conditions as the Charity may decide (and may well require prior agreement as to the sharing of the financial benefits arising from the exploitation). Decisions regarding exploitation will be made on a case by case basis. Where multiple funding sources are present or multiple inventors are involved, royalties and other income arising from the research should be shared in proportion to the investment made by funders, less any legal, patenting and associated costs incurred. Head to Toe Charity Standard terms and conditions of grant funding Page 3 of 5

65 6. Payment of grants There is space on the Grant Acceptance Form to indicate the likely schedule of payments. Please complete this to help us plan our cash flow requirements. Grant payment will be made on production of authorised documentation in line with the Trust s Standing Financial Instructions and Scheme of Delegation, which also apply to the Charity. Payment requests for grants covering capital items or medical research should usually be in the form of original invoices, claim forms, receipts or memoranda. These should be authorised with the signature of two Fund Advisors registered for the relevant fund (plus any additional authority as per the Scheme of Delegation), and forwarded to the Charity. The Charity will make the payment, normally within two weeks of receipt. Recharges of salaries of Trust employees funded from a Charity grant will be charged to a designated control code. No further authorisation will be required. Recharges will continue until the accrual is exhausted, the agreed period of funding expires or notification is received that the recharge should cease (authorised with the signature of two Fund Advisers registered for the relevant fund plus any additional authority as per the Scheme of Delegation). The Charity reserves the right to withdraw grants, in whole or in part, in the following circumstances: (i) (ii) (iii) (iv) Where grants are not taken up within two years of the approval date. The Charity will require a report detailing the reasons and a request to renew the commitment for a further period, if applicable. The Charity reserves the right to cancel any grant approvals where an extension has not been sought. Where projects are notified as completed. Any unspent balance of grant remaining will be cancelled. Where a balance of grant has remained static for two years with no explanation from the lead contact. Any unspent balance of grant remaining will be cancelled. If the lead contact leaves the host Trust, or otherwise is not able to continue to act as the responsible individual for the grant and a suitable replacement cannot be identified. 7. Grant evaluation In all cases where a grant has been agreed, the Charity will require a completed Grant Evaluation Form from the lead contact within one month of receiving the form from the Charity. This is usually within three months of completion of the project or three months into the project. A reminder will be sent to the lead contact at the relevant time. Failure to comply with these reporting requirements may affect payments under the current grant and future requests from the applicant. 8. Publicity It is a condition of the grant that recipients make reasonable efforts to ensure appropriate acknowledgement of the Charity s support, and co-operate with the Charity in publicising the grant, if requested. Subject to Section 5 above, the lead contact must ensure that all useful knowledge acquired from research funded by the Charity is disseminated to the public and others able to utilise or benefit from it. Where the research is highly technical, restricted access through medical publications, universities, and other medical and educational establishments to persons who have a sufficient reason to study the material will be acceptable. Page 4 of 5 Head to Toe Charity Standard terms and conditions of grant funding

66 In all cases, to avoid any possible confusion, the Charity should be referred to as Head to Toe Charity. In formal settings, the Charity s registered number should also be added. The Charity can provide additional advice and copies of its logo, in a variety of formats, on request. In general, the Charity s support should be acknowledged on all materials produced in connection with the project, such as leaflets, posters, displays, job adverts, newsletters, reports and published articles. The regularity and prominence of the acknowledgement should be proportionate to the degree of support. Where a grant has supported physical or environmental improvements, the Charity will contact the recipient to arrange the installation of a Head to Toe Charity plaque, if appropriate. The Charity should be invited to any launch or opening events, and our support acknowledged at such events. We will do our best to send a staff or Trustees representative, although this is not always possible. The Charity s fundraising staff may also contact grant recipients for quotations or images to be used in internal and external publicity material, or press releases. The Charity is committed to following good practice in fundraising, and will act professionally and sensitively at all times when arranging publicity in connection with grants. Head to Toe Charity December 2017 Head to Toe Charity is a registered UK charity. Registered Charity No Head to Toe Charity Standard terms and conditions of grant funding Page 5 of 5

