IMPORTANT: COVID Cost Claims - Additional Staff Costs Data Collection

Published: Thu, 07/15/21

COVID Cost Claims

- Additional Staff Costs Data Collection

15 July 2021

Dear Member,

As part of our COVID cost claims support please see our guidance of data gathering and evidence collection. This is stage 5 in our 10 step plan.

• Stage 5 - Gather data & evidence for additional staff costs due to COVID-19

This covers the period from 1st March 2020 – 31st March 2021.

This part will probably make up the bulk of your claim and be the most time consuming to gather all your data. Evidence you collect is not just limited to your payroll data but you will need to have other forms of evidence to justify your claim.

!! What you need to do !!

1. Read through the table below which shows what you can and cannot claim for (more detail in attached spreadsheet).

2. Go through our payroll spreadsheet and compare the two time periods to assess if you had an increase in staff costs due to COVID (see attached).

You should be able to obtain this data from your payroll provider via a P32 summary
You should keep records of payslips / P32 reports in a file ready to submit if necessary
Consider the cost of delivery drivers
Your own time as a owner working extra hours and an appropriate justifiable rate for this (e.g. if you were working as a delivery driver, locum, manager, etc)
Family members time working in the pharmacy during this period
Evidence can include: RP logs, PMR timestamps, alarm logs, timesheets, diary logs, etc.

3. Create a folder of evidence

*If you have multiple branches this must be completed for individually for each pharmacy*

Please note: Some costs you capture may not be COVID related and are therefore not claimable. You must ensure you are able to justify ALL your claims should you be subject to any post payment verification checks.

Category of costs

Includes

Excludes

Acceptable evidence

Additional staff costs due to Covid- 19

Additional staff costs for backfilling staff that were ill, shielding or self- isolating due to Covid-19

Additional staff costs to deal with the increased demand in/ time needed for the provision of NHS pharmaceutical services

Additional staff costs for regular (non- Covid-19 related) absences

Deferred annual leave

Staff costs for Bank Holiday openings (funded separately)

Invoices for locums

Overtime paid for staff

Increased overall staff bill compared to previous years

The 4 claimable categories are below – We will be covering the rest of these next week:
1.   Additional staff costs due to COVID-19;
2.   Costs incurred to make premises COVID-19 secure;
3.   IT and communication costs to support home working and virtual patient contact;
4.   Notified closures for infection control purposes (maximum 14 days).

PharmaPlus will also be holding a webinar on Wednesday 28th July 2021 to help all members maximise their claims (booking form will be sent out shortly).

As always, e-mail us on info@pharmaplusltd.co.uk or call us at the office if you have any further questions.

Regards,

PharmaPlus

Pre-Reg Training 2021

Pharma Plus Ltd.

Unit B1-B3, Livingstone Court, 55 Peel Road, Harrow, Middlesex HA37QT

info@pharmaplusltd.co.uk | Tel: 020 8863 3335 | Fax: 020 8863 4144 | www.pharmaplusltd.co.uk

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