67 Appendix 7 Grant Evaluation Form

68 Grant Evaluation Form Dear Re: Grant Reference No. CFXXX for NAME OF PROJECT, DATE Head to Toe Charity is keen to understand how the charitable funding for your project has made or will make a difference to the people we support, their families, carers and CPFT staff. The purpose of this short form is to help you fulfil the terms and conditions of your grant by giving us feedback on your successes and any difficulties experienced. It also helps us to ensure that the Charity has been acknowledged appropriately, to help raise awareness and support for the work that we do. Please take a few minutes to review Section 1 and complete Sections 2, 3, 4 and 5 of this form. The form is designed to be completed electronically and should be saved upon completion and returned by to charity@cpft.nhs.uk within 28 days of receipt. If you have any queries regarding completion of the form or have any problems meeting this deadline, please contact: Clare Jones Charity Manager Elizabeth House, Fulbourn Hospital Cambridge Road, Cambridge CB21 5EF Tel: clare.jones@cpft.nhs.uk Thank you for your support. PLEASE NOTE: Failure to return a completed grant evaluation form may jeopardise your chances of further grant funding from Head to Toe Charity. This would be at the discretion of the Trustee of Head to Toe Charity. It is extremely important that the Charity can demonstrate that it has used its funds in an appropriate way and that there is clear patient and/or staff benefit. By returning your grant evaluation form, you will enable us to fulfil our obligation to our supporters and also help us to publicise the positive impact that our grants have made for people in Cambridgeshire and Peterborough. This will enable us to secure further donations to support projects.

69 Grant Evaluation Form Please complete and return this form to Head to Toe Charity within 28 days of receipt. The form is designed to be completed electronically please type your responses in the grey text boxes and save the form upon completion. Please then the completed form to Date: Name of project: Grant Reference No: Detailed on your grant paperwork, starts with the letters CF 1. Overview of the project Please give a short description of the project that has received charitable funding. This is to show our supporters how their donations have been used effectively so please ensure you use layman terms, where appropriate. 2. Outcomes and Benefits In as much detail as possible, tell us about who has benefitted, or who will benefit, and what has been achieved as a result of this grant. Please focus on the benefit for patients and service users, their families, carers and staff members. Head to Toe Charity - Grant evaluation form Page 1 of 5

70 3. Stage of Completion Has the project been completed and all expenditure charged to Head to Toe Charity? Yes proceed to Section 4 No please complete the box below: Project start date: Estimated completion date: Details of outstanding expenditure, if known: 4. Grants for salaried posts If the grant was for a salaried post please complete the boxes below, if not, please proceed to Section 5. Name of person(s) funded by the grant: Their job title/position: Date of appointment: Duration of employment: Is there any other funding towards this post? Yes No If Yes, please give details of this funding: Page 2 of 5 Head to Toe Charity - Grant evaluation form

71 5. Grants for research If the grant was for a research project please complete the boxes below, if not, please proceed to Section 6. Please give details of all completed or proposed dissemination of research results e.g. publication in journals, peer presentations etc. 6. Acknowledging CPFT Charity Publicising the work of Head to Toe Charity is critical as it helps us to increase our income and, therefore, makes it possible for us to award further grants. Please give details of how you have already acknowledged or plan to acknowledge the support of Head to Toe Charity. Tick as many boxes as apply. Funded by plaque Inclusion in publications Website(s) Inclusion in presentation(s) / talk(s) Other (please give details): Funded by stickers Social media Posters Inclusion in leaflets Please contact Clare Jones on or charity@cpft.nhs.uk if you would like to discuss how best to acknowledge the Charity and/or need our logo, strapline etc. Head to Toe Charity - Grant evaluation form Page 3 of 5

72 7. Supporting Head to Toe Charity Head to Toe Charity can t support the people of Cambridgeshire and Peterborough without the help of our amazing supporters. Without their generous donations we can t make these grants. As a beneficiary of one of our charitable grants, we d love to know if you and/or your friends, family, colleagues have ever supported Head to Toe Charity or are planning to do so? Yes No If Yes, please let us know how: Please contact Clare Jones on or charity@cpft.nhs.uk if you would like to talk more about fundraising or making a donation to Head to Toe Charity. 8. Further comments Do you have any further comments about your project and/or its outcomes that would be helpful for the Charity and our supporters to know about? Form completed by: Name: Job title / position: Date: Thank you so much for taking the time to complete this form Head to Toe Charity is a registered UK charity. Registered Charity No Page 4 of 5 Head to Toe Charity - Grant evaluation form

73 Appendix 8 CF1 Requisition Form

74 CF1 HEAD TO TOE CHARITY - CHARITABLE FUNDS REQUISITION FORM COST CENTRE (FUND NUMBER, e.g. TMA01) EXPENSE HEAD INTERNAL REFERENCE (SERCO USE ONLY) Two fund advisor signatures are required for the approval process on ALL expenditure up to 1000: A CF1 must be approved by being sent to the first fund advisor, then on to the second fund advisor and then to the Associate Director or Executive Director (if required) before finally being sent on to procurementordering.cpft.asp@serco.com (creating a clear trail) - OR - a pre-approved CF1 being sent to procurementordering.cpft.asp@serco.com with attached approval s from both fund advisors and relevant directors (if required). ONE ASSOCIATE DIRECTOR AND TWO FUND ADVISOR SIGNATURES REQUIRED FOR EXPENDITURE 1,000-4,999 ONE EXECUTIVE DIRECTOR AND TWO FUND ADVISOR SIGNATURES REQUIRED FOR EXPENDITURE 5,000-9,999 TRUSTEE (BOARD OF DIRECTORS) APPROVAL REQUIRED FOR EXPENDITURE OVER 10,000 ITEM CODE KNOWN) (IF QUANTITY DESCRIPTION OF ITEM/SERVICE PRICE (IF KNOWN) PREVIOUS SUPPLIER (IF KNOWN) PLEASE ENSURE COMPLETION OF ALL HIGHLIGHTED CELLS Requisitioner Name Post Title Fund Advisor Name 1 (As per Trust ASD) Post Title Fund Advisor Name 2 (As per Trust ASD) Post Title Associate Director OR Executive Director Name Post Title Date Telephone Date Telephone Date Telephone Date Telephone Serco Business - Commercial in Confidence

75 Appendix 9 VAT Zero-rated Form

76 To go with Purchase Order: On Behalf of: Head to Toe Charity PURCHASE BY AN ELIGIBLE BODY OF MEDICAL, SCIENTIFIC ETC EQUIPMENT I (Full Name) (Status in Organisation) of (Name and Address Of Organisation) declare that the above named organisation is buying from (Name of Supplier) (Supplier Address) the following goods or services (description) and is paying for this supply with funds provided entirely by a charity or from voluntary contributions. I also declare that the goods are to be used in medical research, diagnosis or treatment. I have read the guidance in the Customs and Excise VAT Notice 701/6 and apply for zero rating of the supply under group 15, schedule 8 of the zero-rate schedule to the VAT Act Signature Date Serco in Confidence

77 Appendix 10 Payment Request Form

78 On Behalf of Head to Toe Charity To: Charitable Funds Department Finance Department Kingfisher House Hinchingbrooke Business Park Huntindon, PE29 6FH Will you please pay: Date: Name: Address: Details: Cost: Please Charge to (Fund name): Fund code: Expense Head: INVOICE MUST BE ATTACHED TO THIS FORM This payment is authorised by the following fund advisors: Name (Block Capitals) Signature Name (Block Capitals) Signature